MIRROR LAKE WATER USER COMMITTEE (MLWUC) DRAFT Meeting Minutes Saturday, September 24, 2016 9:30am
I. Meeting called to order 9:27am. Location changed from Kaslo Chamber of Commerce to Kaslo Seniors Hall. Members present: Geoff Delves, Todd Dvorak, Bob Dovey, Inga Herbold, James Morris, Art Mason, Ken Clapp. Executive Assistant: Shelagh Smith MOTION by Bob Dovey that MLWUC appoint Shelagh Smith as Executive Assistant on a trial basis to be paid $20/hour, not to exceed $1000 in any twelve month period. Shelagh will report to the Secretary. The motion is on file. Moved by Art Mason. Seconded by Inga Herbold. Carried. James Morris suggested that all meetings be tape recorded. ACTION: Bob to provide list of the Executive Assistant’s duties for the next meeting. ACTION: Shelagh to bring a tape recorder to record the next meeting if the directors wish. The recordings will be deleted once the meeting minutes have been typed and approved. II Approve agenda. Moved by Bob Dovey. Seconded by Geoff Delves. Approved. Move IHA report to New Business as there is new information. III Approve previous minutes. James concerns: didn’t look at cost of POE and maintenance, recording of meetings, concerns about insurance- feels it is necessary, monthly test for POE, concerned about liability. (art mentioned IHA states not a problem). Is the MLWUC going to buy insurance? Bob states to leave things as they are - don’t need insurance - never had it - don’t need it now. Todd says need to have more discussion with possibly seperate meeting with more details - leave open. James; information at AGM insufficient for voting. Inga states that two AGM’s made it clear that most want POE so no longer need discussion. James: If need 100% buyin then need more info. Moved by James Morris. Seconded by Inga Herbold. Approved.
IV REPORTS Chairperson (Todd Dvorak). Goal is to stay on task.
Treasurer (Bob Dovey). Treasurer’s report on file. Healthy balance sheet - near cash $133,000; user fees 21,400. Invoices are ready to go with invoices. Total assets $195,000. AP $252 MOTION to accept treasurer’s report. Moved by Inga Herbold. Seconded by James Morris. Accepted.
AGM Report – all directors have documentation, no decision required. IHA Report Inga sent IHA report to everyone. ACTION: Inga will resend IHA report to everyone. ACTION: Bob will send original IHA report as a reference. Move IHA to new business as have new information. MOTION to accept report. Moved by Inga Herbold. Seconded by Geoff Delves. Carried
VOLD BUSINESS Birch Hill Lane Fire Hydrant Discussion on installation of fire hydrant and insurance. MOTION to talk to Larry Badry to get more information for further discussion. Basically teh hydrant will go at the end of GEoff lane and funded by about 6 neighbours. Will delay decision until more info from Larry Badry and Nils Holbeck. Need 6” line for hydrant and improves insurance premiums. Art states may know if Terry Summerhill has hydrants. Moved by Geoff Delves. Seconded by Art Mason. Carried
B Boundary/Survey Resolution Bob Dovey moved to accept settlement. The report has been filed. C Incorporation of Assessments: Volume of license Area of irrigated land Flow Meter Volume of License: Ken says amount paid needs to go with vote .. could get into fractional vote. Ken says none of the above three work for them. Ken says if someone pays $1000 and another $500 then $1000 gets two votes. …..votes are proportional to your ownership – that is fair way. Todd asks is this required by ministry. Ken says in Water Act and all across industry, votes are proportional to your license. Geoff says assessment roll tried to reflect that. Bob says assess what have to do to become bonified water community. Need to do assessment of #1 volume of license. Bob says now have other two options to work with #2 forget it. Flow Meter: Need meter on every house. Bob’s contention is if all accept standard connected pipe than all have access to same amount of money. Those needing more money would pay proportional to amount of water they need. James says volume of license is way to go .. it goes along with water act. Stipulates volume per individual based. Bob says Act says you can do voting and charging by area irrigated or amount person uses on licence .. not by license but by amount used. Discussion: If person pays three fees they should have three votes. Bob says should work with bylaws for now. Art says by voting this way we would be in compliance. Todd suggests carry on as is until we get it. Bob says will need to meet with comptroller and IAH - have set of bylaws that work. Ken asks do we need to go back to voting that Bob worked out at AGM. Bob says law says have to but Geoff says doesn’t seem to make much difference. Going by water act and bylaw seems to get same result. Geoff .. says will be streamline once do things a few time. Geoff felt it was efficient at AGM and will only get better. Bob says we are lacking bylaws .. should use 2010 bylaws for now and can make bylaws better. Inga said agrees within G and B .. do this as ongoing thing, resolve the issue, did it this way according to law and worked alright but may need to change if membership wants that. James says if done properly and done in compliance with Water Act it is cumbersome and in tacitly unfair … someone has 1 vote and another has 10 votes. Inga says we voted according to Water Act according to assessment rule but we are not charging fees according to that. So suggests bring this to the membership. James .. says by doing this make it incumbent upon each individual to change the license to what fits their property now. Todd says will stay old business until determine how will deal with it.
