MINUTES

 (UNOFFICIAL DRAFT ONLY)

Tranquil Acres Water Supply, 923 Blossom Road, Woodland Park, CO 80863

Board of Directors Meeting Minutes

May 20, 2024, Virtual, Audio

Call to Order at 6:05pm by Cindy Lopez

Board Members Present:  Cindy Lopez, Steve Ingebrigtsen, Pascal Gravell, Shawn Stewart-Maddox

Board Members Absent:  Sharon Ferguson, Jeff Spotts

Office Manager:  Christina Hoover

ORC:  Steven Denton

Minutes:  The April 16, 2024 minutes were reviewed.  Cindy motioned to accept and Shawn seconded.  The motion passed unanimously

Operator’s Report:  Steven Denton discussed as TAWS ORC

·   April average tank level was 99.5%

·   April total gallons pumped:  260,198 gallons – an average of 8,673 gallons per day

·   April total gallons used:  239,525 gallons – an average of 7,984 gallons per day

·   April total gallons produced:  259,163 gallons – an average of 8,639 gallons per day

·   April average Chlorine Residual level:  0.59

·   Bac T testing passed on 4/21/24

·   No water was purchased in April

·   Honeysuckle leak was found and fixed

·   Other leak notes worth mentioning?

·   Bacteria Test – Test results were negative

·   Low Pressure Violation – Response required.  State required minimum is 20 PSI, but recommend 40 PSI.  We have houses at 10 PSI as well.

o   Need to stay in touch with the State Inspector on this

o   Will send PER report to them once it’s ready to prove we’re trying to resolve it

o   Recommended to seek grants to cover this instead of loans

Financial Report:  Presented by Chrisina Hoover

·   Current Operating Balance:            $23,380.63

·   Reserve Account Balance:              $37,015.39

·   Contingency Account Balance:    $50,105.35

 

·   P&L and Operating statements were reviewed for April

·   The April transaction detail was reviewed

President’s Old and Continuing Business:

·       Update from Cindy:  Rate study required, and tight deadlines for us to provide information, but she hasn’t reached out and assigned the homework we need to provide

·       AE2S Engineering update from Cindy:  Doing an Environmental Study

·       USDA loan update from Cindy

·   The Infrastructure Act could be a resource for us to use after we file the application for the grant

·   Upcoming Annual meeting:  All board members are required to be present and we need another board member

·   Process for automatic payments process:  Company’s contract was so one-sided and required that a board member be assigned to the contract, instead of the TAWS name.  Shawn is back to the drawing board to find another option.  TAWS attorney will need to be consulted.  Maybe QuickBooks

·   Vero Fiber line update:  Not heard anything, hoping to hear soon.  Maybe Jeff knows

·   Calendar Business:  Biggest item is June 15th Annual Meeting

·   23 Narcissus charge details discussed for how to bill based on selling details

New Business:

·       Moving the monthly meeting from Tuesday to Monday.  Cindy motioned to accept and Pascal seconded.  Motion was passed unanimously.  July 15th is the next normal monthly meeting.

·       The Alpine incident:  A land dispute between a property owner encroaching on TAWS property, and restricted Dirt Cheap from working

·       Customer Wait List:

o   Marty Diensen is owner of 157 Alpine – New customer coming online – Still needs to pay 

o   Steve Karr – 220 Columbine Rd – Passed on first time, and was told they could NOT get on the system due to their well

·   Property with RV’s and vehicles:  Not sure if they have septic, and if not, it’s a risk for the water table

·   Per Shawn, if we need to have a vehicle removed from the road for parking incorrectly, we can’t call Fred’s Towing, but instead call the Sheriff

·   Knocked down sign – Who should fix it?  Is it the County’s responsibility?  Caretakers to handle

Adjournment:  7:20pm by Cindy Lopez

Next Board Meeting:   June 15, 2024

Executive Session: Review of A/R Aging.  One 60-day notice was sent and has been paid          

------------------------------------------------------

Tranquil Acres Water Supply, 923 Blossom Road, Woodland Park, CO 80863

Board of Directors Meeting Minutes

April 16, 2024.  Virtual, Audio

 

Call to Order at 605pm by Cindy Lopez

Board Members Present:  Cindy Lopez, Jeff Spotts, Steve Ingebrigtsen, Pascal Gravelle, Sharon Ferguson, Shawn Stewart-Maddox

Office Manager:  Christina Hoover

ORC:  Steven Denton

Guests Present:  Joseph Bloomquist

Minutes:  The March 19, 2024 minutes were reviewed.  Cindy motioned to accept and Jeff seconded.  The motion passed unanimously.

Joseph Bloomquist owns several properties in Tranquil Acres and wants to see what he can do to help the water system and the Tranquil Acres community.  He is also on the wait list to be added to the water system.

Operator's Report:  Steven Denton discussed as TAWS ORC

·   March average tank level was 98.6%

·   March total gallons pumped:  246,707 gallons – an average of 7,958 gallons per day

·   March total gallons used:  227,535 gallons – an average of 7,340 gallons per day

·   March total gallons produced:  246,351 gallons – an average of 7,947 gallons per day

·   March average Chlorine Residual level:  0.6

·   Bac T testing passed on 3-13-24

·   No water was purchased in March

·   There were no backflow issues in March

·   Significant leaks were recently found and repaired but there are still leaks to be found on both the south and north end

Financial Report:  Presented by Christina Hoover

·   Current Operating Balance:       $43,207.12

·   Reserve Account Balance:          $35,604.03

·   Contingency Account Balance: $30,046.94

·   P&L and Operating statements were reviewed for March

·   The March transaction detail was reviewed

President’s Old and Continuing Business:

·       AE2S Engineering update:   Still in process.  Rate study still needs to be done and papers signed to allow access and start the grant process

·       New Customer process:  2 water users have left the system so TAWS will contact the next 2 people on the wait list. If they are still interested in being added to the water system the appropriate paperwork will be sent to them

·       Process for electronic payments:  The contract from GovCard is being sent to the TAWS attorney for review.  If everything looks good the goal is to start offering this service 6-1-24.

·   Vero lease update:  Vero has been sent an invoice reflecting the new monthly rate and they are making monthly payments.  The process of installing fiber optic in Tranquil Acres is still in process.

·   Update on interest bearing account:  All money from the “Contingency” account has been transferred to a new interest-bearing account.  Sharon Ferguson and Jeff Spotts are the only people who can transfer money between accounts since they are the two board members with account access, but no money will be transferred without full board approval.  Cindy motioned to transfer $20,000 from the Operating account to the new Contingency account.  Steve seconded.  The motion passed unanimously.

·   Calendar review:  The proposed budget will be completed next week and included in the packet that will be mailed to all water customers by 5-15-24 in preparation for the annual membership meeting in June.

New Business: 

·   The option of paperless billing was discussed.  It was decided to continue to send paper bills and also email bills to customers who have provided email addresses.  If any customers request not to receive a paper bill it will be noted in QuickBooks.

·   Proposed by-law changes – still in process.  If there are any proposed by-law changes they will be included in the packet sent to water customers to be voted on at the annual meeting in June.

Adjournment:  709pm by Cindy Lopez

Next Board Meeting:  May 21, 2024

Executive Session:  Review of A/R Aging Summary.  The customer with the 90-day shut off notice from last month had their water turned off.  Four 60-day passed due letters were sent out and as of today one customer has paid.  Two 90-day shut-off notices were sent out and as of today neither customer has paid.  TAWS will contact these two customers to remind them they are past due and if they don’t contact TAWS to make payments arrangements by 4-21-24 their water will be turned off.

----------------------------------------------

Tranquil Acres Water Supply, 923 Blossom Road, Woodland Park, CO 80863

Board of Directors Meeting Minutes

March 19, 2024.  Virtual, Audio

Call to Order at 605pm by Cindy Lopez

Board Members Present: Cindy Lopez, Jeff Spotts, Steve Ingebrigtsen, Shawn Stewart-Maddox, Sharon Ferguson

Board Members Absent: Pascal Gravelle

Office Manager: Christina Hoover

ORC: Steven Denton

Members Present: Amy Jones

Minutes: The February 20, 2024 minutes were reviewed. Cindy motioned to accept and Steve seconded. The motion passed unanimously

Tranquil Acres resident Amy Jones attended the meeting because she is interested in getting on the water system and inquired about where she was on the wait list. It was decided to send her the onboarding information so when she can get on the system she knows what the requirements are.

Operator's Report: Steven Denton discussed as TAWS ORC

· February average tank level was 98.2%

· February total gallons pumped: 202,386 gallons – an average of 6,979 gallons per day

· February total gallons used: 183,944 gallons – an average of 6,343 gallons per day

· February total gallons produced: 203,940 gallons – an average of 7,032 gallons per day

· February average Chlorine Residual Level: 0.62

· Bat T testing passed on 2-21-24

· No water was purchased in February

· There were no backflow issues in February

· The water tower is still having freezing issues

· There are still significant leaks on both the North and South end. We are waiting for warmer weather to be able to find and address the leaks.

Financial Report: Presented by Christina Hoover

· Current Operating Balance: $43,122.54

· Reserve Account Balance: $41,337.36

· Contingency Account Balance: $30,017.94

· P&L and Operating statements were reviewed for February

· The February transaction detail was reviewed

President’s Old and Continuing Business:

· AE2S Engineering update: The USDA Denver office needs environmental studies and TAWS needs to have a rate study done before paperwork can be submitted to apply for a grant. Because of the process and meeting all the requirements the possibility of obtaining a grant/loan may still be a year away.

· The new customer process paperwork is completed and will be sent to anyone looking for information about what is needed to get on the water system.

· Electronic payment update: Shawn has gotten and shared the information about starting the option of electronic payments and Sharon will contact the company to get the process going.

· Vero Lease update: still in process

· Interest bearing account update: still in process

· The calendar of items to complete for April was reviewed

New Business:

· Steve Ingebrigtsen has completed the tentative 2024-2025 budget and a meeting was scheduled with several board members to finalize and have it ready to send with the water customer packets prior to the annual meeting in June

· There are currently no proposed by-law changes to finalize before the annual meeting in June.

· There was discussion about the recent snowstorm challenges to Tranquil Acres residents. A letter was sent out to all water customers with their February statements clarifying that Tranquil Acres Water System is not responsible for road maintenance in the sub-division. Shawn started a Facebook page for residents of Tranquil Acres with the hopes that residents can share information and offer ideas that may help them deal with issues such as keeping roads clear and passable.

· There was discussion about giving Christina Hoover access to Park State Bank as the new office manager and removing Anna Sanchez. Sharon motioned to give access to Chrisina and Cindy seconded. The motion passed unanimously. This will mean that the two check signers with account access are Sharon Ferguson and Jeff Spotts. Christina Hoover and Elizabeth Zuercher with Balanced Books will have view only access.

Adjournment: 745pm by Cindy Lopez

Next Board Meeting: April 16, 2024

Executive Session: Review of A/R Aging Summary. There was one 90-day shut-off notice sent out and as of today the customer has not paid. Their water will be shut off. Two 60-day passed due letters were sent out and as of today neither customer has paid.

----------------------------------------------

Tranquil Acres Water Supply, 923 Blossom Road, Woodland Park, CO 80863

Board of Directors Meeting Minutes, February 20, 2024, Virtual, Audio

Call to Order at 608pm by Cindy Lopez

Board Members Present: Cindy Lopez, Jeff Spotts, Steve Ingebrigtsen, Pascal Gravelle, Shawn Stewart-Maddox, Sharon Ferguson

Office Manager: Christina Hoover (office manager in training), Anna Sanchez and Marilee Denton (current consultant for training)

ORC Present: Steven Denton

Minutes: The January 16, 2024 minutes were reviewed. Cindy motioned to accept and Shawn seconded. The motion passed unanimously.

Operator's Report: Steven Denton discussed as TAWS ORC

· January average tank level was 98.1%

· January total gallons pumped: 220,607 gallons – an average of 7,117 gallons per day

· January total gallons used: 201,898 gallons – an average of 6,513 gallons per day

· January total gallons produced: 222,266 gallons – an average of 7,170 gallons per day

· January average Chlorine Residual Level: 0.65

· Bac T testing passed on 1-23-24

· No water was purchased in January

· There were no backflow issues in January

· The water at the top of the water tower is still freezing. The water level settings are still being changed to try to minimize the problems that tower freezing creates

· There is currently a leak on the north end of about 55 gallons per hour. The snow levels and freezing make it difficult to try to isolate the leak but the hope is as the weather gets warmer the leak will be found.

Financial Report: Presented by Christina Hoover and Anna Sanchez

· Current Operating Balance: $40,423.06

· Reserve Account Balance: $39,926.85

· Contingency Account Balance: $30,017.94

· P&L and Operating Statement was reviewed for January

· The January transaction detail was reviewed

President's Old and Continuing Business:

· AE2S update: Cindy met with AE2S last week and received an update today. The PER summary is complete and after a few more items are completed they will be submitting the proposal for grant money. This should be done within the next month. There are 3 grants that TAWS may be eligible for, and more detail will be available after the proposal is submitted

· The packet of information for new water customers created by Pascal is now complete and will be given to any potential water customers

· Electronic payment update: Shawn has been communicating with GovCard and they have given TAWS all the pertinent information requested. The cost to TAWS will be a $199 one time set up fee and $49 per month. Cindy motioned to start the process of using GovCard for electronic payments and Jeff seconded. The motion passed unanimously.

· Vero lease update: the new lease is signed and TAWS is going to get in contact with Vero to determine the start date of the new lease.

· Sharon has been in contact with Park State Bank to check and see if TAWS can benefit from either a CD or interest-bearing account. The CD was not a good option due to the penalties for early withdrawals. Cindy motioned to get the process going to move the money from the contingency account to an interest-bearing account. Pascal seconded and the motion passed unanimously.

· Calendar of items to complete for March was reviewed

· The annual audit is still in process

· Teller County Waste update: TAWS has not heard back from Teller County Waste, but it was decided that TAWS will work with them to possibly have a couple locations for them to put dumpsters to make it easier for their drivers to do trash pick-up. If they place dumpsters in the sub-division there will be stipulations Teller County Waste will have to adhere to.

New Business:

· Steve Ingebrigtsen will start putting together the proposed 2024-2025 budget and as soon as he’s done Steve, Cindy, Sharon and Christina will have a meeting to finalize before sending it to the water customers in preparation for the annual meeting in June

· The poor condition of the roads in Tranquil Acres was discussed. It was decided to try to either attend a county commissioners meeting or try to schedule a meeting with the county to find out what can be done so that Teller County includes Tranquil Acres in their maintenance route.

Adjournment: 730pm by Cindy Lopez

Next Board Meeting: March 19, 2024

Executive Session: Review of A/R Aging Summary. There was one 60-day letter sent and no 90-day letters sent in February

------------------------------------------------------------------------------------------

Tranquil Acres Water Supply, 923 Blossom Road, Woodland Park, CO 80863

Board of Directors Meeting Minutes

January 16, 2024, Virtual, Audio

Call to Order at 605pm by Cindy Lopez

Board Members Present:  Cindy Lopez, Jeff Spotts, Pascal Gravelle, Sharon Ferguson, Shawn Stewart-Maddox

Board Members Absent:  Steve Ingebrigtsen

Office Manager:  Anna Sanchez was absent.  Christina Hoover attended as she will be taking over the position of Office Manager.  Also, Marilee Denton was present to give the Financial Report in Anna’s absence and discuss the Sanitary Survey

ORC Present:  Steven Denton

Minutes:  The November 21, 2023 minutes were reviewed.  Cindy motioned to accept and Shawn seconded.  The motion passed unanimously.

Operator's Report:  Steven Denton discussed as TAWS ORC

·       November average tank level was 99.6%

·       November total gallons pumped:  220,916 gallons – an average of 7,364 gallons per day

·       November total gallons used:  197,834 gallons – an average of 6,595 gallons per day

·       November total gallons produced:  222,466 gallons – an average of 7,416 gallons per day

·       November average Chlorine Residual Level:  0.58

·       Bac T testing passed on 11-15-23

·       December average tank level was 98.5%

·       December total gallons pumped:  210,733 gallons – an average of 6,798 gallons per day

·       December total gallons used:  189,963 gallons – an average of 6,128 gallons per day

·       December total gallons produced:  212,331 gallons – an average of 6,849 gallons per day

·       December average Chlorine Residual Level:  0.55

·       Bac T testing passed on 12-19-23

·       No water was purchased in November or December

·       There were no backflow issues in November or December

·       In November a broken line was discovered on Daisy and was repaired

·       In December there was water freezing at the top of the water tower.  The water level settings are being changed to try to mitigate the problems that tower freezing creates

Financial Report:  Presented by Marilee Denton for Anna Sanchez

·       Current Operating Balance:        $36,037.57

·       Reserve Account Balance:           $38,513.49

·       Contingency Account Balance:   $30,017.94

·       P&L and Operating statements were reviewed for November and December

·       The November and December transaction detail was reviewed

President's Old and Continuing Business:

·   AE2S Engineering firm update –  The PER (preliminary engineering report) is done.  TAWS financials have been sent and AE2S is asking for more documents which will be provided.  Due to personnel changes at AE2S there has been a slight delay, but this should be resolved.  There is a meeting scheduled for next week to discuss moving forward with obtaining a grant.

·       Sanitary Survey update – The  required issues that were corrected were replacing the screen on the water tower, the mounting holes on the electrical junction box were sealed, the annual 2023 backflow report was submitted and a list of water customers who have had their water service suspended due to non-compliance was also submitted along with backflow test reports and pictures of disconnected service connections for all the private cisterns.  One issue not yet corrected was to maintain a minimum pressure of 20psi at ground level at all points in the distribution system under all conditions of flow.  TAWS was given a date to become compliant and is staying in communication with CDPHE concerning this issue.  TAWS will create a list of water customers with cisterns who need to turn in a yearly inspection.   These water customers will be sent a letter to be sent with their September statement reminding them that inspections must be done and turned in to TAWS by October 15th of each year.

·       Process of adding new water customer update – the packet created by Pascal was reviewed.  Cindy motioned to accept the packet as written and Shawn seconded.  The motion passed unanimously. 

·       Electronic payment update – Shawn has been in contact with a company who also handles electronic payments for other water systems.  Payments can be set up using credit card, debit card, ACH and recurring payments.  The water customer will have to pay a fee to use the service.  As soon as a few more questions are answered this will hopefully be finalized by the next board meeting.

·       Installation of new shut-off valves on Evergreen and Blossom will not be scheduled until Spring when the ground thaws.

·       Vero lease update – the contract has been reviewed by TAWS attorney and the new lease has been signed. 

·       Calendar of items to complete for February was reviewed. 

