MINUTES OF A REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE CASTLE PINES METROPOLITAN DISTRICT

Transcription

1 MINUTES OF A REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE CASTLE PINES METROPOLITAN DISTRICT Held: Thursday, February 28, 2013, 8:30 a.m., at 5880 Country Club Drive, Castle Rock, Colorado. A regular meeting of the Board of Directors of the Castle Pines Metropolitan District, Douglas County, Colorado, was called and held as shown above and in accordance with the applicable statutes of the state of Colorado, with the following Directors, constituting a quorum, present and acting: Jackie Sundquist Jerry Spradling Karl Krueger Bob Tomz (via teleconference) Ralph Yarusso Also present were: Paul Dannels, Sue Mantz, Jon Gray, Jeff Coufal, Emily Coll, Carolyn Frainier, District Staff; Mark Larson, Manager, Castle Pines Homes Association (CPHA), Joe Tamburini, Tetra Tech, John Preston and Joe Gschwendtner, Residents, and Rita Connerly, Fairfield and Woods, PC, District Counsel. Potential Conflict of Interest Disclosures District Counsel Connerly stated that conflict of interest disclosure statements were filed with the Secretary of State s office. Review of Agenda The agenda was reviewed and Ralph Yarusso stated that he had to leave at 10:30 a.m. It was agreed to move the discussion about the transfer line project to the beginning of the meeting. The request was accepted, and the agenda was approved. Review Transfer Line Project Mr. Tamburini said that Tetra Tech had recently performed several studies evaluating several of the higher priority improvements for the Castle Pines Metro District (CPMD) water system desired at this time. The first study determined a location for an additional finished water storage tank. The second study focused on alleviating various hydraulic issues occurring in the Upper Summit. Mr. Tamburini discussed six proposed locations for an additional water storage tank including: Northwest of the Water Treatment Plant (WTP) #2, East of WTP #2, Cherokee Ranch, East of WTP #1, Low Zone Tank & Transmission Line and a Mid Zone Storage Tank. Mr. Tamburini recommended the Mid Zone Storage Tank, located next to the existing water tank on the District s property, as the most favorable and cost efficient location for an additional storage tank. The second study examined alternatives to improve distribution system hydraulics. The proposed alternatives included: an eight-inch transmission main from WTP #2 Tank to the

2 Aslan Tank, chloramine conversion and connect to the Castle Pines North (CPN) system, or an inline booster pump in the middle of the pressure zone of the District. Mr. Tamburini said the best option would be an eight-inch transmission main from WTP #2 Tank to the Aslan Tank. He also said that it is not necessary to switch to chloramines at this point. Mr. Dannels said that we can save money by CPMD acting as the general contractor for this project. The board gave direction to Mr. Tamburini to continue with research and development of the improvements. Approval of Meeting Minutes Director Yarusso made a motion, seconded by Director Spradling to approve the regular minutes of the January 17, 2013 meeting, with some minor changes. The motion passed unanimously. Approval of Payables Director Krueger made a motion, seconded by Director Spradling, to approve payment of the final set of December 2012 payables. Ms. Mantz proceeded to highlight a number of December expenditures. A vote was called and the board unanimously approved payment of the final December expenses in the following amounts: general fund in the amount of $10, and enterprise fund in the amount of $83, Director Krueger then made a motion, seconded by Director Spradling, to approve payment of the January 2013 expenditures. An invoice from Pipeline Industries prompted a discussion regarding an illegal tap that was discovered by the District. After some discussion, the board instructed CPMD to invoice the sub-associations for staff s time, the costs associated with the repair of the water leak and other assessments, fines or charges associated with this illegal tap. The board also instructed staff to work with Rita Connerly to develop a letter to the Ridge and Tournament sub-associations on this issue. Ms. Mantz highlighted a number of January expenditures and explained that the payables had been reduced by $260 because of two duplicate invoices. A vote was called and the board unanimously approved payment of January expenses in the following amounts: general fund $171,118.84, enterprise fund $158, and manual checks $89, Approval to Change Authorized Signers on District Accounts Ms. Mantz asked to delete the following authorized signers to the District s First Bank CD, Wells Fargo Money Market and Solera Bank accounts: Thomas P. Kahn and Susan Seamark. She also asked to add the following authorized signers: Karl Krueger and Carolyn Frainier. Director Tomz made a motion, seconded by Director Yarusso to approve updating signature cards for First Bank CD, the Wells Fargo Money Mark and Solera Bank accounts. A vote was called and the motion passed unanimously. Confirm Next Board Meeting The March regular board meeting date was discussed and confirmed on Thursday, March 21, 2013 at 7:30 am at Metro s office. Directors Yarusso and Tomz may have conflicts. 2

