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LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP

Meeting minutes 

Jan 10/2022


Attendance

Andy/Earl/Janice/Darren/Dirk/Danny/Tomas


1 Call to order

The regular meeting of the Lethbridge North County Potable Water co-op was called to order at 7:00pm on Jan. 10, 2022 by Andy


2 Approval of Agenda

Approval of agenda as circulated. Moved by Earl. Seconded Danny, Carried


3 Election of new Vice President

Danny moved to suspend election of new Vice president until next meeting. Second Dirk. Carried


4 Approval of meeting minutes

Moved by Earl to accept Nov 8 2021 meeting minutes. Second by Danny


5 Guest attendee Ryan Bos

-Ryan asked the Board to consider moving curbstop from potato storage to new house

-asking to cap existing curbstop at potato storage and put a new one at house

-willing to pay $16900 and wait for water til next fall when house ready

-Andy proposed to wait til next meeting to decide


6 Business arising from minutes

-GIC renamed to Capital Reserve account

-Letter sent to Lethbridge County to amalgamate licence and waiting for answer

-Justin Schooten licence response review.

-Janice read letter in response to request from AEP, they are open to small transfers


7 Presidents Report

-George was let go after last meeting

-Janice hired Tomas

-Container location. We have the option to move container to Evert Vanessen Yard at 105083 Range Road 214 near Picture Butte, and recommended moving it soon as Bills yard is getting new owners.

-Dirk moved to move container to Vanessen yard at 105083 Range Road 214 Picture Butte. Second by Earl. Carried


8 Admin Report

-Janice presented Financials Nov 1 to Dec 31 2021

-Leak by Diamond city was expensive

-Tomas started Dec 13/21 and is working out well

-Service calls have been slow

-2 units turned active

-Audit hopefully done by end of Feb 22

-Mentioned that we have to make sure curbstops installed by co-op only

-Some repair of hydrants needed


9 Operations report

-issues with truck need to be addressed (222000 kms on truck)

-truck to be checked out at Eds auto in Picture Butte


10 Correspondence, discussion Items and other business

-Janice was asked about subleasing units and board asked to have owner come to next meeting

-Discussed water user cheque that bounced and what to do with user and consequences of non payment


11 Next meeting Date

Proposed next meeting Mar 14/22


12 Adjourn

Earl moved to adjourn meeting at 830 pm. Carried

LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP

Meeting minutes 

Jan 10/2022


Attendance

Andy/Earl/Janice/Darren/Dirk/Danny/Tomas


1 Call to order

The regular meeting of the Lethbridge North County Potable Water co-op was called to order at 7:00pm on Jan. 10, 2022 by Andy


2 Approval of Agenda

Approval of agenda as circulated. Moved by Earl. Seconded Danny, Carried


3 Election of new Vice President

Danny moved to suspend election of new Vice president until next meeting. Second Dirk. Carried


4 Approval of meeting minutes

Moved by Earl to accept Nov 8 2021 meeting minutes. Second by Danny


5 Guest attendee Ryan Bos

-Ryan asked the Board to consider moving curbstop from potato storage to new house

-asking to cap existing curbstop at potato storage and put a new one at house

-willing to pay $16900 and wait for water til next fall when house ready

-Andy proposed to wait til next meeting to decide


6 Business arising from minutes

-GIC renamed to Capital Reserve account

-Letter sent to Lethbridge County to amalgamate licence and waiting for answer

-Justin Schooten licence response review.

-Janice read letter in response to request from AEP, they are open to small transfers


7 Presidents Report

-George was let go after last meeting

-Janice hired Tomas

-Container location. We have the option to move container to Evert Vanessen Yard at 105083 Range Road 214 near Picture Butte, and recommended moving it soon as Bills yard is getting new owners.

-Dirk moved to move container to Vanessen yard at 105083 Range Road 214 Picture Butte. Second by Earl. Carried


8 Admin Report

-Janice presented Financials Nov 1 to Dec 31 2021

-Leak by Diamond city was expensive

-Tomas started Dec 13/21 and is working out well

-Service calls have been slow

-2 units turned active

-Audit hopefully done by end of Feb 22

-Mentioned that we have to make sure curbstops installed by co-op only

-Some repair of hydrants needed


9 Operations report

-issues with truck need to be addressed (222000 kms on truck)

-truck to be checked out at Eds auto in Picture Butte


10 Correspondence, discussion Items and other business

-Janice was asked about subleasing units and board asked to have owner come to next meeting

-Discussed water user cheque that bounced and what to do with user and consequences of non payment


11 Next meeting Date

Proposed next meeting Mar 14/22


12 Adjourn

Earl moved to adjourn meeting at 830 pm. Carried

 LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP

BOARD MEETING

Nov. 8, 2021


1. Call to order

• The regular meeting of the LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP was called to order at 7:00 PM on Nov. 8, 2021 at Diamond City by Andy.

Attendance

Andy, Arnie, Dirk, Earl, Janice, Josh, Danny Ponjavic, Darren Van Raay, Bill, George, Murray


2. Approval of Agenda

• Approval of agenda as distributed. Moved by Earl. Seconded Bill, Carried


3. Approval of Minutes

• The regular meeting minutes from Sept. 13, 2021 were read by Janice. Murray moved to approve. Seconded Earl. Carried


4. Business Arising – Action Items

• Capital reserve account

o Dirks moves to revisit discussion on capital reserve acct. Arnie seconded. Carried

o Dirk Moved that; the GIC account (current balance $300000) be allocated and renamed as Capital Reserve Acct. Arnie seconds. Carried

• Seacan has been purchased and delivered to Bills yard at a cost of $4300

• Janice read correspondence received from AEP regarding Monarch compliance.

o Bill Moves that: LNCPWC authorize Lethbridge County to apply to AEP; to amalgamate the 2 water licenses which pertain LNCPWC; and further apply that Monarch phase become legally eligible to receive water through existing infrastructure and become compliant under the water act. Dany P. seconded. Carried

• There has been no response to ads looking for water license.

• The executive did pursue a potential lead on available water license but the offer was not successful.


5. Guest:

• Justin Schooten joined the meeting to discuss potential unit


6. Presidents Report

• In his report Andy reminded board members that LNCPWC has transitioned to a Governance board from a Working Board and; as such correspondence with outside agencies must go through our General Manager unless otherwise directed.


7. Admin Report

• Janice presented the profit/ loss statements for Sept – Oct.

o Dirk moved to accept the financial reports as presented. Earl seconded. Carried

• Attended AFRWC virtually.

• Janice is in the process of updating the job descriptions in the policy handbook. She will bring the changes to the board for approval.

• Informed by craig of Lethbridge County that the water rate as charged by City of Lethbridge will go unchanged for 2022.


8. Operations Report

• Inspections roughly 1/3 completed

• Service calls have decreased dramatically

• Air release covers need attention. Should be a project for next year

• Winter schedule has begun and operational hours of George will be decreased


9. New Business

• Discussion held on proposal to acquire small water license.

o Janice to inquire with AEP about feasibility.

• Discussion on the logistics of participating in Remembrance Day Services


10. Next Meeting

• Tentatively Jan. 10


11. Adjournment

• Dirk moved to adjourn at 9:00 pm. Carried

 LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP

BOARD MEETING

Sept. 13, 2021


1. Call to order

• The regular meeting of the LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP was called to order at 7:00 PM on Sept. 13, 2021 at Diamond City by Andy.

Attendance

Andy, Arnie, Dirk, Earl, Janice, Danny Ponjavic, Darren Van Raay, Bill, George, Murray

Regrets; Josh


2. Approval of Agenda

• Approval of agenda as distributed. Moved by Dirk. Seconded Bill, Carried


3. Approval of Minutes

• The regular meeting minutes from July 12, 2021 were read by Janice. Earl moved to approve. Seconded Murray. Carried


4. Business Arising – Action Items

• LNID relocate – Project has been cancelled as new route for LNID line found

• Bill moves to revisit tabled AGM Motion. Earl seconds. Carried

o Discussion held on motion relative to current situation

AGM Motion: Moved that LNCPW send a letter to idle curbstop unit holders offering to buy idle units back, providing an explanation that we need recoup these units in order to get into compliance with AEP. Motion defeated

• Legal – Murray moves to go in camera. Dirk seconds. Carried

o Earl moves to move out of camera, Bill seconds. Carried

o Moved by Bill: Moved that a contingent of LNCPWC meet with Leth. County Admin and AEP to explain that under legal advice we are pursuing purchasing of water license or obtaining a water conveyance agreement to cover Monarch and remaining system license shortfall. Seconded by Dirk. Carried


6. Presidents Report

• N/R


7. Admin Report

• Fee increase came into effect on June 1. Members still calling to complain about increase but frequency decreasing

• Janice presented financials for June – Aug 2021

• Presented Q2 budget update and looks on track to result in a positive bal. at year end.

• Janice is in the process of updating member lists to be reported by water source rather than construction zones which will aid when issues arise with water delivery.

• Instituted an electronic time reporting app commencing Sept. 1 for employee safety and efficiency

• Janice made note of a large variance of consumption in June and will investigate further.

• 6 units have been bought back totaling $66500 with curbstops to be removed as soon as convenient.

• GIC renewal – updated rates are dismal

• Earl moves to reinvest $300000 GIC for 1 yr non-redeemable. Dirk seconds carried

• Discussion held on logistics of setting up capital reserve. Dirk moves to table discussion. Earl seconds. Carried

• Due to the change in executive membership, it is necessary to update signing authority. Bill moved that Arnie BH be designated as one of the 3 board members retaining signing authority for LNCPWC. Dirk seconded. Carried


8. Operations Report

• Inspections moving along with roughly 1/3 of system completed

• Parts availability has improved

• Sea can purchase not completed as costs are up

o Darren VR to assist George in locating a suitable container for storage

• Repurchased units scheduled to be removed as crop removal is completed to minimize damage.


9. Next Meeting

• Tentatively Nov.8, 2021


10. Adjournment

• Dirk moved to adjourn at 8:55 pm. Carried 

 LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP

BOARD MEETING

July 12, 2021


1. Call to order

• The regular meeting of the LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP was called to order at 7:00 PM on JUNE 12, 2021 at Diamond City by Andy.

Attendance

Andy, Arnie, Dirk, Earl, Janice, Josh, Danny Ponjavic, Darren Van Raay, Bill, George

Regrets; Murray


2. Approval of Agenda

• Approval of agenda as distributed. Moved by Earl. Seconded Bill Hamman

Carried


3. Approval of Minutes

• The regular meeting minutes from June 14, 2021 were read by Janice. Dirk moved to approve as amended. Seconded Earl. Carried


4. Business Arising – Action Items

• LNID relocate -the estimate for the line relocate as requested by LNID is $7800. Janice to send letter to LNID to participate in cost share for the job.

• No other interested parties to check air release valves. George to continue to ask around

• Bill moves to revisit tabled AGM Motion. Earl seconds. Carried

Moved by Danny Ponjavic that: LNCPW send a letter to idle curbstop unit holders offering to buy idle units back, providing an explanation that we need recoup these units in order to get into compliance with AEP. Seconded by Rob Beaudine. Carried

Bill moves to retable. Seconded by Earl. Carried


5. Guest Attendee’s

• Representatives of Sundial water users assn. John Kolk, Greg Magyar, & Linden Knodel presented to the board the desire for LNCPWC to take over their assn. which would allow to access water license. (17acre/ ft.)