New Business:

·       A representative of Teller County Waste addressed the board to discuss options for trash pickup in Tranquil Acres due to poor road conditions.  He stated there are many instances when their trash truck is unable to navigate some of the roads to complete trash service.  One suggestion he presented was to have large dumpsters in a couple places in the subdivision for customers to take their trash along Blossom which is maintained.  It was decided to email trash customers and determine if there is interest.  If there is enough interest then TAWS would work with Teller County Waste to determine the best locations for dumpsters. 

Adjournment:  745pm by Cindy Lopez

Next Board Meeting:  February 20, 2024

Executive Session:  Review of A/R Aging Summary.  No 60-day or 90-day letters were sent out in December

-----------------------------------------------------------------------------

Tranquil Acres Water Supply, 923 Blossom Road, Woodland Park, CO 80863

Board of Directors Meeting Minutes

November 21, 2023, Virtual, Audio

Call to Order at 605pm by Cindy Lopez

Board Members Present: Cindy Lopez, Sharon Ferguson, Steve Ingebrigtsen, Shawn Stewart-Maddox, Pascal Gravelle

Board Members Absent: Jeff Spotts

Office Manager: Anna Sanchez was absent

ORC Present: Steven Denton

Members Present: Marilee Denton

Minutes: The October 17, 2023 minutes were reviewed. Cindy motioned to accept and Steve seconded. Motion passed unanimously.

Operator's Report: Steven Denton discussed as TAWS ORC

· October average tank level was 99.6%

· October total gallons pumped: 230,745 gallons – an average of 7,443 gallons per day

· October total gallons used: 205,118 gallons – an average of 6,617 gallons per day

· October total gallons produced: 232,454 gallons – an average of 7,499 gallons per day

· October average Chlorine Residual Level: 0.52

· Bac T testing passed on 10/6/23

· No water was purchased in October

· There were several backflow events in October. One shut-off valve was replaced

· Leak patrol found a leak on Aspen which turned out to be a service line. The customer replaced the line and the shut-off valve was repaired

· There is currently a 60-88 gallon per hour leak on the south end and an approximately 20 gallon per hour leak on the north end. A leak patrol is scheduled to find these leaks

Financial Report: Presented by Marilee Denton and Cindy Lopez for Anna Sanchez

· Current Operating Balance: $34,935.59

· Reserve Account Balance: $35,700.24

· Contingency Account Balance $30,017.94

· P&L and Operating statements were reviewed for October

· The October Transaction Detail was reviewed

President's Old and Continuing Business:

· AE2S Engineering update – they are hoping to have an application to the grant committee by the end of November

· Sanitary Survey update – there are currently 3 water customers who need to have inspections completed. Two of the inspections are in process and the other one will be given a shut-off date if their inspection is not completed. TAWS has ordered the new screen for the water tower

· 86 Honeysuckle lien update – still in process of determining what is needed I.e. fire department report to file a lien

· Process of adding a new customer update - Pascal presented the SOP for review. Cindy motioned to accept and Sharon seconded. The motion passed unanimously. Still to be reviewed is the technical checklist and welcome letter. Once those are completed the new customer packet as a whole will be reviewed in preparation for implementation.

· Tax exempt update – this process will be tabled for now

· Process for electronic payments update – Shawn is still working on the process for accepting electronic payments and fee structure

· Road upkeep update – still working on determining if representatives from the board can attend a meeting of the Teller County Commissioners

· The new shut-off valves for Evergreen and Blossom have been purchased but will have to wait until Spring due to the ground being frozen

· Vero lease update – the lease agreement was reviewed by TAWS attorney who recommended some modifications. The lease agreement with the modifications was sent to Vero for review and we are still waiting to hear back from them.

· A new title closing document was created by Anna Sanchez and is now in use

· The TAWS calendar for November was reviewed and all tasks have been completed

New Business:

· The TAWS calendar was reviewed for December and January and there are no tasks scheduled

· There was a motion by Cindy to skip the December 2023 meeting. Shawn seconded and the motion passed unanimously

· Core and Century Link and now set up on autopay

· There was discussion about doing the annual audit. It was decided unanimously to have Balance Books perform the audit and Cindy as President will make that request

Adjournment: 708pm by Cindy Lopez next Board Meeting: January 16, 2024

Executive Session: Review of A/R Aging Summary. Four 60-day letters were sent out and as of the meeting time one customer has paid. One 90-day shut off notice was sent out. The customer has asked TAWS to give them until 11/25/23 at noon to pay their bill in full to avoid shut-off. The board agreed. One water customer left the water system in June 2023 due to drilling a well and left a balance due of $115.00. The board agreed unanimously to write off the $115.00 since it would cost more than the $115.00 to collect the money

----------------------------------------------------------------------

Tranquil Acres Water Supply

923 Blossom Road, Woodland Park, CO 80863

Board of Directors Meeting Minutes

October 17, 2023

In Person, Virtual, Audio

Call to Order at 601pm by Cindy Lopez

Board Members Present:  Cindy Lopez, Jeff Spotts, Steve Ingebrigtsen, Sharon Ferguson, Shawn Stewart-Maddox, Pascal Gravelle

Office Manager Present:  Anna Sanchez

ORC Present:  Steven Denton

Members Present:  Marilee Denton

Minutes:  The September 19, 2023 minutes were reviewed.  Cindy moved to accept and Pascal seconded.  Motion passed unanimously.

Operator's Report:  Steven Denton discussed as TAWS ORC

·       September average tank level was 99.6%

·       September total gallons pumped:  272,057 gallons – an average of 9,069 gallons per day

·       September total gallons used:  250,927 gallons – an average of 8,364 gallons per day

·       September total gallons produced:  273,435 gallons – an average of 9,115 gallons per day

·       September average Chlorine Residual Level:  0.49

·       Bac T testing passed on 9/20/23

·       No water was purchased in September

·       There were no backflow event issues

·       A new line was installed from the chlorine tank to the chlorine injector

·       There was a leak found on the north end and the customer is repairing

Financial Report:  Anna Sanchez discussed as TAWS Office Manager

·       Current Operating Balance:         $30,014.04

·       Reserve Account Balance:            $40,127.48

·       Contingency Account Balance:    $30,017.94

·       P&L and Operating statements were reviewed for September

·       The September Transaction Detail was reviewed

President's Old and Continuing Business:

·   AE2S Engineering update – still in process.  TAWS should be getting an update and completed evaluation by the end of October.

·       Sanitary Survey update – final letters were sent to water customer who have not provided TAWS with the needed cistern inspections letting them know that their water will be turned off on 10/23/23 if they don’t provide TAWS with their progress/plan in complying with the State requirements.  There are several customers who are requesting explanations as to why the cistern compliance is required and several board members and Steven will try to set up a meeting to answer any questions before the deadline of 10/23/23

·       86 Honeysuckle update – TAWS attorney is requesting reports I.e., fire report before proceeding with the lien on the property to cover the damage to the water tower.

·       There was discussion about coming up with a standard process for new customers to come on to the water system.   It was decided that TAWS will come up with a checklist for new customers to complete as well as a deadline to have needed items completed.

·       TAWS is still gathering information concerning tax exempt status.

·       Electronic payment update – Shawn has looked at the options for electronic payments and what their individual customer fees will be and has narrowed the options to one.  She will be taking a tutorial on this option and will present it at the next board meeting.

·       Road upkeep update – TAWS has received bids to take care of TAWS roads but there was discussion about the amount of money that may need to be spent to address all the road maintenance and not having enough money in the budget.  There was a suggestion to possibly attend a County Commissioner meeting and try to discuss the issue and compel Teller County to take care of the roads in Tranquil Acres.

·       Installation of new shut-off valves for Evergreen and Blossom is still in process.

·       Vero lease update – Vero has presented TAWS with a contract which will increase the monthly fee for land use to $550.00 per month but will pay $675.00 per month until the current lease has expired.  The contract will be sent to TAWS attorney to review before signing.  Vero installing fiber optic in Tranquil Acres is still in process.

New Business:

·       A water customer has requested a $110.00 reimbursement for a necessary water delivery when his water was not turned back on during a leak patrol.  This was an error on TAWS part.  Cindy motioned to reimburse the customer.  Jeff seconded and motion pass unanimously.   The same customer also requested reimbursement for replacing a water main in the street and for a pit meter.   It was decided not to reimburse for replacing the water main as this was done without TAWS approval and if TAWS receives a grant that allows pit meters to be installed for other water customers, then he may be able to be reimbursed for the pit meter as long as he provides a receipt.

·       Coming up with a process for keeping non-compliant cistern customers off the system is still in process and Steven has requested that there also be a plan for marking disconnected cisterns as disconnected.

·       Steven has requested that TAWS attempt to have contact info for every water customer in Beacon so they can be contacted if there is a problem

·       There was discussion about having specific buyer and seller documents for title company closings, so no fees are missed.

·       At each monthly meeting the calendar of needed items to complete for the water system will be reviewed to make sure all items are addressed

Adjournment:  753pm by Cindy Lopez

Next Board Meeting:  November 21, 2023

Executive Session:  Review of A/R Aging Summary.  One 60-day letter was sent out and as of the meeting time the customer has not paid.  No 90-day letters were sent.   One water customer who is on a board approved payment plan needs to pay the balance by the end of October or have their water shut off.   There is one customer who has been off the system since July 2023 but still has a balance due.  He will be contacted to remind him to pay his bill.  One water customer who is preparing to come back on the system asked to be put on a payment plan for the back flow valve which is needed for state compliance.  The board voted unanimously to approve the payment plan of $200.00 per month until the back flow valve is paid off with the understanding that he will also need to pay for his water usage.  The same water customer also asked TAWS to reimburse him $250.00 which is ½ of the payment he had to make for contractor work which was paid for by him but not completed.  After he paid the contractor TAWS ORC determined that the ground was too frozen for the work to be completed.  The board voted unanimously to the 50% reimbursement.

A part-time water user who has used a very small amount of water for September and now October asked TAWS if they can pay for just one month.  The board vote was unanimous that the water user must pay for the months on the system no matter how little water they used. 

---------------------------------------------------------

Tranquil Acres Water Supply

923 Blossom Road, Woodland Park, CO 80863

Board of Directors Meeting Minutes

September 19, 2023, In Person, Virtual, Audio

Call to Order at 602pm by Cindy Lopez

Board Members Present: Cindy Lopez, Jeff Spotts, Sharon Ferguson, Shawn Stewart-Maddox, Pascal Gravelle

Board Members Absent: Steve Ingebrigtsen

Office Manager Present: Anna Sanchez

ORC Present: Steven Denton

Members Present: Sabin Elder, Steven Donner, The Godec family (Frank, Margie and Jennie), Brian Lee, Marilee Denton, Scott McFadden family (Fred and Colleen)

Minutes: The August 15, 2023 minutes were reviewed. Cindy motioned to accept, and Shawn seconded. Motion passed unanimously.

Operator's Report: Steven Denton Discussed as TAWS ORC

· August average tank level was 99.7%

· August total gallons pumped: 266,957 gallons – an average of 8,612 gallons per day

· August total gallons used: 244,811 gallons – an average of 7,897 gallons per day

· August total gallons produced: 268,313 gallons – an average of 8,655 gallons per day

· August average Chlorine Residual Level: 0.49

· Bac T testing passed on 8/18/23

· No water was purchased in August

· There were no backflow event issues

· A 5 gallon/minutes leak was found and repaired

Financial Report: Anna Sanchez discussed as TAWS Office Manager

· Current Operating Balance: $31,387.18

· Reserve Account Balance: $40,028.78

· Contingency Account Balance: $29,951.84

· P&L and Operating statements were reviewed for August

· The August Transaction Detail was reviewed

President’s Old and Continuing Business:

· AE2S Engineering update – an update on available grants for TAWS should be available by October 1st

· Sanitary Survey Update – TAWS did receive all water user surveys. TAWS has still not received needed cistern inspections from several water customers and there are several water customers currently off the system who can’t get back on the system until a cistern inspection is completed. Multiple letters have been sent out to these customers. With the deadline approaching for TAWS to have the Sanitary Survey completed certified letters will be sent out to these water customers giving them a deadline of October 16th to have inspections completed or their water will be shut off.

· 86 Honeysuckle update – the appropriate information will be sent to TAWS attorney detailing the damage caused to the water tower from the fire along with an estimate of the cost to replace the screen and overflow tube in an attempt to get a lien on the property to cover the cost of replacing these parts

· The customer who was given the opportunity to get on the water system is still working on needed requirements to do so. There is an opening to add another customer to the water system and TAWS will contact the next person on the list to see if they are still interested.

· TAWS is still gathering information concerning tax exempt status

· Electronic payment/fee structure update – Shawn is looking into options for offering an electronic payment option to water customers. She discussed three options, and she is working on getting all the information for the options to discuss at a future meeting.

· Road upkeep update - it was confirmed that the roads in Tranquil Acres are considered “Water Line Easements” and not roads which means that Tranquil Acres is responsible for the road upkeep – not Teller County. Teller County does maintain Blossom Road because it is a school bus route but if they do work on any of the side roads it is strictly as a courtesy. It was suggested that water customers should call Teller County to report poor road conditions, but it is up to them and depends on whether they have the staff or not. The Caretakers will do the best they can to address the poor road conditions. A sign will be put up at the entrance of Tranquil Acres asking customers to report to TAWS any roads that need attention.

· New shut-off valve replacements were completed on Aspen, Daisy and W. Gentian

New Business:

· A new lease has been submitted to TAWS from VERO along with an increase in the land lease for their tower. TAWS attorney will review the final version of the new lease and once he approves the board will vote on whether to accept. There is no update on fiber optic.

· Electronic payments update was discussed in President’s Old and Continuing Business

· Two streets still need new shut off valves. They are Blossom and Evergreen. Cindy motioned to approve the purchase and installation of the two shut off valves. Shawn seconded and motion passed unanimously.

· Steven Donner let TAWS know that when leak patrol was done Bluebell was not turned back on as it should have been, and his renter had to purchase water. It was decided unanimously to offer reimbursement to his renters as soon as they can provide a receipt for the water purchase.

· Steven Donner also discussed a situation where he paid to have a water pipe installed on Bluebell. It was decided to ask him for all receipts and determine whether he should be reimbursed for having the work done.

Adjournment: 715pm by Cindy Lopez

Next Board Meeting: October 17, 2023

Executive Session: Review of A/R Aging Summary. No 60 day or 90 day letters were sent out for August.

-----------------------------------------------------

Tranquil Acres Water Supply, 923 Blossom Road, Woodland Park, CO 80863

Board of Directors Meeting Minutes, August 15, 2023, Virtual, Audio

Call to Order at 607pm by Jeff Spotts

Board Members Present: Jeff Spotts, Steve Ingebrigtsen, Pascal Gravelle, Shawn Stewart-Maddox, Sharon Ferguson

Board Members Absent: Cindy Lopez

Office Manager Present: Anna Sanchez

ORC Present: Steven Denton

Members Present: Marilee Denton, Terry Miller

Minutes: The July 18, 2023 meeting minutes were reviewed. Steve motioned to accept and Jeff seconded. Motion passed unanimously.

A new member to the Tranquil Acres community was in attendance to get information on getting on the water system. She was given information on the steps necessary to get on the system.

Operator's Report: Steven Denton discussed as TAWS ORC

· July average tank level was 99.7%

· July total gallons pumped: 246,888 gallons – an average of 7,964 gallons per day

· July total gallons used: 222,780 gallons – an average of 7,186 gallons per day

· July total gallons produced: 248,531 gallons – an average of 8,017 gallons per day

· July average Chlorine Residual Level: 0.53

· Bac T testing passed on 7-25-23

· There were 2 backflow events that will need to be addressed

Financial Report: Anna Sanchez discussed as TAWS Office Manage

· Current Operating Balance: $24,728.97

· Reserve Account Balance: $38,615.05

· Contingency Account Balance: $29,951.84

· P&L and Operating statements were reviewed for July

· The July Transaction Detail was reviewed

President's Old and Continuing Business:

· AE2S Engineering update: The grant they were trying to obtain for TAWS was given to another water system and they are currently working on getting another available grant. We were not able to qualify for the grant because the medium household income was above the cutoff to qualify. The area used to determine the income level is larger that just Tranquil Acres, which skews the data. There should be an update by October 1st.

· Sanitary Survey results and findings: There were 4 significant deficiencies. One has been repaired, 2 are in the process of being repaired and the last should be repaired by December. There was also 1 violation concerning a backflow report and TAWS will be providing that report.

· 86 Honeysuckle lien update: The information has been submitted to TAWS attorney to try to put a lien on the property for the damages to the water tower. The Teller County fire chief will be submitting a letter confirming that the fire damaged parts of the tower.

· A date has not been set to try to do a community clean-up.

· There was discussion about the customer who has been given the opportunity to get on the water system since TAWS lost a water customer. Sharon motioned to give any new customers 90 days to comply with all of the needed requirements or TAWS would move to the next customer in line. Jeff seconded and the motion passed unanimously. It was also decided that the water customer could ask the board for an extension depending on the circumstances.

· CORE Electric update: it was confirmed that TAWS status is tax exempt.

· The process of creating the ability to make electronic payments is still in process

New Business:

· There was discussion about the possibility of purchasing new equipment to help with road upkeep. It was decided that since we are approaching Fall/Winter we could probably wait until Spring.

· There was discussion about hiring a local company to take care of some of TAWS roadwork. We are still waiting for a quote.

· TAWS has contacted Dirt Cheap about doing the work on 4 valves that need replacing. We are still waiting for a quote.

· There is an applicant who is interested in being a back-up Caretaker. Sharon motioned to add Sabin Elder as a back-up Caretaker and Steve seconded. Motion passed unanimously.

· There was discussion about proceeding with adapting the old water tower for use in case of a fire in Tranquil Acres. Once we have venting and connections, we will make sure the Teller County Fire Department is aware.

· There was discussion about when Vero would be meeting with TAWS to discuss any new towers they may want to put up and whether they are still interested in installing fiber optic. There was discussion concerning communication with residents about new towers being put up.

· There was discussion about having a standard operating procedure when a leak is found on a water customer's property and making sure that proper steps are taken to confirm where the leak is.

Adjournment: 745pm by Jeff Spotts

Next Board Meeting: September 19, 2023

Executive Session: Review of A/R Aging Summary. Four 60-day letters were sent and as of meeting time 2 customers have paid. Three 90-day letter/shut off notices were sent and as of meeting time 1 customer has paid.

