Granite Oaks Water Users Association

	BOARD MEETING MINUTES January 23, 2008 October 24, 2007
BOARD MEETING MINUTES - January 23, 2008
Board Members Jeff Deming – Vice President Ken Mino – Director Jim Peoples – Director Dirk Stringham – President Ken Adkins – Director John James – Treasurer	Contract Staff Bruce Eldridge, MDI Allen Kaplan Jim Muylee, Fann Environmental Others Present Bill Weber, Webers Insurance Ed Tumey
The meeting was convened at 8:00 by President, Dirk Stringham. Directors not present were: Balin Strickler. 1. 1. Minutes of Previous Meetings Minutes of the meeting of October 24, 2007 were reviewed. Motion: Ken Mino moved that the minutes of the October 24, 2007 meeting be approved with corrections of minor typos. Motion carried. 2. Financial Report Alan Kaplan reviewed the quarterly financial reports, some of the points made were: 2007 was a record year for income. Expenses were up appx. 3 to $4000. Property taxes were down from previous year. The board thanked Alan for his report. 3. Operators Report Jim Muylee indicated that estimates for a new generator was included in the agenda packet. Ed Tumey reported that Duane Gann was obtaining prices for used generators used by film companies that were highly soundproofed. The estimates would be available by the next meeting. Jeff Deming requested that all estimates be obtained and submitted to the board as soon as possible so that action might be taken by the second quarter. A discussion ensued about the discrepancy between reports prepared by Fann, and MDI on total acre feet of water pumped by our wells. As much as 15 AF/mo. difference has occurred. These numbers are critical with regard to our water rights and are reported to the state water resources. Bruce of MDI will work with Jeff and Bob Busch to pursue the differences and make an effort to reconcile them. 4. Insurance Review Bill Weber reviewed our current insurance coverage. In response to a question, he indicated that the well pumps were covered, but not actual well itself. Will check into whether coverage is available for underground and earthquake coverage. He also recommended that if any portable generators are moved, that he be notified, since current policy would not provide coverage if involved in an accident on the road. The board discussed Bill Weber’s recommendation to increase umbrella coverage. Motion: Ken Adkins moved, that umbrella coverage be raised by an additional one million dollars for an estimated $600 per year; seconded by Ken Mino. Motion carried. It was recommended that Bob Busch may need his own LLC. Bruce of MDI to check into. A discussion arose re: the Glenshandra pump failure and if there was any insurance coverage since the insurance had not been notified at the time of the occurrence on 6/8/07. Bill Weber indicated he would check into it with carrier. BACK TO OPERATIONS REPORT A discussion was held re: Shortening of time for service termination on delinquent accounts as recommended by Bob Busch. Motion: Motion was made by Jeff Deming, and seconded by Ken Adkins to approve recommended new policy as read by MDI staff. Motion carried. Ken Mino excused himself and left meeting at 9:15 am. Treasurer John James reported that he had transferred $23,000 to a CD. ACTION ITEMS Action Item: Bob Busch to check status of claim with APS on Glenshandra pump failure. Action Item: Jim Peoples to deliver copy of APS letter to Bill Weber and inform him that operators log verified date of Glenshandra pump failure as 7/8/07 which was date that APS acknowledged two power failures. Action Item: Bob Busch to correct error in last newsletter that board meetings are held on the fourth Wednesdays, instead of the last Wednesday of the month in each quarter. Jim Peoples requested that a discussion item be placed on the next agenda re: frequency of meetings. He feels that quarterly may not be sufficient as continuity of items suffer. He recommended that we might consider bi-monthly. Landscaping improvements at Glenshandra Ed Tumey reported that an old hand pump had been obtained and was in the process of be converted to a sign for Glenshandra. Boulders had been delivered by Fann, but further landscaping work would be held off till spring. Jeff Deming recommended that we should consider rip-rap protection on the bank adjacent to the well because of the angle of the side drainage channel. Ed Tumey indicated he would check with Duane re; making a bid to insulate the Glenshandra building. 5. NEW BUSINESS Review Action Items Bruce of MDI reported that his firm was developing an operating manual for the CORE software, and that they performed frequent backups to their records in an effort to avoid any future problems. Jeff Deming reported that in an effort to anticipate contract renewal dates of staff, the contract with Fann Environmental will be up for renewal consideration next Sept. Jeff recommended a committee be set up to review the contract between the April and July meetings. A discussion was held re: a golf cart or quad type vehicle for meter reading. Action Item: Ken Adkins to obtain info and prices on quad type vehicles. Action Item: Jim Peoples to pursue obtaining updated copies of The Water Board Bible published by the Arizona Small Utilities Assoc. for the use of the board members. Action Item: Jim Peoples to pursue obtaining updated copies of The Water Board Bible published by the Arizona Small Utilities Assoc. for the use of the board members. Submitted by Jim Peoples, Secretary
