Mirror Lake Water User Committee DRAFT MINUTES November 21, 2016 7:00pm Moyie Visitor Centre Board Members in Attendance: Geoff Delves, Bob Dovey, James Morris, Art Mason, Inga Herbold; Executive Assistant: Shelagh Smith Regrets: Todd Dvorak, Ken Clapp.
I Call to Order 7:02pm
II. Approval of Agenda Add under NEW BUSINESS: Protocols (Geoff) Diversion of the Creek (Bob) MOTION: Approve agenda. Moved by Geoff. Seconded by James. CARRIED
III Approval of Previous Minutes from October 17, 2016
Discussion: Names on website and Contact person; Some disagreement on who is the official spokesperson for the MLWUC (ie. President or all all board members) and how it related to information on the website. Confusion over who to contact should be from the community - members already are known in Mirror Lake so will call those who are known. This concern revolves around what information is included on the website - decided that the President is the official spokesperson for the board, especially for new outside organizations, but understood that people will call those that they know better. Those that want their phone numbers and other contact info on the website will have that done. This reverts to the decision made in the September board meeting. MOTION: Move that the contact person for MLWUC is the President. Moved by Geoff, Seconded by Art. In favor: James, Art, Inga, Geoff. Not in favour: Bob. ACTION: President will be designated contact person for MLWUC.
Revisit Minutes from September 24, 2016
Discussion to have more detailed minutes to allow better communication of Board activities to the community and for Board transparency. It is felt that previous minutes were edited inaccurately or too much and did not reflect what was discussed or decided at the meetings. People in the community need an accurate picture on what goes on in board meetings. Need exact actions and motions included in the minutes. Geoff has addressed this issue in new protocols. Future meetings will be tape recorded. Shelagh will send unedited and draft minutes to the Board for feedback. The recordings will be deleted once final minutes are approved. The final minutes will be posted on the MLWUC website. MOTION to tape record meetings. Recordings will be deleted after the minutes are approved. Moved by Geoff. Seconded by James. In favor: James, Geoff, Inga. Against: Bob, Art. MOTION is passed.
ACTION:Shelagh to send unedited minutes and edited minutes to Board for feedback to come up with final version of minutes.
ACTION:Shelagh to send unedited minutes and edited minutes of September and October meeting for feedback.
IV Reports Chairperson See report on file. New email address for Geoff: firstname.lastname@example.org Website is: mirrorlakewater.weebly.com It costs $20/year to include website in search engines. Motion: Spend $20/year for MLWUC website to be in search engines. Moved by Geoff. Seconded by James. Approved. Geoff will look into whether “weebly” can be omitted from the website domain. Treasurer See report on file. Balance sheet shows $150,000 in cash/near cash (interest bearing). Fixed assets $41,000 $7200 A/R POE Committee (Bob) Report on file. Applications for test systems to be completed in January. Geoff sent request to meet with Marianne to discuss application requirements and is waiting to hear back from her. Discussion on timeline involved being too tight but a good goal; Get advice from various people (Valhalla). Reminder that this is for pilot systems - not full systems so application will be less. Bylaw Committee (Bob) Bob needs to find out what is needed with new Government regulations. He doesn’t know if have to have assessment roll approved before talk to the Government. Bob doesn’t know if have permission to talk to registrar but that was given previously. Inga says when talking to Tara she understood the assessment roll had to be registered. She doesn’t know if this falls under water user’s status. Todd sent minor corrections in September and has not heard back. Todd sent copy of bylaws, substituted “community” for “society.” ACTION: Bob to look at new Government regulations. Maintenance – valve replacement. Money was set aside for valve replacement at AGM. Art will have Larry Badry come see if they have hydrants that would be suitable. Summerhills may have hydrants and will get back to Art this week. Bob feels should hold off until Spring for the valves. ACTION: Art to talk to Larry Badry about hydrants.Next meeting: Bob recommends form Maintenance Committee so have someone who knows about water system able to respond. May need to purchase equipment.