3 Field Trip to View the Meadows Extension Area The board agreed that any available board members would tour the Meadows Extension area on Tuesday, March 5, Project Status Report Chatfield Reallocation/Water Resources - Mr. Ostrowski was absent from the board meeting. He distributed his monthly report to the board prior to the board meeting. Mr. Dannels reported that the water rights court date was set for the week of March 4, 2013 and he will be required to testify. He firmly believes that something needs to be done with the lengthy process of water rights cases. These cases can be very expensive to districts. Mr. Dannels said that the legislature needs to get involved. There was further discussion regarding the cost of water rights litigation. AMI - Ms. Coll reported that the AMI project continues to go well. The repeater site at the Summit Club is installed and in the process of being configured. There are 200 radios which will be upgraded. The second invoice will be prepared and sent to the Colorado Water Conservation Board (CWCB) when the installations are complete and the system is operational. The third and final invoice will be sent to CWCB on 12/31/2013 per the grant Statement of Work. AquaHawk Alerting Program Status Update Ms. Coll reported that District staff receives a daily AquaHawk Alerting Report, which is an intensive data management report generated from the consumption data acquired by the AMI System. The District staff crossreferences the AquaHawk Alerting Report with the AMI software system, FlexNet, each morning for accuracy. In addition, Ms. Coll cross-references the AquaHawk Alerting Report with the Monthly Water Usage Report to ensure even greater accuracy. Ms. Coll reported that AquaHawk s competitors in the marketplace are more expensive and do not have the same level of resolution as the AquaHawk system. In January, 66 accounts were flagged and 15 homeowners were contacted. Only 15 homeowners were contacted because of the warm weather and the possibility of homeowners watering their trees/landscape. District staff continues to receive positive feedback from residents regarding this program. Director Yarusso left the board meeting at 10:30 a.m. Review Staff Matters Administration - Ms. Frainier reported that the District has a recent staff position opening for an Irrigation Maintenance Lead/Supervisor and PCWA is working to fill one staff position, as well. The District is offering a new benefit to their employees, the Employee Assistance Program (EAP). This program assists employees who are in need of information that might be personal in nature. The Compensation Committee had suggested this additional benefit for staff members. 3

4 Ms. Frainier also reported that the District is converting to an online payroll system with ADP. In the past, the ADP Telepay system had been used. The ease of input and overall accuracy will be an advantage to online payroll processing. The RubinBrown team was on-site to review our last six months of financial records during the last week of January. The team will return the last week of March to work with staff to compile our 2012 Comprehensive Annual Financial Report. The RubinBrown Management letter was attached to the Admin Report. Ms. Mantz reported that the accounting staff is implementing a new program, ProfitStars (RemitPlus), whereby all water payments will be received at the District, scanned (which creates a file) by staff and this file is electronically transmitted to the bank for deposit on the same day. After the first year of implementation, the District will see a savings of approximately $7,000 per year in bank charges. The District will incur initial start up costs for the scanner, set up fees, and software. The accounting staff is working with DataWest, our billing software company, to create a link from our current website to access customer accounts. Customers will be able to sign up for e-statements, view changes and consumption, and update their customer information, such as mailing address and phone number. This will be rolled out in mid-march. Operations Mr. Coufal reported that Mr. Chris Carson, a PCWA employee, measured the toxicity of Village Lakes at 25 colonies per 100 milliliters. The standard is 250 colonies per 100 milliliters for swimming areas and state parks. Mr. Coufal assured the board that there is no need to be concerned with the quality of water in Village Lakes at this time. CPMD has been experimenting with spreading magnesium chloride in areas of concern including: gates, icy patches and steep hills. This process has significantly improved these slippery areas during snow storms. Magnesium chloride is more expensive than salt/sand mixture. Mr. Mark Button, of Visual Environments, has developed a fairly extensive landscape plan to screen the maintenance operations and equipment storage areas. It is feasible that this plan could be completed in various stages. Mr. Gray, Mr. Coufal and Mr. Dannels have been working on the perimeter fence project plan for Castle Pines Village. Mr. Gray addressed Gate 3 improvements. Mr. Mark Larson reported that Gate 3 will not be manned on Sundays and a telephone callbox, similar to Gate 2, will be installed for visitors. Roadside delineator posts were removed through Gates 3 and 4. As a result, rutting has occurred on rehabilitated right-of-ways. The posts will be re-installed. Additionally, nine turnouts are planned throughout the Village to alleviate rutting in the right-of-ways in Liaison Reports Plum Creek Wastewater Authority Director Spradling asked for the Board s support for changing the name of Plum Creek Wastewater Authority to Plum Creek Water Reclamation Authority (PCWRA). The board supported this name change. There being no further business to come before the Board, and upon motion duly made, seconded and unanimously carried, the Board adjourned the regular meeting at 11:30 a.m. 4

5 The Board of Directors approved the foregoing minutes on the 21 st day of March, The preceding constitutes a true and correct copy of the minutes of the above referenced meeting. Co-Secretary 5