Big Mesa (MDWCA)

P.O.Box 40

Conchas Dam NM 88416

Minutes of the Monthly Meeting

February 13, 2016

Call to Order: 9:00 am

Directors present: Dave Artery, Gayle Donathan, Tim Isengard, Steve Morgan, Jeff Strom

Public Comments

Tim Isengard gave welcome to customers to open the floor to public comments, with details of Public Meeting Act regulations

JJ Johnson regarding Board members not being at meeting.

Tim Isengard responded that the Open Meetings Act encourages use of telephone when being present isn’t an option

JJ Johnson Regarding the Water Level 3 or higher position. Also inquired about Gayle’s income status and what her duties are while she is at the office. .

Gayle had no comment regarding these issues

Don Johnson wants to be on the Agenda questioning the entirety of Policies and Procedures being correct or not

Jack Lemons regarding Policies and Procedures in effect or not.

Dave stated we would put the P&P on the Agenda for next meeting and we will address this next month

Joyce Tyler regarding Water employee level 3 requirement

Gayle responded that we are under the Rural Water Association license

Ralph Gonzales regarding classes members of the Board have attended

Gayle responded regarding our class in Raton, and the class in ABQ. Dave responded regarding the day class that was attended last year by the complete board and office staff.

Ralph Gonzales question was water went from source to system to tank. What could we do to update from source to tank to system.

? - Suggestion that Board be educated on water issues to be part of the Board

? - Robert’s Rules was questioned; do we go by that.

Tim answered Yes we do, but Robert’s Rules is just a guide. If the New Mexico Open Meetings Act differs from Robert’s Rules, we go by the Law. We are looking at our Rules and Regulations

Jack Lemons commented that “I believe there are some other people working on it, too”

? - Community has some members that are without water due to not being able to pay their bill. Can we put in the by-laws to assist with hard case issues. Can we consider changing the by-laws to include a fund for these cases.

Steve Morgan responded with information that we have discussed this with our accountant. We are not a 501-C3, charitable entity. We are a 501-C12, we cannot make donations. All of our income is taxable. If there was a place to make donations toward issues with this, we could accept hardship payments to go against the owing account. We do want to support a community fund to assist the community. We need a non-profit organization to oversee this type of transaction.

Joyce Tyler asked does a Board member need to be a full time resident

Tim answered that it is not required.

Ralph Gonzales regarding having a lock system to shut the meters off. Do we have a safety lock-out system in place?

Dave Artery inquired if he had ever asked to have that meter removed. And what is his outstanding balance – $445

Minutes from Jan 9, 2016 meeting were read by Tim Isengard

Dave Artery made a motion to approve minutes as read, motion passed unanimously

Treasurers Report was given by Tara Werner

Dave Artery motion to approve report as presented, motion passed unanimously

Water Report was given by Steve Morgan

Dave Artery made motion to approve report as presented, motion passed unanimously

RAIL

Item / Owner / Open Date / Action / O/C / Suspense Date / Close Date / Status/Notes
CG, Ralph Gonzales, and Phil Bidegain / Board / 1/20/2016 / Mr. Bidegain spoke regarding meter disconnect issue. Meter is on the end of Boat Dock Dr. He decided to disconnect due to issues with lines after meter, but was told to just stop paying bill and once it reached $1,000.00 it would fall off the system. $792.82 is his current balance. He does not feel right about the amount owed showing. He wants to disconnect and clear his balance. Dave Artery asked if he had ever inquired about having the meter removed. / O / 2/13/2016 / Dave Artery said that we would have information at next meeting if Mr. Bidegain came back. CG and Ralph Gonzales agree, and there are a number of others as well. ARTICLE X Section 4: Stand by charges states in its entirety “If any member has failed to utilize the services of the Association for a period of six (6) months, the Board of Directors may impose a reasonable stand by charge upon such membership for all months therafter in which no charges for services are made.”
Board / Board / 12/14/2015 / Installation charges / O / 3/12/2016 / In our By-laws the installation charge is listed as $35.00. On the New Member form it was listed as $100.00, and in the Rules and Regulations it is also listed at $100.00. This was changed from Bob Gibbons and Jim Legion, however the By-laws were not updated/changed. We will have to vote on this change and have corrections and changes by Junes meeting. We will review and update in March meeting.
20160213A / Board / 2/5/2016 / Tim Isengard stated that we need to have a Visa card to be able to conduct Big Mesa business. / C / 2/13/2016 / 2/13/2016 / Tim made a motion to approve the Visa card with 4 signatories, Steve Morgan, Dave Artery, Gayle Donathan, and Tara Werner. Jeff Strom sent info from bank for only 2 signatories. Steve made a motion to amend to have just Gayle Donathan and Tara Werner on Visa account, Dave Artery seconded, motion passed.unanimously

New Business:

Steve Morgan made suggestion to change appointee of preparation of agenda and minutes from Tim Isengard to Tara Werner. Change approved by all Board members.

RTCR class information was given. Issues raised were: By April 1, 2016 plans are required to be submitted. Sampling plans, Emergency Response Plan, Operations and Maintenance Plan, Consumer Confidence Report. If we violate these submitted plans, we are subject to assessments. Levels explained. Recommendation was made to enlist support to get these documents ready. We will look to NMED and RWA for assistance.

Other challenges are NMED conducts Sanitary Survey at all systems. 1/3 of all systems every 3 years. We need to allow Tara and Gayle to look for assistance with writing these plans.

Recruitment of Water III. We did have a candidate inquire at the RTCR class, and Steve has spoken with the Tucumcari City Mgr., NMED, and DWB regarding this position being open

Accountant meeting opened discussion of an audit of Big Mesa. State Auditors Agreed Upon Procedure. This will allow us to look within our own organization for areas in need of review and update to get into compliance. Steve asked that the Board authorize Gayle and Tara to seek proposals for auditing of our books. We can look to sources within the state to do an audit.

Dave Artery gave discussion about new employee position to assist our Water Level I with reading meters, and assisting with general duties. Dave made a motion to inquire hiring candidate, Steve seconded, all approved, motion passed.

Tim Isengard made mention about meter charges. In Big Mesa By-Laws that states $35.00, that is the only fee mentioned in the By-laws (three instances) All other fees are listed in Rules and Regulations. Tim suggested we remove that fee listing from By-laws all together and leave fee information in Rules and Regulations only. Tim also gave discussion of Stand-by fees being made mention of in By-laws.

Steve inquired about the change of membership fee being changed from 35.00 to 100.00. Do we have details of when that change was made?

Dave Artery made motion to adjourn. Tim Isengard seconded. All approved

Meeting adjourned at 10:17