---------------------------------------------------------------------------------------------------------

Tranquil Acres Water Supply, 923 Blossom Road, Woodland Park, CO 80863

Board of Directors Minutes, July 18, 2023 -- Virtual, Audio 

Call to Order at 603pm by Cindy Lopez

Board Members Present:  Cindy Lopez, Steve Ingebrigtsen, Jeff Spotts, Sharon Ferguson, Shawn Stewart-Maddox, Pascal Gravelle

Office Manager Present:  Anna Sanchez

ORC Present:  Steven Denton

Members Present:  Marilee Denton

Minutes:  The May 16 2023 and the June Annual Meeting minutes 2023 were reviewed.  Cindy motioned to accept the minutes and Shawn seconded.  Motion passed unanimously.

Operator's Report:  Steven Denton discussed as TAWS ORC

·         June average tank level was 98%

·         June total gallons pumped:  224,518 gallons – an average of 7,484 gallons per day

·         June total gallons used:  197,235 gallons – an average of 6,574 gallons per day

·         June total gallons produced:  213,611 gallons – an average of 7,454 gallons per day

·         June average Chlorine Residual Level:  0.48

·         Bac t testing passed on 6-13-23

·         No water was purchased in June

·         Well #1 failed due to a possible lightning strike and the Well #3 relay failed.  Repairs were completed by Roxsyle Systems

·         The Sanitary Survey inspection was done on 7-12-23.  TAWS asked for an extension in order to address the violations that were found.  The issues include a vent & screen missing which will need to be replaced.  The repair will cost between $1000-$3000 depending on who is hired.  it was discussed that at the same time the overflow tube damaged from the Honeysuckle house fire could be repaired.   Other repairs were done that were considered “non-issue”

·         There are 2 streets that need valve replacements.  TAWS will be contracting with Dirt Cheap to get the valve replacements done.

·         The leaks on both the north end and south end still need to be found

Financial Report:  Anna Sanchez discussed as TAWS Office Manager

·         Current Operating Balance:      $28,012.27

·         Reserve Account Balance:         $37,205.13

·         Contingency Account Balance: $29,951.84

·         P&L and Operating statements were reviewed for June

·         The June Transaction detail was reviewed

President's Old and Continuing Business:

·         AE2S Engineering – they are still working on getting grant(s)

·         TAWS will check with our attorney about putting a lien on the property on Honeysuckle due to the fire that occurred and caused damage to the water tower

·         There was discussion about trying to schedule a community clean-up day and asking for volunteers to help with cleaning and mitigating around the water tower and meeting room.

·         Marilee Denton discussed the progress of getting all the backflow inspections completed

New Business:

·         TAWS has an opening to add a water customer and will send a letter out to the next in line to see if they still want to be on the system.  All requirements to be on the water system will be spelled out in the letter and all requirements must be met before the customer can be added

·         There was discussion about a customer request to change the format of TAWS statements.  It was decided that the format gives the pertinent information, and the statements will stay the same for now

·         There was discussion about changing banks due to some recent poor customer service and the decision was made not to make any changes for now

·         There has been discussion with CORE Electric who states that TAWS is not tax exempt and should be paying sales tax.  We will get clarification on this matter

·         There have been customer requests to have the ability to pay their bill electronically.  We will be looking at the options available for customers to continue to pay as they do now or have the option of paying online which would include an additional fee to the customer

·         There was discussion about trying to set up time for community mitigation, possibly through NoFloCo who provides the community with a woodchipper so residents can do fire mitigation on their property and throughout Tranquil Acres. 

Adjournment:  Cindy Lopez at 725pm

Next Board Meeting:  August 15, 2023

Executive Session:  Review of A/R Aging Summary.  Four 60-day letters were sent out and as of meeting time 1 of the customers has paid.  No 90-day letters were sent.

-------------------------------------------------------------

-- UNOFFICIAL DRAFT ONLY --

Tranquil Acres Water Supply

923 Blossom Road, Woodland Park, CO 80863

TAWS Annual Meeting Minutes, June 17, 2023

 Call to Order at 1003am by Cindy Lopez

Board Members Present:  Cindy Lopez, President, Sharon Ferguson, Steven Denton, Jeff Spotts

Board Members Absent:  Steve Ingebrigtsen

Office Manager Present:  Anna Sanchez

Members Present:  John Dover, Scott McFadden, Shawn Stewart-Maddox, Pascal Gravelle, Terry Miller

Minutes:   There was a motion made by John Dover to accept the annual meeting minutes from June 18, 2022.  Steven seconded the motion and the motion passed unanimously.  Terry Miller abstained.

Operator's Report and System Status:  Steven Denton discussed as TAWS ORC

·         Total gallons pumped in the last 12 months:  3,137,724 gallons – an average of 261,477 gallons per month and 8,597 gallons per day

·         Total gallons produced in the last 12 months:  1,824,149 gallons – an average of 152,012 gallons per month and 4,998 gallons per day

·         Total gallons used in the last 12 months:  2,547,641 gallons – an average of 212,303 gallons per month and 6,980 gallons per day

·         The tank level average for the last 12 months was 98.5%

·         The average residual chlorine level for the last 12 month was 0.53

·         A total of 5000 gallons of water was purchased in the last year

·         There are still leaks on both the north and south end of the system that need to be addressed

Financial Report:  Presented by Anna Sanchez

·         The P&L was reviewed.  The P&L shows a loss of $1.983.00 but depreciation is part of the reason.  Cashflow is good

·         The proposed budget for 7/1/23 - 6/30/24 was discussed.  Cindy motioned to approve the budget.  Steven seconded.  Motion passed unanimously.  Terry Miller abstained.

President's Report:  Old/Continuing Business:

·         The process of obtaining new grants is still ongoing with the help of our Engineering Firm – AE2S.  Cindy has a meeting scheduled with them next week to discuss what is needed to proceed.

·         The Sanitary Survey required by CDPHE (Colorado Department of Public Health and Environment) will be coming up soon.  There were questions concerning the backflow prevention program and it was explained that this is a requirement from CDPHE and all TAWS customers with working cisterns must have certified backflow inspections.

Explanation of voting requirements and voting:  Sharon Ferguson

·         There were 3 proposed by-law changes on the ballot that TAWS customers were asked to vote on.  Proposed change #1 passed 15-1.  Proposed change #2 passed 14-2.  Proposed change #3 passed 14-2.

·         There were 4 current TAWS board members on the ballot up for election to the board of directors for a 3-year term.   All 4 members – Cindy Lopez, Sharon Ferguson, Jeff Spotts and Steve Ingebrigtsen were voted in 16-0. Pascal Gravelle and Shawn Stewart-Maddox expressed an interest in becoming members of the board of directors.  A vote was taken by the members present and Pascal Gravelle was voted in 9-0 and Shawn Stewart Maddox was voted in 8-0 (Shawn abstained).

New Business:

·         There was discussion about filling the old water tower and the fire department having the ability to use the water in that tower in case of a fire in Tranquil Acres.  The board will follow up and determine what needs to be done to make this happen.

·         There was discussion concerning the property at 86 Honeysuckle where a fire occurred several years ago.  There is the possibility that 30 feet of that property is actually TAWS property.  This will be confirmed from the survey done when the water tank went up and determine what TAWS needs to do to designate the property line and the process of clean up that is needed.

·         There was discussion about getting volunteers and scheduling a community cleanup day.  There are a lot of downed tree limbs from the storms we have had that need to be cleaned up

Adjournment:  Cindy Lopez at 1135am

Next Board Meeting:  7-18-23 at 6pm

Executive Meeting:

·         The board members met and agreed on positions.  President is Cindy Lopez, Vice-President is Jeff Spotts, Secretary is Sharon Ferguson, Treasurer is Steve Ingebrigtsen and members at large are Shawn Stewart-Maddox and Pascal Gravelle

·         The board members were updated by Sharon on the status of accounts receivable

----------------------------------------

Tranquil Acres Water Supply, 923 Blossom Road, Woodland Park, CO 80863

Board of Directors Minutes, May 16, 2023, Virtual, Audio

Call to Order at 605pm by Cindy Lopez

Board Members Present: Cindy Lopez, President, Steven Denton, Jeff Spotts, Sharon Ferguson

Board Members Absent: Steve Ingebrigtsen

Office Manager Present: Anna Sanchez

Members Present: Marilee Denton

Minutes: The April 18, 2023 minutes were reviewed. Steven motioned to accept the minutes and Cindy seconded. Motion passed unanimously.

Operator's Report: Steven Denton discussed as TAWS ORC

· April average tank level was 99%

· April total gallons pumped: 217,504 gallons – an average of 7,251 gallons per day

· April total gallons used: 189,270 gallons – an average of 6,309 gallons per day

· April total gallons produced: 219,322 gallons – 7,311 gallons per day

· April average Chlorine Residual Level: 0.52

· Bac T testing passed on 4-21-23

· No water was purchased in April

· There are currently leaks on both the north and south ends which still need to be found. The north end leak is about 24 gallons per hour and south end leak is about 35 gallons per hour.

Financial Report: Anna Sanchez discussed as TAWS Office Manage

· Current Operating Balance: $27,302.46

· Reserve Account Balance: $34,481.78

· Contingency Account Balance: $29,951.84

· P&L and Operating statements were reviewed for April

· The March Transaction detail was reviewed

President's Old and Continuing Business:

· AE2S Engineering is working with Colorado Senator John Hickenlooper to obtain available grant money for Tranquil Acres. They are still waiting on Congress for final approval and exactly how much money will be available. They will be requesting a median household income survey at a meeting scheduled for 4-19-23

· Setting up a meeting between Tranquil Acres and Vero is still in process. They may be starting fiber optic installation this summer.

· The Sanitary Survey will be coming up. Phone calls will be made to any water customers who have not turned in their surveys, giving them their final notice before their service is shut off. TAWS is also still in the process of having non-connected cisterns inspected.

· LEAP – Connecting with LEAP has been delayed due to more pressing TAWS business.

· Beacon support for contacting customers more easily has also been delayed due to pressing TAWS business.

· Steven contacting Black Mountain Drilling about the proper protocol for the Well 1 pump is still in process.

New Business:

· The TAWS board is preparing for the annual meeting scheduled for Saturday, June 17th. The proposed budget for the fiscal year 7-1-23 – 6-30-24 has been completed. Steven motioned to accept the budget and Sharon seconded. Motion passed unanimously. The board will be meeting on Friday, May 20th to finalize the packet to send to water customers to include the proposed budget, proposed by-law changes and letter informing water customers that there is a need for volunteers and board members. Also included will be the 2023 ballot and proxy document.

Next Board Meeting: Annual Meeting - June 17, 2023

Adjournment: Cindy Lopez at 656pm

Executive Session: Review of A/R Aging Summary. No 60 day or 90 day letters were sent out for April.

-----------------------------------------

Tranquil Acres Water Supply, 923 Blossom Road, Woodland Park, CO 80863

Board of Directors Minutes, April 18, 2023, Virtual, Audio

Call to Order at 601pm by Cindy Lopez

Board Members Present:  Cindy Lopez, President, Steven Denton, Jeff Spotts, Sharon Ferguson, Steve Ingebrigtsen

Office Manager Present:  Anna Sanchez Members Present:  Marilee Denton, Eric Thetford

The positions of Vice President and Secretary are currently still open and need to be filled.

Luke Bonnell has resigned for the TAWS board effective today

Minutes:  The March 21, 2023 minutes were reviewed.  Cindy motioned to accept the minutes and Steven seconded.  Motion passed unanimously.

Operator's Report:  Steven Denton discussed as TAWS ORC

·       March average tank level was 98.5%

·       March total gallons pumped:  210,864 gallons – an average of 6,802 gallons per day

·       March total gallons used:  179,629 gallons – an average of 5,794 gallons per day

·       March total gallons produced:  212,023 gallons – an average of 6,859 gallons per day

·       March average Chlorine Residual level:  0.55

·       Bac T testing passed on 3-3-23

·       No water was purchased in March

·       The tower is still having issues with freezing at the top

·       The frozen lines have thawed and all customers now have water

·       There are currently leaks on both the north and south ends which still need to be found.  The north end leak is about 25 gallons per hour and the south end leak is about 36 gallons per hour.

Financial Report:  Anna Sanchez discussed as TAWS Office Manager

·       Current Operating Balance:        $21,757.80

·       Reserve Account Balance:           $40,315.89

·       Contingency Account Balance:   $29,920.84

·       P&L and Operating statements were reviewed for March

·       The March Transaction detail was reviewed                                                                                    

President's Old and Continuing Business:

·   AE2S Engineering will be submitting grant applications.   A USDA account has been created.  The 2023-2024 budget and the March month end numbers need to be submitted to AE2S for the grant applications.  The preliminary survey is done.

·   The meeting with Peak Internet aka Vero was postponed.  TAWS contact with Peak Internet is no longer with the company.  Steven has been in contact with TAWS new contact person at Peak and as soon as they are up to speed there will be discussion concerning Peak’s proposal, fiber optic installation and monies owed TAWS

·       The Sanitary Survey was discussed.  A second and final letter to all water customers who have not responded will be drafted and sent out giving them a deadline to respond and a date that customers with cisterns attached to TAWS system must provide an inspection.  Getting this information in a timely manner is critical to avoid penalties from the state.  There was discussion about how to handle customers who have a cistern that is not attached to the water system.  A letter will be drafted and sent to those customers and Cindy motioned that those households each pay $25 to have either Brian or Jeff inspect their cistern to verify that it is not attached to the water system.  Steve seconded and the motion passed unanimously.

·       LEAP (low-income energy assistance program) research is still in process

New Business:

·       There was discussion about TAWS fire hydrants.  All but 1 hydrant (Gentian and Blossom) are operational but the water flow to the hydrants is too low to achieve the legal capability to meet Teller County Fire Department standards.  Part of the grant application would address this issue.

·       There was discussion about the well near Well #1 that can’t currently be used due to Radium issues.  The question was whether the well is in good working order and whether it would be a good idea to run the well occasionally.   The concerns include pump failure and making sure that the well does not contaminate the current water supply.  It was decided that Steven would contact Black Mountain Drilling and ask them what the proper protocol is.

·       TAWS received a couple emails from water users.  The first was from a seasonal user who is currently not on the system.  The property has a service line leak, needs an endpoint and the owner has removed the meter.  Cindy motions to respond to the email pointing out what needs to be done to be compliant and put back on the system and giving them a deadline to meet the requirements.  If they do not meet the requirements by the date given, they will be put on the waiting list.  Steven seconded the motion and it passed unanimously.   The other email was from a water customer who was off the system due to the line freeze.  He was wondering if there is anything TAWS can do so this situation does not happen again and thanking TAWS for their communication and efforts.

·       There was discussion about Beacon assisting in customer contact.  TAWS would need to try to get more customer email, and this is something we can investigate.

·       With the resignation of Luke Bonnell TAWS needs another check signer.  Cindy motioned to add Jeff Spotts as a check signer and Sharon seconded.  The motion passed unanimously.

Next Board Meeting:  May 16, 2023 Adjournment:  Cindy Lopez at 734pm

Executive Session:  Review of A/R Aging Summary.   No 60 day or 90 day letters were sent out for March

-------------------------------------------------------------

Tranquil Acres Water Supply, 923 Blossom Road, Woodland Park, CO 80863

Board of Directors Minutes, March 21, 2023, Virtual/Audio

Call to Order at 607pm by Cindy Lopez

Board Members Present:  Cindy Lopez, President, Steven Denton, Jeff Spotts, Sharon Ferguson

Board Members Absent:  Steve Ingebrigtsen, Luke Bonnell

Office Manager Present:  Anna Sanchez

Members Present:  Marilee Denton, Terry Miller, Eric Thetford, Vincent Ramirez

The positions of Vice President and Secretary are currently still open and need to be filled

Minutes:  The February 21, 2023 minutes were reviewed.  Steven motioned to accept the minutes and Cincy seconded.  Motion passed unanimously.

Operator's Report:  Steven Denton discussed as TAWS ORC

·       February average tank level was 97%

·       February total gallons pumped:  206,547 gallons – an average of 7,377 gallons per day

·       February total gallons used:  178,911 gallons – an average of 6,390 gallons per day

·       February total gallons produced:  204,879 gallons – an average of 7,317 gallons per day

·       February average Chlorine Residual level:  0.53

·       Bac T testing passed on 2-23-23

·       No water was purchased in February

·       The tower is still having issues with freezing.  A mixing pump is still needed to avoid this problem.  The cost is around $10,000

·       There are currently 8 customers without water.  7 are due to the lines in the road being frozen on Gentian and Orchid and 1 is a customer service line

Financial Report:  Anna Sanchez discussed as TAWS Office Manager

·       Current Operating Balance:     $18,692.23

·       Reserve Account Balance:        $38,995.58

·       Contingency Account Balance: $29,920.84

·       P&L and Operating statements were reviewed for February

·       The February Transaction detail was reviewed

President's Old and Continuing Business:

·   The water rate structure/rate study is still in process but has been tabled temporarily to get the required Sanitary Audit completed

·   AE2S Engineering is working on applying for grants for system improvements.

·   Peak Internet aka Vero is proceeding with above ground fiber optic with a target of completion by June or July.  They were unable to attend tonight’s meeting as planned but will be attending the April board meeting to discuss lease fees for an exclusive tower.  They stated that they will need additional land for guide wires and will be having a survey done and will mark off the land needed.  Once approved they will present TAWS with a written contract.

·   There is still a plan to send a flyer to all TAWS customers with information about TAWS volunteer opportunities and hopefully attract new board members.

·       The Sanitary audit is coming due, and letters will be going out in the next couple days to customers with cisterns attached to Tranquil Acres Water with instructions, resources and a deadline as to when the cistern inspections need to be done.

New Business:

·       Discussion about the families without water due to the water line freezing.  TAWS had an emergency meeting and agreed to provide bottled water and paper products to the families to try to help out.  One family has contacted TAWS very upset, making demands and threatening legal action.  TAWS will be contacting our attorney to discuss this issue.

·       Discussion about charging the $20 late fee when water customers are 60 and 90 days late with payment.  One customer has asked that their late fee be waived.  It was unanimously decided that all customers must be treated the same and per the by-laws customers who are 60 and 90 days late with payment will all be charged the late fee without exception.

·       Discussed LEAP (Low-income Energy Assistance Program) and whether TAWS can do anything to assist water customers who are having trouble paying their water bill get help through LEAP.  Anna will be researching this issue.

·       4 certified letters were sent to water customers who currently have the opportunity to get back on the system to find out if they have plans to get on the system.  One is currently in the process of getting back on the system and one will be leasing the backhoe and driver to assist him with the work needed to get back on the system. 

Next Board Meeting:  April 18, 2023

Adjournment: Cindy Lopez at 718pm

Executive Session:  Review of A/R Aging Summary.  Three 60-day notices were sent out for February and as of today all have paid.  One 90-day shut off notice was sent out and that customer has also paid.

