February Minutes
Meeting Minutes > 2019 > February
BEST ROAD MUTUAL WATER COMPANY
MONTHLY MEETING
Minutes of January 10, 2019
In attendance: Board members: Nan Bustos, Julian Rogers, Marsha Poenisch
Guests:
Meeting convened at 7:04 pm by Julian Rogers
Approval of Minutes from January 10, 2019
Financials
A. Treasurer Report: As of December 2018
a. CD: $1,022.17b. Checking: $58,705.03c. Repair & Replacement: $85,272.33
B. Invoices and Expenditures: October 2018
a. Ellen Fisher’s Bookkeeping: $450.00b. Bracewell: $2,738.00c. PG&E: $927.36d. AT&T: $100.50e. First Trust Alarm: $90.00f. SWRCB Filing Fee $288.00
Water System Operations and Maintenance Report
A. Bracewell is investigating small membrane filtration systems with the state. There has been success with other water systems and will determine if this will work
for us and if it will be permitted by the state. There will be an expense to us to perform this evaluation.
B. Chlorination has been restarted, but there are issues with the pump shutting off. Bracewell is investigating. – Failure of flow sensor expected to be repaired mid-
Feb.
C. Both well heads have leaks that will need to be repaired. Bracewell has provided a quote of $947 to repair the leak on one well head, and $624 to repair the leak
on the other well head. – repaired well 1 and well 2
D. Flow meter is not working and will need to be replaced. Bracewell has provided a quote for replacing meter in the amount of $856.
E. Well #2: No operational issues. Online since January 16th 2017.
F. Backflow certifications were completed with no issues.
G. Status on Well 1: Cracked casing, livestock nearby, pooling water, all contributing to contamination issues. Requested information on what will it take for us to
get well #1 in compliance. Must fix cracked casing in order to prevent issue of surface water influence.
H. Bracewell is working with the state to work through concerns with chlorination.
Actions
1. Marsha will work on completing the capital plan
2. Everyone to review Marsha’s 2nd draft of Delinquency Policy and Procedure
3. Summer will contact Ellen Fisher regarding late fee waiver for P02
4. Marsha will draft email to shareholders to see if we can get more meeting attendees
5. Julian will contact new residents regarding attending meetings
6. Nan will make sure that contact list is up to date
Executive Session
A. P08 – Second notice being sent
B. H03 – First notice
C. H11 – First notice
D. H19 – First notice
E. H23 – First notice
F. P05 – First notice
New Issues / Information
1. Marsha Poenisch presented that we have an opportunity to reduce our AT&T expense by changing our existing single line measured business plan to a basic line
service. This would require one year contract. The board voted and approved change.
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.c. Well #1: 02_05_18R_002 Groundwater under the influence of surface water
3. Bracewell is still evaluating status of water system and will continue to provide suggestions for improvements as well as a long term plan. Basic testing has been
completed, and there have been no significant changes in results from previous testing. Question regarding sample points being before filtration is applied vs. after. If we petition to the state, we can ask to change testing to after the filtration system.
4. SCADA system was purchased from XIO Systems and not yet installed for several years due to other priorities with our water systems. The company in which the
system was purchased does not perform installations. In addition, the system is no longer supported based on the age of the system. XIO Systems has replied back and agreed to provide replacement parts at no charge. We need to send back 3 control units, and they will send us new ones.
5. 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.
6. Future board discussion on investigating working with San Benito Water and Sunnyslope Water to see if there is any opportunity to tap into Sunnyslope Water.
7. Annual Sanitary Survey was completed December 11th with Julian Rogers, Marsha Poenisch, and Summer Garcia and the State. Overall feeling that meeting went
well. State was found to be helpful in their approach to helping us with our issues. We feel confident that working with the state we will be able to come to a plan for compliance. The official report was received in January. The results are listed below.
a. Some deficiencies and status
i. Check valve needs to be installed on well 2 by March 25, 2019. - Done
ii. Chlorination or an alternative oxidant must be operational. Plan must be in place by 2/20, and chlorination needs to be operational by 3/20. – in
process
iii. Manganese treatment needs to be achieved immediately. – in process
iv. Treatment plant operations plan needs to be updated – this is being discussed with State and Bracewell. Due by April 10, 2019.
v. Backwash tank air gap verification must be completed by March 25, 2019. - Done
vi. Seal needs to be installed on roof access hatch on the tank to prevent insect entry by April 10, 2019. - Done
vii. Treatment facility inadequate and needs updating. Due as budget allows.
viii. Disinfection byproduct formation study should be completed after commencing with chlorine or alternative oxidant application.
ix. Emergency Response Plan must be updated for 2019. – in process
8. New board member Dennis Silva has not been present at last three meetings. Motion to vote Dennis off the board since he has not attended meetings.
Next Board Meeting – Annual Shareholder’s Meeting
Date: Thursday, March 14, 2019 Time: 7:00pm
Location: Sunnyslope Water District, 3570 Airline Highway
Meeting adjourned at 9:00pm
Respectfully submitted,
Nan Bustos, Secretary, BRMWC