MINUTES OF THE REGULAR MEETING OF THE BOARD OF DIRECTORS
OF THE
ARABIAN ACRES METROPOLITAN
DISTRICT
Held:
|
Attendance |
The regular meeting of the Board of Directors of the Arabian Acres
Metropolitan District was called and held in accordance with the statutes of
the State of Gene L. Billings Radford K. Walker David J. Biondo Sandy D. Zuniga Also present: Ken Rupp, Private District Consultant, John Volk, ECO Resources, Inc., Operator for the District, Terry Malcom, District Administrator, and Mrs. Jenny James, the District’s Recorder of Minutes. Director Yoder was excused pursuant to 32-1-905(l) (g), C.R.S. |
|
Call to Order |
Director Billings noted that a
quorum was present and called the regular meeting of the Board of Directors
of the Arabian Acres Metropolitan District to order at |
|
Disclosure Matters |
Director Billings asked the
Board to confirm that no changes have occurred to any of the Directors’
interests that warrant amending the written disclosures on file with the
Secretary of State’s Office with regard to any potential conflicts of
interest. Pursuant to |
|
Public Comment |
No public comment was received. |
|
Approval of Minutes |
The minutes of the regular
meeting of the Board of Directors held |
|
Financial Matters |
Mr. Malcom reviewed the monthly financial statements and expenses with the Board and asked everyone if they had a chance to review the packet he passed out. Discussion ensued regarding the
past due list. Mr. Malcom commented that 12 on the list had been collected
since the first of the month. He also
stated Shut-off notices were sent to
Pierson, Wolf, and Toler, even though their bills were small. Late charges were added to the property at Discussion ensued regarding the books being closed out on July 14 and that the water usage was estimated for one month. Billing is bi-monthly and water usage is estimated every other month. There is a large discrepancy in meter readings and bills and a lot of the historical data has been lost. The District should know within another month where the water loss is or if it is only on paper. Discussion ensued regarding the confusion on getting meters and remotes read. Mr. Malcom stated the billing system does everything in hundreds and that on some of the meter readings the zeros were put in the wrong place. There are three types of water meters. Badgers, Invensys and Sensus, these meters will all read 7 numbers, however all Sensus and Invensys Meters will be reprogrammed to read 5 digits, while the Badgers already have the 5 digits showing. Aqua Test knew how the numbers were read because they put in the meters. All replacement meters are going to digital and as existing Sensus and Invensys meters are verified, they will be re-programmed to read 5 digits. ECO Resources, Inc. has been instructed to write all five numbers down when reading meters and give the results to Mr. Malcom. Discussion ensued regarding
verification of water meters. As of
today, 65 meters have been verified and 5 meters need to be replaced. So far most all of the meters that were
installed by Aqua Test were not security wired. This is not a problem with the Senses
meters but is with the Badgers. The
District is trying to get away from using the Badger meters because of this
reason. As the meters are verified
they will also be security wired. A letter
will be sent out to all district customers when meter verification has been
completed to notify them that the rules and regulations will be enforced and
that there can be a $1,000 fine if any of the security wires are tampered
with. Director Billings is helping
contractor read and verify meters for the next two weeks. The meter contractor does have an ID badge. Replacement meters cost approximately
$150.00 each plus tax. Colorado Springs
Utilities will calibrate meters for $28 each which is less than ECO
Resources, Discussion ensued regarding a copy of last year’s annual assessment for Mountain Mutual Reservoir Company in the packet. Every year in November Mr. Malcom has to account for the water so that Mountain Mutual Reservoir Company will know how much water to release. This entails keeping the total water pumped every month and accounting for all horses in the District. Discussion ensued regarding the placement of the Morgan’s meter and remote when their old meter and remote is replaced. The new Sensus meter will be mounted wherever the existing one is located, the remote can be moved to a different location however the cost of the move will be the responsibility of the Morgan’s. If the Morgan’s want to move it, they have to come before the board for permission. ECO Resources, Inc. will have to hook it up. Director Zuniga had a question regarding the Tax Distribution System as to the type of taxes that were charged. They are property taxes.
A motion was made to accept the financials as presented. The motion was seconded, unanimously carried and was approved. |
|
Administrator’s Report |
None |
|
Operator’s Report |
Mr. Volk, ECO Resources, Inc. submitted his written Operator’s Report to the Board. Discussion ensued regarding Well number 3. The tests came back as low risk. It has been flushed once, however the water looked cloudy. The well will be flushed again because of the recent downpour of rain. As It may be under surface influence. The flush will take approximately one and a half to two days. As soon as it’s flushed, it will go back on line. Rain water was flooding around building and a trench may be dug down the other side of the well for the run-off of water. Discussion ensued regarding Well number 5 going back on line. It’s a Moderate risk. Well #5 is one of the older wells. Tests are required by the State every 3 years. It is a candidate for redrilling however the permit to re-drill well #5 has expired and it will cost about $500 for another permit. Will know more of what is going on after the meter is read. The water tank static level pressure system is reading an error of about 2 feet off actual level; a technician will be needed to recalibrate it. Liquid Engineering Inc will be contacted for an estimation of work that needs to be done with regards to the required water tank maintenance. Mr. Volk stated there was a small leak on the flow-out valve on building B; a continuous drip, not a big leak, but could get worse. Mr. Rupp will look at it. Director Zuniga asked when meter readings are done. Meters are read at the end of the month starting around the 25th. Mr. Malcom will give Mr. Volk meter reading worksheets to record readings on, ensuring all 5 digits are read. The worksheets have to be back to Mr. Malcom by the first of the month. Discussion ensued regarding Discussion ensued regarding
17,000 gallons of water that was lost from a water hydrant. The bill has not been completed as yet and
needs to go to Director Zuniga asked if ECO Resources,
Inc. read the meter at Discussion ensued regarding a service line at 66 Golden. There has been no contact with the owner. The service line valve was not operable due to being clogged with dirt and debris. The valve was apparently broke at the service line connection on the owner’s side of the line during the process to clean it out either by ECO Resources Inc, or the Owner. There was a recommendation to the Board to help pay to repair line. Mr. Rupp will assist in the repair once the owner is ready to proceed. It was noted that the District has a lot of repair materials and an inventory will be completed to assess the current supply. |
|
Attorney’s Report |
None Given |
|
Consultant’s Report |
Mr. Rupp confirmed no additional movement on any of the easements or the water decree. |
|
Other Business |
Discussion ensued regarding the contract with ECO Resources, Inc. Director Billings talked with Mr. Migchelbrink where a tentative agreement was reached on the contract costs and hours. However, there was a problem with the fee list page regarding materials. An additional 12.98% fee was added for materials due to ECO Resources Inc costs when purchasing materials. As the District has their own materials and accounts and does not need to purchase them through ECO Resources, Inc this should not be an issue. The number of hours was changed from 12 to 10 and there should be a contract for a $1475.00 monthly fee shortly with ECO Resources, Inc. The contract will be sent back to Mr. Migchelbrink and a copy will be sent to Ms. Joan Fritsche for legal review. Director Billings will send information to Ms. Fritsche for the Demand Letter so that she can send it out. Director Billings has 65 meters verified now. Will be doing more tomorrow and Sunday. Out of 65 found 5 that may need to be replaced. Director Billings has system to do reset on meters. Director Walker mentioned that the next Bond payment is due in December and again next June. He also stated the bond payment will go up in 2008. This will be discussed further at the next meeting. |
|
Adjournment |
There being no further business
to come before the Board, and upon motion duly made, seconded and unanimously
carried, the meeting was adjourned at |
|
|
_________________________________________ Secretary for the Meeting |