• More info required from AEP whether this is possible or and feasible


6. Presidents Report

• Andy reported on executive meeting held July 9

• Employment contract reviews were conducted

o Admin Janice Larson

 Job title change to General Manager

 2% cost of living pay increase effective July 1st, 2021

 $100/month increase for use of her house for coop business effective July 1, 2021

 Renumeration for all hours worked

 Janice has indicated she will work towards obtaining level 1 certification for water treatment.

 The Board has full confidence in her ability to fulfill the position

Bill Hamman moved to adopt these recommendations; Josh seconded. Carried.

o Operations George Douglas

 George requested have a small workspace and storage

 Bill offered an area at his farm

Moved by Danny P , Seconded by Dirk

 George look into purchasing 20 ft seacan and shelving for storage

Of Coop parts for cost of up to $4000. Storage to be located Bills farm as well.

 Carried

• Current contract extended until either party requests a change

• George is to focus on improving reporting

• Monthly meeting reports to be written.


o Report on virtual meeting with AEP and Lethbridge County Admin

 County admin wanting us to allocate water from DC area to Monarch to cover shortfall

 There were a few other ideas that came out of meeting

 Executive makes the recommendation that LNCPW obtain a legal opinion on this issue to ensure due diligence

Moved by Bill Hamman:

 That LNCPWC immediately retain the services of a lawyer with water rights and water licensing experience to obtain legal advice on the various options that came to light during our recent meeting with AEP and County

 Seconded by Dirk. Carried

 Bill and Andy volunteered to be on a committee to pursue this


7. Admin Report

• Janice made note of a large variance of consumption in June and will investigate further.

• 6 units have been bought back totaling $66500 with curbstops to be removed as soon as convenient.

• GIC renewal – updated rates are dismal

• Earl moves to reinvest $300000 GIC for 1 yr non-redeemable. Dirk seconds carried

• Discussion held on logistics of setting up capital reserve. Dirk moves to table discussion. Earl seconds. Carried

• Due to the change in executive membership, it is necessary to update signing authority. Bill moved that Arnie BH be designated as one of the 3 board members retaining signing authority for LNCPWC. Dirk seconded. Carried


8. Operations Report

• Line break in Barons vault June 17 and back online June 21

• Inspections slowing down as parts are more difficult to purchase

• 22 service calls


9. Next Meeting

• Tentatively Aug. 9


10. Adjournment

• Earl moved to adjourn at 9:10 pm. Carried

LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP

BOARD MEETING

June 14, 2021

1. Call to order

• The regular meeting of the LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP was called to order at 7:09 PM on JUNE 14, 2021 at Diamond City by Andy.

Attendance

Andy, Arnie, Dirk, Earl, Janice, Josh, Danny Ponjavic, Darren Van Raay, Bill, George

Regrets; Murray


2. Approval of Agenda

• Approval of agenda as distributed. Moved Bill. Seconded Earl. Carried.


3. Elections

• Chair ceded to Janice for executive elections 2021.

President Andy Van Essen nominated.

Andy accepted

Arnie moved nominations cease.

V. President Bill Hamman nominated.

Bill Accepted

Arnie moved nominations cease.

Treasurer Dirk Van Der Kooij nominated.

Dirk accepted

Earl moved nominations cease.

Secretary Arnie BH nominated.

Arnie accepted

Earl moved nominations cease.

Andy resumed chairing the regular meeting.


4. Approval of Minutes

• The regular meeting minutes from April 12, 2021 were approved as read by Janice. Moved Earl. Seconded Bill. Carried


5. Business Arising – Action Items

• LNID relocate -George is to pursue a price estimate to relocate our line and Janice to submit a cost share request to LNID.

• Ownership of Martens unit still under dispute with VRP


6. President’s report

• Didn’t like the tone of the AGM- very negative due to idle fee issue

• Executive approved 90-day renewal of operations manager contract

• Virtual meeting with AEP and Lethbridge County to clarify water license issues to be held Friday June 18th at 10 am. Most board members are able to attend

• Dependent on outcome of Fridays meeting Andy recommends investigating other strategies to solve license issues.


7. Admin Report

• Janice presented financial reports for April and May of 2021

 *Dirk moved to reinvest $300000 GIC which comes due in July for another year at 1.3%. Bill seconded, Carried

• Unit holders have offered 6 units to the board for possible buy-back

• Janice presented draft water unit repurchase agreement for feedback


8. Operations Report

• Inspections have uncovered possible tampering with equipment

• Of 50 completed inspections there are 3 possible tampering issues

• Recommended removal of chlorine testing equipment

• Investigating 2 possible small leaks

• George indicated he was having trouble locating some curbstops and had to borrow a pinfinder.

• Danny moved that we approve purchase of pinfinder for operations use. (Approx. value $1100) Bill seconds. Carried

• Cost of air release inspections with syncore has gone up from $150/site to $215. Board suggested to George to find quotes for these inspections from other suppliers.


9. Other Business

• Discussion on Motion from AGM

"Moved by Danny Ponjavic that: LNCPW send a letter to idle curbstop unit holders offering to buy idle units back, providing an explanation that we need recoup these units in order to get into compliance with AEP. Seconded by Ray Beaudin. Carried"


* Bill Moved that we table this discussion till the next meeting pending outcome of meeting with AEP. Arnie seconded. Carried


• Arnie floated the idea of possibly offering a reduced capacity unit to members. Further investigation required.


10. Adjournment

• Earl moved to adjourn at 9:00 pm. Carried

LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP

BOARD MEETING

APRIL 12, 2021

1. Opening

The regular meeting of the LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP was called to order at 7:00 PM on April 12, 2021 at Diamond City by Andy.

Attendance: Andy, Bill, Dirk, Earl, George, Janice, Josh, Murray, Rob


2. Approval of Agenda

     2.1. Approval of agenda as distributed. Moved Rob. Seconded Earl. Carried


3. Approval of Minutes

     3.1. The regular meeting minutes from March 8, 2021 approved as read. Moved Dirk. Seconded Earl. Carried


4. Guest Attendee – Darren Adamson – Avail CPA

Action Item – Set up capital reserve fund according to AFRWC policy.

MOTION – Move annual financial statements as presented. Moved Dirk. Seconded Rob. Carried


5. Business Arising – Action Items

     5.1. VZ Farms and Diane Simons line relocates are complete just waiting for water sample results.

     5.2. Co-op member claimed water line was leaking. Upon inspection no leak detected. Without consent of LNCPWC contractor was hired by co-op member, line was exposed and removed.

MOTION – Letter will be delivered to co-op member stating the risk he took by tampering with co-op line and a fine of $500.00 will be levied. Moved Bill. Seconded Dirk. Carried

*AMENDED MOTION – Plus six-month suspension of service. Moved Bill. Seconded Earl. Carried

     5.3. Mixed feelings on pending fee increase from co-op members.

     5.4. Waiting for proof of purchase regarding Martens unit repurchase.

     5.5. LNID request for co-op line relocate. Waiting for update from Arnie.


7. Administration Report

     7.1. March 2021 income and payables report presented to board.

MOTION – Accept income and payables report as presented. Moved Earl. Seconded Bill. Carried


8. Operations Report

     8.1. Simons and VZ Farms units not activated yet.

     8.2. Rainbow Greenhouses can not shut off curb stop; repairs needed.

     8.3. VRP curb stop removal completed today.


9. Discussion and other Business

     9.1. Correspondence received from County of Lethbridge regarding ongoing water license issues was discussed by board.

Action Item – Janice will write letter to Lethbridge County explaining reason for our responses to questions asked by Jeremy Wickson. Letter will also ask for a response to co-op questions. Janice will hand deliver.


10. Next Meeting

     10.1. May 10, 2021 at Diamond City.

     10.2. AGM date April 21, 2021 at 7:00 PM.


11. Adjournment

Meeting was adjourned at 9:07 PM by Rob.

LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP


BOARD MEETING

MARCH 8, 2021  

1. Opening

The regular meeting of the LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP was called to order at 7:00 PM on MARCH 8, 2021 at Diamond City by Andy.

Attendance


Arnie, Dirk, Earl, George, Janice, Murray, Rob



2. Approval of Agenda


2.1. Approval of agenda as distributed. Moved Arnie. Seconded Earl. Carried



3. Approval of Minutes


3.1. The regular meeting minutes from February 8, 2021 approved as amended. Moved Earl. Seconded Rob. Carried



4. Guest Attendee – Craig Sosick


4.1. Invited guest was to discuss curb and line location at NW 2 12 21 W4. Guest failed to attend meeting.



5. Business Arising – Action Items


5.1. Diane Simons has sold property and is moving to new property by Nobleford. She is aware and agrees 

to pay removal and installation costs plus ten percent.


5.2. Syncore is relocating VZ Farms unit.


5.3. Explanation letter in regards to Meadowscape and Coulee View units has been sent.


5.4. Vanderveen has decided not to resell water unit back to co-op. In regards to Martens water unit, co-op will follow up on ownership of water unit before any transactional sale commences.


MOTION – Any unit holder wishing to relinquish their water unit to LNCPWC receive full purchase price back. Moved Arnie. Seconded Earl. Carried


5.5. Letter and county meeting presentation discussed. No response from Lethbridge County.



6. Presidents Report


6.1. <Please Ref. Nr. 5.5.>



7. Administration Report


7.1. February 2021 income and payables report presented to board.


MOTION – Accept income and payables report as presented. Moved Arnie. Seconded Dirk. Carried


7.2. Unit fee increases will postponed until June 1, 2021 from May 1, 2021.

8. Operations Report


8.1. Warning signs to mark co-op pipe and curb stops still being sourced.


8.2. George had meeting with Darren Charlesworth on installing signs and marking isolation valves.

9. Discussion and other Business


9.1. Board composition and expired terms were discussed for upcoming AGM.


9.2. Request with drawing from LNID was received in regards to LNCPWC moving a portion of co-op water line which they believe is encroaching into their property located at SE 16 11 20 W4. Clarification by co-op board will be needed to fully understand issue.


Action Item – Janice will set up meeting with LNID representatives to meet with Arnie and George on site to go over request from LNID before next board meeting.


9.3. Rob Boras announced that effective next AGM he will be resigning from LNCPWC board.

10. Next Meeting


10.1. April 12, 2021 at Diamond City.


10.2. AGM date April 21, 2021 at 7:00 PM.

Action Item - Janice per board policy will formally advertise and invite attendees for upcoming LNCPWC AGM.

11. Adjournment

Meeting was adjourned at 8:30 PM by Rob.

LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP

BOARD MEETING

FEBRUARY 8, 2021

1. Opening


The regular meeting of the LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP was called to order at 7:00 PM on FEBRUARY 8, 2021 at Diamond City by Andy.



Attendance


Arnie, Bill, Dirk, Earl, George, Janice, Josh, Murray, Rob



2. Approval of Agenda


2.1. Approval of agenda as distributed. Moved Arnie. Seconded Earl. Carried



3. Approval of Minutes


3.1. The regular meeting minutes from November 16, 2020 approved as read. Moved Bill. Seconded Rob. Carried



4. Guest Attendee – Allan Van Zeggelaar


4.1. Distance to transfer unit to new location would be 3000 meters. Pipe would be HDPE installed where applicable by open cut method at a quoted cost of approximately $5000.00.