-------------------------------------------------------

Tranquil Acres Water Supply, 923 Blossom Road, Woodland Park, CO 80863

Board of Directors Minutes

February 21, 2023, In Person, Virtual, Audio

Call of order at 514pm by Cindy Lopez

Board Members Present:  Cindy Lopez, President, Steve Ingebrigtsen, Treasurer, Steven Denton, Jeff Spotts, Sharon Ferguson

Board Members Absent:  Luke Bonnell

Office Manager Present:  Anna Sanchez

Members Present:  Marilee Denton

The positions of Vice President and Secretary are currently still open and need to be filled

The audit for Fiscal Year July 2021 – June 2022 was presented by Balanced Books and discussed.  Cindy motioned to accept the audit and Steve seconded.  Motion passed unanimously.  Balanced Books has recommended that the financials on QB be reorganized for non-profit reporting.  Cindy motioned to allow Balanced Books to proceed with reorganizing and Steven seconded.  Motion passed unanimously.

Minutes: The January 17, 2023 minutes were reviewed.  Cindy motioned to accept the minutes and Steven seconded.  Motion passed unanimously.  It was also discussed and approved to send the minutes from the current board meeting to John Dover to be published on TAWS website as “Unofficial minutes” 1 week after the minutes have been shared with other board members for any corrections.

Operator's Report:  Steven Denton discussed as TAWS ORC

·       January average tank level was 98%

·       January total gallons pumped:  230,673 gallons – an average of 7,441 gallons per day

·       January total gallons used:  199,349 gallons – an average of 6,431 gallons per day

·       January total gallons produced:  229,173 gallons – an average of 7,393 gallons per day

·       January average Chlorine Residual level:  0.53

·       Bac T testing passed on 1-26-23

·       No water was purchased in January

·       The tower is still having issues with freezing and the level in the tower is being controlled.  A mixing is still needed to avoid this problem

Financial Report:  Presented by Anna Sanchez

·       Current Operating Balance:       $13,072.16

·       Reserve Account Balance:          $37,675.90

·       Contingency Account Balance:  $29,920.84

·       P&L and Operating statements were reviewed for January

·       The January Transaction detail was reviewed

President's Old and Continuing Business:

·   The water rate structure/rate study is still in process and Steven and Cindy are compiling documents and information need for this to be completed

·       The contract was signed with AE2S Engineering and they will begin working on the grant process and a preliminary engineering report

·       Peak Internet aka Vero will make a presentation at the March board meeting to discuss fiber optic and the new financial agreement proposal

·       TAWS will be sending out a flyer to all water members again this year with information about TAWS, volunteer opportunities, and the need for volunteers to become members of the board

 New Business:

·   A Sanitary Survey Inspection will be done this year in the next 2+ months.  This is a state inspection of all TAWS business and water quality tests.  TAWS will start working on getting needed documents together.  A questionnaire will be sent to all water customers including information about home businesses attached to the water system and cisterns. 

·   There was discussion about sending a survey out to water customers pertaining to electronic payment options.  A date was not set to send these letters out due to the Sanitary Survey Inspection needing to be completed.

·   All customers who have active cisterns will be getting a letter informing them that they must have a plumber inspect their cisterns and provide TAWS with a letter of compliance and a deadline to have this completed.

·   TAWS needs a secondary catch container around the chlorine barrel

·   Colorado Rural Water has offered to calibrate TAWS chlorinator every six months at no charge

Next Board Meeting:  March 21, 2023

Adjournment:  Cindy Lopez at 644pm

Executive Session:  Review of A/R Aging Summary.  Two 60-day notices were sent out for January and as of today one has paid.  One 90-day shut off notice was sent out.  The customer with the shut off notice contacted TAWS to arrange a payment schedule.  They were told how much they must pay each month with the understanding that they must pay on time each month and if a payment is missed the full amount becomes due immediately.

------------------------------------------------------------------

Tranquil Acres Water Supply, 923 Blossom Road, Woodland Park, CO 80863

Board of Directors Meeting Minutes, January 17, 2023, Remote Virtual/Audio

Call to Order at 602pm by Cindy Lopez

Board Members Present:  Cindy Lopez, President, Steve Ingebrigtsen, Treasurer, Steven Denton, Sharon Ferguson

Board Members Absent:  Luke Bonnell, Mark Lingofelt

Office Manager Present:  Anna Sanchez

Members Present:  Marilee Denton, Jeff Spotts

The positions of Vice President and Secretary are currently still open and need to be filled.

Joseph Bloomquist was removed as a board member since he has not purchased a tap or attended any meetings.

Minutes:  The November 15, 2022 minutes were reviewed.  Steven moved to accept the minutes and Cindy seconded.  Motion passed unanimously.

Operator’s Report:  Steven Denton discussed as TAWS ORC

·       November average tank level was 99.9%

·       November total gallons pumped:  218,252 gallons – an average of 7,346 gallons per day

·       November total gallons used:  182,886 gallons – an average of 6,096 gallons per day

·       November total gallons produced:  219,527 gallons – an average of 7,318 gallons per day

·       November average Chlorine Residual level:  0.58

·       Bac T testing passed on 11/9/22

·       December average tank level was 99.0%

·       December total gallons pumped:  231,514 gallons – an average of 7,468 gallons per day

·       December total gallons used:  198,859 gallons – an average of 6.415 gallons per day

·       December total gallons produced:  233,021 gallons – an average of 7,517 gallons per day

·       December average Chlorine Residual level:  0.54

·       Bac T testing passed on 12/16/22

·       No water had to be purchased in November or December

·       Tower freezing is causing the wells to turn on and off.  The water level had to be lowered to break the ice on top and relieve pressure.  A mixing pump is needed to avoid this problem.

Financial Report:  Presented by Anna Sanchez

·       Current Operating Balance:       $9,474.17

·       Reserve Account Balance:          $36,355.94

·       Contingency Account Balance: $29,920.84

·       P&L and Operating statements were reviewed for November and December

·       November and December Transaction detail were reviewed

·       Anna Sanchez has been added as the primary administrator on QuickBooks as of 1/7/23

President's Report:  Old and Continuing Business:

·   Jeff Spotts is working as TAWS back up part time Caretaker to help Brian Lee.  TAWS would still like to have someone to act as a back-up (emergency) Caretaker

·   The water rate structure/rate study is still in process.  There will be a class coming up that Cindy, Steven and Marilee are planning to attend pertaining to the process involved.

·       AE2S Engineering Firm contract is still in process.  There was a slight change in the contract language and the contract is being sent back to TAWS to have our attorney review it.  If our attorney approves the language of the contract, TAWS will finalize and sign.  There was also discussion of also contacting TAWS insurance company and including them in the process to make sure there are no conflicts.

New Business:

·   The presentation of the TAWS July 2021 – June 2022 audit was postponed due to the presenter having a family emergency.

·   Steven will follow up with Peak Internet regarding when they will be making their presentation concerning fiber optic hybrid and fee renegotiation.

·   There was a motion to elect Jeff Spotts to be a member of the TAWS board of directors.  The motion passed unanimously.

·   Steven motioned to remove Mark Lingofelt as a board member due to his missing 3 consecutive meetings (3 of the last 6 meetings).  Cindy seconded.  Motion passed 3 to 1.  Mark will be sent an email letting him know about the change.

·   There was discussion about again enclosing a flyer with future statements to let water customers know TAWS is looking for volunteers and board members and reminding them of the dates for upcoming meetings.

·   There was a discussion about road maintenance and what TAWS is responsible for. 

Next Board Meeting:  February 21, 2023.  This meeting will be virtual, but board members are requested to attend in person in the meeting room.

Adjournment:  Cindy Lopez at 655pm

Executive Session:  Review of A/R Aging Summary.  Two 60-day notices were sent for December and as of today one has paid.  Two 90-day shut off notices were sent out.  One customer has contacted TAWS to arrange a payment schedule.  They will be told how much they need to pay each month with the understanding that they must pay on time each month and if a payment is missed the full amount becomes due immediately.  The other customer has agreed to pay before Jan 21st (the shut-off date)

--------------------------------------------------------------------

Tranquil Acres Water Supply, 923 Blossom Road, Woodland Park, CO 80863

Board of Directors Meeting Minutes, November 15, 2022, Remote Virtual/Audio

Call to Order at 603pm by Cindy Lopez

Board Members Present:  Cindy Lopez, President, Steven Denton, Steve Ingebrigtsen, Treasurer, Luke Bonnell, Sharon Ferguson

Board Members Absent:  Mark Lingofelt, Joseph Bloomquist

Office Manager Present:  Anna Sanchez

Members Present:  Marilee Denton

The positions of Vice President and Secretary are currently still open and need to be filled

Minutes:  The October 18, 2022 minutes were reviewed.  Cindy moved to accept the minutes and Steve seconded.  Motion passed unanimously.

Operator's Report:  Steven Denton discussed as TAWS ORC

The average tank level was 98.9%

Total gallons pumped:  258,261 – an average of 8,331 gallons per day

Total gallons used:  220,478 – an average of 7,112 gallons per day

The average Chlorine Residual level:  0.48

No water had to purchased in October

Water quality tests have been completed and results reported to CDPHE.

TAWS is compliant for 2022 testing

The leak on the South end was found and has been repaired

With the assistance of Colorado Rural Water the electrical problem affecting Well #3 was found and repaired.  

The street valve problem was identified at Blossom and Daisy and the part need has been identified.   The part will be ordered, and the repair will be done in the Spring.

Financial Report:  Presented by Anna Sanchez

Current Operating Balance:            $8,339.93

Reserve Account Balance:               $33,716.64

Contingency Account Balance:       $29,929.84

P&L and Operating statements were reviewed

October Bank Transaction detail were reviewed

There was a motion by Cindy to make Anna the QuickBooks administrator since Marilee Denton will be moving.  Steven seconded.  The motion passed unanimously.

President's Report:  Old and Continuing Business:

Now that the October minutes have been approved a copy of the minutes will be taken to Park State Bank allowing Anna as TAWS Office Manager to have eyes on (view only) access to TAWS accounts

TAWS resident Jeff Spotts has been hired to be a part-time Caretaker in addition to Brian Lee.    TAWS will still be looking for someone to be a back-up (emergency) Caretaker.

The water rate structure/rate study is still in process.  TAWS may be able to get help with this task from AE2S Engineering Firm.

It was agreed that the President and one other board member must approve any purchase orders, leak patrols, digs and any other necessary jobs needed for TAWS.  The exception are the recurring monthly bills I.e., Core Electric, Century Link etc.

AE2S Engineering Firm has sent TAWS a draft contract.  TAWS is currently having the draft contract reviewed by a business attorney.  Steven motioned to also have TAWS attorney review the draft contract.   The motion was seconded by Cindy and the motion passed unanimously.  Once reviewed and approved the contract will be signed. 

New Business:

The presentation of the TAWS July 2021 – June 2022 audit has been delayed due to the weather.  The audit will be presented during the January 2023 board meeting.

There was discussion concerning a previous request that the TAWS President double sign all checks.  It was decided that because any out of the ordinary expenses are now being viewed and approved by the President and one other board member that the double signing of the checks is not necessary.  

Peak Internet will be making a presentation at the January 2023 board meeting concerning fiber optic hybrid and fee renegotiation. 

Next Board Meeting:  January 17, 2023.  This meeting will be virtual, but board members are requested to attend in person in the meeting room.

Adjournment:  Cindy Lopez at 703pm

Executive Session:  Review of A/R Aging Summary.  Two 60-day notices were sent for October and as of today neither has been paid.  One 90-day notice was sent out for a past due meter account and has been paid in full.

--------------------------------------------------------------------------

Tranquil Acres Water Supply, 923 Blossom Road, Woodland Park, CO 80863

Board of Directors Meeting Minutes

October 18, 2022.  Remote Virtual/Audio

Call to Order at 607pm By Cindy Lopez

Board Members Present:   Cindy Lopez, Vice President (acting President), Steven Denton, Sharon Ferguson, Luke Bonnell, Steve Ingebrigtsen

Board Members Absent:   Mark Lingofelt, Joseph Bloomquist

Office Manager Present:   Anna Sanchez

Members Present:   Marilee Denton, Jeff Spotts

Steven Denton motioned to nominate Cindy Lopez to be TAWS President.  Sharon seconded and the motion passed unanimously.

The positions of Vice President and Secretary are currently open and need to be filled.

Minutes:  The September 20, 2022 minutes were reviewed.  Cindy moved to accept the minutes and Sharon seconded.  Motion passed unanimously.

Operator's Report:  Steven Denton discussed as TAWS ORC

·         The average tank level was 97.7%

·         Total gallons pumped:  346,156 – an average of 11,539 gallons per day

·         Total gallons used:  348,773 – an average of 11,626 gallons per day

·         The average Chlorine Residual level:  0.55

·         Bac T testing was done on 10/14/22 and passed

·         All required testing for 2022 has been done including the annual testing.  TAWS is still waiting for those results

·         There was a leak at a customer service line on Daisy which grew to 408 gallons/hour.  The leak was found and repaired.

·         There is still a leak on the South end of approximately 24 gallons/hour which needs to located and repaired

·         The sound testing device which detected a leak on Blossom was wrong and no leak was found.  The phone line that was cut has been repaired.

·         No water had to be purchased in September

·         The Well #3 electrical problem is still not resolved.  The well is currently being manually turned on and off and we are still working on resolving the problem

Financial Report:  Presented by Anna Sanchez

·         Current Operating Balance:      $11,260.43

·         Reserve Account Balance:         $32,396.71

·         Contingency Account Balance: $29,920,84

·         P&L and Operating statements were reviewed

·         September Bank Transaction details were reviewed

President's Report:  Old and Continuing Business

·         Endpoint progress – all endpoints are installed except for 2 seasonal people with leaks – one of which has been off the system.   A letter will be sent to see if the water customer will be requesting to come back on the system.

·         TAWS is still in need of a part time Caretaker. 

·         Teller WiFi update – after difficult negotiations it appears that Teller WiFi may have found another location for their tower.   TAWS will continue to try to contact Teller WiFi to see if they are interested in renegotiating.

·         The Peak Internet Fiber Optic proposal is still in progress and we are still waiting for a proposal.  Jeff Spotts volunteered to help with the negotiations.

·         The Water Rate Structure/Rate Study is still in progress.  TAWS is still hoping to work with Chris Bandewie with RCAC to get this done. 

·         There was discussion about Backhoe excavation proposal.  The proposal is to charge $150.00 per hour with a 1-hour minimum charge.  Of the $150.00 - $110.00 would go to TAWS and $40.00 would go to Brian Lee as TAWS qualified Caretaker with Backhoe experience.   This service will only be available for TAWS customers to work on water lines and is covered by insurance.   The customer will be responsible for being the “spotter” or there will be an option for TAWS to provide a spotter for a charge to the customer of $25.00 per hour.   Cindy motioned to accept this proposal and Steve seconded.  Motion passed unanimously.

·         The previously approved transfer of money ($3000.00) from the Contingency account to the Operating account was done to help cover expenses.

New Business:  

·         There was discussion about TAWS expenses and multiple board members being aware and approving expenses.   It was agreed that information about unexpected expenses will be emailed or texted to at least the president and one other board member, for approval before proceeding.   A list will be put together of regular monthly expenses that come either by mail or email I.e., Core Electric.  Any other bills that arrive in the mail will be emailed by Sharon to the board for approval before delivering to Balanced Books for payment.

·         There was a proposal to allow Anna as TAWS Office Manager to have eyes on (view only) access to Park State Bank.   Cindy motioned to accept the proposal and Sharon seconded.  Motion passed unanimously. 

·         Steven and Cindy have talked to numerous Engineering firms and have proposed to continue talking to AE2S Engineering firm about hiring them to help with submitting a grant proposal to help pay for numerous projects such as Well #1 Radium mitigation, the possibility of a new well, more service lines, meter pits in front of all houses, more security around TAWS wells, etc. The Engineering company would get the entire project from beginning to end with the understanding that payment would be contingent on acceptance of a grant.   Cindy motioned to hire AE2S.  Steven seconded.  The motion passed unanimously. 

Next Board Meeting:  November 15, 2022.  This meeting will still be virtual, but board members are requested to attend in person at the meeting room.

Adjournment:  Cindy Lopez at 730pm

Executive Session:  Review of A/R Aging Summary.  Two 60-day notices were sent for September.  One was paid and we’re still waiting to hear from the other.

------------------------------------------------------------------------

Tranquil Acres Water Supply, 923 Blossom Road, Woodland Park, CO 80863

Board of Directors Meeting Minutes, September 20, 2022

Remote Virtual/Audio, Call to Order at 605pm by Cindy Lopez

Board Members Present: Cindy Lopez, Vice President (acting President), Steven Denton, Mark Lingofelt, Sharon Ferguson, Luke Bonnell, Steve Ingebrigtsen

Board Members Absent: Joseph Bloomquist

Office Manager Present: Anna Sanchez

Members Present: Marilee Denton, Phil Siegel

Minutes: The August 16, 2022 minutes were reviewed. Steven motioned to accept the minutes and Cindy seconded. Motion passed unanimously.

The positions of Board President and Board Secretary are currently open and need to be filled

Operator's Report: Steven Denton discussed as TAWS ORC

Steven reviewed the water graph for August 2022

· The average tank level was 99.9%

· Total gallons pumped: 301,288 – an average of 9,686 gallons per day

· Total gallons used: 301,288 – an average of 9,719 gallons per day

· The average chlorine Residual Level: 052

· A leak has reoccurred where previous repair work was done on a TAWS service line at Blossom and Fern. The leak is currently 268 gallons/hour, and the plan is to do repair work on Tuesday, Sept 27th. Two volunteers are still needed, and Cindy is going to try to get the two volunteers.

· TAWS has not had to purchase any water.

· Repair was done on a frost-free hydrant near Well #2 and on a broken control wire.

· Well #3 has an electrical problem that will need attention.

· Results of Bacteriological testing were absent of E.Coli and coliform bacteria.

Financial Report: Presented by Anna Sanchez

· Current Operating Balance: $9,386.52

· Reserve Account Balance: $36,915.32

· Contingency Account Balance: $32,920.84

· P&L and Operating statements were reviewed

· August Bank Transaction detail were reviewed

President’s Report: Old and Continuing Business

· Marilee Denton informed Park State Bank that Phil Siegel would no longer be a TAWS signer or debit card holder. it was decided that TAWS will not pursue getting a debit card.

· Endpoint Progress – Cindy and Brian will have all but 1 endpoint installed after 9-21-22 and they will work on getting that done. There are 6 endpoints to install in the future. These customers are either seasonal or in the process of repairing a leak on their property.

· Excavation for a leak was done the weekend of Sept 16th. The work was completed but a Century Link phone line was hit, and the remaining excavation will be completed once Century Link finishes the repair.

