Oak Meadows Service Company Annual Meeting Minutes of the Annual Meeting of 4/14/2015

Transcription

1 Oak Meadows Service Company Annual Meeting Minutes of the Annual Meeting of 4/14/2015 Call to Order at 5:35 pm April 14, 2015 in the Community Meeting room of US Bank, Glenwood Springs CO by President. Roll Call: Present: 10 Present by Proxy: 31 Not Attending: 99 Total: 140 Thus, with 29% present or present by proxy, a quorum was declared present. Information for voting on Board Members: At the 2010 Annual Meeting, Resolution # was passed allowing a quorum to constitute 25% of OMSCO membership as a whole. A quorum is no longer needed from a specific filing to elect their Director. A majority of those attending that Filing is all that is needed. The following is a list of those attending or attending by proxy: Filing 3: Blocker, George Dujka, Karol & Rosemary George Blocker Shugart, Roger Houpt, Jeff Walther, Randy & Nan George Blocker Total in Filing 3: 16 Number Present/Proxy: 5 31% Present. Filing 4A: Abbott, Dale Astrach, James & Lynn Baldwin, Marie Bartlett, David Brown, Chris Brown, Penny & Shawn Cave, Kelly Colia, Clifton & Nancy Connolly, Harry & Nancy Daler, Janice Fetzko, John & Johanna Fosdick/Love;;Joy & Jason Hartman, Glenn & Sandra Kuhn, Charles & Leanne Markuson, James MacQueen,, Anita & Matt David Pendelton Miller, Janice Peterson, Travis & Tamsyn Philips, Ian Rey, Allyn & Barb Rombach, Robert & Lillian Ross, Loanne Smith, Lora Thatcher, George Underwood, John Uren, Richard & Tony Voss-Patterson, Marie Walters, Denise & Maureen Total in Filing 4A: 63 Total Present/Proxy: 28 43% Present Filing 4B: Clark, Patty Delaney, Betty Delaney, Ralph Betty Delaney Ellis, Gary & Marcia Jouflas, Steven & Carrie Milliken, Bruce & Darlene Pagni, Angelo Schaub, Les Stangel, Ross & Kathleen * Wendy Harrison Total in Filing 4B: 60 Total Present/Proxy: 8 13% Present (Note: Wendy Harrison did not attend the meeting) April 14, 2015 Annual Meeting of Oak Meadows Service Company 1 of 5

2 APPROVAL OF THE MINUTES FROM APRIL 2, 2014 ANNUAL MEETING George Blocker moved to accept the minutes of April 2, Ian Philips seconded the motion. The motion was approved unanimously. ANNUAL REPORT: WEST DIVIDE WATER CONSERVANCY DISTRICT/MARTIN RESERVOIRS The water right for the Four Mile Well is relatively junior, and therefore it is likely to be out of priority for some period of time in most years. To allow the well to continue to operate during these times, a plan for augmentation was adjudicated jointly by OMSCO and OMWA. The plan provides that when the Four Mile Well is out of priority, depletions to Four Mile Creek will be replaced with releases of water from the Martin Reservoirs, located near Four Mile Creek above Sunlight. It is essential to OMSCO s ability to provide a reliable supply of water to its customers that OMSCO maintain an adequate supply of replacement water in the Martin Reservoirs. OMSCO holds a perpetual lease of 20 acre feet of water annually in the Martin Reservoirs. Ownership of the reservoirs was recently transferred to the West Divide Water Conservancy District. The transfer was made expressly contingent upon the District s recognition of OMSCO s perpetual lease of the water needed to operate the augmentation plan for the Four Mile Well. The lease itself is nearly 20 years old, and the transfer of ownership of the reservoirs has prompted the District and OMSCO to begin discussions about updating the lease. It is expected that the lease will be amended during 2015, although its essential terms will remain unchanged. BOOKKEEPER. Donna Yost of Just Figures Bookkeeping continues to be retained (since January 2009) to do the bookkeeping and billing. She also attends the meeting and takes the minutes. ATTORNEY: Susan Snyder continues to advise us with legal issues and to file liens on delinquent accounts. Jeff Houpt has been retained to provide guidance in matters concerning the sale of the Martin Reservoirs. April 14, 2015 Annual Meeting of Oak Meadows Service Company 2 of 5

