Members Present: The following Directors were present and acting:
- Ron Krall, President
- Ash Lesniak
- Gary Osteen, Vice President
- Brock Knez
- Jodi Lightfoot, Secretary/Treasurer
Guest:
- Mary Andre – CDC
Call to Order: The Regular Meeting of the Board of Directors of Timbers Water & Sanitation District was called to order by President Ron Krall on October 12, 2015 at 5:39pm, noting a quorum was present.
Minutes: The Board reviewed the Regular Meeting minutes of the September 14, 2015 meeting. Upon motion duly made, seconded and unanimously approved, it was
RESOLVED to approve the meeting minutes.
Financials: The September 2015 Financial Statements were reviewed. Upon motion duly made, seconded and unanimously approved, it was
RESOLVED to approve the financials.
Invoices were reviewed at the meeting. Included was an invoice for roadwork from Native issued last month. Upon motion duly made, seconded and unanimously approved, it was
RESOLVED to approve payment of the open invoices.
Additional funds are required to pay the open invoices. Ron Krall moved to transfer $35,000 from the Money Market Account to TWSD. Upon motion duly made, seconded and unanimously approved, it was
RESOLVED to approve the transfer of funds
Snowplowing contract:
Ron Krall said there is to be a 2nd meeting scheduled with the snow removal contractor during the first week of November. The meeting will include walking properties to get a solid agreement on how the snowplowing is to be completed. Discussions will include the board expectations listed below:
TWSD expects all the roads to be cleared in one visit.
The road to the water treatment plant is plowed every visit
Ash Lesniak requested that they plow the main roads first, and then plow the individual homeowners after. Ron said that had been requested in the last meeting.
Jodi Lightfoot mentioned the addition of fire hydrant 11A to the plowing schedule. Ash said the quote was approximately $50 to add this road to the plowing contract. Gary mentioned that he feels plowing to the hydrant is the home owner’s association’s responsibility. Ron said he will discuss this issue with Judy Ryan, the Timbers Association President.
Action Item: Ron to follow up with the decision on plowing to the fire hydrant.
Old Business:
Wastewater flow meter repair:
Mary Andre gave an update informing the board that the flow meter had been repaired and installed. Jodi Lightfoot informed the board that the insurance had already submitted a payment of $9,017 against the project and asked Mary for a final summary of CDC’s billing so Jodi can do an analysis of the insurance payment against the actual cost.
SRF Pre-Qualification Submission:
Mary said the SRF Pre-Qualification form is complete and ready to submit. She will send a copy via email to Ron Krall tomorrow for him to complete the formal electronic submittal.
Small Communities Grant Application:
The deadline has been set for November 16th. Mary said Tammy Lake of CDC attended a webinar meeting on October 8th.. Mary distributed a document showing the new application point system to the board. Mary explained that CDPHE has made some changes to the application that could help the Timbers, but some of the new criteria is vague and doesn’t give clear parameters. Mary also mentioned that TWSD can’t get indebtedness points if funding hasn’t been secured. The board reviewed the application and discussed various points including how to measure the number of people served (as many are part time residents), number of people per tap, and how to assume this number. Ron Krall suggested using 2/unit served, 74×2.
Income survey – Mary suggested TWSD request the Income survey from the state so TWSD could claim these points.
Indebtedness – Mary asked if we can get credit for money already put towards the project.
Jodi Lightfoot suggested using debt from the wastewater flow metering and sewer line videotape projects used to determine the sanitation treatment plant requirement. These costs should include CDC’s time billed. Ash Lesniak continued this discussion with added details. And CDC’s time. This could potentially go towards the indebtedness. If the total spent is over $100,000, TWSD can claim the local match contribution.
Per the question and answer from the CDPHE site:
“Any used portion of a line of credit will be considered debt if properly
documented and shown as a liability on the financial statements
ending December 31, 2014”.
“Match funds may include reserves, grants or loans, and/or project
paid expenses in the last 24 months. Project expenses may include
engineer consultation or equipment. Invoices of project expenses
and proof of payment must be attached with the application. Paid
expenses between October 1, 2015 – November 16, 2015 will be
eligible. Applicants must identify if the grants and/or loans have
been executed. For cash reserve match, the financial statements
must indicate a cash balance. Explanation of project source of
match must be included in the project budget and narrative”
Permit compliance –
TWSD doesn’t have a permit; so technically, TWSD can’t have a violation of the permit.
Mary suggested the option of filing for a site application. This would require 30% of the plan to be completed. Mary also suggested combining the water meters project with the tank repair project to get additional points. Metering could add 10 points if included in the project. Mary said she will send the same cross reference for the water tank tomorrow.
Application deadline is Nov 16th. Ron asked if Mary would have any issues meeting the deadline. Mary said this year won’t be as much work because much of the work was done last year and said she will prioritize this project so it is done in advance. Mary will send tammy’s notes and the redlined copy of last submittal including invoices of work and materials. Mary will need a copy of the most recent audit.
Design & Engineering:
Mary said she had not scheduled the meeting with Greg Winkler stating she felt it best to complete the small community grant application prior to the meeting. This would give Greg time to review the Timbers needs. Ron agreed with this decision.
District Manager
Ron Krall, Gary Osteen and Brock Knez met before the official TSWD board meeting to discuss the district manager position. The TWSD board made an offer to Jodi Lightfoot of 40 hours a month at $25/ hours. Ron Krall stated that the rules and regulations need to be check to see if there is any conflict with Ash Lesniak being on the board. Jodi responded, saying she needed to discuss the offer before accepting the position. The board will meet again prior to the November meeting to further discuss the position.
New Business: No new business
With business concluded and upon motion duly made, seconded and unanimously approved, it was
RESOLVED to adjourn the Regular Meeting the Timbers Water & Sanitation District and Board of Directors at 7:50pm, this 12th day of October, 2015.
Respectfully submitted,
Jodi Lightfoot
Secretary/Treasurer