Minutes of the Membership Meeting

Vista del Rey Mutual Domestic Water Consumers Association

Minutes of the Quarterly Membership Meeting, 6 p.m., January 20, 2016

The Lord’s Ranch

Please note: this meeting was not digitally recorded, due to a technical issue. Only handwritten minutes were taken.

Prior to opening the meeting for business, members enjoyed a potluck dinner. Adults present include Patrick and Debbie Stafford, Wade and Karen Cornelius, Rebecca Flores, Henry Torres, Grover Heard, Jr., Bob and Jana Melvin, Mary and David Lucero, Mark Sechrist, Rob Campion, Stacey Fellwock and later Phillip Fellwock, and Beth Morgan. Children present included those of Wade Cornelius’ and Rebecca Flores’ son.

President Cornelius opened the meeting at 6:54 p.m. He asked those present to introduce themselves, which they did.

Secretary Morgan read highlights of the minutes from our November meeting. Patrick Stafford moved to accept the minutes, and Jana Melvin seconded the motion. It passed unanimously.

We then heard the Treasurer’s report. Jana Melvin reported that we ended November with $9,487.21 in the bank. We took in $1,136 during December, spent $768.39, and ended the year with $9,854.82 in our account. She then reported that we had taken in a total of $19,861.60 during 2015. Total expenses during the year were $12,731.30. Net income for the year was $7,130.30.

Well operator Henry Torres reported that our system is running well. Member Kenneth Henrie had had his water tested as part of an appraisal for a VA mortgage and some coliforms (bacteria) were found in the water that were said to provide an environment for the growth of E. Coli, although not at dangerous levels. However, Henry was able to flush the system using hydrants on Henrie’s property, which brought the numbers down. While there, he noted that at each of two meters on Henrie’s property, the valves do not work.

He also noted that the valve on the meter at the former Mary Butkewich property, at the west end of Vista del Rey, is also broken, and that some water is being used there, though the property is vacant. Patrick Stafford noted that when he had viewed the property, he found that the faucet in a bathtub was running a little and could not be turned off completely without repair. As having a little water flowing through the pipes will help prevent them freezing, it was determined that that will be left as is. Mrs. Melvin noted that the realty company in possession of the property pays a monthly bill, so any water running down the drain is being paid for.

Rob Campion moved to repair the valves at the meters on the Henrie property. Jana Melvin seconded the motion, and it was approved unanimously. Torres noted at this time that we can use a hydrant at the Henries’ place to flush the system, as the pipes at the eastern and western extremes of the system need flushing from time to time. He also reported that he will be taking meter readings beginning this month.

Patrick Stafford noted that the fence around the well house is almost complete, with the gates being built by Sabrina and James Lucero. David Lucero said they have about a half-hour’s work remaining. Most recently, they put a wheel on one of the gates to provide additional support. Stafford reported that during the year, we have had a well-head cover fabricated and a ladder to the tank with locking access built. We still lack some barbed wire for the fence, and the overflow pipe still needs attention. In part, he said the overflow pipe needs to be secured so that the wind doesn’t whip it around, and another part of it needs to be buried. Stafford thanked the Luceros for their work. He noted that he had purchased a shelving system for the well house. He had spent $1,130 picking up the repaired pressure pump, which, along with two four-inch submersible pumps and motors need to be protected from vermin.

Stafford also reported on a dispute with the Taxation and Revenue Department, which we thought had been cleared up twice. He waved papers providing proof that it has now been cleared up, explaining that, after the Taxation and Revenue Department had installed new software, evidence that we had in fact paid for four missing payments was wiped out. The situation has been very frustrating. However, he said, we are now paid up through Dec. 31, 2015, and have an overpayment or credit of $165, which we can use in the future, and about $110 that should be added to that. He noted that we have been paying about $125 each month the first half of the year, and about $50 to $75 has been typical the second half of the year. We also can set this up to be paid on line.