Motion – Approve transfer of water unit to desired location pending approval from his cousin. Installation after the curb stop is his cost. Moved Arnie. Seconded Rob. Carried


Motion to Amend – Allan to supply specifications and design to co-op including cistern connection. Moved Bill. Seconded Arnie. Carried

5. Business Arising – Action Items


5.1. Diane Simons has first calls done to move her idle unit.


5.2. George reported to board that new signage has not been ordered yet. Also after monitoring it was determined there was a bad leak in the Park Lake area which was repaired.


5.3. Marking of isolation valves will commence in spring.



6. Presidents Report


6.1. County needs to supply detailed reports/invoices to co-op for services rendered.


6.2. Operations employee George Douglas has agreed to and signed extension of employee contract review for another 90 days.


6.3. Former employee will receive letter from co-op on their pay grievance.



7. Treasurers Report


7.1. Dirk presented 2020 Q4 budget review.


7.2. Draft budget for 2021 was presented.

Motion – Approve 2021 budget as presented. Moved Dirk. Seconded Bill. Carried

Board discussed on going issue of how to handle idle units.

      -How much are these idle units costing co-op?

      -If idle unit fees are raised will there be push back from

       Members?

Motion – Change proposed increase from $86.00/month down to $65.00/month per idle unit effective May 1, 2021. Moved Arnie. Seconded Earl. Carried

8. Administration Report


8.1. November and December 2020 income and payable report presented to board.


8.2. January 2021 income and payables report presented to board.


8.3. Janice presented to board unit count as of December 31, 2020.


8.4. Wilde Bros. update with respect to Meadowscape and Couleeview subdivision expansions was discussed.



Motion – Write letter to Meadowscape and Couleeview explaining nothing has changed in regards to subdivision water request. Moved Bill. Seconded Arnie. Carried



Action Item – Janice will write letter to Meadowscape and Couleeview with explanation.


8.5. Two members have approached co-op about selling water units.



Action Item – Janice will reach out to VanDerveen and Martens in regards to repurchasing their water units.

<NO MOTION RECORDED TO PAY BILLS>

9. Operations Report


9.1. George reported that February has started off busy with three service calls.



10. Discussion and other Business


10.1. Board received confirmation that Morris Zeinstra will not be returning to LNCPWC board. Replacement decision will wait until AGM.


10.2. Preparation and discussion for Lethbridge County meeting.



Motion – Write letter to Lethbridge County Council presenting two requests of LNCPWC. Moved Bill. Seconded Arnie. Carried.



Action Item – Andy, Arnie, Dirk, Bill, and Janice will construct letter that will forwarded to Lethbridge County before meeting on February 11, 2021.



11. Next Meeting


11.1. March 8, 2021 at Diamond City.


11.2. Tentative AGM dates March 31 or April 7, 2021.



12. Adjournment


Meeting was adjourned at 9:35 PM by Rob.

LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP


BOARD MEETING

NOVEMBER 16, 2020

1. Opening


The regular meeting of the LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP was called to order at 7:00 PM on NOVEMBER 16, 2020 at Diamond City by Andy.



Attendance


Arnie, Bill, Dirk, Earl, George, Janice, Josh, Murray, Rob



2. Approval of Agenda


2.1. Approval of agenda as distributed. Moved Dirk. Seconded Earl. Carried



3. Approval of Minutes


3.1. The regular meeting minutes from September 14, 2020 approved as amended. Moved Josh. Seconded Bill. Carried


4. Guest Attendee – Clint Capton with Syncore


4.1. Co-op and Syncore discussed working relationship.



5. Business Arising – Action Items


5.1. George reported to board about signage examples and pricing.

Signs

Powder coated posts

$6.67

$12.00

Motion – Purchase two hundred powder coated posts and signs. Moved Arnie. Seconded Dirk. Carried


5.2. Isolation valve marking work is in progress.


5.3. Simons – Estimated unit removal Excavate and cap $500.00


                                     Excavate and Fuse $3000.00


             Estimated Unit install Cost               $2600.00


Water unit capacity in Nobleford area is tight.


Unit has to be pre-engineered by Wilde Bros. before install.

Motion – LNCPWC will allow Simons to move idle water unit. Simons will have to pay cost plus, administration fee and engineering costs for removal and install of water unit to be located at SW 02 10 23 W4 (rural address-231049 TWP RD 100A), using approved co-op contractor. Moved Bill. Seconded Rob. Carried



5.4. Van Zeggelaar idle unit removal and re-install was discussed. Installing new pipe in ground would be approximately $22.00 meter with a distance of 950-1000 meters. George stated at this point easements were not discussed. The two idle units must become active within one year of completed installation.



Motion – To permit transfer of units to new location on approval of Wilde Bros. Engineering. Van Zeggelaar will have to pay all incurred costs of removal and install at new location. On signing of contract sixty percent of anticipated invoice will have to be paid up front. Moved Arnie. Seconded Earl. Carried



6. Presidents Report


6.1. Wilde Bros. Engineering report submitted to AEP on October 29, 2020.


6.2. Operations employment offer status update October 30, 2020.


6.3. Office lease at Alberta Prime Beef was terminated on November 30, 2020.



7. Treasurers Report


7.1. Dirk presented Q3 budget/ytd.


7.2. Board discussed County MOU and ways to reduce costs.


Action Item – Andy will phone County tomorrow and set up meeting to discuss MOU.


7.3. New water rates should be coming sometime in November.



8. Administration Report



Motion – Accept co-op October financials as presented. Moved Earl. Seconded Rob. Carried



Motion – Pay bills. Moved Earl. Seconded Josh. Carried



9. Operations Report


9.1. Meuller sensor issues discussed.



Motion – Send sensor back to Meuller/Emco and get money refunded. Moved Dirk. Seconded Josh. Carried

9.2. George will keep monitoring area by Park Lake for possible signs of leak.



10. Discussion and other Business


10.1. E-mail from Jeremy Wickson at Lethbridge County was read to board responding to question board had from last meeting.



11. Next Meeting


11.1. December 14, 2020 at Diamond City.



12. Adjournment


Meeting was adjourned at 9:38 PM by Arnie.        

LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP

BOARD MEETING

OCTOBER 19, 2020

1. Opening


The regular meeting of the LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP was called to order at 7:00 PM on OCTOBER 19, 2020 at Diamond City by Andy.



Attendance


Bill, Dirk, Earl, George, Janice, Josh, Murray



2. Approval of Agenda


2.1. Approval of agenda as distributed. Moved Bill. Seconded Earl. Carried



3. Approval of Minutes


3.1. The regular meeting minutes from September 14, 2020 approved as read. Moved Bill. Seconded Earl. 

Carried



4. Business Arising


4.1. Janice employment contract can be privately viewed by board members; but will not be freely distributed.


4.2. New metal pipeline signage was discussed. Signage would show direction and announce assets in ground.



Action Item – George at next meeting will bring sign/post examples from South County Potable Water Coop to show board members.



Action Item – George will start marking all isolation valves.



5. Presidents Report


5.1. Wilde Bros. report is complete.


5.1.1. County won’t do anything about water licensing until compliance letter is completed by AEP.



Motion – Give Darren Wilde at Wilde Bros. the authority to forward engineering report to AEP and attach Lethbridge County. Moved Bill. Seconded Josh. Carried


5.2. Diamond City pressure boost discussed.


5.3. Discussed letter notifying LNCPWC of County representative removal. Ref: October 2, 2020 “representation removal”


5.3.1. Does board lobby for replacement or reinstatement of County representative? Decision in regards to replacement director will wait until response is received from Lethbridge County.



Motion – Write letter to Lethbridge County Council that the board is concerned with decision to remove County representation from LNCPWC board and reference contract from 2002. At the same time ask that they rescind decision/motion. Moved Bill. Seconded Dirk. Carried

6. Administration Report

6.1. September 2020 financials presented to board.


Motion – Approval of financial statements and payables. Moved Dirk. Seconded Earl. Carried



7. Operations Report


7.1. Ref: “Operations Report – October Board Meeting”



8. County Report


8.1. Ref: “Summary of Lethbridge County Operational Services provided to the LNCPWC”



9. Discussion


9.1. Discussion to revisit relocation of water unit’s policy.


9.1.1. Follow up contact with Diane Simons in regards to unit relocation.


9.1.2. George will follow-up with Allan Van Zeggelaar in regards to relocation of idle curb stops request.


9.2. Other Business


9.2.1. Discussions and decisions on rate increases for idle and active units will be tabled until LNCPWC receives notification of new rates from Lethbridge County.


9.2.2. Discussed transfer of water license from Lethbridge County to aid co-op with compliance issues.



Action Item – Janice will write letter to Lethbridge County, requesting that LNCPWC be placed on agenda for next Council meeting to discuss co-op water license issues.


9.2.3. Because of Covid virus, the co-op will request that office space lease held at Alberta Prime Beef be terminated. Janice will operate co-op office/administration from her home.

10. Next Meeting


10.1. November 9, 2020 in Diamond City



11. Adjournment


Meeting was adjourned at 9:22 PM by Earl.

LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP

BOARD MEETING

SEPTEMBER 14, 2020

1. Opening


The regular meeting of the LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP was called to order at 7:02 PM on SEPTEMBER 14, 2020 at Diamond City by Andy.



Attendance


Arnie, Bill, Dirk, Earl, George, Janice, Josh, Murray, Rob



2. Approval of Agenda


2.1. Approval of agenda as distributed. Moved Arnie. Seconded Bill. Carried



3. Approval of Minutes


3.1. The regular meeting minutes from July 13, 2020 approved as amended. Moved Arnie. Seconded Rob. Carried



4. Business Arising


4.1. Janice employment contract discussed. Contract will be presented to board once Janice’s solicitor signs off.


4.2. George Douglas employment offer letter changed to part time employee as per George’s wishes.


4.3. Response to request for members to transition into paperless billing was positive.


4.4. Additional water license search continues.



5. Presidents Report


5.1. AEP acknowledged receipt of co-op pipeline network report engineered by Wilde Bros.


5.2. New “Operations Technician”, George Douglas was introduced to board.



6. Administration Report


6.1. July-August 2020 financials presented to board.


Motion – Approval of financial statements and payables. Moved Dirk. Seconded Josh. Carried


Action Item – Add curb stop fee discussion to next meeting agenda.



7. Operations Report


7.1. Improved cistern anti-tampering assemblies are being researched.



Action Item – George will look for new warning signage and pricing to mark in ground co-op assets.

8. Guest Attendee


8.1. Mr. Rob Fiorino attended meeting seeking updates on status of water units for Coulee view subdivision.



9. County Report


9.1. Ref: September 14, 2020, “Summary of Lethbridge County Operational Services provided to the LNCPWC”.



10. Discussion and Other Business


10.1. Sale of units discussed.


10.1.1. Ref: Allan denBok-Tiechrob sale request letter.



Private treaty sale of water units has been denied by board.



10.2. Relocation of curb stop discussed.


10.2.1. Ref: Diane Simons relocation request email.



Relocation request has been denied by board.



10.2.2. Ref: Erwin Vanee relocation request email.



Relocation request at co-op expense has been denied by board.



11. Next Meeting


11.1. October 19, 2020 in Diamond City



Motion – Arnie moved to go into camera.

Co-op internal business discussed.

Motion – Bill moved to go out of camera.

12. Adjournment


Meeting was adjourned at 9:40 PM by Earl.

LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP

BOARD MEETING

JULY 13, 2020

1. Opening


The regular meeting of the LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP was called to order at 7:09 PM on JULY 13, 2020 at Diamond City by Andy.



