Valleyhi Community Club, Inc.

Minutes of February 22, 2024 Board Meeting

Location: Ingalls Creek Enrichment Center

The meeting was called to order at 6:07 P.M. by President, Karl Ruether.

Proper notification of the meeting was given, and a quorum was present.

The meeting was attended by:

Trustees: Mike Weil, Danielle Small, Shane Glasenapp, Tom Freeburg, and Susan Raley

President: Karl Ruether

Vice President: Position Vacant

Treasurer: Ginger Hall

Secretary: Position Vacant

Members: Peggi and Juan Lopez

Absent: Ginger Hall

Minutes: A MOTION to approve the November meeting as written was made, seconded, and unanimously approved.

Treasurer’s Report

The Summary of Checking and Cash/Assets Accounts as of January 11, 2024 Indicated a balance brought forward of $79,639.98. After accounting for deposits made and checks written the balance brought forward was $79,174.66. The Dedicated Repayment Account balance was $1,187.01. The Community Dues Checking Account balance was $6,940.23. The Capital Reserve Checking Account was $5,780.19. The Reservoir Replacement Account balance was $500.00. The Savings Account balance at $0.05% was $1,590.10. The First Federal High Yield Savings Account balance at $3.30% was $50,654.22. The Accounts Receivable was $22,923.71. Our Total Assets balance was $168,750.12. The 2009 DWSRF Project Loan balance is $194,140.09.

The Water System Operations Income for the month ending December 31, 2023 was $180.95. The Expenses were $1424.48.

          The Community Dues Income for the month ending December 31, 2023 was

          $0.00 and Expenses were $516.71.

The Summary of Checking and Cash/Assets Accounts as of February 20, 2024

Indicated a balance brought forward of $79,174.66. After accounting for deposits made and checks written the balance brought forward was $77,521.86. The Dedicated Repayment Account balance was $1,187.06. The Community Dues Checking Account balance was $6,184.13. The Capital Reserve Checking Account was $5,780.19. The Reservoir Replacement Account was $500.00. The Savings Account balance at $0.05 was $1,590.17. The First Federal High Yield Savings Account balance at $3.30% was $50,835.65. The Accounts Receivable was $22,266.00. Our Total Assets balance was $165,865.06.  The 2009 DWSRF Project Loan balance is $194,140.09.

          The Water System Operations Income for the month ending January 31, 2024

          was $181.55. The Expenses were $1,047.02.

The Community Dues Income for the month ending January 31, 2024 was $0.00 and Expenses were $636.10.

A MOTION to approve both January and February’s financial Statements was made, seconded, and approved.

Valleyhi Community Club, Inc.

Minutes of the February 22, 2024 Board Meeting

Page 2

Water System

Reservoir Replacement Funding: a brief discussion was had to discuss possible costs and possible assessment and John Torrence’s input about reservoir size. Per the agenda, that topic followed “Meters” in the New Business section.

Meters: A brief overview of the costs associated with purchasing 160 meters was presented. A general breakdown of costs follows:

          $53,000 160 meters

            $5,000 labor installation costs

            $ 2803 for equipment  ($1124 + $1679)

            Plus shipping and tax

            Approximate total $65,000

Two quotes were considered. Kamstrup meters from HD Fowler Co was determined to be the best. It takes two months to build and calibrate the meters. The projected timeline for installation was late June. Entering into a new contract with Jason for installing new meters by June 30,2024 was recommended with a “not to exceed” clause for labor.

A MOTION to purchase 160 Kamstrup meters from HD Fowler Co for $65,500 was moved, seconded, and unanimously approved.

Reservoir Replacement Construction

Discussion centered on the need to have a Project Manager to oversee the reservoir replacement construction. We agreed that a list of requirements for this position was needed.  

Reservoir Replacement Funding.

After an extended discussion and reviewing a draft of a cover letter overview and spreadsheets itemizing construction costs, based on two options: all members pay or all water-using members pay, plus a card for members to complete and return to indicate possible preference,  a vote was called for.

A MOTION to use the 128,094 gallon reservoir size and to finalize the overview, spreadsheet choice, and a postcard for members to return to indicate member-preference was moved, seconded, and approved. The final packet will be emailed to board members for review prior to mailing. The motion was moved, seconded, and unanimously approved.

New Business

Peggi Lopez agreed to oversee the June 9, 2024 Annual Meeting. (Whew!)

Tom would like to see these items available on The Cloud: Drinking Water State Revolving Fund (DWSRF) items, Member Database, and the water record. He asked if Jim Weins had Adobe. If so, we might be able to update the Small Water System Management Plan (SWSMP) with his help. This would allow us to update this plan without additional outside assistance.

The meeting adjourned at 8:15 P.M.