October Minutes - BRMWC

Best Road Mutual Water Company
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October Minutes

Meeting Minutes > 2019 > October
Minutes of October 10, 2019

In attendance:            Board members:  Julian Rogers, Nan Bustos, Marsha Poenisch
Guests:                      Dennis Silva
Meeting convened at 7:09 pm by Julian Rogers
Approval of Minutes from September 12, 2019 board of directors meeting
  1. Report: As of September 2019
    1. CD:                                                $1,022.55
    2. Checking:                                       $61,156.51
    3. Repair & Replacement:                     $108,312.33
  2. Invoices and Expenditures: September 2019
    1. Ellen Fisher’s Bookkeeping:               $469.30
    2. Bracewell:                                       $1,882.00
    3. Bracewell (Filter system design):        $2,692.50
    4. PG&E:                                             $1,029.50
    5. AT&T:                                              $85.23
    6. First Trust Alarm:                              $90.00
    7. Julian Rogers SCADA reimbursement:  $133.44
Water System Operations and Maintenance Report
  1. There was no report from Bracewell for September prior to the meeting.
  2. There were no operational problems with the water system last month.   Routine maintenance performed.  
  3. Level gauge needs repair
  4. DDW Reporting The monitoring report, Monthly Summary of Distribution System Coliform Monitoring and Coliform Reporting Form for the Best Road Mutual Water System were submitted to DDW by email with a copy sent for the water system’s files.
  5. The monthly distribution system bacteriological sample was negative for both total coliforms and E. coli.
  6. The treated water and Wells 1 and 2 were monitored for manganese and iron and the treated water results were below their MCLs.
  7. The monthly monitoring of Well 1 and Well 2 for arsenic was completed and the monthly average arsenic level in Well 2 was 19.0 ug/L.
  8. The weekly sampling of the treated water for arsenic was completed and the monthly average arsenic level was 17.0 ug/L.
  9. The water in the distribution system was monitored for TTHM and haloacetic acids and the results were below their respective MCLs.
  10. Bracewell continues working on the design of a water treatment system for Well 1.  After design is complete, next step will be to obtain permits.
  11. TTHM & HAA5 distribution system sample results from March through August:
    1. March - HAA5 <1.0 ug/L, TTHM 6.00 ug/L
    2. May -     HAA5 <1.0 ug/L, TTHM 10.02 ug/L
    3. August - HAA5 8.9 ug/L, TTHM 44.02 ug/L  
  1. Summer will speak to Bracewell about getting more details of work performed monthly to be detailed in the monthly report
  2. Nan to provide a list of shareholders who have not responded to updated information request
  3. Julian will progress with the installation of XIO system
  4. Marsha will contact Ellen for overall payment history, including annual meeting
  5. Nan will update emergency response plan with emergency fire plan
  6. Marsha will speak to Ellen about adding a reminder for board meeting dates
  7. Julian to send Nan copy of status of well design from Chris to Jonathan
  8. Nan will send out notification for annual meeting next month
  9. Julian will contract Bracewell regarding purchasing a generator
New Issues / Information
  1. Emergency Plan- Jonathan has suggested adding some additional information to the plan.  Plan was updated with Jonathan’s suggestions.
  2. Treatment system- Design work is complete, and there has been some review and conversation with the state.  The State may recommend that we have 2 5,000 gallon tanks.
    1. Estimated cost is $50,000
    2. $15,000 for permits, operations manual, etc
    3. $56,000 for the treatment unit with filter membrane, storage tanks and pumps
    4. Spent approximately $11K to date
    5. Equipment will be located in the pump house to treat well 1, well 2 could be added
    6. Storage tanks located outside
    7. Capacity estimated at 70-80 GPM, now at 40 GPM on one pump
    8. Installation, testing and final sign-off by the state is estimated to be 1 year
  3. Scada System – Julian has installed the system and the server is online.  He will continue to work on the communication between the sites.  Connected amp meter on both wells which are operational. Estimated completion is 1-2 months.
  4. Capital Improvement Planning – Marsha is taking the action
  5. Asphalt under equipment in pump house is cracked and is deteriorating.  We will get quotes on repair/replacement in order to evaluate options.  Julian met with one contractor who has not yet responded with quote.
  6. Chlorine continues to be monitored.  Bracewell is having some struggle maintaining the residual levels in the tank.  Will continue to flush to try to manage.
  7. Meter accessibility is becoming an issue for meter readings at some locations, including one meter behind an electric fence.  Bracewell was asked to provide a list of locations where meter accessibility is a problem.  
  8. Ongoing compliance issues:
    1. 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.  
    2. Arsenic MCL:  02_05_16R-005 arsenic levels above recommended levels for drinking water.  Blending wells 1 and 2 should help us to get below recommended levels, however well 1 will need to come back online before this blending can happen.
    3. Well #1:  02_05_18R_002 Groundwater under the influence of surface water
  9. Julian has observed a broken meter on the main storage tank.  He will follow up with Bracewell.
  10. Lights in the pumphouse were not currently working. Julian repaired them and they are now functional.
  11. Received notice from PG&E that we may experience outages with recommendation to plan accordingly.  In referencing our emergency response plan, we have a provision for power outages.  Motion to engage Bracewell to help us identify specs for an emergency backup generator.  The board has approved expenditures up to the value of $2,000.
Executive Session
  1. 2nd late notices going to H07
  2. 1st late notice going to H12
  3. 1st late notice going to P08
  4. 1st late notice going to H12
Next Board Meeting – Annual Shareholders Meeting
Date:  Thursday, November 14, 2019         Time: 7:00pm
Location:  Sunnyslope Water District, 3570 Airline Highway
Meeting adjourned at 9:36pm
Respectfully submitted,
Nan Bustos, Secretary, BRMWC
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