· TAWS is still in need of a part time Caretaker. There has been interest in the position but no commitment yet from any applicants.

· TAWS is still waiting to hear from Teller WiFi concerning their interest in putting up a tower.

· Peak Internet is still interested in installing Fiber Optic. Peak wants to go overhead but they need to communicate with Core and Century Link. If no agreement is reached, they say they can bury the lines but there is concern about how that might interfere with the water lines. A motion was made by Cindy to wait and see a written proposal from Peak before making any decisions. Sharon seconded and the motion passed unanimously.

· There was discussion about the water theft from the property owner on Aster. It was decided to table the discussion until the owner becomes eligible to be on the water system. Marilee Denton has documentation about what occurred and will put that information together for TAWS.

· There was discussion concerning the water rate structure/rate study and the grant process. Marilee said we need to get the financial information together and communicate with CRW to accomplish this. Cindy and Marilee will work on getting this done.

· There was discussion about the idea of allowing water customers to pay to use the backhoe with Brian as operator. Anna will call around to get an idea of rates and then we will have to decide how to split the money between TAWS and Brian.

· The money transfer approved at the May meeting was not needed for the chlorinator, but with all the work being done before winter arrives and recent high expenses the money may need to be transferred to pay for the rebuilt control panel and PCL.

· Research done on auto pay/electronic pay proved to be too costly and complicated to pass on to the customer. Customers can currently pay by check, money order, bill pay or cash. Some customers do pay cash and it was decided to write a receipt for those customers since there is no other paper trail.

· The transition to Anna as office manager is going well. Marilee will still be available as a volunteer for consulting.

· Mark asked about the progress of investing money from the contingency account into a money market /stock purchase and it was decided to table that idea for now because of all the other issues going on.

New Business:

· Phil Seigel resigned as Board President effective 8/25/22 and TAWS is currently looking for a new President.

· As stated in continuing business TAWS may need to transfer the money approved previously to cover expenses of digging for the leak and preparing for winter.

Next Board Meeting: October 18, 2022

Adjournment: Cindy Lopez at 712pm

Executive Session: Review of A/R Aging Summary. Two 60-day notices

-------------------------------------------------------------------------------------

Tranquil Acres Water Supply

923 Blossom Road, Woodland Park, CO 80863

Board of Directors Meeting Minutes, August 16, 2022

Remote Virtual/Audio

Call to Order at 603pm by Phil Siegel

Board Members Present:  Phil Siegel/President, Steve Ingebrigtsen/Treasurer, Steven Denton, Mark Lingofelt

Board Members Absent: Cindy Lopez, Luke Bonnell, Joseph Bloomquist

Office Manager Present: Anna Sanchez

Members Present: Charles Hall, Marilee Denton, Sharon Ferguson

Minutes:  The July 19, 2022 minutes were reviewed.  Steve motioned to accept the minutes and Phil seconded.  Motion passed unanimously.

Steven nominated Sharon Ferguson to re-join the board.  Steve seconded and motion passed unanimously

Operator’s Report: Steven Denton discussed as TAWS ORC

Steven reviewed the water graph for July 2022

·       The average tank level was 95.8%

·       Total gallons pumped:  249,929 – an average of 8,061 gallons per day

·       Total gallons used:  220,868 – an average of 7,124 gallons per day

·       The average Chlorine Residual Level:  0.55

·       Bac T testing was done on August 11 and passed

·       There is still a .6 gallon/minute leak on the North end and a .4 gallon/minutes leak on the South end.  We are hoping to schedule a leak patrol to hopefully find these leaks.

·       Usage continues to exceed production but recently Well #3 has increased production possibly due to the recent precipitation we have received.

·       TAWS purchased 5,000 gallons of water from Sierra Water

·       The monitoring plan is completed and will hopefully be presented at the next board meeting.

Financial Report: Presented by Anna Sanchez and Marilee Denton

·       Current Operating Balance:       $10,815.75

·       Reserve Account Balance:          $35,590.75

·       Contingency Account Balance:  $32,868.86

·       P&L and Operating statements were reviewed

·       July checks written were reviewed

President's Report:  Old and Continuing Business

·   Phil discussed the Todd/Hall/Lingofelt matter with the TAWS attorney.  Since Mark Ligofelt was not in town the plan is for Phil to discuss with him when he is back in town.  The anticipation is that the issue will be resolved as far as TAWS involvement. 

·   Marilee will be taking the July minutes to Park State Bank to move forward with adding Phil as an authorized signed for TAWS and to also get a new TAWS debit card which will be in Phil’s name.  Once she takes the minutes in Sharon, Luke and Phil can go in and sign new paperwork.

·       There are 30 more endpoints to install, and Cindy and Brian are proceeding with the installation

·       The leak repair at the Gentian Road address is completed and the leak was found to be on the customer side. 

·       TAWS is still looking for another part time Caretaker to work with Brian. 

·       Discussion is still in progress with Teller Wi-Fi concerning a lease agreement with them.   There is also a potential meeting with Peak Internet concerning a long-term partnership and the possibility of getting fiber optic in Tranquil Acres.

·       The transition from Marilee Denton to Anna Sanchez as TAWS office manager is progressing well.  There was discussion about whether to continue to pay for and use a phone dedicated to TAWS when there are other options.

·       Phil cancelled the meeting scheduled with the Teller County Sheriff.  The meeting was originally scheduled to discuss the water theft issue from the property owner on Aster, but he wants to research what type of agreement TAWS has with the Sheriff’s department concerning the communication center in the building by the meeting room then the meeting will be rescheduled. 

·       There was discussion about how to handle the water theft issue with the Aster landowner.  The property has a tap, and the property owner has a future interest in being on the water system.  The discussion was about consequences for someone who wants to be on the system but has taken water without permission.  It was decided further investigation will be done before a decision is made. 

·       There was discussion concerning a water rate structure and changing the structure to promote water conservation.  Steven mentioned that in 2021 there were plans to have Rural Community Assistance Corp do a rate study for TAWS which was postponed after the lightning strike.  Steven is going to give Phil the contact information for Chris Bandewie with RCAC to help get this process going again.

·       Phil is in communication with a friend who is an engineer concerning the issues with the Well #1 Radium levels to get ideas concerning bringing the well online.  TAWS is still working to get a grant to help with the cost as well.

New Business:

·   There was discussion concerning the possible need to transfer $2,000.00 from the contingency fund to the operating account to keep funds at a reasonable level due to annual insurance premiums coming due soon.  Steven motioned to approve the transfer and Phil seconded.  The motion passed unanimously, and the money will only be transferred if needed.

·   There was discussion about the platform for continuing virtual meetings on Zoom once Steven and Marilee move since they have the current Zoom account.  TAWS will pay the Zoom fees and it will need to be decided who will handle the account

·       Phil discussed the possibility of moving some of the contingency money into a money market fund/stock purchase to try to increase the contingency fund.  More research will be done to see what the risk could be for TAWS and how soon we could get the money if needed.

·       There was discussion about whether TAWS should consider renting the backhoe/caretaker to residents for their use or if it should only be used for issues related to TAWS water.  Phil will have a proposal at the next meeting.

·       There was discussion on Teller County Ordinance 11 and whether TAWS should send out information to Tranquil Acres residents.  It was decided not to send out information but if any residents inquire, they would be given the information.

Next Board Meeting:  September 20, 2022

Adjournment:  Phil Siegel at 758pm

Executive Session:  Review of the A/R Aging Summary.  One 60-day notice was sent and no shut off notices were sent for July. 

_______________________________________________

Tranquil Acres Water Supply, Inc. 923 Blossom Road, Woodland Park, CO 80893 Board of Directors Meeting Minutes July 18, 2022 

Call to Order at 6:14pm by Phil Siegel Board Members Present: Phil Siegel/President, Cindy Lopez/Vice President, Steve Ingebrigtsen/Treasurer, Steven Denton, Mark Lingofelt. Board Members Absent: Joseph Bloomquist, Luke Bonnell. Members Present: Marilee Denton, Jerry Todd, Charles Hall, Terry Miller. 

Two members were present, Charles Hall and Jerry Todd, who wanted to discuss a situation involving them and Mark Lingofelt. It involves a gate installed by Mr. Lingofelt and access to their property. Both Mr. Todd and Mr. Lingofelt presented their views. As this issue also potentially involves TAWS property, Cindy Lopez suggested that TAWS needed time to gather further information, and that a meeting with all involved could be scheduled at a later time. 

It was asked if anyone on the Board would volunteer to fill the position of Secretary, and do the Minutes. No one volunteered. Marilee Denton agreed to do the minutes for this meeting, with Anna Sanchez and Cindy Lopez also doing notes. It was mentioned that Sharon Ferguson has volunteered to go back on the Board as a member at large, and will continue to do the minutes as she has in the past. She will be at the next meeting. Minutes: The minutes were reviewed for May 17, 2022 and June 18. A motion was made, seconded, and approved unanimously to accept the minutes of both meetings. 

Operator’s Report: Steve Denton discussed as TAWS ORC. * The average tank level was: 97.77% * Total gallons pumped: 229,731—an average of 7,728 gal/day * Total gallons used: 197,722—an average of 6,591 gal/day * The average Chlorine Residual Level: .55 * Bac T testing was done on: 7/11/2022 and passed. * There is a .6 gallon/minute leak on the North End and a .4 gallon/minute leak on the South End. Usage is continuing to exceed production. TAWS purchased 5,000 gallons of water, delivered by Sierra Water. 

Financial Report: Presented by Marilee Denton * Current Operating Balance: $8,498.16 * Reserve Account Balance: $36,906.09 * Contingency Account Balance: $32,868.86 * P&L and Balance Sheets were reviewed * June checks written were reviewed * Elizabeth Zuercher of Balanced Books, our bookkeeper, has requested to be added on to our bank accounts at Park State Bank as a “view only”user. * The motion was made, seconded and approved unanimously to add Elizabeth Zuercher as a “view only” user on TAWS bank accounts at Park State Bank. * Elizabeth also requested that Balanced Books be able to link TAWS PSB accounts with QB’s. The motion was made, seconded and approved unanimously to allow Balanced Books to link the PSB accounts to QB’s. * Phil Siegel volunteered to be a signer for TAWS bank accounts at PSB. * The motion was made, seconded and approved unanimously that Phil Siegel be added as a signer on TAWS bank accounts at PSB. * Phil Siegel volunteered to have his name on the debit card for TAWS operating account at PSB. * The motion was made, seconded and approved unanimously that Phil Siegel have his name on the debit card for TAWS operating account at PSB. 

President’s Report: Old and Continuing Business: * Cindy Lopez reported that she and Brian have 43 endpoints left to install. * The backhoe was repaired by Brian Lee and is working. * There is a dig being done Friday, July 21 to replace a valve and move it for a customer on Gentian. Steven will order the line needed for the additional water line. * The Board discussed the loan at NRWA that was acquired for the purpose of purchasing the water meters. At the annual meeting a member reported that a prior Board determined that this loan would be paid off when the meters were paid for by the members. The amount still owing on this loan is $15,037.25. The Board determined that the money should remain in TAWS contingency account, to be available for unforeseen expenses, and that the loan continue to be repaid as it is set up. 

* Phil is reviewing the lease agreement offered by Teller WiFi, and has many questions and concerns. Steve Ingebrigtsen wondered about county restrictions on height. A motion was made, seconded, and unanimously approved, that Phil will continue to review and negotiate with Teller WiFi to his satisfaction. New Business: 

* Marilee Denton introduced Anna Sanchez, who will be transitioning into the office manager’s position over the next couple of months. Marilee will remain as the primary until the end of July, while training Anna. Beginning August 1, Anna will be the primary, with Marilee still providing training and back-up during the transition period. A motion was made, seconded and unanimously approved that Anna be provided access to the TAWS voicemail, email, and added as a user on QB’s. * Phil reported on a trailer being left in the middle of the road on Aster, with the situation being resolved by the owner moving it. 

* A property owner on Aster who is not on the water system, attached a hose to a frost free on the property and was illegally using TAWS water. A new padlock was placed on the frost free. Phil called the Sheriff’s department regarding the issue, and has concerns regarding the response by the Deputy Sheriff. He has an appointment on August 15 to meet with the Sheriff to discuss his concerns and is open to input from any Board members. * Phil discussed initial issues he would like to address over the next year: 1. Determining a new and more equitable rate structure. 2. Looking at a new rate structure for commercial accounts, VRBO’s, AIRBNB’S 3. Continued research into resolution of the radium issue with well #1, Phil has an engineer friend who will come and evaluate TAWS options to remediate the radium level. 

Next Meeting: August 16, 2022 at 6 p.m. Adjournment: Phil Siegel at 8:36 p.m. Executive Session: Review of the A/R Aging Summary. One 60 past due letter was sent. Only two meter accounts remain, one is on payment arrangements. 

-----------------------------------------------------------------

Tranquil Acres Water Supply, 923 Blossom Road, Woodland Park, CO 80863

TAWS Annual Meeting Minutes, June 18, 2022

Call to Order at 1017am by Steven Denton

Board Members Present:  Steven Denton, President, Corinne Sigel, Vice President, Steve Ingebrigtsen, Treasurer, Alison Wentworth, Sharon Ferguson, John Dover

Board Members Absent:  Luke Bonnell

Members Present:  Mike and Sharon Ferguson, Corinne Sigel and Cindy Lopez, Steven and Marilee Denton, John Dover, Eric Thetford, Steve Ingebrigtsen, Mark Lingofelt, Brian Lee, Phil Siegel and Elena Castillo Siegel, Diana Doyle, Joseph Bloomquist, Scott McFadden, Bill and Alison Wentworth, Terry Miller, Tylor Perry, Jerry Todd, Randy Cook

Non-Members Present: Pamela Flowers and Erin Frazee

Operator’s /President’s Report and System Status: Steven Denton discussed as TAWS ORC

·         Total gallons pumped in the last 12 months: 2,969,056 – an average of 247,421 gallons per month and 8247 gallons per day

·         Total gallons used in the last 12 months: 2,660,206 – an average of 249,605 gallons per month and 8320 gallons per day

·         The tank level average for the last 12 months was 96%.  The high was 100% and the low was 70%   The 70% level occurred due to the lightning strike on 7-9-21.

·         The average residual chlorine level for the last 12 months was 0.66.  The high was 2.01 and the low was 0.35.  The 2.01 level occurred due to the lightning strike.  Manual operation was required during this time.

·         TAWS is continuing to be on razor’s edge concerning its water supply

·         The repairs from the catastrophic lightning strike on 7-9-21 are completed and the insurance money to cover the expenses has been deposited back to the Contingency account.

·         In April 2022 there was a backflow event leading to a leak on the north end

·         There are still leaks in the system which need to be located and repaired

Financial Report:  Presented by Marilee Denton

·         Current Operating Balance:                      $10,940.86

·         Current Reserve Account Balance        $34,721.18

·         Current Contingency Account Balance $32,868.86

·         The P&L and Operating Balance statements were reviewed

·         Discussion of TAWS transition on QuickBooks

·         TAWS water customers have done a great job of catching up their account balances and several customers have paid ahead and have credit balances

·         A question was raised about the previous meter loan and whether it was paid off.  It was determined that some research will have to be done to see if an outstanding balance exists.

·         The new endpoints and water customer costs were discussed.  The new endpoints are necessary due to the new 5G technology so meters can be read.  There are currently several meters that are not reading the new endpoints should take care of that issue.  The customer cost for the endpoints is $50.00 - $26.00 for the new warranty and $24.00 for the labor to install and get the new endpoints online for each water customer.  This can be paid in full or $10.00 per month for 5 months.

Proposed Budget for 7/1/22-6/30/23:  Presented by Sharon Ferguson

·         Explanation of why TAWS has proposed an increase in the monthly water rate from $100.00 to $115.00 per month beginning 7/1/22 due to the increased costs for keeping the system running.

·         The rate increase and proposed budget was put a vote and passed with 15 voting yes and 6 voting no.

·         There was discussion about getting more water by drilling new wells and discussed the radium mitigation needed to get well #1 online.  The discussion included possibly using money from the contingency fund for studies to drill new wells.

·         There was discussion about changing the current fee structure and it was decided to leave the fee structure as it is for now.

·         There was discussion about Eyes on Water.  Terry Miller motioned to have Eyes on Water available to all water customers so customers can monitor their water usage.  Phil Siegel seconded, and the motion passed unanimously.  For a water customer to have access to Eyes on Water TAWS needs an email address for the water customer so it was decided that a note would go out in the next statement informing water customers of the process.

·         There was discussion about accountability for TAWS money.  Board members confirmed that at every monthly meeting a balance sheet and P&L are discussed as well as a list of all checks written for the previous month.  All members were reminded that board meetings are the 3rd Tuesday of every month, and all water customers are welcome to attend.

New Business:  Steven Denton

·         Board Vacancies.  Currently there are vacancies for President, Vice President, Secretary and 2 at large members.  Steve Ingebrigtsen will continue as TAWS Treasurer and as of now Luke Bonnell will continue as a member.  Steven Denton resigned as President but offered to continue as a board member until he and Marilee move.  Corinne Sigel, Alison Wentworth and Sharon Ferguson have chosen not to continue to be on the board. 

·         Marilee Denton who has been the acting Office Manager will be moving so a new Office Manager is needed.   Marilee has offered to help during the transition.

·         Sharon Ferguson is leaving the board but will continue to help with the deposits until an office manager is hired.  She will continue to be available during the transition.

·         The Caretaker/Daily System Monitor position is being filled by Brian Lee who has been training with Steven for this position.  He has expressed that he needs another person to share this position and Scott McFadden expressed his interest in sharing the position with Brian.

·         Steven Denton stated he is willing to continue as TAWS licensed ORC through the end of the year.

·         Brian Lee advised that the backhoe needs some work and minor repairs and will be taking it to his house to evaluate what needs to be done.  John proposed to approve, and Steven seconded.  Motion passed unanimously.

·         TAWS has hired a bookkeeping business In Woodland Park which will now take care of preparing and mailing statements and all other accounting duties for TAWS.

Explanation of voting requirements and voting:  Sharon Ferguson

·         There was explanation of voting eligibility

·         The TAWS members who were volunteering to be on the board for a 3-year term were Phil Siegel, Cindy Lopez, Mark Lingofelt and Joseph Bloomquist.  Steven Denton offered to be an acting board member until he moves

·         Ballots were counted and all 5 were voted in as board members.

New business from the membership:  No further issues were discussed

Adjournment:  Steven Denton at 1152am

Executive meeting:

·         The new board members met and agreed on positions.  President is Phil Siegel, Vice-President is Cindy Lopez, Secretary is still vacant, Treasurer is Steve Ingebrigtsen, and the at large members are Mark Lingofelt, Steven Denton and Joseph Bloomquist.   Luke Bonnell is still an active board member, and he will be contacted to confirm his interest in continuing.

