Board Minutes of April 16, 2008 Regular Meeting

Of the Board of Directors of the St. Vrain Sanitation District

Attendance:

Directors: Brad Hagen, Wesley LaVanchy, Gary Cope,

Reggie Golden, Brian Travis

Staff: Eric Doering, Jon Peterson, Rob Fleck, John Anderson, Kim Castonguay, Tara Lloyd,

Dick Lyons – Attorney

Public: Dan Schommer, Wayne Ramey, Jeff Rabas, Warren Mesloh

Call to Order: The meeting was called to order at 9:00 A.M.

Additions or Deletions to Agenda: None

Presentation by Dan Schommer; Auditor – 2007 Audit

Wes LaVanchy made a motion to approve the 2007 Tri Area Sanitation District Audit. Gary Cope seconded it. Approved

Dan Schommer suggested that St. Vrain Sanitation reconcile all accounts on a regular and timely basis. Wes LaVanchy suggested that Eric Doering and Jon Peterson develop an action plan to comment on Dan Schommer’s notes and also include what the comments were last year and what they have done to address items, along with the comments from the 2007 Budget and how they plan on addressing them this year. Reggie Golden made a motion to approve the 2007 St. Vrain Sanitation District Audit with an action plan. Brian Travis seconded it. Approved

Dan Schommer will be doing the Audit on Dacono Sanitation for January 1, 2008 through April 30, 2008 sometime in May or June 2008.

Treatment Plant Department – 9:32 A.M.

Gary Cope made a motion to approve the purchase of a ½ ton 4 wheel drive truck. Wes LaVanchy seconded it. Approved

Gary Cope suggested that Staff provide Board documentation on the overall vehicle policy.

Collections/Engineering Department – 10:02 A.M.

Board would like a Safety Plan in place to share with the Board. Staff will present a report at the June Board meeting. Board directed Rob Fleck to maintain the Dacono older lines in the street and alley. Staff will prepare a priority list of repair projects to present to the Board at a later date.

Reggie Golden made a motion to approve the Non Exclusive Utility Easement & Agreement between The Hall Family Partnership of Firestone, LLP & St. Vrain Sanitation District & the Central Colorado Water Conservancy District with better clarification to 6.3, removal of 6.4 and changes to 6.5. Wes LaVanchy seconded it, and requested a clean copy with the May Board packet. Dick Lyons will make minor changes. Approved

Eric Doering will communicate with Kathy Peterson from Left Hand Water District in regards to a change order from J-2 Construction Company in which J-2 had to move the force main line with the need to cross the water line in two locations. The crossings will need to be encased in concrete due to the close proximity of the pipes. The change order is for an increase of $15,127.00 to cover the above changes. Locates for the Left Hand District water line where not accurate. Board suggested that Left Hand District’s insurance should take care of this amount.

Finance Department – 10:53 A.M.

Brad Hagen made a motion to approve the March Financials. Wes LaVanchy seconded it. Approved

Wes LaVanchy suggested at some point St. Vrain Sanitation District come up with an RFP for Investment services.

Gary Cope made a motion to approve the appropriation of budgeted contingency funds of $97,500.00 to increase budgeted line items, Consolidation Development Expense: $22,000.00; Trash Removal (Admin): $500.00; and Utilities Old Plant/Plant #2: $75,000.00. Wes LaVanchy seconded it. Approved

Jon Peterson will be cutting checks to Frederick and Firestone from the Tri Area Sanitation drainage funds. The amount of the checks will be $75,069.97 to the Town of Frederick/Evanston and $28,266.57 to the Town of Firestone.

Reggie Golden made a motion to approve new Signature cards for Valley Bank (TASD’s Bank) and Adams State Bank (DSD’s Bank) so that the funds from both accounts can be transferred to St. Vrain Sanitation District’s Bank Account and after which time the Valley Bank and Adams State Bank accounts will be closed. Eric Doering, Jon Peterson and Gary Cope, Treasurer will be the signers on the accounts. Wes LaVanchy seconded it. Approved

Administration Department – 11:15 A.M.

Brad Hagen made a motion to approve the March 19, 2008 Board minutes with the change to insert, Board came out of Executive session at 10:40 A.M. after Board went into Executive Session pursuant to “Section 24-6-402(4)(f) for the discussion of a personnel matter. Gary Cope seconded it. Approved

Board would like staff along with Dick Lyons to work with the East I-25 group on the development of an IGA and service agreement. Board would like to eventually incorporate the East I-25 into the St. Vrain Sanitation District.

Warren Mesloh presented an update on the current Utility Plan. Board suggested a project manager for the design and construction of the expansion of our current treatment plant. The anticipated time line for the expansion was discussed with the bidding process beginning in the summer or early fall of 2009, and with construction beginning the winter of 2010 or early 2011.

Brian Travis made a motion to set a public hearing at the May 21, 2008 board meeting to include several small parcels into our 208 boundary that were never previously included by the Tri Area Sanitation District. Brian Travis seconded it. Approved

Meeting adjourned at 11:35 A.M.

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Recording Secretary Board Secretary

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