Minutes February 23, 2020

Board of Directors’ Meeting

Call to Order: Doug Cash called the meeting to order at 9:28 am at the Scenic Estates Clubhouse.

• Board members present: Jeff Smith, Doug Cash, Ben Twigg, William Enoch

• Board members absent: Sharleen Peitsch-Tyerman

• Staff Present: Kevin Southworth, Isaac Colgan, Allison Cash

Voting Status: All board members present are in good standing. Quorum.

Changes to the Agenda: 

• Move “Firewise Grant Funds” to Member Communication

• Add “Insurance Renewal” to Finance Report

• Add “Brief discussion about Salvation Army” to President’s Report

Approval of Minutes:

• Ben motioned to approve the Board of Directors’ Meeting Minutes from January 5, 2020.  William seconded.  Motion passed.

Guest Forum: Carl Garrison from Coffman Engineering presented his report on the Water System Treatment, Pumphouse, and Discharge Improvements. The report was developed in conjunction with the recommendations by the state in order to meet the terms of the Formal Compliance Agreement. 

One addition to the preliminary report is that LISE should install a Streaming Current Meter.  This device ensures the appropriate dosage rate of chemicals to accommodate the changing turbidity of our water source.

The improvements suggested in the report will automate many of the aspects of the treatment plant, which will allow the Operators to leave the treatment plant and engage in other work while water is being filtered.  If a problem occurs, the plant will automatically shut down and the Operators will be alerted and be able to respond accordingly.

William motioned to approve that Coffman Engineering complete the engineering in an amount not to exceed $35,000, for the improvements as specified in the proposal, with the intention that the board anticipates completing all of the improvements in the proposal.  Ben seconded.  Discussion followed.  Motion passed.

Member Communications:

• Member email re: Community Updates for Renters.  Discussion of ways to improve communication with renters.

• Member email re: Notification of plan to install fencing. Jeff will draft a letter to the member.

• Member email re: Acct. 10402 Late fee waiver.   Discussion of late fees. 

Reports:

• President:

  • The Salvation Army reached out again about hooking up to our water system.  Discussion of the best way to respond to their request. 

  • Discussion of 2020 Reserve Study Contract.  Ben motioned to approve the bid for a Level 3 Reserve Study.  Jeff seconded.  Motion passed.

  • Review of the meeting with attorney.

    • Attorney confirmed that we can amend and restate the bylaws to clean up ambiguous language, grammar and punctuation errors.  Once changes are made and approved by the board, we can submit all of Part 4 to the membership for a vote at the AGM.

    • Foreclosures are still moving forward. 

  • Board members are encouraged to review the proposed changes to Part 5 and submit any edits to the full board.

• Finance:

  • Discussion of insurance renewal.

• Operations/Water:

  • Review of Water Facility Inventory Report.  We have 3 pending service requests, which would put us at 90% capacity.

  • Backhoe auction (closed bid) will be held at the April 19, 2020 BOD meeting.  Sealed bids should be submitted to the Business Office by Thursday, April 16.  

• Communications/Planning:

  • Next newsletter will feature article about backhoe auction and information for renters.

• Administration:

  • Office Manager Job Description-Discussion tabled.

Old Business: None

New Business:

• Firewise Preparedness Day will be held on May 2.

• Quickbooks has increased the ACH fee, but LISECC will continue to charge a $1 flat fee for ACH transactions.  Also, our payroll service no longer supports the version of QuickBooks that we are currently using, so we will have to upgrade to a current version.

Other Business:

• Next BOD Meeting: March 15, 2020 at 9:30 am.

Adjournment: 11:53 am.

Click here to see a table of the action items to be completed by board members as of February 23, 2020.