Secretary Morgan then reported on the various things we have accomplished during the past year to prepare for our grant application. These include: obtaining an association seal and creating membership certificates, which have now been issued; finding, copying, and making available on Dropbox the drawings of the water system—thanks to Bob and Jana Melvin; we have undertaken but not completed a review and revision of the bylaws (Articles of Incorporation, and Rules and Regulations)—which we put aside and will continue to work on at a later date; we passed an Open Meetings resolution, stating the amount of legal notice we will give for regular, special, and emergency meetings; we (thanks to Mary Lucero) now give notice of our meetings via our website and our Facebook page—as well as posting minutes there; we have secured new insurance and are in the process of obtaining a commercial surety or fidelity bond, intended to cover the money handlers within the association.

President Cornelius noted he has received the declaration of insurance, but has yet to receive a bill. Campion, who has worked with the company in the past, noted that this is normal, and the invoice can be expected in the near future.

Also, in order to remain in compliance with the law, we are required to seek Environment Department-approved training, which we discussed briefly at our previous meeting and this one—in some cases with board members less than enchanted with the concept. Although it is not indicated in the schedule on the ED website’s training calendar, training for board members is sometimes part of the offerings available through the Rural Water Association’s annual conference. This is an event we must pay for. Cornelius noted that we could pay for a board member to attend those trainings for which payment is required. Morgan noted that many of the current offerings, outside the RWA annual conference, are for the Revised Total Coliforms Rule, which would likely be of more interest to our water operator than to board members. The potential for adding a link from our website to the Environment Department’s training schedule arose, with Mary Lucero stating she could look into it.

Jana Melvin then noted that we had paid some $1,700 during the past year for road grading, an expense she questioned whether we could really afford, because when we had to have our well cleaned out just over a year ago, we had $20,000 in the bank, and that it had not been enough to cover all expenses. Now we have somewhat over $9,000, and she noted we had paid $525 per visit to the individual who grades the road. This led to a discussion of whether we really need that much road grading, concerns that we are continually removing the crown on the road, as well as the base course. Bob Melvin noted that he was the one who originally developed the road and that he had done so at a cost of $30,000. The base course was laid in “lifts” at 95 percent compaction.

Melvin noted that if all the homeowners agree to give the county an easement, we could petition to have the road paved. He also noted that the county tends to fill potholes and make other repairs to High Valley Farms Road when people complain again and again. Whether Santana Road is a county road or a private road has been argued both ways by the county, and they do not maintain it. We discussed closing off the road to the eroding effects of traffic that really does not belong in the neighborhood. However, Mr. Melvin cautioned that this could give rise to a lawsuit, if someone were to hit the gate.

Whether or not we will pursue paving of the road or putting a gate on the road was left undecided. However, it was noted that Morgan and Sechrist could at least install a sign on their lot on the northeast corner of the intersection of Santana and Vista del Rey, indicating that the property to the north is private and the road is private. It may not deter traffic considerably, but at least folks would then be aware that they are on private land. Cornelius stated that he knows someone who can make the sign. Sechrist agreed to that, in fact, making a motion to do so that was seconded by Mary Lucero. This motion, made by an association member rather than a board member—and seconded by an association member, having to do with matters of interest to the water association because access to the well is required, but which may be somewhat outside its purview, was allowed. No dissent was voiced.

Jana Melvin made a motion that the board secure a safety deposit box at Washington Federal’s Telshore branch, in which to store important documents like the original deed to the land upon which the well house sits. Morgan seconded it and it passed unanimously.

Morgan noted that she had purchased new checks for the association, as the ones we are using are so old that the routing number is no longer accurate. The bank changed it a few years back. This came up when we purchased a gift card and we were not allowed to use the check because of the routing number. President Cornelius noted he is still using the old checks, however, Jana Melvin suggested that they be destroyed.

A special meeting of the board was set for 6 p.m. February 17, and the next membership meeting was set for April 20th, also at 6 p.m. The meeting of Jan. 20 was adjourned by Cornelius at 8:42 p.m.