Members Present: The following Directors were present and acting:
- Jodi Lightfoot, Vice President
- Larry Ioffredo
- Gary Osteen
- Erica Fisher
- Mike Lomas, Chairman and President
Managers:
- Kasey O’Halloran
Call to Order: The Regular Meeting of the Board of Directors of Timbers Water & Sanitation District was called to order by President Lomas on November 13, 2023, at 6:10 pm, noting a quorum was present.
Consent Agenda: The Board reviewed the regular meeting minutes, financial statements, and the AR report from October 2023. Upon motion duly made by Mrs. Fisher and seconded by Mr. Ioffredo it was
RESOLVED to approve the consent agenda.
Invoices: Invoices for October 2023 were reviewed and approved for payment. Upon motion duly made by Mr. Ioffredo and seconded by Ms. Lightfoot, it was
RESOLVED to approve payment of the open invoices.
Transfer of funds from TWSD to TWSWA Enterprise:
$5000 Request
Manager’s Updates: From John Fitzgerald: October BOD removal was 95% and TIN results were 4.9 mg/l. Pretty quiet again this month. I sprayed down the membranes in October. Doug Crowl at Aslan finally sent a new backflow unit. Joe Clyne at Alpenglow has said he will do it. I’ve been poking him weekly.
The Board discussed the extra hours that the contractors charge. The Board expects the time increments to be broken in to 15-minute increments. Mrs. Fisher stated that the work should fall to the contractor to break down all the duties that are part of the contract and all the duties that are outside of that contract. The contractor should complete a form, submit it to Mrs. O’Halloran and the Board can approve or deny the payment of additional hours on a month/quarterly basis. Mrs. O’Halloran will get this form to the contractors and advise.
New Business
D&D Contract for Snowplowing Services – The Board discussed the new proposed 2023-2024 winter snowplow contract. While the Board believes the prices are getting higher and higher, there is no other alternative. Mr. Lomas made a motion to approve the D&D Contract and Mr. Ioffredo seconded the motion. It passed unanimously. Mrs. O’Halloran will sign and return the contract to D&D.
2024 Projects – Legal Counsel and EDU Review – The Board discussed in length the needs of the District and where to best spend allocated money. The Board made a decision to seek out new legal counsel who can aid in clarifying water rights, dam responsibility and restructuring of the EDUs. Ms. Lightfoot will advise our current counsel and Mr. Lomas asked all Board members to reach out to any contacts they have to see this a new legal team can be found.
The Board also discussed the equity and re-evaluation of the EDU’s currently being paid. The Board would like to find out what exactly has to happen for this to be updated. This may have to wait until new counsel is on board.
Timbers Spring #1 – Timbers Village HOA – Mr. Lomas stated that the Timbers Village HOA had been applying for the rights to the Timbers Spring #1 for their pond. The final decision has to be made at the end of this week and Mr. Lomas was asked his advice from the Timbers Village HOA president on what they should do. Mr. Lomas will keep the Board updated on the progress of this water right situation.
Old Business
Sewer Line Tap In – Mr. Hoffman has had Mr. Gibbons and Mr. Fitzgerald on site to tap his new water/sewer lines into the main water and sewer lines. CDC reviewed the tap in and approved it. Mr. Fitzgerald also approved the tap into the sewer line. The water line tap in has started however the main water line cannot be located. Mr. Lomas will update the Board on this situation next month.
Lot 1 Easement – Ms. Sherman issued the Easements that the Board requested back in 2021/2022. Mr. Ioffredo sent the legal documents to the Richardson’s as they will be required to sign as well as the Board President. Mr. Richardson requested time to review and will get back to the Board at the next meeting.
Water Meters – Mr. Ioffredo has not gone further in his research as the Board needs to make some legal investigations before continuing this capital improvement project.
Contracts – Mr. Lomas spoke to the Board further about the risk the Board is taking by continuing to pay the Contractors under their personal names and SSN and not under an LLC with and EIN. The Board agreed that the contracts that will be worked up to begin 1/1/2024 should state that the Board must pay an entity with and EIN and will no longer pay a person. Mr. Lomas will work on getting this contracts up to date for approval at the December meeting.
Reserve Investments – Mr. Ioffredo has not been able to speak to anyone at the bank yet.
Budget 2024 Draft – Mr. Ioffredo, Mrs. Fisher and Ms. Lightfoot met with Mrs. O’Halloran for a Budget workshop to discuss the 2024 draft that was proposed in the October meeting. The discussion ensued on how best to spend the $25,000 allocated to special projects. The Board agreed that the Budget as established in the Draft will be sufficient for final approval at the December meeting.
With business concluded and upon motion duly and unanimously approved, it was
RESOLVED to adjourn the regular meeting the Timbers Water & Sanitation District Board of Directors
at 8:07 pm, this 9th day of October 2023.
Respectfully submitted, Kasey O’Halloran
District Manager, Timbers Water and Sanitation District