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BOARD MEETING MINUTES - October 24, 2007
Board Members Jeff Deming – Vice President Ken Mino – Director Jim Peoples – Director Dirk Stringham – President Shareholders Duane Gann Ed Tumey	Contract Staff Bob Busch, MDI Allen Kaplan Jim Muylee, Fann Environmental
The meeting was convened at 8:00 by President, Dirk Stringham. Directors not present were; Balin Strickler, John James and Ken Adkins. 1. Minutes of Previous Meetings The minutes of the Annual Meeting were discussed. Motion: Jim Peoples moved that the minutes of the July 29th annual meeting be approved as writer; seconded by Ken; motion carried. Dirk reviewed aloud the board minutes of July 26th. Motion: Jim Peoples moved to approve the minutes of the July 26th board meeting as written; seconded by Jeff; motion carried. 2. Financial Report Alan presented the financial results for the end of the 3rd quarter 2007. Revenues: $194,187 Expenses: $116,893 Income: $82,353 Income is 18K above last year at this time and 30K more than projected in the 2007 budget. This is due in part to higher revenues than budgets and about 12K less expense. The difference in expense is a result of repairs for Post Oak not yet being realized vs budget. After a review of the cash on hand, there was some discussion about placing additional funds in a CD for the replacement fund. Motion: Jeff moved that $23,000 be transferred out of the checking account to a CD designated for the Asset Replacement Fund; seconded by Ken; motion passed. Alan reported that GOWUA had a cash flow of $43,400 for the first 3 quarters of 2007. Alan also reported that after some review of material from NARUC and corporation commissions, he was in agreement with handling the replacement of the Glenshandra pump as a capital replacement following utility accounting guidelines. This would mean none of the cost is recognized as expense. The new plant is capitalized and the amounts for the removed plant is credited to Accumulated Depreciation. 3. Operators Report Jim Muylee reported that 65 meters have been verified this season, completing the annual program for this year. He reported that 2 chlorine pumps had been ordered to replace existing pumps. He recommended that vents be installed in the Chlorine shed during the upcoming remodeling to lessen the caustic atmosphere in the shed. He indicated that no events have been recorded on the power recorded placed at Glenshandra this summer. Action Item: Bob will follow up with APS concerning the status of response to our letter regarding Glenshandra well. Action Item: Jim/Mike Young to get information on generator for Glenshandra/Post Oak before next meeting so that a generator can be in place at Glenshandra by next summer. 4. Managers Report Bob reported that after discussions with ADWR about requirements for exemption from the water supply section of the System Water Plan indicated GOWUA would not get the exemption, he added a water supply section, completing the System Water Plan. He then forwarded it to ADWR as required. He pointed out that annual water use per customer went up from 1995 to 2002 for a high of 181,880 gallons per customer per year. Annual use then went down over the next three years to 141,190 in 2005, only to go up to 148,650 per year per customer in 2006. 2007 is on a pace to exceed last year. The highest daily use ever was July 8th, at 431,967 gallons delivered to customers. Bob reported that he is following up on a new well added in the subdivision. He has talked to the customer about the requirement for a backflow device and will continue following the situation until backflow test information has been received. 5. Old Business a. Review of Action Items Ken Mino reported on his review of the upcoming MDI contract expiration. He received a proposal for a renewal of the three-year contract at the same rates with a 3% year to year increase starting November 1st. Ken recommended that the board enter into the 3 year agreement as presented, and further recommended that the board start earlier before the next expiration and obtain other bids. Motion: Jeff moved to approve the 3-year contract with MDI as presented; Jim seconded; motion carried. Action Item: Bob will add contract expiration dates for MDI and Fann Environmental on the cover page of the monthly report package as a reminder to board members. b. Landscaping Improvements – Glenshandra Duane Gann reported that fencing & basic work is about complete. Boulders will be added in a few weeks, compliments of Fann Environmental. Plants will be added next spring. The plants are being provided by members of the Garden Club. Once plants are added, the area will be covered with decorative rock. Possible articles for the upcoming newsletter were discussed. Among them, protecting meters from freezing this winter, conservation and updates of well sounding data. Motion: Jeff moved to adjourn; seconded by Ken; meeting adjourned at 9:50am. Next meeting: Wednesday, January 23rd, 8:00am – Post Oak Site Minutes recorded by Bob Busch
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