D. Water User’s Community status Discussion re various interpretations of legal requirements and best structure for MLWUC. Assessment roll is up-to-date and will be submitted to government. Further information and discussion needed. Item will stay as old business until resolved. E. Signing Authority Currently signing authority for all cheques is Bob Dovey and Art Mason. ACTION: Assign third person after nominations for board positions. F. Mail Keys Bob Dovey has 1 mail key. ACTION: Ken will ask Tara if she still has mail key.
G. Website Marilyn Roberts is overseeing and updating the MLWUC website. Bob suggests to add reminder at bottom of invoice to suggest look at website. ACTION: Secretary to send minutes to Marilyn Roberts, after the minutes have been approved by the Board at the following meeting, to put on the website
H. Dam Access Agree that there only be 3 keys to the dam held by: President, Secretary, Maintenance. Agree that two people go together to the dam at all times for safety and liability reasons. Inga noted that there have been issues with people going up there and things changing. Last year tried to give ample notice for bleaching and dam maintenance. Be respectful of peoples private property. adjust bylaws to reflect two people go to dam at all times.
VINEW BUSINESS Election of Officers: As required in the Bylaws the President, Secretary and Treasurer must be elected at the first meeting of the board after the Annual General Meeting. The following were elected by acclamation: President: (Chairperson changed to President) Agree that two people should share this position. Inga Herbold nominates Geoff Delves. Geoff accepted. Geoff Delves nominated Todd Dvorak. Todd accepted. (Todd Dvorak to assist the President as required) Secretary/Treasurer: Agree to combine the secretary and treasurer position. Inga Herbold nominated Bob Dovey, Seconded by Art Mason. Moved.
Contact Person will be the President - everyone agreed
Water manager vs. Water Management Committee Directors Herbold, Mason and Dovey met with IHA. See letter to IHA on file dated September 16, 2016. Basis of discussion; Board will need to establish who is Water Management Committee. Committee rather than one person so one person does not make all the decisions. Discussed with IHA that they will designate who will represent ML board. James stated board makes decisions - if leak maintenance looks at it...Iga state past decisions made arbitrarily. ie. if someone needs water turned off then group does it - not one person. MOTION by Todd Dvorak that the MLWUC Board of Directors is the Management Committee for the MLWUC. Second by Inga Herbold. Carried.
Grants/Funds available Bob Dovey had a meeting with Aimee Watson, Area D Regional Director. She has grant money available but noted that the grant money fluctuates with the time of year. She is prepared to consider a grant to help with the POE (point of entry) water treatment plan. IHA rejected the plan for an overall POE treatment system, but is inviting one POE testing system at some location in the community that will satisfy them that the water is satisfactory with the POE treatment system. If successful the road to full treatment will be smoother. Amy said she would rather not give the grant for a test system but rather invest the grant in a permanent solution. She could fund up to $5000 for a test POE treatment system in Mirror Lake.
Follow is a general discussion of merits of POE pilot systems, testing, accessibility, the commercial kitchen on Birchill and how they do it. ACTION: Geoff will look at the POE in the commercial kitchen and compare it to what IHA wants. He will contact Aimee Watson, Andy Shadrack and Tammy Horick, Fletcher Creek secretary, for more information if needed.
IHA Report (this is new report on IHA) See report at end of minutes. Further discussion involved the following: James says every source is unique - depends on creek and water quality - chlorine needed? Apparently Renee Ansil says our creek needs chlorine. Bob mentioned that Valhalla has strata corporation which makes things overall easier in terms of government process. Art” system cost $3000 installed - need cheaper for us. Valhallas is elite. Todd wants more due diligence - lot more research. Inga - need POE committee to look at different components and prices.