·         As stated before Marilee Denton and Sharon Ferguson will continue to help during the transition.

·         The new board members were updated by Sharon on the status of accounts receivable

----------------------------------------------------------------------------------------------------

Tranquil Acres Water Supply, 923 Blossom Road, Woodland Park, CO 80863 

Board of Directors Meeting Minutes, May 17, 2022 

 

Call to Order at 604pm by Steven Denton 

Board Members Present:  Steven Denton, President, Corinne Sigel, Vice President, Alison Wentworth, Sharon Ferguson, John Dover 

Board Members Absent:  Steve Ingebrigtsen, Treasurer, Luke Bonnell 

Members Present:  Marilee Denton, Brian Lee 

Minutes:  April 19, 2022 minutes were reviewed.  John motioned to accept the minutes and Alison seconded.  Motion passed 5/0.  John requested that the minutes going forward not only list which board members were present but also list which board members were absent. 

Teller WiFi is interested in putting a tower on TAWS property and 2 representatives gave the board a presentation/proposal for putting in the tower.  There were several issues brought up which will need to be checked on including the electric billing, lease renewal information, whether TAWS would have to pay taxes on the profit and making sure there is no conflict-of-interest issues with Peak Internet.  Once these questions are answered the TAWS board will get in touch with Teller WiFi about proceeding. 

Operator’s Report:  Steven Denton discussed as TAWS ORC 

Steven reviewed the water system graph for April 2022 

Financial Report:  Presented by Marilee Denton 

President’s Report:  Old and Continuing Business: 

New Business: 

Next meeting:  June 18th, 2022 at 10am (annual meeting) followed by an Executive session (board members only) 

Adjournment:  Steven Denton at 743pm 

Executive Session:  Review of the A/R Aging Summary.  No shut off letters were sent and no 60 day past due letters were sent.  There are currently 4 members who have a balance due on meters.  Three are on a payment arrangement and it was agreed to send the 4th member a letter giving them 30 days to make payment arrangements. 

--------------------------------------------------

Tranquil Acres Water Supply Inc., 923 Blossom Road, Woodland Park, CO 80863

Board of Directors Meeting Minutes, April 19, 2022

Call to Order at 6:07pm by Steven Denton

Board Members Present:  Steven Denton, President, Corinne Sigel, Vice President, Alison Wentworth, Sharon Ferguson

Members Present: Marilee Denton, John Dover, Nathan Bielz, Jessica Cummings

Minutes:  March 15, 2022 minutes were reviewed.  Corinne motioned to accept the minutes and Sharon seconded.  Motion passed 4/0

Two water customers addressed the board concerning their lack of water pressure and stated that they have had air and gravel in their system.  They voiced their displeasure with how TAWS has handled their concerns and discussed their perception about how Tranquil Acres Water System is run.  Board members attempted to answer their questions and accusations of conflict of interest.   The board acknowledged their concerns but explained that TAWS cannot do as they are requesting by digging up the street when the annual thaw is still in progress.  The board also explained that to have work done for excavation requires getting bids for the work.   Steven Denton as the TAWS ORC will continue to work to determine what is causing them to have low water pressure, but it was also determined that their water may need to be shut off until the problem is found due to having gravel in their water.

Operator’s Report:  Steven Denton discussed as TAWS ORC

Steven reviewed the water system graph for March 2022

·       The average tank level was 99.9%

·       Total gallons pumped:  213,150 – an average of 6876 gallons per day

·       Total gallons used:  180170 – an average of 5811 gallons per day

·       The average Chlorine Residual Level:  0.55

·       There are still small leaks in the system that need to be found.  A Frost Free on the north end had a small leak and was shut off and there is an approximately 24 gallon/hour leak on the south end

·       A check for $18,654.64 was received from the insurance company for the 2021 July lightning strike and deposited into the Contingency account

·       TAWS still needs to purchase and have a backup PCL, backup touchscreen and additional chlorine pump. Total estimate for all 3 items is $5,500.00.

Financial Report:  Presented by Marilee Denton

·       Current Operating Balance:      $ 7959.96

·       Reserve Account Balance:         $38772.64

·       Contingency Account Balance: $31316.64

·       P&L and Operating statements were reviewed

·       March checks written were reviewed

President's Report:  Old and Continuing Business

·   Colorado will be opening the grant program from 6-1-22 to 6-30-22 and TAWS will be trying to get applications in

·   The debit card is still in process.  The bank cannot process the debit card until all check signers have stopped in to sign paperwork

·   4 people attended a meeting in Woodland Park on March 31st in preparation for getting all endpoints replaced.  That process will begin soon. 

·   It was agreed unanimously to change accounting firms after getting a fee structure from an accountant that the Denton’s have used for many years and trust.  Their fees are much better than the fees TAWS has been paying.

New Business:

·   Steven and Marilee Denton announced that they will be selling their home and leaving Tranquil Acres.  Steven will be resigning as President as soon as their house is sold but is willing to help with the transition.  With the loss of Rusty Anthony and with Steven preparing to move, John Dover offered to step in as a board member until the annual meeting June 18th.   Corinne motioned to approve John as a board member.  Sharon seconded and the motion passed 4/0.

·   Corinne Sigel announced that she will be resigning as Vice President.   Therefore, by the annual meeting in June TAWS will be looking for a President, Vice President, Secretary and at least 2 other board members.  TAWS will also need to find a bookkeeper and/or office manager and a new ORC and/or Caretaker. 

·   It was decided to send a letter out to all water customers informing them of the changes and the need for volunteers and board members.  it was discussed what would happen if there were no TAWS board due to lack of volunteers.  The County Commissioner would then decide as to who would take charge of the water system and they would have jurisdiction to appoint board members. 

·   It's time to start preparing for the annual meeting on June 18th. Steve Ingebrigtsen as Treasurer will be contacted to put the annual budget together and the board will meet once it is complete to approve for presentation at the annual meeting.  It was also agreed that the annual meeting will be held at the meeting room so those who want to attend in person will be able to.  There will also still be the ability to attend via Zoom for those who prefer to attend that way.

Next Board Meeting:  May 17, 2022

Adjournment:  Steven Denton at 846pm

Executive Session:  Review of the A/R Aging Summary.  Two notices were sent to customer who are 60 days past due and no shut off letters needed to be sent.  Six customers were sent letters reminding them that they are past due on the annual fee. 

-------------------------------------------------------

Tranquil Acres Water Supply Inc., 923 Blossom Road, Woodland Park CO 80863

Board of Directors Meeting Minutes, March 15, 2022

Call to Order at 6:06pm by Steven Denton

Board Members Present:  Steven Denton, President, Corinne Sigel, Vice President, Sharon Ferguson, Alison Wentworth, Luke Bonnell.

Members Present:  Marilee Denton

Minutes:  February 15, 2022, minutes were reviewed.  Luke motioned to accept the minutes and Alison seconded.  Motion passed 5/0.

Operator’s Report:  Steven Denton discussed as TAWS ORC

Steven reviewed the water system graph for February 2022

·       The average tank level was 91.1%

·       Total gallons pumped:  215,369 – an average of 7,691 gallons per day

·       Total gallons used:  216,608 – an average of 7,736 gallons per day

·       The average Chlorine Residual Level:  0.58

·       The search for leaks continues.  A Frost Free was repaired on East Fern.  A leak was found at another frost free on the north end in beginning of March and was turned off.  There is the possibility of another leak on the north end that may be a house service line.  This leak still needs verification.

·       The north end continues to have a 0.46 gallon per minute leak and the south end has a 0.2 gallon per minute leak.

·       Our insurance company asked for more detailed information from the July 2021 lightning strike claim which was provided to them.  We’re hoping to get this resolved soon.

Financial Report:  Presented by Marilee Denton

·       Current Operating Balance:        $ 6933.20

·       Reserve Account Balance:           $37457.30

·       Contingency Account Balance:   $12600.00

·       P&L and Operating statements were reviewed

·       February checks written were reviewed

President’s Report:  Old and Continuing Business

·   Alison is still researching grants.  CDPHE has not yet released grants for 2022 and the USDA, if they have any grants, would be a loan/grant combination

·   Representatives from Beacon Meter and their tech support are having a meeting with Woodland Park on March 31st and Woodland Park has kindly invited TAWS to attend.  Steven and several volunteers are planning to attend.

·   Check signers were updated at the bank and the 3 board members voted to sign are in the process of going to the bank to sign the signature cards.

New Business:

·   There was a change to the board member’s name to go on the TAWS debit card from Sharon to Alison.  Sharon motioned to allow Alison to go get the debit card in her name and Steven seconded.  Motion passed 5/0

·   There was discussion about getting information out to water customers who are having trouble paying their bills.  Alison mentioned that people can call 211 or go to 211colorado.org to get information on assistance.  TAWS may be able to add a link to the website for water customers and we will research. 

·   There was discussion about offering water customers a way to pay their bill online I.e., PayPal.  It was decided that TAWS would still require payment by check or money order for now and there will be a notice on the website about “Bill Pay”.

·   There was discussion about changing the accounting firm that TAWS is currently using due to some problems TAWS has been having.  Steven and Marilee Denton suggested an accounting firm they have used for many years and Marilee is going to get a fee structure from the firm and this will be discussed at the next board meeting.

·   There was discussion about giving Beacon access to 2 people from Colorado Rural Water Association and our electric engineer so they can help and give TAWS technical assistance.   Steven motioned to give access for monitoring and tech assistance and Sharon seconded.  Motion passed 5/0.

·   Discussed the Annual Meeting coming up on June 18th.   We will be getting the annual budget together and the meeting agenda prepared with the goal of having the information packet included with the April statements which are mailed by May 7th.  

Next Board Meeting:  April 19, 2022

Adjournment:  Steven Denton at 705pm

Executive Session:  Review of the A/R Aging Summary.  There were no 60 day past due letters to go out.  4 water customers were sent shut off letters.  Three customers will have their water shut off March 21st and one customer has a March 28th shut off date.  One of the customers asked if they paid their bill this week would TAWS waive the late fees.  The board agreed unanimously that late fees will need to be paid.  It was also decided that in the future shut off letters will be sent to the water customer certified mail – signature required – to assure that there is confirmation of shut off letter receipt. 

--------------------------------------------------------

Tranquil Acres Water Supply Inc., 923 Blossom Road, Woodland Park CO 80863

Board of Directors Meeting Minutes, February 15, 2022

Call to Order at 605pm by Steven Denton

Board Members Present:   Steven Denton, President, Corinne Sigel, Vice President, Steve Ingebrigtsen, Treasurer, Alison Wentworth, Sharon Ferguson

Members Present:   Marilee Denton

Minutes:  January 25, 2022 minutes were reviewed.  Corinne motioned to accept the minutes and Alison seconded.  Motion passed 5/0.

Operator’s Report:  Steven Denton discussed as TAWS ORC

·       Steven reviewed the water system graph for January 2022

·       The average tank level was 97% and as of today is at 92%

·       Total gallons pumped:  254,125 – an average of 8,198 gallons per day

·       Total gallons used:  237,877 – an average of 7,673 gallons per day

·       The average Chlorine Residual Level:  0.60

·       The January Bac T testing was good

·       There is still currently a 0.2 gallon/minute leak on the south end and a 0.55 gallon/minute leak on the north end

·       The leak on East Fern was located and repaired on Feb 9th and 3 truckloads of water were delivered to replenish the tower  

·       There was discussion about a TAWS resident who may be willing to help part time doing some of the duties that were being done by Rusty.

·       The claim has been filed with the insurance company for the lighting strike from July 2021 in the amount of $20,865.64 and they are reviewing

Financial Report:  Presented by Marilee Denton

·       Current Operating Balance:                  $7154.68

·       Reserve Account Balance:                     $36146.39

·       Contingency Account Balance:             $12600.00

·       P&L and Operating statements were reviewed

·       January checks written were reviewed

President’s Report:  Old and Continuing Business

·   No updates on the Grant process

New Business:

·   It was decided to post information regarding the memorial fund for Rusty Anthony in case any TAWS residents would like to contribute

·   There was a motion by Sharon Ferguson to allow Marilee Denton access to the TAWS bank account and Alison Wentworth seconded.  The motion passed 4/0.  Steven Denton abstained. There was a motion by Steven Denton to remove Rusty Anthony as a TAWS check signer and Sharon Ferguson seconded.  Motion passed 5/0.  There was a motion by Sharon Ferguson to add Alison Wentworth as a TAWS check signer and Steven Denton seconded.  The motion passed 5/0.

·   There was discussion about getting a debit card for TAWS use.  The debit card must be in the name of one of the check signers and Sharon said it could be in her name.  Steven motioned to get a debit card and Alison seconded.  Motion passed 4/0.  Sharon abstained.

·   There was discussion about the TAWS President signing all checks written as a second signer as an internal double check.  This signature would not be required by the bank but would be required before any checks are mailed.  Steven Denton as President would currently be the second signer until a new President is voted in.  Alison motioned to approve, and Steve seconded.  Motion passed 5/0.

·   There was discussion about Beacon “Eyes on Water” which would allow water customers to see their individual water usage on the Beacon website.  It was decided to revisit after all the new endpoints are installed and we know all meters are reading

Next Board Meeting:  March 15, 2022

Adjournment:  Steven Denton at 718pm

Executive Session:    Review of the A/R Aging Summary and discussion about water customers who are past due.   Water customers who were sent 60 day past due notices was reviewed as well as when shut off notices will be sent.  There was also a review of customers who still owe on their meters.  The customers who still owe on their meters will be sent a letter giving them a set time to pay off the meter or make acceptable arrangements with the water board or their water will be shut off.

------------------------------------------------------

Tranquil Acres Water Supply Inc., 923 Blossom Road, Woodland Park, CO 80863

Board of Directors Meeting Minutes, January 25, 2022

Call to Order at 605pm by Steven Denton

Board Members Present:  Steven Denton, President, Corinne Sigel, Vice President, Steve Ingebrigtsen, Treasure, Rusty Anthony, Alison Wentworth, Sharon Ferguson

Members Present:  Marilee Denton

Minutes:  November 16, 2021 minutes were reviewed.  Sharon motioned to accept the minutes and Rusty seconded.  Motion passed 6/0.

Operator’s Report:  Steven Denton discussed as TAWS ORC

·       Steven reviewed the water system graph for November and December

·       November – total gallons pumped:  235,036 – an average of 7835 gallons per day

·       November total gallons used:  202546

·       November average tank level:   99.1%

·       November average Chlorine Residual Level:   0.74

·       December – total gallons pumped:  252,109 – an average of 8133 gallons per day

·       December total gallons used:  221,050

·       December average tank level:  98.8%

·       December average Chlorine Residual Level:  0.66

·       TAWS is struggling to keep the tower at 100%.  The tower level was 85% today. 

·       A leak patrol was conducted on January 24th and a leak was located on East Fern.  There is a 1.1 gallon/minute leak which adds up to 1580 gallon/day loss.  Steven thinks the leak is the main line which would mean we would need to wait until Spring to dig to find the leak.  There was discussion about turning water on and off daily on East Fern which would affect 5 houses.  We will set up times for volunteers to turn water on and off on Fern until the thaw and discussed how we would compensate the volunteers.  Another leak patrol is scheduled for January 26th .

·       Bac T testing was done on November 11th and December 10.  TAWS passed

·       The December windstorm blew down a tree up by the tower and knocked out power.  Core was able to make repairs the same day and no plumbing froze.

·       We are almost ready to submit the charges from the July lightning strike to our insurance.  So far, the amount is almost $22,000.00.  Once we are reimbursed the money will go into the Contingency account.

Financial Report:  Presented by Marilee Denton

·       Current Operating Balance:                 $6268.00

·       Reserve Account Balance:                    $40652.70

·       Contingency Account Balance:           $15600.00

·       P&L and Operating statements were reviewed

·       November and December checks written were reviewed

·       There was a motion to transfer $3000.00 from the Contingency Account to the Operating Account to cover expenses knowing that as soon as we receive the lightning strike insurance money that will all go back into the Contingency Account.  Steven motioned to transfer the money and Alison seconded.  Motion passed unanimously.

President’s Report:  Old and Continuing Business

·   TAWS application was not accepted for the small grant to pay for a PER.  There were other small communities in greater need.   We will continue to look for grants through either CDPHE or the USDA. Alison will look for grants that are available.

·   The new user which was approved previously is now on the system.  

·   There is a user who had been turned off pending repairs who has requested to be turned back on in the Spring once repairs are completed.

·   There is still no agreement with Fred’s Towing to tow vehicles illegally parked on TAWS roads.

New Business:

·   The audit completed for 7/1/2020 - 6/30/2021 was reviewed by Marilee Denton and findings and recommendations were discussed.  Alison moved to accept the audit and Corinne seconded.  Motion passed unanimously.

·   The December invoice sent to water customers also included a letter outlining how past due balances will be handled

·   TAWS QuickBooks account has changed from desktop to online.   The change has made QuickBooks more easily accessible to those authorized to access the TAWS account. Marilee Denton has been working to integrate the desktop information to the online version.  In the process of the changeover, when invoices were manually entered, water customers were double billed due to auto bill automatically billing for the month ahead. Marilee will look at all accounts and have any corrections complete before the January invoices go out. 

·   TAWS Bookkeeper resigned on January 18th. Since the resignation Sharon has agreed to do the invoicing and post payments to customer accounts and make the weekly deposits.  TAWS will need to purchase a printer.  Printers will be priced, and the board will vote to approve the purchase once a printer is chosen.  For now, Marilee Denton is taking on the other tasks that the bookkeeper performed which includes items such as getting bills paid, getting quarterly taxes filed, and she has been monitoring the email and voicemail as well as many other tasks the bookkeeper does. 

·   There was a motion to allow Marilee Denton access to TAWS bank account and the motion passed unanimously.

·   There was discussion about getting a debit card for TAWS purchases.  A debit card would have to be in an individual’s name.  Debit card detail would be listed in the check detail and would eliminate the need to write checks to reimburse board members for purchases made for the system.