Attendance


Arnie, Dirk, Earl, Janice, Josh, Morris, Murray, Rob


2. Chair ceded to Janice for executive elections 2020.


3. Elections

PRESIDENT

Andy Van Essen nominated.

Arnie moved nominations cease.

Andy Van Essen accepted.

V. President

Rob Boras nominated.

Andy moved nominations cease.

Rob Boras accepted.

Treasurer

Dirk Van Der Kooij nominated.

Rob moved nominations cease.

Dirk Van Der Kooij accepted.

Secretary

Murray Kester nominated.

Rob moved nominations cease.

Murray Kester accepted.

4. Chair ceded to Andy to resume regular meeting.



5. Approval of Agenda


5.1. Approval of agenda as distributed. Moved Arnie. Seconded Rob.

Carried



6. Operations Report Lethbridge County – Jeremy Wickson


6.1. Jeremy discussed details of “Lethbridge County Operational Services” provided to LNCPWC. Please reference in meeting summary document for details.



7. Approval of Minutes


7.1. The regular meeting minutes from June 17, 2020 were approved as read. Moved Dirk. Seconded Rob. Carried



8. Business Arising – Action Items


8.1. Solicitor felt employment contract between co-op and new administrator needs work. New draft contract will be ready July 15, 2020. All communication on this matter will be through Andy.


8.2. Procurement of after-hours answering service will be put on hold at this time.


8.3. Open invitation to County representatives to attend board meetings on a regular basis.


8.4. ATB – GIC renewed 1.3% for one year.


8.5. Questions regarding lack of advertising for AGM. It has been verified that required advertising and notification on AGM did indeed take place.



9. Past - President Report


9.1. Norm Spencer handed in his resignation from board effective July 1, 2020.


9.1.1. AGM discussed.


9.1.2. Meeting with AEP, Lethbridge County and executive which took place June 30, 2020 was discussed with rest of board.


9.1.3. Executive interviews for new “Operations Technician” took place July 10, 2020.

  • 49 applicants for job.
  • George Douglas was chosen.

Motion – Earl moved that LNCPWC hire George Douglas as new part time “Operations Technician”. Seconded Josh. Carried



Action Item: Janice will write offer letter on behalf of co-op to George Douglas for position of “Operations Technician”.



10. Administration Report


10.1. Janice presented June 2020 Income Statement and payables.



Motion – The payment of outstanding invoices. Moved Arnie. Seconded Earl. Carried


10.2. Dirk presented 2020 budget YTD.


10.3. Prospective new member waiting list discussed.


10.4. Ongoing discussion of paperless billing and benefits to co-op and its members.



Action Item: Janice will send out notices with next billing cycle to members making them aware of 

paperless billing option.



11. Discussion and Other Business


11.1. Discussions on how AEP views idle curb stops and impact on co-op in regards to new water license.


11.2.


Motion – Morris moved to go into camera. Seconded Arnie. Carried

Co-op internal business discussed.

Motion – Dirk moved to go out of camera. Seconded Rob. Carried


11.3. Josh brought forward possible water license for sale and presented details to board members.



12. Next Meeting


12.1. August 10, 2020



13. Adjournment


Meeting was adjourned at 9:38 PM by Arnie.



LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP


BOARD MEETING

JUNE 17, 2020

Opening


The regular meeting of the LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP was called to order at 7:03 PM on June 17, 2020 at Diamond City by Andy.



Attendance


Arnie, Dirk, Earl, Janice, Josh, Morris, Murray, Rob



Approval of Agenda


2.1. Approval of agenda as distributed. Moved Arnie. Seconded Earl.

Carried



Approval of Minutes


3.1. The regular meeting minutes from May 11, 2020 were approved as read. Moved Dirk. Seconded Rob. Carried



Presidents Report


4.1. Janice Larson employment review discussed with board.



Action Item: Andy will deliver draft administrator employment contract to solicitor for advice.



Corrine Bates with AEP is seeking meeting with Co-op by end of June 2020.



Motion – Go into camera. Moved Arnie.



Discussed co-op internal business.



Motion – Go out of camera. Moved Arnie.

Reports


Administration


5.1. Financial reports presented to board.



Motion ­­- The payment of outstanding invoices. Moved Morris. Seconded Dirk. Carried



Action Item: Janice will get information and pricing for after hour answering services.




Operations



6.1. Lethbridge County report was read to board by Janice.



Action Item: Janice will reach out to Jeremy Wickson at Lethbridge County to attend next meeting and 

explain questions board has in regards to his report.



Engineers report was read by Janice.



Other Business

7.1. Discussed hiring of part time operator.

        - Place add in local papers.

        - Ask applicants what they expect for salary.

        - Make known to applicants that it is a part time job.

        - Janice will evaluate applicants.

Co-op will hire one student utilizing “Summer Student Jobs Grant”. GOC will pay students salary up to $15.00/hour. Employment end date will 28/02/2021.



Board discussed inspecting water co-op assets/equipment at cisterns for compliance anytime a member property sale takes place.



Action Item: Janice will renew $200,000.00 GIC for one year. Expires July 10, 2020.


7.2. Motion – Take $100,000.00 out of T-Bill savings add to $200,000.00 GIC and reinvest $300,000.00. Moved Dirk. Seconded Arnie. Carried


7.3. Two week notice of AGM.


7.4. Schedule meeting with AEP. Date to be determined.



Action Item: Janice will place AGM announcement into local papers.


8.1. Next general meeting July 13, 2020 at 7:00 PM.


8.2. Annual general meeting July 8, 2020 at 7:00 PM.



Adjournment


Meeting was adjourned at 9:00 PM by Earl.


LNCPWC Board Meeting Minutes

May 11 ,2020

Diamond City Hall

Call to Order – Chairman Andy Van Essen Called the meeting to order at 8:00 pm

In attendance: Andy, Rob B, Morris Z., Earl D., Dirk V., Josh G., Norm S., Arnie B., Janice L

--Guests: Craig Praskach, and Jeremy Wickson from Leth. County

--Regrets: Murray K.

2. Approval of Agenda – Dirk moved and Earl seconds approval of the agenda as circulated. Carried.


3. Operations Update – Jeremy Wickson and Craig Praskach provided an update on operations

- Lethbridge County has signed an MOU with LNCPWC for operation of the water distribution system.

- Agreement similar to south county water coop

- Agreement in perpetuity with a cancellation clause

- They identified areas needing attention

o Signage – locate left over signage from LNCPW or upgrade to new steel markers

o Line mapping inaccuracies causing issues with locates

- Conducting field checks on pressures in the Nobleford phase to verify if pressures are as per modelling – results hopefully in a week.

- Inventory for cistern emitter parts needed.

o Inventory to be purchased and kept on hand, billed to the coop

4.Approval of Minutes –

                            - Minutes of March 9, 2020 were circulated and moved for approval by Morris, Dirk seconds. Carried.

5. Presidents Report-

- Andy presented his written report.

- Operations Manager Martin Nordstrum has been dismissed

- Leth. County being contracted to operate the system.

-There may be a need to hire a part time person to fill some of the gaps.

6. Administration Report

 -Janice went through Balance sheet and P/L statements for March and April.

-Dirk moved acceptance of F/R, Josh seconded. Carried

- Janice has set up ATB business online to facilitate timely bill payment

- No longer pursuing summer employment grant

- uptake of paperless billing has been good

- Clarification needed on lines of communication with members.

o Janice to deal with administrative issues

o Lethbridge county – service issues and locates

- Newsletter to go out to members detailing the recent changes in operations

7. Member Correspondence

- Curb stop removals – continue charging active fees after removal until unit has been reallocated.

- Greenlife Farms- request for relocation

o Janice to consult with AEP and engineers to get OK before proceeding with allowing relocation

8. Other Business

- Board elections - Rob, Andy, Murray and Arnie’s terms are up at the next AGM

- AGM – AGM is to be held within 45 days of lifting restrictions due to Covid

o To discuss at next meeting

- Buy back of units

o Moved that LNCPWC offer to buy back any inactive water unit at the original purchase price. Moved by Morris Z. Seconded by Earl D. Carried

- Discussion held on part time position to fill gaps evident in absence of operations manager.

o Janice to dialogue with Jeremy and Craig of Lethbridge County to identify areas of deficiency in operations and develop a job description for part time position.

9 Next Meeting

- June 17, 2020 at 7:00 pm

10. Adjournment

- Morris Zeinstra moves to adjourn at 10:20 pm

LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP


BOARD MEETING

MARCH 9, 2020

Opening


The regular meeting of the LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP was called to order at 7:00 PM on March 9, 2020 at Picture Butte by Andy.



Attendance


Arnie, Dirk, Earl, Janice, Josh, Martin, Morris, Murray, Norm, Rob



Guest Attendee


2.1. Darren Adamson – Financials overview.


MOTION – Accept financial statements overview as presented by Darren Adamson CPA of Avail. Moved Rob. Seconded Dirk. Carried



Approval of Agenda


3.1. Approval of agenda as distributed. Moved Earl. Seconded Dirk.

Carried



Approval of Minutes


4.2. The regular meeting minutes from February 10, 2020 were approved as read. Moved Arnie. Seconded Dirk. Carried



New Business


5.1. Sourcing level two operator pay scale report delayed because of time constraints.


5.2. Re: “Policy and Procedure Committee” review from February 20, 2020. Presented by Arnie.


5.2.1. Ref: “Policy and Procedure Committee Meeting” February 20, 2020 draft document.


Motion – Approve policy amendments as presented in draft document. Moved Arnie. Seconded Norm. Carried


Presidents Report


Meeting with Janice Larson and board executive in regards to ninety day employment performance review.


6.1. Water break March 2, 2020 was caused by fused connection failing. Syncor squeezed six inch line and repaired with no loss of pressure.


6.2. Synopsis of meeting with Wilde Brothers Engineering presented to board.

Guest Attendee


7.1. Henry Bakker – Meadowscape Properties, presented to board his concerns and path forward concerning water units becoming active now that they have subdivision approval. For time being co-op has halted all future activations; but take their concerns seriously and have full support from board to help fix situation when permitted.


Ref: Letters dated June 15, 2017 and March 22, 2019.


Action Item: Janice will forward letter to “Meadowscape Subdivision” group stating board support for their project.


Reports


Administration


8.1. Motion ­­- The payment of outstanding invoices. Moved Arnie. Seconded Dirk. Carried



Operations



9.1. Ref: Operations Report – March Board Meeting



Other Business


10.1. Active units being converted to idle units. Tabled discuss at next meeting.


Action Item: Janice will phone AFRWC for any guidance on how other water co-ops deal with this issue.


10.2. AEP letter Ref: “Notice-Revised Lead MAC for Drinking Water Systems”, was received into record.


10.3. Idle unit fee discussions.



Motion – Idle units effective after sixty days move to $60.00/month. Moved Morris. Seconded Arnie. Motion defeated.



Motion – Idle units as of July 1, 2020 will be $50.00/month per unit being raised to $85.00/month per unit at July 1, 2021. Moved Arnie. Seconded Morris. Carried



Rob Fiorino letter was received into record.


Next general meeting April 6, 2020 at 7:00 PM.


Annual general meeting March 25, 2020 at 7:00 PM.

Adjournment


Meeting was adjourned at 10:00 PM by Earl.


LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP


BOARD MEETING

FEBRUARY 10, 2020

Opening


The regular meeting of the LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP was called to order at 7:00 PM on February 10, 2020 at Picture Butte by Andy.