V Old Business Birch Hill Lane Fire Hydrant Discussion on technicalities of installing fire hydrants; need for 6” lines. Larry Badry and Nils Holbeck are the big pushers and fire experts so need to be contacted about submitting a proposal. ACTION: Geoff will talk to Larry Badry to put a proposal through.
Water User’s Community Status: Inga asks what is next step - Bob says the comptroller would have to determine what to do next. We are a water user’s community but not properly registered. ACTION: Bob will contact Water Comptroller. Grants/Funds Available Nothing new to report.
Easement Payment Paid by cheque. See September 24, 2016 minutes. Discussion and questions from James about payment of $3000 and should be identified. There are privacy issues. Concern over what was showing up on the balance sheet. James concern over community need to know what’s going on. Concern over voting for POE and paying for Central report. Point of Order called and noted that these issues have been previously decided by the full board and are no longer part of any agenda for the board.
Insurance for POE system - nothing new to report.
Laptop computer for MLWUC (Geoff) Laptop computer would allow central storage for digital copies of all MLWUC paperwork and especially allow for conference calls. Bob is concerned about cost of computer and cost of software. Bob feels each Board member should use their own equipment and if any expense to member than MLWUC repay them. Bob feels should take this issue to the membership. Inga argues that having technology for remote viewers will allow for opportunity of more Board members. MOTION: Geoff research costs of purchasing a laptop (and software) for MLWUC and report to Board with prices though email. Moved by Inga. Art second. CARRIED. ACTION: Geoff to look at prices for laptop computers and software and report to Board.
Website (Geoff) Need to get information up to date, including minutes and Board contact information. Inga doesn’t think Todd will want his info. onthe website. Important to post when AGM so members can plan around that date. The President will be the contact for MLWUC on the website for emergencies and so that outside agencies and new people have a contact. An alternate contact will also be listed in the event that Geoff is not available. Board members can decide if they want their contact information (phone and/or email) on the website. Recommendation that Fletcher Creek is looked at as to their website in what is possible. Important to have mintes included as well as AGM info. ACTION: Geoff will contact Marilyn and get website up-to-date. Geoff will email Board to see if members want contact information on website EMERGENCY PLAN (Geoff) Geoff has this. It was part of Tara’s application. Needs some revision according to Marianne Crowe. Need to ask them for the pilot project if emergency plan needs to be included in the application. VI New Business Protocols (Geoff) See report on file. Geoff, as President, will take over the agenda. Board members to provide an explanation of agenda items to be put on agenda. Agenda to be distributed within 2 days of subsequent meeting. ACTION: Shelagh will send out unedited minutes and draft minutes within a week of the meeting. Board members are to submit corrections within 3 days of receiving draft minutes.
Diversion of the Creek (Bob) Report on file. Diversion is way up. Diverted part of creek flows down old ski road, crosses washed out forestry road, goes across ditch back and re-enters the creek. No vehicle access by rad. May need heavy equipment to put creek back like it was. Art says Community Forest to fix. Brian McMillan (YRB Foreman) not their responsibility but will support. Only a matter of time before the road is washed out. May lose water supply if gets worse. Find who’s land it is. ACTION: Bob to email photos (and report) to Inga and Todd. ACTION:Art will get in touch with Forestry.
Easement Payment: Inga asked about the $250...haven’t been billed yet.
Bob and geoff have mail key - Bob picks up mail regularly.
Inga..asks Geoff for the final agreement signed with Meg. At Sept. meeting Bob handed out agreement with JR and Meg. Bob gave copies out but Inga doesn’t have one. Would like a copy of agreement that Bob, Inga and Meg signed.
VII Adjourn Meeting Meeting adjourned at 9:30pm.
NEXT MEETING: 3rd Monday in January. Geoff find out when Todd and Ken are available.