Next Board Meeting:  February 15th, 2022,      Adjournment:  Steven Denton @ 7:32pm

Executive Session

---------------------------------------------------------

Tranquil Acres Water Supply Inc., 923 Blossom Road, Woodland Park, CO 80863

Board of Directors Meeting Minutes, November 16, 2021 

Call to Order at 601pm by Steven Denton

Board Members Present:  Steven Denton, President, Corinne Sigel, Vice President, Sharon Ferguson, Luke Bonnell, Alison Wentworth

Member’s Present:  Marilee Denton

Minutes:  October 19, 2021 minutes were reviewed.  Alison motioned to accept the minutes and Sharon seconded.  Motion passed 5/0

Operator’s Report:  Steven Denton discussed as TAWS ORC

·       Steven reviewed the water system graph for October

·       Total gallons pumped:  249,915 – an average of 8062 gallons per day

·       Total gallons used:  215,901

·       Average tank level:  99%

·       Average Chlorine Residual Level:  0.64

·       The July lightning strike repairs are complete except for the pressure transducer

·       The laser reader is working well

·       The new chlorinator was installed on October 22nd and is working well

·       Still need to organize another leak patrol

Financial Report:

·   Current Operating Balance:               $4456.58

·   Reserve Account Balance:                      $32187.70

·   Contingency Account Balance:          $20600.00

·   P&L and Operating statements were reviewed

·   October checks written were reviewed

·   Checks will need to be signed when Cheryl is available

·   Steven motioned to transfer $5000.00 from the Contingency Account to the Operating Account to cover the repair costs from the lightning strike knowing that we will repay the Contingency Account as soon as we get the insurance money.  Alison seconded and motion passed 5/0

President’s Report:  Old and Continuing Business

·       We are still waiting for an answer concerning our grant application.

·       The 7/1/2020-6/30/3021 audit is almost complete and the report will be presented at the January 2022 meeting

·       We are still waiting on the towing company to put together a contract for towing illegally parked cars in Tranquil Acres

·       The new water user approved in October is not on the system yet and a meter has been ordered

·       DVR and cameras are not yet installed but should be soon.

New Business:

·   Dirt Cheap replaced 3 damaged frost free’s, fixing a freezing service line issue, and 1 stand pipe was replaced.  There was discussion concerning what we can do to prevent future damage.

·   While doing work on Daisy and Aspen it was discovered that when the pipes were installed in 2015, they were not buried deep enough (7 feet is required) which is why Daisy St. has had problems.  One service line that had frozen every winter since the new line was installed was re-buried to a depth of 6 feet with foam insulation (it had been installed at 5’ deep) and this will hopefully prevent further freezing problems.

·   The shut off valve on Daisy St, still needs to be done but currently a replacement shut off valve is not available.

·   Marilee Denton has done work trying to specifically identify how Core Electric Coop has been billing TAWS.  Marilee has asked Core to put specific identifiers on our accounts to allow us to specifically see what we are being billed for.

·   I was agreed unanimously to not have a December board meeting unless there are critical issues that need to be discussed.  Cheryl will still be asked to provide the board with her reports for the end of November business.

·   Sharon asked that Marilee Denton be allowed to attend the Executive Sessions after the board meetings since she is the back up administrator for Quick Books and because she helps put together the yearly audits.  The vote was unanimous to allow her to stay. 

·   There was discussion regarding our accounts receivable and standardizing our collection procedures.

Next Board Meeting:  January 18, 2022

Adjournment:  657pm by Steven Denton

Executive Session

---------------------------------------------------------------------------------------------

Tranquil Acres Water Supply, Inc., 923 Blossom Road, Woodland Park, CO 80863

Board of Directors Meeting Minutes, October 19, 2021

Call to Order at 610pm by Steven Denton

Board Members Present:  Steven Denton, President, Corinne Sigel, Vice President, Steve Ingebrigtsen, Treasurer, Sharon Ferguson

Members Present:  Marilee Denton, Cheryl Hopkins

Minutes:   September 21, 2021 minutes were reviewed.  Sharon motioned to accept the minutes and Corinne seconded.  Motion passed 4/0

Operator’s Report:  Steven Denton discussed as TAWS ORC

·       Steven reviewed the water system graph for September

·       Total gallons pumped:  245,624 – an average of 8187 gallons per day

·       Total gallons used:  216,397

·       Average tank level:  98.4%

·       Average Chlorine Residual Level:  0.63

·       Bac T test – passed 9/24/21

·       The new Chlorinator will be replaced on 10/22 and we will retire the 2 we have

·       Nitrite testing has been done quarterly but can now be done yearly

·       We are close to the last part of repairs due to the July lightning strike, and as soon as completed we will present the total damage numbers to our insurance company

·       Leak patrol found 1 leak on West Gentian which was approximately 0.5 gallons/minute and the residence water was turned off until repairs can be made.  A leak still exists on Fern that is 0.8 gallons/minute, as well as a leak on the north end that is 0.6 gallons/minute.  The goal is to organize a leak patrol soon to continue identifying these leaks.

Financial Report:  Cheryl Hopkins/Bookkeeper

·       Current Operating Balance:     $5104.33

·       Reserve Account Balance:         $30868.02

·       Contingency Account Balance: $20600.00

·       P&L and Operating statements were reviewed

·       September checks written were reviewed

·       7 checks will need to be signed

President’s Report:  Old and Continuing Business

·       The grant application for PER money has been submitted and we should find out by November if we have been awarded the money

·       Steven, Marilee and Cheryl have started gathering info for the Rate Study.

·       Corinne’s planned projects have mostly been completed including the garage being cleaned and painting projects being done by Cheryl.  Gutters still need to be cleaned. 

·       Marilee and Sharon will begin the audit for fiscal year 7/20-6/21 this week

·       The parking problem on Gentian Rd has gotten a little better.  Fred’s towing has new ownership and they want a contract before they will agree to tow any vehicles

·       New DVR and 3 new cameras have been purchased and delivered.  They just need to be installed.  It was discussed that a sign should be put up by the water tower stating that security cameras are in use

New Business:

·       The board discussed adding additional users to the water system.  It was agreed to add 1 user and wait 2 months before considering adding any more users so we can evaluate how well the system is doing.  Corinne motioned to accept and Sharon seconded.  Motion passed 4/0

·       Discussed the problem with the USPS returning mailed invoices to TAWS for the last 2 months.  Cheryl went and reported the problem to the Woodland Park post office and attached a note to all invoices sent out for the September bill.  Cheryl will monitor to see if any more problems occur

Adjournment:  Steven Denton adjourned the meeting at 730pm

Next Board Meeting:  Tuesday, November 16, 2021

Executive Session

-------------------------------------------------------------------------------------------------

Tranquil Acres Water Supply, Inc. 923 Blossom Road, Woodland Park, CO 80863 

Board of Directors Meeting Minutes September 21, 2021 Call to Order at 6:05 p.m. by Steven Denton Board Members Present: Steven Denton, President, Corinne Sigel, Vice President, Alison Wentworth, Luke Bonnell, Sharon Ferguson (arrived later in the meeting). Members Present: Marilee Denton, Cheryl Hopkins. 

Minutes: September 21, 2021 minutes were reviewed. Corinne motioned to accept the minutes and Alison seconded. Motion passed 4/0. 

Operator’s Report: Steven Denton discussed as TAWS ORC: * Steven reviewed the water system graph for August: Total Gallons pumped: 269,005 Total Gallons used: 233,712 Average Tower level level: 94.5% Average Chlorine Residual Level: .89 Bac T Test: Absence * Issues from the lightning strike have leveled out quite a bit. Chlorinator pump is intermittent, pump that went to Dewco for repair is unrepairable. Steven would like to switch to another chlorinator that is more appropriate to our small system. The cost will be $1500. * Still waiting for plumber to come to finish the supports. * Now that the control panel is working again, the tower maintains itself at 98% and shuts off as soon as it reaches 100%. 

Financial Report: Cheryl Hopkins/bookkeeper. * Current Operating Balance: $ 3,033.90 * Reserve Account Balance: $36,702.16 * Contingency Account Balance: $20,600.00 * Discussion Regarding IREA billing, we will need to identify locations for each bill and determine if Peak Internet may owe us money while they were on our meter. * P&L and Operating Statements were reviewed. * 7 checks were signed. 

President’s Report: Old and Continuing Business: *Steven met with 3 engineering companies discussing different scenarios for mitigating the radon in the water in Well #1. There was a Grant available through the State for 25K, to do a Preliminary Engineering Report to determine exactly what our system needs. JVA Engineering filed for the Grant on our behalf, and if we receive it will do the PER. We will find out in a couple of months if we are awarded that money. When the PER is complete, we will apply for a larger Grant to do the needed work, which is beyond the ability of TAWS to finance. * The router has been replaced. * Marilee, Steven and Cheryl have started gathering info for the Rate Study. * Cheryl has gotten files organized for TAWS. The test results will be organized by year. Steven will also go through those files. * Budget information from the annual meeting went out by special mailing. 

Corinne Projects updates: * The clean up around the tower happened, 3 trees down,1 left. Weeds were pulled as no chemicals could be used. * Steven, Rusty and Corinne vacuumed out the standpipe at 462 Fern so it can be turned off and on. The meter needs to be registered with Beacon, Cheryl will work on that. * The DVR and a camera went out due to the lightning strike, it needs to be re- placed as part of the insurance claim. Corinne will send the info to Marilee so that she can open a new account and get a discount * Corinne interested in everyone thinking about a mural on the water tower. * Cheryl is going to begin painting a couple of outside walls at the meeting room, front door, and at the control room. * The garage has been cleaned out so the backhoe can go in it in the summer. 

New Business: * A signer has to go into the bank to get a new debit card. Sharon will go in. * Marilee, Sharon and Cheryl will pick a date to work on the audit. * Final notice was sent to the people on Gentian who were still parking on the street. * The time was extended for our endpoints to go offline for a year, and our new endpoints will probably not be here until April. * Steven needs to order the new chlorinator pump, and after reimbursement from our insurance company, a backup pump. A vote will needed on purchasing the back up pump and Steven would like the entire Board to vote on that. * Steven wants to organize a leak patrol, we are losing .6 gpm on West Gentian and .8-.9 on East Fern for a total of 1.4 to 1.5 gpm. He wants to isolate those leaks that are most likely in the service line from the shut off valve to the meter, which the customer is responsible for. At the rate we are losing water to these leaks, we could put additional users on our system if they were fixed. Steven will work on or- ganizing a patrol. There was a brainstorming session on how to find paid volunteers. Community Partners, Next Door, people in the community. * Steven will be getting with Mike Brown to work on the property that freezes, 3 broken frost free hydrants that need to be replaced, and 2 stand pipes that need to be replaced 

Adjournment: Steven Denton adjourned the meeting at 7:23 pm. 

Next Board Meeting: October 19, 2021 

Executive Session 

---------------------------------------------------------------------------------------

Tranquil Acres Water Supply Inc., 923 Blossom Rd, Woodland Park, CO 80863

Board of Directors Meeting Minutes, August 17, 2021

Call to Order at 605pm by Steven Denton

Board Members Present:  Steven Denton, President, Corinne Sigel, Vice President, Luke Bonnell, Rusty Anthony, Sharon Ferguson

Members Present:  Marilee Denton, Cheryl Hopkins

Minutes:  July 20th 2021 minutes were reviewed.  Rusty motioned to accept the minutes and Corinne seconded.  Motion passed 5/0

Operator’s Report:  Steven Denton discussed as TAWS ORC

·         The repairs from the lightning strike on July 8th are still in progress.  The plumbing work is almost done.  The chlorinator pump is now working.  The control panel has been repaired.  We now also have some backup parts available for the control panel and will buy the other parts (or have parts rebuilt) soon.  The control panel screen cost is $1800.00 and needs to be replaced.  The broken screen can possibly be repaired.  The DVR box and camera were a loss.  After speaking to our insurance agent, he stated that he thinks we should proceed with filing an insurance claim once repairs are complete. 

·         The required tank cleaning was done.  We will be receiving a report which will include video. 

·         It was determined that the tank overflow tube was ruined from the fire at a neighbor’s house last year and needs to be replaced.  Need a price estimate (if not a few bids).

Financial Report:  Cheryl Hopkins

·         Current Operating Balance:  $9307.99 (includes the $1638.00 transfer from the USDA account)

·         Reserve Account Balance: $35382.24

·         Contingency Account Balance $20600.00

·         P&L and Operating Statements were reviewed

·         July checks were reviewed

·         7 checks were signed

President’s Report:  Old and Continuing Business

·         The process of obtaining a grant is ongoing but the repairs need to be completed first

·         We need to start getting information together to complete the rate study

·         The router needs to be replaced

·         Continue organizing file cabinets

·         The budget and minutes from the annual meeting will be mailed out with the August bills

·         The delivery of 4000 gallons of water to the tank from Steven and Marilee Denton was done

Corinne’s Projects

·         Cindy Lopez has stated that she can help Rusty get the new endpoints replaced once they arrive.   It was agreed that as the endpoints are replaced that it would be a perfect time to note where individual meters are located on the property.  Rusty has access to a template that TAWS can use to document this information. 

·         Steven Donner will help with placement of the new pole near the tower for a security camera

·         Corinne has volunteered to organize the room attached to the meeting room.  She is donating her time but the other volunteers will be paid. 

·         Discussed painting the front part of the meeting room and control room

New Business

·         TAWS has received complaints about cars still parked on the street on Gentian Rd.  It was agreed to send a final notice to those people before having vehicles towed. 

·         Marilee and Sharon will plan on working on the annual audit

Adjournment:  Steven Denton at 716pm Next Board Meeting:  September 21st 2021

Executive Session

--------------------------------------------------------------------------------------------------------------

Tranquil Acres Water Supply Inc., 923 Blossom Rd, Woodland Park, CO 80863

Board of Directors Meeting Minutes, July 20, 2021

Call to Order at 605pm by Steven Denton

Board Members Present:  Steven Denton, President, Corinne Sigel, Vice President, Steve Ingebrigtsen, Treasurer, Luke Bonnell, Rusty Anthony, Sharon Ferguson, Alison Wentworth

Members Present:  Marilee Denton, Cheryl Hopkins

Minutes:  June 19th 2021 annual meeting minutes and board meeting minutes were reviewed.  Sharon moved to accept and Rusty seconded.  Motion passed 6/0.

Operator’s Report:  Steven Denton discussed as TAWS ORC

·       Leak patrol was done on June 26th and a 3.9 gallon/minute leak was found on Bluebell St. (this adds up to 5600 gallons per day). 

·       There was a lightning strike on Thursday, July 8th that caused damage to the following areas:  the control panel, the electronic flow meter, the security system, the internet and the switch at Well #3.  Some of the parts are ordered and should be here this week.   The control panel parts are at the electrical engineer and ready to be installed.  A plumber is needed to plumb in the new meter.  A new security system and cameras will need to be purchased.   Peak Internet is currently out of routers due to the strike so Corinne has the internet temporarily running from a different router.  Until these repairs are completed Steven is having to manually turn the chlorine meter on and off or it will run continuously.  He is also currently manually turning the wells on and off.   There was discussion about turning the lightning strike into the insurance company but the decision was made to wait and see what the final total expenses will be.  There is concern about being cancelled by our insurance company.   Our Electrical Engineer told us that a lightning arrester system would be the only option to try to avoid this happening in the future.

Financial Report:  Cheryl Hopkins

·       Current Operating Balance: $10511.84

·       Reserve Account Balance:     $35735.00

·       Contingency Account Balance: $20600.00

·       P&L and Operating Statements were reviewed

·       Rusty will go to Park State Bank this week with a letter to transfer $1638.00 from the USDA Reserve account to the Operating account.  Our payment will be reduced from $1434.00 to $1315.00.

·       June checks were reviewed

·       9 checks were signed

·       The lien placed on the house from the February 2020 leak has been paid.

President’s Report:  Old/Continuing Business

·       The USDA currently has $30,000 grants available for a PER (preliminary engineering report) and it was discussed to begin work on a grant application.

·       We need to start work on the rate study which is due by Fall. 

·       Cheryl and Sharon will coordinate to work together at the meeting room to organize the file cabinets and purge older documents to be boxed up and put in storage.  Cheryl has already started this process.

·       Peak Internet now has their own meter and is off of our account.

·       The revised Budget and minutes from the annual meeting will be mailed to all water customers with the August bill.

New Business:

·       Several projects were discussed that need attention.  They include:  finding the leak on Bluebell so water can be turned back on, there are 4 frost frees that need attention (3 replaced and 1 installed), work needs to be done on Daisy St., Orchid St freezes out every winter and a solution needs to be found so this doesn’t happen.  Steven suggested installing a shut off valve to drain water from the pipes before freezing begins.

·       Steven and Marilee Denton asked for permission to purchase a load of water to be added to the tower.  They have installed a separate meter at the residence which would monitor their water usage for their greenhouse.  As stated in the by-laws – ARTICLE VII WATER USE REGULATIONS – SECTION 3: Usage.  All Tranquil Acres Water Supply Inc water is supplied to users for inhouse use only.  That is, TAWS water may not be used for gardens, lawns, washing cars, livestock, or other uses prohibited by Colorado State Law as it relates to our water augmentation plan.  The board voted unanimously to allow the Denton’s to proceed with the water purchase.

Corinne discussed needed projects.  They include:

·       Keeping the area around the tank clean.  She has already cut down weeds.

·       The driveway camera is out and several cameras were picked up from the ground.  We need to find a place to put them near the tower.  3 new cameras were added - 2 in the control room and 1 to the meeting room.  It was decided that Corinne would purchase a new DVR + 8 cameras since the DVR video card went out.  Steven motioned to give Corinne the ok to purchase.  Motion was seconded by Sharon.  Motion passed 7/0.

·       Corinne has created a list in the meeting room with goals to accomplish and tasks that needs to be done.  She encouraged everyone on the board to add ideas and work on the tasks.

·       Cheryl suggested scheduling a work weekend to do cleanup.

Adjournment:  Steven Denton at 810pm

Next Board Meeting:  August 17th 2021

Executive Session

--------------------------------------------------------------------

Tranquil Acres Water Supply Inc.

923 Blossom Rd, Woodland Park, CO 80863

Board of Directors Meeting/Executive Session Minutes

June 19, 2021

 

Call to order at 1043am by Steven Denton

Board Members Present:  Steven Denton, President, Sharon Ferguson, Rusty Anthony and Alison Wentworth

Members Present:  Marilee Denton, Corinne Sigel

Minutes:  May 18th 2021 minutes were reviewed.  Steven moved to accept the minutes and Rusty seconded.  Motion passed 3/0.

Election of Officers:

·       Steven motioned to remove Betty Charter from the board of directors due to her failure to attend at least 50 percent of meetings within a 6-month period.  Alison seconded.  The motion passed 4/0.

·       Luke Bonnell has announced his resignation as Vice President but will stay on as a member of the board. 

·       Steven nominated Corinne Sigel to become a member of the board, Alison seconded.  Motion passed 4/0.  Steven nominated Corinne Sigel as Vice President and Alison seconded.  Motion passed. 4/0.

New Business:

·       Cheryl Hopkins was absent from the meeting but reported that currently there are no severe delinquent payments.