Attendance


Arnie, Dirk, Earl, Janice, Josh, Martin, Murray, Rob


Approval of Agenda


Approval of agenda as distributed. Moved Earl. Seconded Dirk.


Carried


Approval of Minutes


The regular meeting minutes from January 13, 2020 were approved as amended. Moved Dirk. Seconded Earl. 

Carried


New Business


Board discussed option of level two operator relief for Martin, with regard to sampling. What would class two salary/wage be?


ACTION ITEM: Source previous filed report commissioned by board in regards to this question.


Reports


Presidents Report


o Quick synopsis of budget meeting.


o Meeting with operations manager was discussed.


Motion – Go into camera. Moved Arnie


Co-op internal business discussed.


Motion – Go out of camera. Moved Rob


After discussions the board and employees felt it necessary to reexamine the roles of each and how they relate to each other, with possible updates to job descriptions/protocols. To facilitate examination a committee was struck.


ACTION ITEM: Andy, Arnie, Dirk, Josh will meet on February 20, 2020 at 8:30 AM to initiate job description/protocol discussions with regard to latest version of policy book.


Treasurers Report


Motion – To approve budget. Moved Dirk. Seconded Josh. Carried


Dirk felt it would be prudent to invest some money into higher interest bearing account.


Motion – Transfer $100,000.00 (One Hundred Thousand Dollars Only), into T-Bill account from current account. Moved Dirk. Seconded Earl. Carried


Administrations Report


Account balances December 31, 2019


o Current account — $327,002.57


o T bill savings — $303,905.70


o GIC — $200,000.00 Invested July 10, 2018,

                                2 year term


o July 10, 2019 GIC interest - $5,500.00


Motion ­­- The payment of outstanding invoices. Moved Arnie. Seconded Rob. Carried

Janice recommends to keep software current co-op should move from QuickBooks desktop to QuickBooks online. Essentials online is $17.50/month plus payroll module at $22.00/month.



Motion – The board approves migration from QuickBooks desktop to QuickBooks online for co-op accounting needs. Moved Arnie. Seconded Earl. Carried



Operations Report


Ref: Operations Report – Feb Board Meeting



Discussion Items

1. Water license progress

2. Wilde Bros. Engineering

3. AGM responsibilities

No progress

No meeting

Ask Roger Zeinstra to chair?

LNCPWC AGM – March 25, 2020



Next general meeting March 9, 2020 at 7:00 PM.



Adjournment


Meeting was adjourned at 9:00 PM by Earl.



Lethbridge North County Potable Water Co-op


Minutes of Jan. 13 Board Meeting


APB Board Room

1 Call to Order

Meeting was called to order by President Andy at 7:00 pm

In Attendance -Dirk, Norm, Janice, Marty, Josh, Earl, Rob, Arnie. Regrets-Murray

Guest – Craig Praskach, to join the meeting at 7:30

2 Approval of Agenda

Dirk moved to approve the agenda as circulated. Rob seconded, Carried

3 Minutes

Dirk moved to approve the minutes of Dec.2, 2019 regular meeting as presented. Earl seconded. Carried

4 Business Arising

County payment of their share of bill from Wilde Bros in transit

5 Presidents Report

Andy presented a written report for record. Commented on meetings held with;

Lethbridge County re: discussing costing structure for water charges and service fees.

Alberta Environment re: modelling report

6 Admin Report

Janice presented an update on financials and Q3 2019 budget to actual

Bank Bal. as Dec. 31         $327002.57

T bill savings                    $303905.70

GIC                                   $200000.00

Int July 10/19                   5500.00

Motion by Rob to pay bills. Dirk seconded. Carried

Janice reported that she will be in the P.B. office, either Tues. or Thurs of each week

7. Operations Report

Marty presented a written summary of operations activities for 2019

*Special Guest

Craig Praskach of Lethbridge County joined the meeting to give details of water and service

Pricing for 2020.

- Price of water from city has gone up 8.5% to $1.27/m3 under current agreement

- Price includes 1% increase in county service rates and 11% of D.C. pumping costs

- Nobleford water cost will be $1.45/m3 + $.84/m3 for county servicing for 2020

-

-        

8.Discussion Items

8.1 Special Meeting Update -AEP/Wilde Bros/Leth. County

-AE was happy with the modelling report prepared by Wilde bros.

-AE agreed that Wilde Bros could come up with a solution for the marginal pressure in

The P.B. area

8.2 Water License update

- Josh reported no progress on the purchasing of additional water license

- Ads have been placed

8.3 Banking authorization for new administrator

- Motion – That Janice Larson be granted administrator access to the banking records and

accounts of Lethbridge North County Water Co-Op. Moved by Dirk, seconded by Earl.

8.4 Price Comparison

At the request of executive committee Janice prepared a cost comparison between Status quo

Operations of sampling and system monitoring and contracting the County. Janice presented her Analysis and much discussion followed. The suggestion was made to add a third option to Compare where a level 2 operator is employed that could conduct all testing. Janice to follow up With the third option.

9. Other Business

Discussion on possibility of summer student hire for 2020. Janice to apply for grant as deadline

For application is the end of Jan.

10.1 Budget meeting

                           Thursday Jan. 16

10.2 Next meeting

Feb. 10 social to follow

AGM April 1?

11. Dirk moves to adjourn at 10 pm

LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP


BOARD MEETING

DECEMBER 2, 2019

Opening


The regular meeting of the LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP was called to order at 7:00 PM on December 2, 2019 at Picture Butte by Andy.


Attendance


Arnie, Dirk, Earl, Janice, Josh, Martin, Morris, Murray, Rae Lynne, Rob


Guest Attendee


Rex Vandenberg


Approval of Agenda


Approval of agenda as distributed. Moved Arnie. Seconded Rob.


Carried


Approval of Minutes


The regular meeting minutes from November 4, 2019 were approved as read. Moved Earl. Seconded Dirk. Carried


New Business


Welcome/Introduction Janice Larson new administrator and bookkeeper to board members.


According to Josh seventeen acre feet of water license possibly available in Turin area.


Contract signed with “Real Estate Centre” to help source water license needed by water co-op. Contract expires in May of 2020, with commission 


rate at 4%. No retainer was paid.


Lethbridge County as of yet has not paid their half of modeling invoice. Morris will follow up.


AEP Update


Alberta Environment Parks is in possession of Wilde Bros/Co-op modeling.


Reports


Administration


Account balances October 31, 2019


o Current account — $329,185.83


o T bill savings — $303,667.78


o GIC — $200,000.00 Invested July 10, 2018,

                                2 year term


o July 10, 2019 GIC interest - $5,500.00


Motion ­­- The payment of outstanding invoices. Moved Dirk. Seconded Arnie. Carried

Operations



Ref: Operations Report – Nov Board Meeting



Next general meeting January 13, 2020 at 7:00 PM.



Adjournment


Meeting was adjourned at 8:50 PM by Dirk.



LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP


BOARD MEETING

NOVEMBER 4, 2019

Opening


The regular meeting of the LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP was called to order at 7:00 PM on November 4, 2019 at Diamond City by Andy.


Attendance


Arnie, Dirk, Earl, Josh, Martin, Murray, Norm, Rae Lynne, Rob


Approval of Agenda


Approval of agenda as distributed. Moved Arnie. Seconded Dirk.


Carried


Approval of Minutes


The regular meeting minutes from September 23, 2019 were approved as amended. Moved Norm. Seconded Rob. Carried


The special meeting minutes from October 15, 2019 were approved as amended. Moved Arnie. Seconded Rob. Carried


New Business


More investigation will be carried out into vault D issues as brought up in special meeting.


No information yet from Lethbridge County on extra water capacity in Monarch area.


Martin will ask Wilde Bros. to model Nobleford Section 5.2 C&D.


AEP has and is analyzing Wilde Bros. modeling.


Lethbridge County will pay for half of invoice from Wilde Bros. for special meeting held October 15, 2019.


Reports


Administration


Account balances October 31, 2019


o Current account — $312,009.18


o T bill savings — $303,437.80


o GIC — $200,000.00 Invested July 10, 2018,

                                2 year term


o July 10, 2019 GIC interest - $5,500.00


Motion ­­- The payment of outstanding invoices. Moved Dirk. Seconded Earl. Carried


Operations


Two fully paid up units discussed in previous meeting will be connected.

Trimble mapping unit has to be replaced; no longer operational.


WATER CONSUMPTION


Average daily – 826 LPD 36.34% of present allocation


SUNDIAL

MONARCH

1&3

D.C.

P.B. N

P.B.

RUTLEDGE

P.B.

GOLF

P.B.

BOON

MONARCH

2

BARONS

NOBLE

CONSUMPTION

BY AREA

36%

46%

38%

29%

23%

37%

36%

29%

35%

Water allocation required to be compliant:

• Little Bow         16 units        10.76 acre feet

• D.C. – P.B.        36 units        24.21 acre feet

• Monarch – B.T.     74 units        49.77 acre feet

  Subtotals          126 units       84.74 acre feet

Pending/requested units          64 units       43.04 acre feet

Total allocation needed now      190 units      127.78 acre feet

Future growth? (100 units)                      67.26 acre feet

Amount of water license to consider            195 acre feet

If county resources water for Monarch          145 acre feet

Need 35 acre feet to be compliant.

Josh will discuss with Frans VandeStroet if they could source water license sellers using assets of real estate agency.


Motion – We investigate purchase up to but not limited to forty acre feet of water license for purchase. Moved Arnie. Seconded Norm. Carried


Extra allocation for Nobleford phase will be investigated at a later date.


Motion – Go into camera. Moved Arnie. Seconded Rob. Carried


Discussed business.


Motion – Go out of camera. Moved Arnie. Seconded Josh. Carried



Next general meeting December 2, 2019 at 7:00 PM.


Adjournment

Meeting was adjourned at 8:14 PM by Earl.

October 2019 Special Meeting

LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP

SPECIAL BOARD MEETING

OCTOBER 15, 2019

Opening

The special meeting of the LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP was called to order at 7:00 PM on October 15, 2019 at Diamond City by Andy.

Attendance

Andy, Arnie, Dirk, Earl, Josh, Martin, Morris, Murray, Norm, Rae Lynne, Rob

Guest Attendees

Lethbridge County – Anne Mitchell, Craig Praskach, Jeremy Wickson

Wilde Bros Engineering – Darren Wilde, Mark Boltezar

Wild Bros Presentation

Letter was read explaining scope of their engineering work for co-op.

Map of entire co-op was presented to board showing locations of water member/units.

Mark explained the results of engineered vaults:

· Nobleford – Good

· Barons vault B – Good

· Barons vault C – Good

· Barons vault D – Good – All idle units.

                 • Craig and Martin felt that there could be some issues in this area that warranted further investigation.

· Phase 2 – Monarch north vault - Good

· Phase 1-3 – Monarch south vault – Good

· Diamond City pump house – Good

                 • Johnson unit has issues low pressure (175 feet lift)

                 • Praskach Farms low pressure

                 • Grandview Farms low pressure

Possible solutions for issues in Diamond City:

                 • Reduce water units in Diamond City

                 • Boost pump pressure to 145 psi – would give all unit holder additional 8-10 psi.

                 • Possible looping of system in Johnson area.

                 • Rudelich vault – Good

                 • Golf course at capacity

                 • Boon vault at capacity

                 • Little Bow – Sundial – Good

AEP requests:

1. Map

2. Section 5 of water act answered.

3. Wilde Bros Engineering to answer if all vaults and line will supply water when demand is needed.

Lethbridge County will check for extra capacity in Monarch and county distribution system with MPE Engineering, ASAP.


