Type of Meeting: Regular annual meeting of HWUA Membership
Date and Time: July 27, 2021 at 10:00 a.m.
Location: Estes Park Public Library – Hondius Room
1.) Call to order
2.) Reading/Approval of 2019 Minutes (2020 meeting canceled do to COVID)
3.) Reminder of Billing procedures – two semi-annual billings, a Spring billing of $250 for first half usage; and a Fall billing of $250 plus water usage and pass-through of base charges and electricity costs charged to Hondius by the Town for the running the system. Bills are due when received, and failure to pay within 60 days will result in discontinuance of water service, with a subsequent charge to re-connect.
4.) Overview of activity since last Membership Meeting (see also, supplemental information below for more detail)
– AWWS (Alberts Water & Wastewater Specialists) of Ft. Collins, a licensed water system operator has continued to be the system operator and perform monthly water testing and reporting to the State on our system. Bill Harvey has continued to be the “feet on the ground” for Hondius with more frequent checks of the system. (Notify Bill or Board members of leaks or other system issues)
– Renewal of RMNP Lease
– Filing for State Grant
– Preliminary Engineering Study for Tank Replacement
5.) Election of Board Members
Supplement for the Hondius Water Users’ Association Annual Meeting
In the COVID year of shutdowns, travel restrictions and general chaos, the Board has had a productive year in managing the challenges and opportunities. Here is supplemental information on the activities of the Board in the last year.
- Landmark study – Jim coordinated with Landmark reps (Rod and Reid) to obtain a preliminary engineering study to replace the existing tanks in RMNP. Jim met with Landmark reps twice on site to show them the system, including its idiosyncrasies, which resulted in Landmark expanding their scope for some additional suggestions on what additional repair/replacement could be done to the system. The Board reviewed the report and held a conference call with Landmark reps to discuss the preliminary report prior to finalization.
- RMNP Lease Extension – Don contacted RMNP reps about the lease renewal and performed the local “leg work” concerning the lease extension. Don, Beth, and Ralph participated in the conference call which was successful in obtaining a 10 year lease extension for the continued use of the tanks and storage building within the Park’s boundaries.
- Monitoring the System – At least monthly, and more often as any issues are noted, Jim discusses with Bill Harvey, his work monitoring the system for proper normal operation. This includes the discovery of leaks, the coordination with Hondius members when their service lines are discovered to have issues (for which then Bill may be recommended to fix the issue at the members’ expense), and the coordination of annual meter readings, etc.
- Small Communities Water and Wastewater Grant – Jim took the lead for determining the requirements, obtaining the required information, and preparing the application for a Small Communities Water and Wastewater Grant. While it became apparent that it was unlikely for our system to obtain the grant (the criteria for obtaining grants favored those systems that had more significant issues and/or open violations from State inspections), the application was completed and filed with the State. As expected, Hondius did not score high enough on the “deficiency” scale to obtain a grant. In completing the form, the Board members performed a “general audit”, or a SWOT (Strengths/Weaknesses/ Opportunities/ Threats) of our system relative to other systems and to the standards in the state.
- Interaction with Contractors Concerning New Construction in the Hondius Area – Jim has met with contractor Mike Aldrich on several occasions to discuss issues related to members’ water. One issue related to a member on the east side of the system requesting to obtain future water service from the Town with a new service line, and discontinue Hondius service. Follow-up involved communication with State authorities to determine propriety. Another issue involves new construction on a lot that has two service lines serving 4 members crossing the lot. Movement of those lines was required, including alerting the members to the fact, and communications and coordination required with Aldrich and the new owner as well regarding hooking up to the Hondius system and where and how to do so.
- Drilling Requests – Jim and Don assisted with property owners within the Hondius water district regarding requests to drill water wells, including coordination with State authorities on the proper way to do so.
- Acquisition of a New Pump – While Don does most of the coordination with AWWS regarding their services, when we determined a new pump was required for the vault, AWWS provided cost estimates and Jim was able to find another source via an internet inquiry, which resulted in Hondius paying $500 less than the quote provided by AWWS for purchase of the pump.
- Monitoring of Past Due Billings – Board members monitor and participate in contacting delinquent members.
- Accuracy Testing of the Water Meters – Meters pulled after the 2019 season were taken to Loveland (by Jim) to be checked for accuracy and any meters found to be off by over 5% variance were retired and new meters were used in their place in 2020 (and 2021). Don coordinated the town of Loveland to assist us with the testing and picked up the meters and brought them back when the testing was complete.
- System Opening and Closing – Communications with members regarding timing of system opening and closing are generally provided by Don.
- Postings and Updates to the Hondius Web Site– These are done by Jim (including communications noted above, annual meeting notices, etc.)
- Water Quality Reports– Don receives these monthly (during the applicable months of approximately May to December) indicating results of testing.
- Annual Backflow Prevention Test – Testing for prevention of backflow of water into the Town’s water system is required annually and is coordinated by Randy.
- Email communication — Throughout the year all board members are kept up-to-date in the general performance of board functions. There are numerous other topics that have been discussed in email threads in the last year that are not listed above.