March 21, 2024
Valleyhi Community Club, Inc.
Minutes of March 21, 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, and Susan Raley
President: Karl Ruether
Vice President: Position Vacant
Treasurer: Ginger Hall
Secretary: Position Vacant
Members: Peggi and Juan Lopez, Vicki Streit, Cindi and Steve Collamore & Doug Dement
Absent: Ginger Hall & Tom Freeburg
Minutes: A MOTION to approve the February meeting as written was made, seconded, and unanimously approved.
Treasurer’s Report
The Summary of Checking and Cash/Assets Accounts as of March 14th, 2024 Indicated a balance brought forward of $77521.86. After accounting for deposits made and checks written the balance brought forward was $76821.86. The Dedicated Repayment Account balance was $1,187.01. The Community Dues Checking Account balance was $6184.13. 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 $51005.97. The Accounts Receivable was $21852.18. Our Total Assets balance was $163804.50. The 2009 DWSRF Project Loan balance is $194,140.09.
The Water System Operations Income for the month ending February 29, 2024 was $170.43. The Expenses were $2234.13.
The Community Dues Income for the month ending February 29, 2024 was
$0.00 and Expenses were $120.00.
A MOTION to approve both March financial Statements was made, seconded, and approved.
Water System
Reservoir Replacement Funding: a discussion was had with members present regarding recent mailing to membership. Questions regarding timing of potential assessment, calculations regarding the number of lots used, and ongoing maintenance fees were addressed by board members present.
An update was presented by a board member, as of March 21st a response representing 48 lots has been received at the VCC mailbox. Most responses were in favor of the proposed cost of reservoir replacement being split equally by all lot owners. A conversation about waiting until April 2nd to receive an updated report of responses received before deciding on the timing of a proposed special meeting was had.
Valleyhi Community Club, Inc.
Minutes of the March 21, 2024 Board Meeting
Page 2
Meters:
A discussion was had regarding the vote at the February meeting to purchase updated meters for all lots. Through continued research through other industry professionals, concerns regarding the following particulars were raised.
· It has been reported that true efficiency with the proposed meters is only gained if there are more than 800 end-users.
· We do not have a current assessment of exactly the number of meters in our community that have potentially failed.
· Other systems have put meter replacement on a 10% per year replacement schedule to avoid significant negative impacts to cash on hand.
· If assessment is approved, it may be better to have that cash on hand for upcoming construction costs.
· The overall efficiency gains by switching to a radio meter program would be realized primarily by the water master and subsequently a savings on our contract should be negotiated.
The need to speak with our watermaster and request increased readings in the months of April, June, August & potentially October to help establish a baseline for accurate meter readings was discussed. This will allow us to prioritize which meters are failing. The group discussed the desire for a board member and potentially Mr. Weins to accompany our watermaster on these inspections and readings.
A MOTION A motion to reverse the approval of the purchase for 160 Kamstrup meters from HD Fowler Co was moved, seconded, and unanimously approved.
New Business
The need to obtain quotes for work required to restore the cabana was discussed.
The need for continued recruiting for vacant board positions was discussed.
The spring clean up date of April 13th was discussed to burn the bank of the pond, pick up debris and potentially do some clean up on lot 1.
The meeting adjourned at 7:52pm