Coreen Bates at AEP says no units are turned on until AEP signs off.


Motion – All current paid in full as of September 21, 2019 idle units are eligible for activation upon request with notification to be forwarded to AEP. Moved Arnie. Seconded Morris. Carried

Administration:


Motion – Go into camera. Moved Arnie. Seconded Earl. Carried



Discussed business concerning Administration/Bookkeeping positions.



Motion – Go out of camera. Moved Arnie. Seconded Earl. Carried



Adjournment

Meeting was adjourned at 9:04 PM by Earl.

Sept 2019 Meeting Minutes

LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP


BOARD MEETING


SEPTEMBER 23, 2019


Opening


The regular meeting of the LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP was called to order at 7:00 PM on September 23, 2019 at Diamond City by Andy.


Attendance


Arnie, Martin, Morris, Murray, Norm, Rae Lynne, Rob


Approval of Agenda


Approval of agenda as distributed. Moved Rob. Seconded Arnie.


Carried


Approval of Minutes


The minutes from June 3, 2019 were approved as amended. Moved Rob.


Seconded Arnie. Carried


New Business


Labor contract supply for Martin while he is on vacation or leaves will be handled by Reive Plumbing.


Discussions will be held in future to look into a new fee structure for new member additions. With increasing costs of new water license, construction/environmental costs and possible lack of government funding.


Motion – Set up committee to hire replacements for Rae Lynne and Marcella, also secure new office space. Moved Rob. Seconded Morris. Carried


Hiring committee – Andy, Dirk, Josh, Norm


Special Meeting Updates


When Wilde Brothers complete modeling it will be presented to AEP and Lethbridge County.


Blood Tribe was not initially part of modeling.


Co-op board will get briefed before modeling is forwarded to AEP.


Canada Summer Jobs Grant check is being forwarded to co-op.



Reports



Administration


Account balances August 31, 2019


o Current account — $283,148.35


o T bill savings — $302,970.98


o GIC — $200,000.00 Invested July 10, 2018,

                                2 year term


o July 10, 2019 GIC interest - $5,500.00



Motion ­­- The payment of outstanding invoices. Moved Arnie. Seconded Norm. Carried

Operations


It was suggested by Martin that the board look at correcting daily amount of water delivered to co-op customers, as of now stated to be 2160 liters/day.


Motion – We wish to amend co-op policy to reflect the actual delivered amount of water originally 500 imperial gallons day or 2273 liters day. Moved Norm. Seconded Arnie. Carried


Trimble mapping subscription renewal was paid to Cansel. Martin is still researching other mapping units that are suitable replacements.


Next general meeting November 4, 2019 at 7:00 PM.


Adjournment


Meeting was adjourned at 8:39 PM by Arnie.

Aug 2019 Meeting Minutes

LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP


BOARD MEETING


AUGUST 19, 2019


Opening


The regular meeting of the LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP was called to order at 7:00 PM on August 19, 2019 at Diamond City by Andy.


Attendance


Andy, Dirk, Earl, Josh, Martin, Murray, Rae Lynne, Rob


Approval of Agenda


Approval of agenda as distributed. Moved Earl. Seconded Dirk.


Carried


Approval of Minutes


The minutes from June 3, 2019 were approved as read. Moved Rob.


Seconded Dirk. Carried


New Business

  • October 15th deadline for Wilde Brothers to complete modeling.
  • Diamond City modeling is almost complete.
  • Boone vault issue was resolved with removal of 20 gal/min restrictor and installation of 40 gal/min unit.
  • No pressure sustaining valve was installed in Boone vault.
  • Marcella Klein has tendered her resignation for December 31, 2019.

Special Meeting Updates


Lethbridge County - AEP

  • Norm dropped off task force binder to Lethbridge County to be photo copied.


Discussions on how to handle fees for new members going forward after co-op issues are resolved. Tabled and will be placed on next agenda for 

discussion.


Board decided that going forward all decisions/changes to operation of co-op will be filtered first through AEP before sign-off by co-op board.


Canada Summer Jobs Grant Program summer hires were deemed a success.


Reports



Administration


Account balances July 31, 2019


o Current account — $324,150.14


o T bill savings — $302,734.17


o GIC — $200,000.00 Invested July 10, 2018,

                                2 year term


o July 10, 2019 GIC interest - $5,500.00


Oversize pipe payment of $63,563.50 Lethbridge County due August.


Reviewed 2019 budget YTD – 6 months.


In fall after crop is removed, one remaining delinquent account service will be removed.


Rae Lynne has tendered her resignation for December 31, 2019.


Motion ­­- The payment of outstanding invoices. Moved Dirk. Seconded Earl. Carried



Operations


Deer Run member requesting connection has been told not at this time.

Martin will get quotes from qualified plumbers for contract employee supply during his holiday/vacation leaves. Contract supply will be responsible repairs and maintenance of cisterns.



Martin feels co-op should start process of replacing Trimble mapping instrument. Possible replacement could be Aero 100 as used by Lethbridge County; Martin will get more information.



Martin presented quote from Alberta Water Exchange Inc. to purchase new water license. Board felt they should hold off until co-op modeling is complete.



Action Item: Andy will write letter to Chad Himmelspach of Alberta Water Exchange Inc. to request that water license purchase offer be held until after our co-op modeling is complete and that we are interested in 100 gross acre feet @ $8000.00 per acre feet.


County is researching acquiring 75 water units for Monarch.



Board discussed pulling extra water capacity to service extra units in Nobleford phase. Letters will be written to Anne Mitchell at Lethbridge County and also LNID. Meetings will be scheduled for LNCPWC, Lethbridge County and Nobleford.



Town on Nobleford water holdback is 20%.



Next board meeting September 23, 2019 at 7:00 PM.

Adjournment

Meeting was adjourned at 9:32 PM by Dirk.

June 2019 Meeting Minutes

LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP


BOARD MEETING - JUNE 3, 2019

Opening


The regular meeting of the LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP was called to order at 6:58 PM on June 3, 2019 at Diamond City by Andy.


Attendance


Andy, Arnie, Dirk, Earl, Josh, Martin, Murray, Rae Lynne, Rob


Approval of Agenda


Approval of agenda as distributed. Moved Arnie. Seconded Earl. Carried


Approval of Minutes


The minutes from May 6, 2019 were approved as amended. Moved Arnie. Seconded Rob. Carried


New Business


Legal advice in regards to historical contents of task force binder was put on hold.


Issue of three delinquent accounts: One paid in full, no further action will be taken. Two accounts were not paid in full by deadline; disconnections and removal of units will proceed. Engineers and AEP will be made aware of unit disconnections.


After discussions with Anne Mitchell CAO Lethbridge County, she recommended attending next council meeting (June 6, 2019) to explain issues LNCPWC is having. The board thought it necessary to have Norm at this meeting because he has studied contents of co-op task force binder. Also should co-op ask for assistance in paying for modeling of co-op and extra water license?


Co-op board members that met with MPE came away feeling that MPE believes that they fulfilled their obligations in regards to engineering during 

construction of water co-op.


Meeting with AEP:

  • Co-op may use any accredited engineer they choose.
  • AEP requested modeling for all phases.
  • Boone phase has been modeled AEP has modeling report.
  • Before Boone vault restrictor is changed AEP wants to see engineered plans of change.
  • Andy spoke with Rick Bacon at Lethbridge County and he wants to see pressure sustaining valve plus restrictor
  • AEP wants assurances that changing restrictor won’t cause issues upstream from Boone vault in Lethbridge County supply lines.
  • Donna McColl water administration officer with AEP stated she will help co-op navigate legislation to get back into compliance.

Rae Lynne read quote from Wilde Brothers Engineering to model all phases of co-op, exception being Boone phase as it was already completed. The quote states $40,000.00 with a 120 day completion deadline from date of quote.


ACTION ITEM: Andy will follow up with AEP to see if they will approve 120 day completion deadline.


Motion – Accept contract quote from Wilde Brothers Engineering to model and map entire co-op system for $40,000.00 (Forty Thousand Dollars Only). Moved Dirk. Seconded Earl.


Canada Summer Jobs Grant hired applicants have started work and are turning and also documenting location of curb stops. The two applicants will work thirty hours/week at fifteen dollars/hour each. Hired applicants that supplies transportation will be paid mileage. They will be under the direction of Martin.

Reports



Administration


Account balances May 31, 2019


o Current account — $314,395.20


o T bill savings — $302,333.59


o GIC — $200,000.00 Invested July 10, 2018, 

                                 2 year term


Motion ­­- The payment of outstanding invoices. Moved Arnie. Seconded Dirk. Carried



Operations


All co-op member reconnections have been completed from previous tampering events.



As stated in new business in regards to Boone restrictor/pressure sustaining valve, Martin is still trying to source two inch pressure sustaining valve.


Next general meeting August 19, 2019 at 7:00 PM.


Adjournment


Meeting was adjourned at 8:50 PM by Earl.

May 2019 Meeting Minutes

LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP


BOARD MEETING - MAY 6, 2019


Opening

The regular meeting of the LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP was called to order at 6:57 PM on May 6, 2019 at Diamond City by Andy.


Attendance


Andy, Arnie, Dirk, Earl, Frans, Josh, Martin, Morris, Murray, Norm, Rae Lynne, Rob


Approval of Agenda


Approval of agenda as distributed. Moved Rob. Seconded Dirk. Carried


Approval of Minutes


The minutes from February 11, 2019 were approved as distributed. Moved Morris. Seconded Norm. Carried


New Business


Three registered letters were sent to delinquent account holders. Two letters were signed for and one was marked return to sender.


Beginning of June disconnections will be initiated by co-op for above members.



Barry Way of Associated Engineering has forwarded file details requested by co-op of Little Bow phase to assist in modeling.

---SPECIAL MEETING UPDATE---

MPE UPDATE

  • Quote received from MPE to model all co-op phases in the amount of $50,000.00 (Fifty Thousand Dollars Only).

  • MPE guarantees that the co-op will be in compliance after completion of modeling.

  • Norm discussed his findings after studying LNCPWC project planning and construction binder that holds relevant documents of co-op starting April 2007. The opinion of Norm is co-op modeling should not proceed at this time and contract be tabled.

Motion – Table MPE modeling contract quote. Moved Earl. Seconded Rob. Carried.


Motion – Seek legal advice on historical contents of task force binder. Moved Earl. Seconded Norm. Carried.


ACTION ITEM: Andy will write draft letter to MPE, Lethbridge County, and AEP. Letter will be circulated to board members before forwarding.


COUNTY UPDATE

  • Anne Mitchell wants to schedule meeting with co-op, City of Lethbridge manager, and Lethbridge County.
  • Anne will schedule meeting with Lethbridge County council and co-op to discuss deficiencies and water license issues as brought forth by AEP.

AGM UPDATE


No discussions in regards to 2019 co-op AGM.



Reports



Administration


Account balances April 30, 2019


o Current account — $319,530.28


o T bill savings — $302,164.20


o GIC — $200,000.00 Invested July 10, 2018,

                                2 year term


Motion ­­- The payment of outstanding invoices. Moved Arnie. Seconded Rob. Carried

Operations


Two co-op member reconnections have been completed from previous tampering events.



Canada Job Grant:

  • Grant has been applied for.
  • Approved to hire two assistants.
  • Eight weeks of work
  • Federal funding of $15.00/hr.
  • Age range 15-30 years of age.