·       Discussed the need for at least 2 grants.  One grant for the preliminary engineering report and then a grant to get more water. 

Adjournment:  1115am

Next Board Meeting:  July 20, 2021

----------------------------------------------------------------------

Tranquil Acres Water Supply Inc., 923 Blossom Rd, Woodland Park, CO 80863

TAWS Annual Meeting - Minutes, June 19, 2021

Call to Order/Welcome:  Steven Denton called the Annual Meeting to order at 1002am. 

Board Members Present:  Steven Denton, President, Sharon Ferguson, Rusty Anthony and Alison Wentworth.

Members Present:  Marilee Denton, Corinne Sigel and Erin Frazee (proxy for Diana Doyle).

Guests Present:  Vincent Ramirez and Daniel Johnston

Operator’s Report:  Steven Denton discussed as TAWS ORC

·       Water quality is good.  Required water testing has been done and has met requirements. 

·       The CCR report will be going out before the end of the month

·       The average tank level for the last 12 months is 93.4%

·       TAWS is still looking for volunteers to help with leak patrol and other tasks

·       Steven discussed a list of needed repairs/improvement/state requirements.  These included: more water, obtaining a grant, tank cleaning and inspection, a mixer for the tank, pit meters for all users, replumbing the control room, new street lines, a software upgrade, fencing and security around the wells, valve exercising, stocking emergency repair parts, a new backhoe, a well house for well #3, and seal the chlorination room from the pump room and control room.

·       One important item accomplished was the repair of the electronic well controller.

Financial Report:  Marilee Denton shared the P&L and Balance Sheet for Cheryl Hopkins (not present)

·       Current Operating Balance:  $8153.60

·       Reserve Account Balance:  $41407.34

·       Contingency Account Balance:  $20600.00

·       TAWS has clarified that we have access to $16300.00 in the reserve account in case of emergency.  The access must be requested and approved.  The amount available will increase monthly. 

President’s Report:  Steven Denton discussed as President

·       The new endpoints will be ordered and once received the process of getting them all installed will begin.  The cost of installation and warranty to each water customer will be $50.00 ($26.00 for the new warranty and $24.00 for installation).   The cost to replace the endpoints had TAWS not had a warranty would have been $146.00 each, plus installation.

·       Goals for the upcoming year – maintain financial stability and obtaining grant(s).

New Business:

·       The proposed 2021-2022 budget was discussed.  The revision between the proposed budget that was sent out to water customers and the proposed budget presented at the meeting was explained.  The revision was due to the reserve account adjustment from an overpayment of $1519.00 which was added to the estimated annual income.   One half of the overpayment was added to the contingency fund and the other half to improvements.

·       Alison motioned to accept the proposed budget and Sharon seconded.  The motion passed 7/0.

Adjournment:  1040am

-------------------------------------------------------------------------

Tranquil Acres Water Supply Inc.

923 Blossom Rd, Woodland Park, CO 80863

Board of Directors Meeting Minutes, May 18, 2021

Call to Order at 619pm by Steven Denton

Board Members Present:  Steven Denton, President, Luke Bonnell, Vice President, Sharon Ferguson and Rusty Anthony.

Members Present:  Marilee Denton, Cheryl Hopkins, Corinne Sigel

Minutes:  April 20th 2021 minutes were reviewed.  Rusty moved to accept the minutes and Sharon seconded.  Motion passed 4/0.

Operator’s Report:  Steven Denton discussed as TAWS ORC

·       Steven reported the system status using the ORC Monthly Water Report/Graph.  The average tank level was 96.8% and the average residual chlorine level was 0.61.

·       A leak patrol still needs to occur.  There is currently a small leak on the north end and a larger leak on the south end.  Unfortunately, there have been no volunteer offers, even after the flyer Corinne Sigel created was sent out to all water users.

·       The chlorinator pumps were rebuilt and TAWS now has a working chlorinator and 2 backup’s

·       Bacteria testing was done on April 6th.  The results were acceptable and reported to the state.

·       Nitrate testing was done and was half of the MCL (maximum contaminant level) which is acceptable. 

·       The control panel was repaired at a cost of $3600.00.   Steven is going to try to get the price reduced. 

Financial Report:  Cheryl Hopkins

·       Current Operating Balance:   $7107.65

·       Reserve Account Balance:   $32823.28

·       Contingency Account Balance:  $20600.00

·       P&L and Operating Statements were reviewed

·       5 checks were signed

President’s Report:  Old/Continuing Business

·       The Proposed Annual Budget was reviewed at the Executive Meeting on May 10th.  Steven moved to accept the proposed budget and Steve seconded.  Motion passed 4/0.  The Annual Budget was mailed to all water users along with the Annual Meeting letter.

·       Work to try to get a grant/loan is still in process.  There is still ongoing discussion about a blending process for the well we currently can’t use due to increased levels of radium.  It was determined all 4 TAWS wells would be needed and running at the same time.        

·       There is concern about well #4 and whether is has the ability to produce enough water to make the blending process work.  There is still ongoing investigation into filtration and evaporation techniques as well.  

·       Members of the TAWS board attended a Zoom meeting on May 10th with Chris Bandewie of the RCAC (Rural Community Assistance Corporation).  He discussed doing a rate study for TAWS and other rate setting procedures to promote delivery of safe drinking water for the TAWS community into the future.  Because TAWS currently has a loan with the USDA, we are able to get the rate study at no charge.  He also discussed the need for an Asset Management Plan which help getting grants and loans easier.   He gave a list of information required to get the Rate Study going.  The goal is to have the information together for him by the Fall and there was discussion of him possibly attending the 2022 Annual Meeting after the rate study is completed to discuss it and answer questions.   

Adjournment:  Steven Denton at 711pm

Next Board Meeting:  June 19, 2021

Executive Session

-----------------------------------------------------------------------------

Tranquil Acres Water Supply Inc., 923 Blossom Rd, Woodland Park, CO 80863

Board of Directors Meeting Minutes, April 20, 2021 

Call to Order at 612pm by Steven Denton

Board Members Present:  Steven Denton, President, Luke Bonnell, Vice President, Steve Ingebrigtsen, Treasurer, Sharon Ferguson and Rusty Anthony.

Members Present:  Marilee Denton, Cheryl Hopkins, Corinne Sigel

Minutes:  March 16th 2021 minutes were reviewed.  Steven moved to accept the minutes and Rusty seconded.  Motion passed 5/0.

Operator’s Report:  Steven Denton discussed as TAWS ORC

·       Steven reported the system status using the ORC Monthly Water Report/Graph.  The average tank level was at 95.3% and the average residual chlorine level was 0.54%

·       A leak patrol still needs to occur.  We are currently waiting for the ground to thaw since frozen ground makes locating shutoffs difficult.  Also, stand pipes are still below the snow.   Increased water usage reported through Beacon showed 2 probable water leaks.  Steven connected with the homeowners, who found and repaired them.

·       The Bacteria testing was done on March 11th.  The results were acceptable and reported to the state. 

·       One of the chlorinators quit working and was replaced with a backup.  The defective chlorinator along with another backup chlorinator found to be defective are currently in for repair. 

·       Steven had a visit with the EPA on April 12th which was arranged through the CDPHE.  Some discussion revolved around having backup plans to keep the water system running.  Corinne has a contact who is an engineer who may have an interest in being a backup.

·       On May 10th the board will attend a 1 hour Zoom presentation to discuss a system analysis and rate study.   It was decided unanimously that Corinne will attend the meeting as well.

Financial Report:  Cheryl Hopkins

·       Current Operating Balance:   $8318.00

·       Reserve Account Balance: $31384.66

·       Contingency Account Balance:   $20600.00 (this amount included a $2500.00 transfer).

·       P&L and Operating Statements reviewed (list of checks written in March were included).

President’s Report:  Old/Continuing Business

·       Attempts to schedule Timberline Electric to come and work on the control panel have been unsuccessful.  Steven is going to look for another company to get the repair done.

·       Luke Bonnell will be stepping down as the TAWS Vice President.  He will stay on the board at least until the June annual meeting.  TAWS will be looking for a V.P. nominee.

·       Badger – new endpoints.  It was determined according to the TAWS by-laws that members are responsible for the installation and maintenance of the water meters.  Since the endpoints are part of the meter, they are part of the member’s responsibility.  The current endpoints will have to be replaced by the end of 2021 because the current towers will be replaced by 5G and the endpoints will no longer work.  Badger has informed TAWS that they will replace all of the endpoints at no charge.  The new endpoints come with a $26.00 per meter 20-year warranty which will only be offered as a package deal for all of the replacement endpoints..   TAWS members will be responsible for the installation of the endpoints.  The decision was made to send a letter to all water users letting them know that each water user will be charged $50.00 to cover the cost of the installation and the warranty.  If there are any complications with the installation of the endpoint that results in additional labor cost TAWS will cover that cost.  Sharon motioned to accept the motion of the $50.00 maximum and Steven seconded.  The motion passed 5/0.

·       Grant/loan update.  Three different grants are being reviewed by Steven to see what we need to do to qualify.  The possibility of a blending plan is currently being reviewed.

New Business: 

·       Corinne presented a flyer that she created for TAWS to send to all water users.  The flyer gives contact information, dates of all board meetings and the annual meeting and volunteer information including what type of volunteers are needed, the times and the compensation.  Steven motioned to accept the flyer and to provide envelopes, address labels and stamps to Corinne to mail the flyers.  Sharon seconded and the motion passed 5/0/

·       It was decided to have a board meeting on May 10th after the Zoom Rate Study meeting to prepare the budget for the upcoming annual meeting in June.

Adjournment:  Steven Denton at 816pm

Next Board Meeting:  May 18, 2021

Executive Session

--------------------------------------------------------------

Tranquil Acres Water Supply Inc.

923 Blossom Rd, Woodland Park, CO 80863

Board of Directors Meeting Minutes, March 16, 2021

Call to Order at 603pm by Steven Denton

Board Members Present:  Steven Denton, President, Steve Ingebrigtsen, Treasurer, Sharon Ferguson, Rusty Anthony and Alison Wentworth

Members Present:  Marilee Denton, Cheryl Hopkins, Corinne Sigel

Minutes:  February 16th 2021 minutes were reviewed.  Alison moved to accept minutes and Sharon seconded.  Motion passed 5/0.

Operator’s Report:  Steven Denton discussed as TAWS ORC

·       Steven reported the system status using the ORC Monthly Water Report/Graph.  The current tank level was at 94% and the average chlorine level was 0.52%

·       The leak patrol on February 23rd found 1 small leak on Fern (repaired by owner) but there is still another leak on Fern that needs to be located.  There is also a leak on Gentian west of Blossom that needs to be found.   More people are needed for leak patrol.   It was decided to post on the website and include a letter in the next bill asking for volunteers.  Volunteers/paid volunteers, would need to be available between 12am-4am and would be paid $30.00 per hour.

·       Steven got 5 bids for tank cleaning.  TAWS is currently in the Q with CW Divers who can do the cleaning/inspection in July 2021 or August 2021 for approximately $1800.00.

Financial Report:  Cheryl Hopkins

·       Current Operating Balance:   $5581.75

·       Reserve Account Balance:   $37099.50

·       Contingency Account Balance:   $18100.00 (this amount included $4000.00 that was transferred on 3/1/21).

·       P&L and Operating Statements reviewed (list of checks written in Feb. were included)

President’s Report:  Old/Continuing Business

·       Grant/Loan progress.  Steven met with 3 engineers.   The advice from one was to find out where things were left during our last grant project with well #1, and follow up with that.  Steven will be proceeding with getting the information.  The USDA has a grant/loan available, however we first need a PER (Preliminary Engineering Report) to determine if we can afford it.

·       Meter Batteries.  With the help of Corinne Sigel, it was determined that all meter batteries were good/average which is acceptable.

·       Parking policy.  There is still a problem with cars parked on the street on Gentian Rd.  It was decided to send a warning letter along with a copy of the parking policy to the properties who are violating the parking policy to give them one more chance to move their vehicles before they are towed.   A list of address’s will be sent to Cheryl who will send out the letters and the parking policy. 

·       Peak Internet still has not decided whether to put in their own meter or not. 

·       It was decided to proceed with having the repair done on the electronic well control.

·       Marilee Denton was added to the Quicken account as a backup and Sharon Ferguson was added on as a backup to the Park State bank account.  It was decided that Sharon should not have authorization to move money between accounts online or in person. 

New Business: 

·       Rusty discussed the TAWS meters.  TAWS will have until approximately the end of 2021 before Badger will shut down the current system because Sprint will be taking down their towers to replace them with 5G.   Badger will determine whether our connection would be through AT&T or Verizon.   Badger has offered to supply all the meter endpoints at no charge.  They would send us all new endpoints and we would have to send the old one’s back.  The new endpoints would come with the option of a 20-year warranty at a cost of $26.00 per meter.  TAWS would be responsible for the installation of the new endpoints.  There was discussion concerning whether the cost of the warranties and installation would be the responsibility of the water user or TAWS.  It was decided to calculate what the cost would be per house to install the new endpoints and this discussion will be continued at the next board meeting. 

·       Steven spoke with a Rural Development Specialist from RCAC about completing a rate analysis for TAWS.  They are booked until September but we are in the Q to have this done.  There is a 1-hour presentation that the TAWS board can virtually attend and Steven suggested that a date be set up for the presentation.  Sharon motioned to set up the presentation and Steven seconded.  The motion passed 5/0.  Steven will try to get a date and time for May.

Adjournment:  Steven Denton at 737pm

Next Board Meeting:  April 20, 2021

Executive Session

--------------------------------------------------------

Tranquil Acres Water Supply Inc.

923 Blossom Road, Woodland Park CO 80863

Board of Directors Meeting Minutes

February 16, 2021

 Call to Order at 607pm by Steven Denton

Board Members Present:  Steven Denton, President, Luke Bonnell, Vice President, Steve Ingebrigtsen, Treasurer, Sharon Ferguson, Rusty Anthony, Alison Wentworth and Betty Charter.

Members Present:  Marilee Denton, Cheryl Hopkins and Corinne Sigel

Minutes:  January 19, 2021 minutes were reviewed.  Alison moved to accept minutes and Steve seconded.  Motion passed 7/0.

Financial Report:  Cheryl Hopkins

·       Current Operating Balance:  $5379.97

·       Reserve Account Balance:  $36656.81

·       Contingency Account Balance:  $14100.00

·       P&L and Operating Statements reviewed

·       5 checks were reviewed and signed

Operator’s Report:  Steven Denton discussed as TAWS ORC

·       Steven introduced the new ORC Monthly Water Report/Graph.  Huge thanks to Corinne Sigel for her computer expertise in developing this Report/Graph.  This report will be updated monthly and we will be able to access previous months to compare and look for trends.  There was discussion of possibly posting this report on the TAWS website.  The report showed the average tank level for January to be 92.7% and the average chlorine level to be 0.54.  

·       Steven reported that currently Beacon does not give separate North and South end customer totals but with Corinne’s help he is working on fixing this.  There was discussion of trying to get a compilation of individual houses on each end and their usage. 

·       Well #3 is working well with no air issues

·       The 2 chlorinators not functioning were rebuilt and now working.  This means we now have 2 back up chlorinator pumps. 

·       The State has changed the time requirement for systems to have their tank cleaning and inspection performed.  It can now be done any time during the year of the every 5-year requirement, instead of being due by the end of March.   The cleaning and inspection will be scheduled for this summer once the bids have been reviewed.

·       Water usage shows that there is possibly a leak on the south end.  Steven has scheduled a “Leak Patrol” for February 23rd between 12am and 4am.  Sharon will post a sign advising water users not to use water during the leak patrol. 

President’s Report:  Old/Continuing Business

·       Ongoing progress with getting all meters working and online.  There was discussion about whether batteries in the meters may be going dead.  The meters run on lithium batteries but Rusty reported that the lithium batteries alone can’t be replaced.  If the lithium batteries go dead the end point assembly must be replaced. Two new homeowners have non-working meters and were advised that they would have to buy new meters at their expense. 

·       Parking policy progress.  The parking on Gentian Rd seems to be a little better.  The real test will come once we have a significant snowstorm.  Fred’s towing hasn’t gotten the 3 more “no parking” signs we need due to a death in the owner’s family.  Steven will hang the remaining signs after Fred’s gets them made.

·       Grant/loan progress and getting additional water.  Steven has scheduled a teleconference with 2 engineers about the ability of using well #1 with a possible blending plan.  One topic of discussion would be that the system would need to be able to detect if a well goes down because this would affect the blending ratio and that would increase the radium levels.  Because of this possibility Steven has delayed having the well control panel repaired because if the blending plan works a new control panel would be needed. It was determined that a filtration system for well #1 is too expensive due to the needed disposal of radioactive waste.  Another option would be putting in a series of 3 fenced retention ponds to move waste water between the 3 ponds.  The meeting with the engineers will help to determine the cost of this possibility.  One requirement of a grant would be that TAWS would have to provide a Preliminary Engineering Report which is very expensive.  This report would include that we would need and cost projections for these items.  TAWS would have to commit the money for the report.  If we do not get a grant TAWS would be responsible for the expense of the PER.  If TAWS received a grant, the grant would cover the cost of the PER.  Further discussions are needed as we continue exploring how to get more water into our system.  

·       Peak Internet and meter update.  Steven met with Peak Internet and discussed them taking care of the meter issue.  TAWS is currently paying $18.00 per month for a meter that is not hooked up.  Peak Internet stated they may put in their own meter.  If they do Steven will check with IREA about the process of disconnecting the electric supply. 

 ·       John Dover has completed the change of the TAWS website from GoDaddy to Google.

·       Marilee Denton and Sharon Ferguson completed the audit of fiscal year 7/1/19 – 6/30/20 with the help of Cheryl Hopkins.  Review/audit of TAWS system show that there is good compliance with good practice for a small non-profit.  Good governance policies are in place and the board and bookkeeper follow established procedures.  No discrepancies in any area were observed.

New Business: 

·       Based on completion of the audit Marilee and Sharon are making the following recommendations:

·       Have a backup administrator for QuickBooks and an additional authorized user for the     TAWS bank account.

·       Develop a Net Operating Statement.

·       Compile a list of checks written each month and include as part of the Financial Report presented at each monthly meeting.  The list would include check #, who the check is made out to and amount.  Cheryl will see if she can print a list off of QuickBooks.  

·       Alison moved to accept the recommendations and Steve seconded.  Motion passed unanimously.

·       Marilee offered to be the backup administrator for QuickBooks and Sharon offered to be the additional authorized user for the TAWS bank account.  Steven moved to accept, Rusty seconded and Marilee and Sharon’s offers were accepted unanimously. 

Next Board Meeting:  March 16, 2021