RECORD OF PROCEEDINGS

THE MINUTES OF THE MEETING OF THE BOARD OF DIRECTORS OF THE BROOK FOREST WATER DISTRICT

October 14, 2015, 7:00 p.m.

Church of the Hills – 28628 Buffalo Park Road, Evergreen, CO 80439

The meeting was called to order by President Bill Weisenborn at 7:06 pm.

Attendees:

Board Members
Bill Weisenborn, President
Tony Langowski, Vice President
Ilse Ramsey, Treasurer
Bruce Nicklow, Director
Dave Pellegrini, Director

Other attendees: Mr. Dick Scheurer of Scheurer and Associates, Ms. Nickie Holder of NMHolder Financial, Inc., and Mr. Dominic Monard, District System Operator.

Approval of Minutes

The Board approved the minutes from the September 8, 2015 Board Meeting upon motion of Director Pellegrini and seconded by Director Nicklow.

Accounts Payable

The Board approved the following Accounts Payable, upon motion of Director Nicklow and seconded by Director Ramsey. See Attached Schedule of Monthly Checks Paid for October 2015.

Engineer’s Report

Water Line Replacement Project

District Engineer was not present at the Board meeting, but Board discussed the possible timeline of the water main replacement project that they would like to have completed in 2016. The timing depends in large to any possible funding (grants and/or loans) as well as Jefferson County’s cooperation with the District with regard to the pavement replacement that they would like to do in the area, it appears that the County will not get to the pavement replacement until 2017. In addition, the Board discussed downsizing the project to approximately 1,400 feet instead of the original 4,400 feet. The Board approved up to $16,000 to be spent on engineer fees for the project, upon motion of Director Pellegrini and seconded by Director Langowski.

Director Langowski left the meeting (via phone) at 7:18 pm.

Attorney’s Report

·  Contractor’s License Permit Application

After some discussion, the Board approved the Contractor’s License Permit Application to be used by the District, upon motion by Director Ramsey, seconded by Director Pellegrini. Ms. Holder will put the Permit application on the District Website.

·  Open Records Act

The Board discussed possible policies for email usage and posting of meeting agendas. Discussion followed. No action was taken. An email policy will be discussed at the November Board meeting. Ms. Holder will begin to post the meetng agendas on the District Website the Monday prior to the Board meetings.

·  Mr. John Embry Complaint

The District received various emails and phone calls regarding a customer complaint about a possible leak on his property. Customer made a complaint to the Better Business Bureau (“BBB”), which the District replied to via their website as requested. Since the October Board meeting the BBB has informed the District via written letter dated, November 3, 2015 that the case has been closed.

Maintenance Report

Dominic updated the Board that there had been two main breaks in the District that had been repaired, one on Forest Estates Road and the other on Blue Spruce/Aspen Meadows. The service line down on Forest Estates Road, which affects one customer has been completed.

Administration Report

Nickie discussed with the Board the following items:

1.  MidFirst Bank CD – the CD has been renewed for an additional 18 months at a rate of .449%.

2.  2016 Budget – Ms. Holder presented a 2016 draft budget to the Board for review. Changes were made and the budget will be presented at a public hearing at the November Board meeting. Director Langowski rejoined the meeting at 8:45 pm.

3.  Bear Excavating – the vendor contacted the District to ask if they needed a contract with us to do on going work in the District. Attorney Scheurer will prepare an agreement for the November Board meeting.

4.  Customer late fees – a customer had paid 3rd quarter invoice in September and had asked that late fees be waived. Ms. Holder asked the Board as she cannot waive any fees without the Board approval. Board decided that the late fees should stand as the fees were paid late and should follow the District Rules and Regulations, Appendix A.

5.  Customer Water Shut Off – a possible customer shut off list was reviewed with the Board and it was decided that if a customer contacted Ms. Holder to work out a possible payment plan it would be considered, if it will be paid by December 31, 2015. Otherwise payments are to be paid in full by November 1, 2015 and customer water will be shut off and fees applied.

6.  District address needs to be changed with Colotrust, Director Ramsey to take care of.

Reports from the Board

Director Langowski informed the Board that the Brook Forest Inn will be closed for the season, December through May 2016.

Adjournment

There being no further business to come before the Board, the meeting was adjourned at 9:21 pm.

The next regular Board meeting will be held on Tuesday, December 8, 2015 at 7:00pm at Church of the Hills – 28628 Buffalo Park Road, Evergreen, CO 80439

Respectfully submitted,

Nickie Holder

Nickie Holder

Approved By:

______

Bill Weisenborn, President

______

Tony Langowski, Vice President Bruce Nicklow, Director

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Ilse Ramsey, Treasurer Dave Pellegrini, Director

October 14, 2015 Minutes