Draft Minutes

September 11 , 2013


The meeting began at 6:35pm and was held at the Lark Lane meeting hall.  Attending were Dick Helmstetter, Evan Hutchings, Jim Stewart, Carol Crozman, Randy Alexander, Lois Lund, Ed Streibel.


Secretary's Report:  Jim read the minutes from the August meeting.  Ed noted a change to the water loss for August, 24 percent rather than 20 percent.  Dick motioned to accept the minutes with a 2nd by Randy and approved 5-0.


Income Statement:  Net income was  $1,749.21.  The district recovered a significant past due amount for 7711 Bluebird Lane.  Dick will speak with Ali Demersseman, of the Black Hills Council of Local Governments, regarding how we pay water project expenses.  Is the payment made by the district or through the BHCLG.  Jim motioned to accept the income statement with a 2nd by Evan and the vote was, 5-0.


Water Report:  The water loss for August was 25 percent.  A meter reading audit was performed.  Ed noted that the district's outside digital readers are outdated and can no longer be ordered.  The old readers use a 2 wire connection to the meter while the new readers use a 3 wire connection.  A few homes have defective outside readers and Ed will, when possible, drop a new third wire but in some cases it won't be possible.  Given that the water project will replace all the meters with outside radio-read meters there's no point in making an extraordinary effort to place a new 3 wire display.   Ed said a leak was spotted near the entrance of Woodland Hills.  Utility locates have been ordered and Brandon Powles will begin repairs on September 12.  Dick made a motion to accept the water report with a second by Jim and it was approved by a 5-0 vote.


Road Report:  Dick got an estimate from Golz Asphalt Repair of $3,213 to perform crack seal repair.  But with the project slated to dig up portions of Woodland Drive (and repair the digging) the district will not perform crack seal repair this year.  Jim motioned to accept the road report with a second by Randy and the report was approved 5-0.


Water Project Report:  Ted Schultz from CETEC told the board that the survey work which includes marking utilities and water valves should be completed by the end of September.  After that an electrical survey will be conducted of the well and pump houses and that should be finished by October.  Dick asked if the district should have a contract with CETEC and Ted agreed.  Ted will work with Randy to draw one up.


Old Business:  Ted Schultz had been asked to provide some options for repairing Lark Lane and presented the board with several ranging in price from $139,000 for a complete asphalt pavement to $34,000 for new gravel and crowning.  Any procedure will include digging ditches on either side of Lark to a depth of 18 inches and replacing driveway culverts with 12 inch flared pipe to prevent clogging.   Ted will email an electronic copy of his presentation which will be posted later on the web site.  Dick offered that previous repairs and upgrades to the other Lanes were paid for by the homeowners living along those Lanes and that this repair to Lark should follow that precedent.  However the repair is financed the board tabled any option until after the water project is complete.  Lark Lane will mostly like have several diggings to place meter pits and connect them to home service lines.  There's also one other option where Ed will ask Brandon Powles to provide an estimate to excavate the existing ditches and jet flush the current culverts. 


New Business: Cathy Haveman, CPA, spoke to the board about audits.  The state of South Dakota will require certified audits of the district's books while the water project loan is being paid back.  Cathy estimated a certified audit would range in price from $2,700 to $3,500.  Lois' accounting program is outdated and out of support now.  Dick made a motion to ask Lois to purchase Quick Books Pro accounting software.  Cathy said the price would be around $215.  Randy seconded the motion and it carried 5-0. 


Resident Requests: Ron Johnson inquired about having service lines replaced when the water project is placing meter pits. The replacement would be at homeowner expense.  The board had discussed that option and will ask contractors bidding on the project if they can provide that service.  Jim will email Ted Schultz and find out if he has knowledge of service line replacements with projects involving him.


Dick made a motion to adjourn the meeting .  Evan seconded and the board adjourned at 7:45.

The next trustees meeting will be held October 9, 2013 at 6:30pm at the Lark Lane building.

Submitted by Jim Stewart, Recording Secretary.