ACTION ITEM: Martin, Rae Lynne, Norm will hire two assistants for summer.

---EXECUTIVE ELECTIONS 2019---

                   2018                 2019

President          Andy Van Essen       Andy Van Essen

Vice-President     Rob Boras            Rob Boras

Treasurer          Dirk Van Der Kooij   Dirk Van Der Kooij

Secretary          Murray Kester        Murray Kester

All appointments were unanimous.



Next general meeting June 3, 2019 at 7:00 PM.

Adjournment


Meeting was adjourned at 9:50 PM by Earl.

March 2019 Meeting Minutes

LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP


BOARD MEETING - MARCH 18, 2019

Opening


The regular meeting of the LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP was called to order at 7:00 PM on March 18, 2019 at Diamond City by Andy.



Attendance


Andy, Arnie, Dirk, Earl, Frans, Martin, Murray, Norm, Rae Lynne



Approval of Agenda


Approval of agenda as distributed. Moved Arnie. Seconded Norm. Carried



Approval of Minutes


The minutes from February 11, 2019 were approved as distributed. Moved Earl. Seconded Frans. Carried



New Business


Diamond City pumphouse manifold – check valve repair not completed yet.



Three registered letters sent to delinquent member account holders; only one letter signed for as of today’s date.



Frans has stated his wish to retire from the board. Member Josh Groten has shown interest in letting his name stand as a replacement for Frans at the next co-op annual general meeting.

---UPDATE AEP/MPE/COUNTY MEETING---

Instantaneous water monitoring requirement was discussed e.g. Supervisory Control and Data Acquisition. It was brought to AEP attention that this requirement is onerous since there is lack of any existing instrumentation or power at vault locations and since flow restrictors are installed in vault locations isn’t this sufficient? AEP stated that this is a licensing requirement, although they would consider alternate monitoring methods.


Water licensing, volumes and unauthorized phases were discussed and how to best deal with these issues and bring them into compliance. Inconsistency was also noted between plans associated with water act authorization and those supplied by water co-op.


Acceptable water uses was discussed with some commercial/agricultural allowed, but industrial/oil field prohibited.


Lethbridge County stated that no additional license would be available for purchase from their existing capacity.


Items were addressed in regards to compliance letter from AEP to LNCPWC dated December 3, 2018. For more information please refer to section three of document from MPE “Minutes of Meeting #1 Project Scope Review”.


Draft response letter dated March 18, 2019 prepared by Martin to AEP questions will be edited then forwarded to AEP by March 31, 2019 deadline.


Reports



Administration


Account balances February 28,2019


o Current account — $298,049.56


o T bill savings — $301,831.25


o GIC — $200,000.00 Invested July 10, 2018,

                                 2 year term


Motion ­­- The payment of outstanding invoices. Moved Frans. Seconded Arnie. Carried


Draft budget was reviewed and amended.


Motion – To approve 2019 budget as presented. Moved Dirk. Seconded Norm. Carried


Darren Adamson from Avail will present financials at LNCPWC AGM.


ACTION ITEM: Murray will ask Roger Zeinstra to chair LNCPWC AGM.

Operations


Letter will be drafted and sent to Barry Way of Associated Engineering in regards to information on surveying of curb stops and valves were completed at time of Little Bow construction phase. Ref: Turin curb stops, valves etc. were never surveyed – permission requested to complete in 2019.



ACTION ITEM: Rae Lynne will write and submit letter to Barry Way of Associated Engineering requesting information.



Discussions on LNCPWC taking over co-op water licenses from county. Before co-op moves forward with transfer of license find out if there would be any additional hold backs or penalties when transferred.


Syncor has completed supply-install of three isolation valves in Boone vault area.



Next general meeting May 13, 2019 at 7:00 PM.

Adjournment


Meeting was adjourned at 9:45 PM by Earl.

February 2019 Meeting Minutes

LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP


BOARD MEETING - FEBRUARY 11, 2019


Opening


The regular meeting of the LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP was called to order at 7:05 PM on February 11, 2019 at Diamond City by Andy.


Attendance


Andy, Dirk, Earl, Frans, Martin, Murray, Norm, Rae Lynne, Rob


Approval of Agenda


Approval of agenda as distributed. Moved Earl. Seconded Frans. Carried


Approval of Minutes


The minutes from January 14, 2019 were approved as distributed. Moved Dirk. Seconded Earl. Carried


New Business


County Meeting Request Follow Up: Andy contacted Ann Mitchell of Lethbridge County on February 8, 2019, asking for update on meeting request (Re: letter issued to Lethbridge County on Jan 15/19). Ann was going to meet with City Manager on February 11, 2019, to discuss our situation (about extra water for the Co-op). There was no update from Ann at the time of the Co-op meeting. Rob questions what it will take to get action from Lethbridge County? Andy mentioned that discussions with Morris indicated that Ann was indeed working on things. There has also been no follow up from Rick Bacon at Lethbridge County.


ACTION ITEM: Andy will call Ann to see if she has any further information. If not, Andy will write another letter to County Council requesting to be added to their next agenda.


Weile Enterprises quote for instantaneous flow monitoring: Marty stated that Weile quote is the lowest based on his research. Approximately $40,500 plus gst for sensors at 11 water vaults, installed; plus a monthly data charge of $17.00 total.


Board decision on instantaneous flow monitoring will wait until after meeting with MPE, currently scheduled for February 19, 2019. Quotation from Weile Enterprises is good until February 28, 2019.


Boone modeling won’t be completed until at least February 18, 2019.


Cost to model: Picture Butte North, Diamond City, Boone, Nobleford, by Wilde Brothers Engineers will be $24,000.00.


Decision to model: Picture Butte North, Diamond City, Nobleford, will be tabled.

Reports

Administration


Account balances January 31, 2019


o Current accoun    t         — $236,481.93


o T bill savings                 — $301,678.58


o GIC                                — $200,000.00 Invested July 10, 2018 – 2-year term


Motion ­­— The payment of outstanding invoices. Moved Frans. Seconded Norm. Carried


Auditor ­­— Jordan Gunderson of Avail Accounting LLP, Fort Macleod office.


Annual General Meeting scheduled April 3, 2019, to be held in Diamond City.


Board discussed how to handle long standing delinquent accounts.


Motion – Letters will be written and delivered by registered mail to delinquent co-op members with net 90-day terms for repayment. Moved Frans. Seconded Rob. Carried


ACTION ITEM: Rae Lynne will draft letters requesting payment for overdue accounts.


Draft budget for 2019 was reviewed by board.



Operations


Place back on agenda for future consideration item number five as itemized in Martin’s operations report presented to board. Ref: Turin curb stops, valves etc. were never surveyed – 

permission requested to complete in 2019.


Diamond City pump manifold/check valve leak repair cost $1500.00 to $2000.00. Reive Plumbing is manufacturing new manifold.


Syncor is quoting supply-install of three isolation valves in Boone vault area.


Next general meeting March 18, 2019 at 7:00 PM.

Adjournment


Meeting was adjourned at 10:00 PM by Dirk.

January 2019 Meeting Minutes

LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP


BOARD MEETING - JANUARY 14, 2019

Opening


The regular meeting of the LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP was called to order at 7:00 PM on January 14, 2019 at Diamond City by Andy.


Attendance


Andy, Arnie, Dirk, Earl, Martin, Morris, Murray, Norm, Rae Lynne, Rob


Attendance – Guests/Retired Board Members


Bill Hamman, David Oseen, Larry Peterson, Mark Osaka, Richard Papworth



Approval of Agenda


Approval of agenda as distributed. Moved Earl. Seconded Dirk. Carried


Approval of Minutes


The minutes from November 12, 2018 were approved as distributed. Moved Norm. Seconded Earl. Carried


New Business


County meeting update:


o Water rate:


                    o 2018 - $1.14 m3


                    o 2019 - $1.17 m3


o Letter requesting information in regards to water license deficiencies along with supporting documentation will be written and forwarded to appropriate departments and personnel within Lethbridge County; this is at the request of Rick Bacon, Director of Municipal Services.


Martin presented a power point timeline in regards to deficiencies brought forward by AEP. Presentation explained steps that have been completed and what needs to be done to bring co-op into compliance.


Contact with Dennis Shigematsu will be initiated immediately for any help resolving issues.


ACTION ITEM: Andy will forward a letter to Lethbridge County council as soon as possible to inform council of issues and requesting help in resolving deficiencies with co-op.


MPE meeting:


o Gerald Veldman of MPE offered help in regards to compliance of co-op with AEP.


o Help would be done at fair price to co-op.


o MPE believes they have a good relationship with AEP and will deal directly with them to resolve issues.


Motion — Send list of deficiencies and request quote from MPE for help investigating and resolving issues with AEP. Moved Rob. Seconded Dirk. Carried


ACTION ITEM: Andy will draft letter which requests a quotation from MPE to help resolve co-op non-compliance with AEP; as follows timeline to complete, cost and solutions.


Motion — To move meeting into camera. Moved Dirk. Seconded Morris. Carried


Correspondence discussed.


Motion — To move meeting out of camera. Moved Dirk. Seconded Rob. Carried


Reports


Administration


Rae Lynne presented to the board her administration report as of January 14, 2019


Account balances December 31, 2018



o Current account — $205,275.29


o T bill savings — $301,509.69


o GIC — $200,000.00 Invested July 10, 2018 – 2-year term

Motion ­­— The payment of outstanding invoices. Moved Dirk. Seconded Arnie. Carried


Annual budget to be presented at next general meeting.


Budget meeting will be held at Dirk’s on January 28, 2019 @ 1:30 PM


Blood Tribe water units meeting will be held January 18, 2019 and will be attended by Dirk and Martin



Operations


January 2, 2019 @ 1:30 AM, Martin reported a 40 psi drop in pressure which didn’t go to zero pressure. By 5:45 AM of the same day pressure had returned to normal.


RCMP can press charges for tampering/theft but only AHS can investigate incidences on residential premises.


ACTION ITEM: Martin will investigate instantaneous flow monitoring devices as requested by AEP. Quotes will be gathered from three manufacturers and reported back to board.


Seventy-seven security devices installed with six more installations nearing completion.


Mel Koehler of AEP has been made aware of listening device purchase by co-op as requested.


Next general meeting February 11, 2019 @ 7:00 PM.

Adjournment


Meeting was adjourned at 9:45 PM by Earl.

November 2018 Meeting Minutes

LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP


BOARD MEETING


NOVEMBER 12, 2018


Opening


The regular meeting of the LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP was called to order by Andy, at 7:00 PM on November 12, 2018 at the Diamond City Hall.


Attendance


Andy, Arnie, Dirk, Earl, Frans, Martin, Morris, Murray, Norm, Rae Lynne, Rob


Approval of Agenda


Approval of agenda as distributed. Moved Arnie. Seconded Frans. Carried


Approval of Minutes


The minutes from Sept 10, 2018 were approved as distributed. Moved Norm. Seconded Dirk. Carried


New Business


Water agreement between Lethbridge County and Lethbridge North County Potable Water Co-op Ltd. has been given the okay by North and Company LLP to sign.


Draft newsletter was presented to board by Rae Lynne and given go ahead for circulation.


Rae Lynne sent letter to Fifth on Fifth Youth Services in Lethbridge inquiring about hired help to assist Martin.


Craig Praskach at Lethbridge County will supply relief help for Martin when needed.


Meeting with Mel Koehler who is employed as environmental protection officer Alberta Environment.