ACTION: Geoff and Art will co-chair POE committee. Marianne Crow requires that the bylaws are in proper order. POE committee needs to review the MLWUC bylaws. ACTION: Bylaw committee to look at bylaws for next meeting. ACTION: Shelagh to make copies of Valhalla file for MLWUC.
Easement Need Easement for Water line. Waterline is on Crown land. They want $250. ACTION: Bob will pay $250 one time fee to MOF for Crown Land permit. G. Ken Klapp and noted recently that hunters and others are driving across road that now has a Bjerkness Creek diversion. The diversion needs to be investigated. Todd suggests to call Forestry. ACTION: Art will have a look at Bjerkness Creek and contact Forestry if needed regarding a new water flow above the Back Road south of the creek.
Next meeting: October 19 at 7pm. Location to be determined.
Meeting adjourned at 11:35am. MOTION to adjourn meeting moved by Geoff Delves. Seconded by James Morros. Meeting adjourned. --- IHA Report (Inga)
IHA is willing to work with MLWUC and requires specific information and much more detail: models, tradenames, company names, etc. Inga, Bob, and Art met with Maryanne Crow on September 8, 2016. See letter dated September 16, 2016 from Maryanne Crow on file. The application is only active for 60 days. IHA has since closed the application. IHA suggests to do a new application. IHA recommends to do a pilot project of a POE system that would meet approval with specifics (details of system, model numbers, etc) that would have to be in place for 1 year and then would do testing. This would then be the system that would be installed to all the homes. It would have to be the same system for all homes. Valhalla Lakeside Resorts in Slocan Valley has been approved for a POE water system for the last 3 years. Art, Inga and Bob looked at this system. Valhalla Lakeside Resorts are willing to help MLWUC to apply to IHA. Valhalla Lakeside Resorts was in discussion with IHA for 2 years before they applied for a one year pilot system which started in 2012. Lou Lalonde had the POE pilot system in his house and did daily testing. In 2013 they installed 14 POE units in the community. They didn’t hire anyone to install them. They had a work bee involving the whole community - it took 2 days to put in 14 systems. Lou Lalonde put it in a crawl space, others have it in their basement, and others have it outside attached to their cabin. They built a system to divert the creek. There is one POE in the campground so people can get potable water. They were originally approval for a central system but changed their mind and went to a POE system. They get bottles from IHA to do their own testing from their taps. They have test results from the last four years. Lou Lalonde conducted weekly tests from his home for his own reference. They are now required to do testing twice a year. Testing is conducted by Pure Solutions Water Treatment in Nelson. Ian Bourne, their maintenance person, is on an hourly contract. They have an elaborate motherboard which keeps track of everything that happens in their system. Each house has a motherboard, a system (bag filter, absolute filter), and 3 blue filters. The homeowner pays for the cost of replacing the filters. The bags are $15.00. Lou Lalonde keeps them in his shed and has extra parts. Some systems have a box outside of the house and it is easy for seasonal owners to take out the UV light and turn the system off. Everything lasts longer: ultra violet light is 9000 hours. They said that Marianne Crowe approved the system. They are very happy with this system. They applied for 30 system in total and originally installed 14. They each have two lots and the ability to build a cabin so the cabin has a POE system which will only be operational in the summer. Valhalla Lakeside Resorts choose a governance model (strata corporation) where they formed a company and each homeowner has a share in this company. They have 14 shareholders where each shareholder has the right to put in 2 systems. The strata corporation title simplifies process between the strata corporation and IHA. The strata corporation owns the equipment in the houses. The original installation is owned by the strata corporation and the householder pays for maintenance. They have loaned Inga a file with all the paperwork including motion to the board, the application and agreement with IHA and industry information on parts, etc. ACTION: Shelagh to make copies of Valhalla file for MLWUC.
It is an approved system. The original pilot system was $5,000. The cost per system purchased from Pure Solutions Water Treatment in Nelson was $4,300.00. The systems they are using are elite systems, super controlled. A committee needs to investigate are there cheaper systems. It is necessary to appoint a POE committee to look at different components and prices, compare them to what Marianne Crowe has approved so know what she want to see. May find another company with comparable price. Beneficial to have people in community with relevant knowledge be part of the committee, such as Mike Thornberry and Michael Hill who had POE system in Alberta for 10 years. Board member(s) will oversee the POE committee and will report to the Board.