Minutes of the Special Meeting, Nov. 18, 2015

Vista del Rey Mutual Domestic Water Consumers’ Association

Board of Directors

Minutes of the Special Meeting Nov. 18, 2015

54 Santana Road, Vado, NM 88072

This special meeting of the VDRMDWCA board of directors was opened at 6:12 p.m. by President Wade Cornelius upon contacting board member Rob Campion to inquire about whether he would attend. He was out of town, but reported via speaker phone that our coverage with Cincinnati Insurance Company through his company’s agent, Hub International, had been bound. Campion told Cornelius that he would get a copy of the policy. Whether we wanted certificates of coverage was discussed. We determined that while we automatically get one certificate, we would simply request others, as needed.

Attending the meeting were Cornelius, Treasurer Jana Melvin, Board Member Patrick Stafford, Water System Operator Henry Torres, and Secretary Beth Morgan. As a quorum was present, motions could be passed, if necessary.

Minutes of the October 21 meeting, which had previously been distributed, were approved as submitted. They were not read.

Treasurer Melvin reported that we began the month of October with the previous month’s balance of $8,988.80, took in $1,435 during the month, spent $1,956.03, and ended the month with a balance of $8,467.77. Expenses had been higher than normal because a pressure pump had gone out, leaving members with gravity-flow only water pressure for around ten days. The treasurer’s report was approved after we had moved onto and heard the water operator’s report. Morgan made the motion, which was seconded by Patrick Stafford. It passed unanimously.

Water Operator Henry Torres determined to put Bac-T reports in the system’s mailbox and to email one to Secretary Morgan. Torres will be doing meter readings around December 1. Stafford had suggested that we have Torres do readings once a year to ensure that no leaks are causing us to lose water from the system. Stafford noted that during the recent crisis he had turned his pressure pump back on, although he needed a back-flow preventer. Torres noted that most pressure pumps have one built in. Morgan passed on comments from Bob Melvin during the pressure pump outage to the effect that when a system pressure pump goes out, those property owners who have home pressure pumps should turn them off, as it causes a vacuum that could put undue strain on the system.

Torres agreed to do monthly meter readings at the well and to submit them to the State Engineer. He also agreed to verify that they are receiving them.

In checking the well, Torres noted that we have another small leak that needs repair. He also agreed to turn on heaters in the well house, if we so desire. He also noted that there are some holes in the well house walls where vermin may enter. He’d like to repair those. Additionally, he inquired about how he is to bill for his services. He was encouraged to submit an invoice similar to what he gives High Valley Farms to President Cornelius, which he will copy to the treasurer. He also presented copies of his water operator certificate, a copy of his water operator’s diploma, a copy of a letter issuing his water operator ID card, and a copy of the Bac-T report.

Upon inquiring as to whether he is covered under our new insurance policy, the board agreed to find out from board member Campion. If not, we need to have him listed as additionally insured. Whether the bonding is part of the policy that we will be receiving was also unclear. We will seek clarification on the bonding.

Torres left upon completing his report. As it was noted on his sample invoice, he charges gross receipts tax. The treasurer noted that we should verify whether he actually pays gross receipts tax, and if not, we should not pay it. Secretary Morgan agreed to inquire.

Stafford noted that our fence is done except for the gates, as per Homeland Security requirements. He said that we had saved about $3,500 in building the fence ourselves, in part, with materials donated by member Ben Wilson. The Lucero family is working on gates. Stafford noted that we need to coordinate with Campion on the rent of a cherry-picker to work on our overflow pipe. Campion was renting one to access lights at his business. Stafford reported that getting our pressure pump rebuilt will cost about $1,000. The one that was allegedly rebuilt was the one we had rebuilt (again) to install during the recent outage. The one that actually went out is currently being rebuilt.

Stafford will be building a wooden box or shopping for some type of pre-built storage to keep rodents from destroying reserve equipment. He said he believes we have resolved issues the Environment Department has taken us to task for and noted that the system is about as good as it can be at this time. We still have a six-inch pump to sell. He said that he could try selling it on Craig’s List, but needs to get specifications from it first.

Stafford noted that we have resolved payments for which we were allegedly in arrears with the state Taxation and Revenue Deparment. After the recent crisis, he had had an additional conversation with former President Schmickle, taking him to task about the back taxes, which Schmickle says he had paid. Unfortunately, we had no paper work that would allow him to refute Tax and Revenue’s claims. Schmickle had told him he had some additional records he had not turned over to Stafford, which he said he would examine for that paperwork, but Stafford reported that he has not heard from Schmickle since then.

We briefly discussed the necessity for board member training. Stafford said he had done a great deal of reading when he learned that Schmickle was leaving and wasn’t interested in spending several hours getting trained. However, he was amenable to participating in some of the Drinking Water Bureau’s webinars. Treasurer Melvin also expressed a negative view of training. However, upon distributing copies of an amendment specifying what type of training the Environment Department requires to board members, Secretary Morgan noted that she felt we would be better board members if we pursued the training, which is required by law. New board members are to obtain twelve hours training within two years of election, six of which are to be obtained within the first year. To date, none of the board members except Morgan have participated in the Environment Department training. She stated that she would not be involved in the water association, except that the training had convinced her she had something to contribute. Board members are supposed to be “certified,” according to the amendment to the Sanitary Projects Act that went into effect in 2007. Board members are to pursue additional training as long as they continue to serve. Morgan noted that as we are on the verge of applying for federal money for a preliminary engineering survey, we may be scrutinized more closely, thus, obtaining the training is important. Stafford said that when the Environment Department’s 2016 training schedule is available, we can consider what training to seek.

The board determined that there will be no December special meeting. With the insurance in place (except for bonding, which is pending), we are very close to being able to submit our grant proposal. We also determined that our first membership meeting in years, which we will be having quarterly, will take place the third Wednesday in January, probably at The Lord’s Ranch. We expect that it will be part business, part social.

Jana Melvin thanked us for the gift card we presented her for her years of service at our last meeting. We also discussed obtaining a get-well card for Ellen Schmickle, who was bitten by a rattlesnake recently. Melvin agreed to obtain one and to sign it on behalf of the board and send it to her.

When Rob Campion was elected to the board, he was assigned the position of “well-checker.” Ms. Melvin noted that he is often out of town, and inquired what his duties actually are and whether he could carry them out if he is out of town. Those things he can’t do our new water operator is willing to do, but we must pay him for that service. When Campion returns, we will clarify what he is able and willing to do, what another board member could do, and what we will pay Henry to do.

Jana Melvin made the motion to adjourn, seconded by Patrick Stafford. It passed unanimously, and we adjourned at 7:39 p.m.