Following items discussed:


To catch tampering or line leaks the County has a listening device.


• Anti-theft devices are 42 percent installed within cisterns in the Boon vault areas.


• Diversion licenses needed from County and other information such as flow rates before meeting with Donna McColl director with Alberta Environment.


• Restrictors within vaults for ongoing water flow monitoring instead of full SCADA system to save on capital costs.


ACTION ITEM: Organize a meeting with Anne Mitchell of Lethbridge County to discuss requests of LNCPWC made by Alberta Environment.


Motion — To move meeting into camera. Moved Arnie. Seconded Rob. Carried


Correspondence discussed.


Motion — To move meeting out of camera. Moved Dirk Seconded Rob. Carried


Motion — Board will follow through on policy of theft and tampering. Moved Morris. Seconded Frans. Carried

Administration


Rae Lynne presented to the board her administration report as of November 12, 2018


Account balances October 31, 2018



o Current account — $205,275.29


o T bill savings — $301,177.73


o GIC — $200,000.00 Invested July 10, 2018 – 2 year term



Motion ­­— The payment of outstanding invoices. Moved Arnie. Seconded Dirk. Carried



Blood Tribe has submitted contract to LNCPWC to sign in regards to water units they have purchased. The board will schedule further discussions with Blood Tribe in regards to contract.



Third quarter budget review as of September 2018 was presented to board.



Operations


Martin requested computer modeling of Boon and Diamond City areas using Wilde Brothers Engineering. Boon vault area needs to be done ASAP.


Motion — Permission granted to computer model Boon vault area. Moved Arnie. Seconded Dirk. Carried


Next general meeting January 14, 2019 @ 7:00 PM.

Adjournment


Meeting was adjourned at 9:30 PM by Morris.

September 2018 Meeting Minutes

LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP


BOARD MEETING


SEPTEMBER 10, 2018


Opening


The regular meeting of the LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP was called to order at 7:00 PM on SEPTEMBER 10, 2018 at the Diamond City Hall by Andy.


Attendance


Dirk, Earl, Martin, Morris, Murray, Norm, Rae Lynne, Rob


Approval of Agenda


Approval of agenda as distributed. Moved Morris. Seconded Earl. Carried


Approval of Minutes


The minutes from July 9, 2018 were approved as distributed. Moved Norm. Seconded Dirk. Carried


New Business


Motion ­— To move meeting into camera. Moved Morris. Seconded Dirk. Carried


Correspondence discussed.


Motion — To move meeting out of camera. Moved Dirk. Seconded Rob. Carried


WATER THEFT POLICY:


Motion — If caught stealing water from co-op infrastructure fines of $5000.00 will be applied; with possible termination of water service. Moved Rob. Seconded Earl. Unanimously 

carried


Letter and invoice will be forwarded to individuals.


Andy discussed the issue of handling reviews of business operations and administration; further should the board be looking at producing a governance manual?

Operations


ACTION ITEM: Martin will deliver draft water agreement to lawyer for clarification before next board meeting.


Martin presented his operations report for July-August, 2018.


Martin discussed the need while he is away for vacation/training a replacement since Ken Vanden Broek is wishing to step away from his position with the co-op. Options were discussed and possibly seeing if Ken would stay on for the fall to help Martin while he is away.


ACTION ITEM: The board will find on call employee to help Martin while on vacation/training leaves to handle locates, inspections and light repairs before next summer.


Wilde Brothers Engineering is quoting computer modeling of co-op distribution system for any future planning of extensions to water co-op as requested by Alberta Environment.

Administration


Rae Lynne presented to the board her administration report as of September 10, 2018


Account balances August 31, 2018:


Current account — $173,446.26


o T bill savings — $300,845.89


o GIC — $200,000.00 Invested July 10, 2018 by Andy/Arnie


Motion ­­— The payment of outstanding invoices. Moved Dirk. Seconded Norm. Carried



ACTION ITEM: Rae Lynne will publish a newsletter by November 12 to be approved at next board meeting for distribution to co-op members.



Next general meeting November 12, 2018 @ 7:00 PM.


Adjournment


Meeting was adjourned at 9:10 PM by Norm.

July 2018 Meeting Minutes

LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP


BOARD MEETING


JULY 9, 2018

Opening

The regular meeting of the LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP was called to order at 7:02 PM on July 9, 2018 at Diamond City by Andy.


Attendance

Arnie, Dirk, Earl, Frans, Martin, Murray, Norm, Rae Lynne, Rob


Approval of Agenda

Approval of agenda as distributed. Moved Arnie. Seconded Rob. Carried


Approval of Minutes

The minutes from May 14, 2018 were approved as distributed. Moved Dirk. Seconded Norm. Carried


New Business

Hank Klok submitted quote to supply riser guards: $320.00 — Small

                                                                                 $415.00 — Large


To show appreciation to retired board members jackets were purchased for years of service to LNCPWC and will be presented to Jack, Larry, Richard.


Motion — Invest $200,000.00 into a GIC for 2 year at a rate of 2.75%. Moved Rob. Seconded Norm. Carried


Oldman Watershed Council forwarded thank you to LNCPWC for donation.


Reports


Operations


Draft water agreement between Lethbridge County and LNCPWC was returned by lawyer with some interpretation questions in regards to clauses within the agreement. For the sake of clarity and due diligence the board is returning the draft agreement to lawyer for consultation before sign off.


ACTION ITEM: Martin will deliver draft water agreement to lawyer for clarification before next board meeting.


Diamond City pumps were inspected and passed. Inspections will proceed annually.


Martin discussed the possible reasons for water line depressurization and hence boil water order for members in the Boon vault area. Investigations are still on going.


Motion — The following supersedes and is retroactive to all tampering policies of Lethbridge North County Potable Water Co-op Limited and is as follows:

  • First offence – Six-month termination of tampered water unit/units in addition to a fine of $500.00 per first tampered unit and $1000.00 per each following tampered unit held by member; plus administration costs and costs of water used, at discretion of board in concert with Lethbridge North County Potable Water Co-op Limited policy.

  • Second offence — Permanent termination of water unit/units at affected locations and removal of curb stop at members expense along with possible loss of membership.

Moved Arnie. Seconded Rob. Unanimously carried


Administration


Rae Lynne presented to the board LNCPWC year to date budget numbers.


Account balances June 30, 2018


      o Current account — $394,498.66

      o T bill savings — $300,560.10


Motion ­­— The payment of outstanding invoices. Moved Dirk. Seconded Earl. Carried


Next general meeting September 10, 2018 @ 7:00 PM.


Adjournment

Meeting was adjourned at 8:55 PM by Earl.

May 2018 Meeting Minutes

LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP


BOARD MEETING


MAY 14, 2018

Opening

The regular meeting of the LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP was called to order at 7:02 PM on May 14, 2018 at Diamond City by Arnie.


Attendance

Andy, Dirk, Frans, Martin, Morris, Murray, Norm, Rae Lynne, Rob


Approval of Agenda

Approval of agenda as distributed. Moved Rob. Seconded Andy. Carried


Approval of Minutes

The minutes from March 12, 2018 were approved as distributed. Moved Morris. Seconded Norm. Carried


New Business

Transactional sale of water unit between two active members is completed. Ref: March 12, 2018 meeting minutes.

The board discussed ways to handle gifts to departing board members.

Motion — Award past or retiring board members their choice of a jacket or gift card with a value capped at $300.00. Moved Rob. Seconded Frans. Carried


Reports


Operations


Martin presented to the board an updated draft copy of water agreement between Lethbridge County and Lethbridge North County Potable Water Co-op for review.


ACTION ITEM: Martin will deliver draft water agreement for contract review to North & Company LLP before next regular board 

meeting in July.


The issue of missing pipeline signage and protective cages marking co-op assets was raised.


ACTION ITEM: Martin will look into signage and cage replacement as deficiencies are recognized.


Administration


Account balances December 31, 2017


         o Current account — $260,486.12

         o T bill savings — $300,359.10

         o GIC Savings — $100,000.00 comes to term May 1, 2018


Motion — Reinvest $200,000 into GIC from operating account for one-year term. Moved Norm. Seconded Dirk. Carried

A request was received to become a member of the “Oldman Watershed Council”.


Motion — LNCPWC will donate $1000 to the Oldman Watershed Council. Moved Frans. Seconded Rob. Carried


Motion ­­— The payment of outstanding invoices. Moved Frans. Seconded Morris. Carried


Executive Elections


Meeting was turned over to Martin for 2018 executive elections.

Executive Position                2017                  2018

-

President                                 Arnie                 Andy Van Essen

Vice President                         Rob                  Rob Boras

Treasurer                                 Dirk                  Dirk  Van Der Kooij

Secretary Murray Murray Kester 

Next regular board meeting date - Monday, July 9, 2018.


Adjournment

Meeting was adjourned at 9:00 PM by Frans.

March 2018 Meeting Minutes

LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP


BOARD MEETING - MARCH 12, 2018

Opening

The regular meeting of the LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP was called to order at 7:04 PM on March 12, 2018 at Diamond City by Arnie.


Attendance

Dirk, Earl, Frans, Jack, Martin, Murray, Norm, Rae Lynne


Approval of Agenda

Approval of agenda as distributed. Moved Frans. Seconded Norm. Carried


Approval of Minutes

The minutes from January 8, 2018 were approved as amended. Moved Jack. Seconded Dirk. Carried


New Business

No new business


Reports


Operations


Proposal was brought to board regarding a transactional sale between two active members of the water co-op. Sale involves party A selling one of his idle water units to party B without gain or loss on the aforementioned idle water unit. After discussion, the board decided to allow this sale to progress without influence, although it should be recognized that per: “LETHBRIDGE NORTH COUNTY POTABLE WATER CO-OP POLICY HAND BOOK”, the Co-op always at its discretion holds first right of refusal to purchase of all or any water units between active members. Transfer sales are ALWAYS subject to a $250.00 administration fee as per the bylaws of Co-op as outlined in LNCPWC Policy Hand Book: “SCHEDULE E ----- GENERAL POLICIES”.


Motion­ — Approve the above transactional sale as presented to board. Moved Norm. Seconded Jack. Carried


Administration


Account balances February 28, 2018


o Current account — $326,213.68

o T bill savings — $200,199.45

o Capital Reserve — $100,000.00


Motion ­­— The payment of outstanding invoices. Moved Frans. Seconded Earl. Carried


New website address: lncpwc.com

Budget 2018


Draft 2018 budget was presented and discussed by board.


Employees excused themselves from board meeting; wage compensation was discussed by the board.


Motion — Operations position shall of the following anniversaries; April 1, 2018 receive a wage increase of 5.50% per annum and September 1, 2018 receive one extra week of vacation. Moved Norm. Seconded Frans. Carried


Motion — Administration position shall receive an increase of 4.76% in hourly contracted wage commencing April 1, 2018. Moved Jack. Seconded Dirk. Carried


Motion — Approve amended 2018 budget with payroll changes. Moved Dirk. Seconded Earl. Carried


Annual General Meeting


Member terms expiring 2018 – Frans

                                                  Jack

                                                  Norm


Directors are three-year terms.


Motion — Reduce LNCPWC sitting board members to nine. Moved Frans. Seconded Earl. Carried


Information only:


Member terms expiring 2019 – Dirk

                                                  Earl

                                                  Larry


Member terms expiring 2020 – Andy

                                                  Arnie

                                                  Murray

                                                  Rob


Approach Roger Zeinstra to chair annual general meeting.