3 OMSCO AND WEBSITE. The OMSCO is The board is trying to compile an list of all customers for communicating OMSCO issues. OMSCO website: The website holds information on Meters, Consumer Confidence Reports, Minutes, Budgets and contact information for your Board of Directors. WATER AND SEWER OPERATIONS: OMWA/OMSCO SPLITTER SYSTEM Over two years ago the District Water Court ordered OMSCO and OMWA to jointly build a facility to monitor and distribute the water from Four Mile Well, which is shared by the two water companies. Previously the water was split via a manual valve system that was checked and adjusted by EPC before the water went to our respective storage tanks. Changes in water demand by OMSCO, on a day to day basis, would sometimes result in our mid-level tanks not filling completely, or over filling and the overflow showing on Old Midland Court. The new system, which we refer to as the Splitter, is now able to monitor what is in our respective tanks, keep them filled to an appropriate level, and accurately record the amount of water each company receives from Four mile Well. Further, it is set so the gallons per minute (GPM) for each water company does not exceed their respective percentage amount of the well s water they are entitled to receive. Jointly the two water companies have rights to 50 GPM (a combination of 35 GPM Absolute Right and 15 GPM Conditional Right). Currently the split is approximately 12 GPM to OMWA and 38 GPM to OMSCO. This percentage will change a small amount as more houses are constructed and served by OMSCO. The construction cost of the facility was split 80% paid by OMSCO, and 20 % by OMWA, as ordered by the court. Upkeep and maintenance cost for the facility will be split along similar lines. An additional aspect of the new facility is we are now able to pump the full 50 GPM from Four Mile Well due to additional pumps in the Splitter. It is our belief that at the next Diligence filing with the state we will be able to move the 15 GPM that are now categorized as Conditional to Absolute, and further solidify our ownership and control of these water rights. The building of this facility required extensive collaboration and cooperation between the two water companies. It is hoped that the lines of communication developed during this process will remain open and an extended era of greatly improved relations will result. April 14, 2015 Annual Meeting of Oak Meadows Service Company 3 of 5

4 WATER QUALITY TESTING Given the potential for oil and gas development in the vicinity of our water supply, OMSCO requested Scope of Work and Cost Estimates from four local engineering companies for a Sampling and Analysis Plan and water quality sampling and analysis of our water supply wells. The sampling and analysis proposed is to be in accordance with guidelines published by the Colorado Water and Energy Research Center for Monitoring Water Quality in Areas of Oil and Natural Gas Development. Proper chain of custody and recordkeeping was requested so that the sampling can be used to document our water quality at this time. In the event that future oil and gas development impacts our water sources, the records may prove quite valuable. One proposal was received from SGM, Inc. for $23,000 to $25,000 for development of the sampling plan and two years of sampling and analysis. The remainder of the local engineering companies were either not interested or felt they had a conflict of interest. The board is researching other alternatives before deciding whether to engage SGM to perform the work. RATES: Rates were not increased this past year. The need for further increases will be reviewed at the end of the year. The Sewer Rate is $49.00/month and Water is $ Standby rates are ½ this rate. A special assessment was voted and approved in July 2011 of $10.00 per household to specifically pay for the two new water tanks. BROKEN METERS We just want to remind you that the individual homeowner is responsible for their own meter and for the line from the main to their home. If it is not working properly it needs to be replaced at the expense of the homeowner. Information on this can be found on the website. LEGAL We have no current or pending litigation at this time. APPROVAL OF THE BUDGET The Budget to Actual figures this past year was very much as expected, so the Board feels very comfortable with the projected figures. A copy of this budget can be found on the website (oakmeadows.us) A proposed budget for was presented to the membership. moved to accept the budget as presented. Jeff Houpt seconded the motion. The motion was approved unanimously April 14, 2015 Annual Meeting of Oak Meadows Service Company 4 of 5

5 ELECTION OF DIRECTORS: Filing 4A: Ian Philips was elected Director of 4A Filing 4B: was elected Director of 4B. Filing 3: Roger Shugart was elected Director of Filing 3. At Large: Dale Abbott and John Partch were elected Directors At Large. All votes were unanimous. ADJOURNMENT: The meeting was 7:00 pm. April 14, 2015 Annual Meeting of Oak Meadows Service Company 5 of 5