April Minutes

Meeting Minutes > 2019 > April

BEST ROAD MUTUAL WATER COMPANY

MONTHLY MEETING

Minutes of April 30, 2019

In attendance: Board members: Nan Bustos, Julian Rogers, Marsha Poenisch, Summer Garcia

Guests: Nicholas and Jessica Bawdon

Meeting convened at 7:19 pm by Julian Rogers

Approval of Minutes from March 14, 2019

Financials

A. Treasurer Report: As of March 2019

a.      CD:                                              $1,022.55
b.      Checking:                                     $60,689.47
c.       Repair & Replacement:               $91,032.33

B. Invoices and Expenditures: March 2019

a.      Ellen Fisher’s Bookkeeping:        $450.00
b.      Bracewell:                                     $2,544.70
c.       PG&E:                                          $889.79
d.      AT&T:                                          $111.35
e.      First Trust Alarm:                          $90.00
f.        CRWRMA                                      $2,031.00

Water System Operations and Maintenance Report

A. There were no operational problems with the water system last month and 384,900 gallons were pumped while 374,520 gallons were metered at customer homes.

B. The monitoring report for the Best Road Mutual Water System was submitted to DDW by email with a copy sent to the water system’s files.

C. The monthly distribution system bacteriological sample was negative for both total coliforms and E. coli.

D. As requested by DDW, Bracewell installed a screen on the iron and manganese treatment system backwash piping air gap.

E. Sanitary Survey Status: The final system modifications have been completed and Bracewell has followed up with DDW regarding the work. They have gotten the chlorine injection

system running reliably and are now in the process of evaluating the iron and manganese treatment system performance. An updated O&M Plan was submitted for the April 19th due date.

F. Bracewell is also working on a quote to create a preliminary design for a surface water treatment system for Well 1. Expecting to see something from Bracewell within the coming

weeks.

Actions

1. Julian will add link to emergency plan of state’s emergency plan. State has asked to have a plan in case of fire.

2. Julian to send Marsha copy of invoice for SCADA system modem so that check can be cut to XIO Systems.

3. Marsha will forward a copy of final delinquency policy to Nan.

4. Nan will publish delinquency policy to website.

5. Marsha will document process for approving delinquency notices and forwarding to Ellen.

6. Julian will begin installation of XIO system.

7. Marsha will work on completing the capital plan. Waiting for Bracewell’s proposal on treatment system.

8. Julian will compose newsletter update for shareholders, Nan will distribute to shareholders.

Executive Session

A. H07 – second notice being sent

B. H23 – payment pending, otherwise second notice will be sent

C. P05 – payment pending, otherwise second notice will be sent

New Issues / Information

1. Fiscal 2018 tax preparation is completed and ready for signature. Annual corporation fee of $800 is due, but since we are a non-profit, there are no taxes due.

2. Ongoing compliance issues:

a.      TTHM: Compliance Order 02_05_17R_001 TTHM. We are currently in compliance. Need to continue to report for one year after we meet compliance.
b.      Arsenic MCL: 02_05_16R-005 Arsenic levels above recommended levels for drinking water. March 2019 was first month to be in compliance with arsenic levels.
c.       Well #1: 02_05_18R_002 Groundwater under the influence of surface water

3. Julian met with XIO Systems and handed over the obsolete SCADA system equipment. They have provided specs for the original system to see if we want to upgrade/improve,

but we have decided to stay with the original equipment. We will replace the equipment per the original spec without upgrading at this time. Three control units were returned to XIO Systems, and they have sent us new ones. We will plan to install once the replacements are sent. In order to install/operate the system, we need a cell phone modem which XIO has quoted for $1,060.36. Motion was approved to purchase the modem. Julian will install the system himself.

4. John Van Den Bergh – RCAC Capital Planning will provide us with guidance in setting up our go-forward capital plan and record retention as expected by the State. Waiting for

our operator proposals for treatment system before we move forward. Marsha will work with Ellen Fisher to get needed information.

5. New Delinquency policy was distributed to all shareholders for comments. Comments were received and addressed. Motion to approve the policy was passed.

6. Board discussed process for delinquency letters to be sent out by Ellen Fisher. Board will approve delinquency notices which need to be sent, and therefore instruct Ellen to send

the notices. Marsha will document the process.

Next Board Meeting

Date: Thursday, May 9, 2019 Time: 7:00pm

Location: Sunnyslope Water District, 3570 Airline Highway

Meeting adjourned at 9:04pm

Respectfully submitted,

Nan Bustos, Secretary, BRMWC