Mirror Lake Water User Committee (MLWUC) DRAFT Meeting Minutes October 17, 2016 Chamber of Commerce
Board Members in Attendance:Geoff Delves, Bob Dovey, James Morris, Art Mason. Executive Assistant: Shelagh Smith Regrets: Inga Herbold, Todd Dvorak, Ken Clapp.
I Call to Order 7:05 II Approval of Agenda Move James; Second Geoff Carried add under NEW BUSINESS: Laptop computer for MLWUC (Geoff), Process to determine households to test POE (Geoff) MOTION: Bob move that “POE versus Central Water System” item be eliminated from agenda as this issue has been addressed and voted on by the Mirror Lake Community. Second: Art. Carried. James expressed concern of limiting board and still consider merits of CWS. Geoff reiterated that the community as a whole has voted for the investigation of POE only and the mandate of the board is to carry out the process voted upon and will move forward with POE only. III Approval of Previous Minutes with edits Move James; Second: Geoff Carried Bob - discussion to put minutews on internet… uses names. Add “after they are approved by the Board at next meeting” to posting minutes on website. ACTION: Secretary will provide list of all directors with phone numbers for the website. Cross out “the President will be contact” ACTION: All Board Members will look at the MLWUC website and provide feedback for change.
IV Reports Chairperson .. Geoff is catching up on reading paperwork. ACTION: Geoff will let IHA know new Board members. Testing teleconference program to include Board members who are out of town to meetings. Appear.In can take up to 8 people. ACTION: Geoff will send James a link to program. James needs to get an app to run program. Treasurer Balance Sheet and Income Statement on file. AR at $14,200 = total outstanding current billing that has not been paid. Billed $21 k, 1/3 is paid. Currently no overdue accounts. Paid for damages $3200 to injured party arrived at through negatiotions with mediator and approved by board. Approved as submitted. POE Committee (Geoff, Art, Bob) No report. It took Valhalla 5 years once they got approval to install POE System. James says need to look at regulatory system for POE. Bylaw Committee (Bob Dovey, Mike Thornberry) No report. ACTION: Bob to contact Mike Thornberry. Maintenance Assessment roll. Bob committed to submitting assessment roll to Water Commissioner. Hasn’t been done yet. Bob suggests meet with Commissioner in Victoria or invite him to Kaslo. Under new water act MLWUC has to be organized by assessment roll. Being governed by water act and assessment roll. If meeting requirements then IHA might approve application. ACTION: Bob will contact the Commissioner to set up meeting. V Old Business Birch Hill Lane Fire Hydrant on 6” line. ACTION: Art will contact Harry Summerhill, past Fire Chief in Nelson to see if he has any.Water User’s Community Status MLWUC is officially a Water User’s Committee, not a Society, nor a Corporation. There is a WUC Act that governs us. Bob has this. Grants/Funds Available No report. Easement Payment Paid by cheque. See September 24, 2016 minutes. Insurance for POE System POE System will require monthly testing as opposed to quarterly testing that Valhalla Resort was required to do. Bob has three quotes for annual insurance. ACTION: Bob will give Geoff a copy of quotes.Signing Authority Art, Geoff, Bob ACTION: Bob set up appointment with bank.Mail Keys Geoff has gate key and mail key. VI New Business Executive Assistant Role Shelagh is on trial basis. If need for Executive Assistant continues long term than MLWUC will take it to Community for approval.
Laptop computer for MLWUC (Geoff) Discuss whether MLWUC should purchase laptop. Laptop would be an asset of the Board and exclusively used for Board business. Bob expressed concern about MLWUC owning office equipment or computers; the MLWUC has always depended on individual members (including executives) using their own equipment and being reimbursed for expenses. This has avoided the questions about where the equipment is kept, how it is used and who pays for what.ACTION: James will look into accessing a laptop for free or low cost and bring information to next meeting. Correspondence #1 Letter from IHA dated Sept 16,2016 to MLWUC re: Closure of our original application for POE construction permit. See letter on file. IHA suggests that a test POE system (one or two units) be installed in Mirror Lake residences served by our system so that a monitoring program can be used to prove that the treatment is effective for our water. The POE system is to run for a specific time and be regularly tested in accordance with IHA specs. ACTION: Geoff will contact Fletcher Creek to see what they have done. #2 Andy Shadrack is involved with Kootenay Lake Water monitoring project. They want support from local water users so they can get money to carry on the project. The program measures water flow on certain creeks including Bjerkness, and collects data. Want MLWUC to write letter supporting Kootenay Lake Water Monitoring Project. ACTION: Bob to write a letter in support. Process to determine households to test POE System (Geoff) Discussion: What process should be used to determine which households will test POE Systems. Householder needs to be here year round. Geoff is volunteering his house. Table for future date. ACTION: Bob will talk to Marianne to get specifics. VII Adjourn Meeting Meeting adjourned at 8:35pm. Next Meeting: November 21st at 7pm if necessary. Will not have a meeting in December.