01/12/2023
Members Present: Ross, Javier, David, Randy and Robert.
-All hydrants have been changed as of today, Thursday 1/12/2023. All valves will be tested beginning in February. The Board is currently considering installing a Natural Gas generator as a backup for our wells.
-We received notification on December 15th, 2022 to relocate our main office within 90 days. The board is scheduled to meet with our bookkeeper by 01/20/23 to review the following: Reasons for relocation, discuss options for relocation, consolidate all files for Rio Manor Water Company and provide the President/Treasurer/Secretary with access to all Documents/Files/Passwords/keys Pertaining to our Company.
-By 3/1/2023, Javier will be added to accounts in order to be able to sign checks and fulfill his duties as the Treasurer.
-The Rio Manor Water Company website is now live and will be updated regularly. Ross, David and Javier were provided computers to help manage the day to day operations of the company.
-In order to set up a Annual Meeting date, in accordance with our bylaws, all financials for 2022 must be completed by 02/01/2023. We will require an up to date list of all share holders and signed proxies from the last annual meeting form our bookkeeper. Once this has been completed, Ross will set up a date with the local neighborhood church to hold the next annual meeting. Robert will print out and provide new blank proxies.
02/16/2023
Members Present: Ross, David, Mario, Randy and Robert.
-The next annual meeting is set for 3/23/23 at 6pm at Nueva Jerusalem Church 144 Prinston Ave, Oxnard
-Pamela supplied the financials from 2022 in order for the board to be able to schedule the annual meeting and print out the proxies need for the By-law changes. Robert will be providing the proxies and meeting notices needed to inform the residences.
-Pamela will be providing the board members with an updated list of signed proxies and renters/owners in order to go door to door and obtain proxies needed to update the by-laws.
-The new office address is 4401 E. Vinyard Ave, Oxnard
-Valves will be exercised over the next few months to validate they are in working order.
-The lawyer on retainer for Rio Maner will be addressing the case Coalition vs Fox Canyon ground water management agency.
-The Board is working on a step-by-step plan on how to attain a generator in the case of an emergency while saving/planning to install a permanent generator.
03/23/2023 Annual Meeting
Members Present: Ross, Javier, David, Mario, Randy and Robert
-Proxies counted 154. Rio Manor Water Company has officially made quorum. Javier motioned to adopt the Bylaws as presented. Randy seconded. By 07/01/2023 the Bylaws will be officially live with all changes completed. Vote was unanimous 5/0.
-A question and answer page was requested to be available on our website. The Board will be looking into the ability to add this to the website ASAP.
-All valves and hydrants have been exercised and are in proper working order.
-A request was made for the Presidents phone number to be available on the website and has been added to his profile on the Board member tab.
-A tree hit the hydro tank on Saint Mary’s Dr. and is currently under repairs.
05/18/23
Members Present: Ross, Javier, David, Mario, Randy and Robert
-Rio Manor Water company will be representing all shareholders in the Adjudication/Lawsuit. We have agreed on being represented by Musick Peeler. Musick Peeler has represented other Water companies with similar issues we are facing. We are also attempting to join with other Water companies to help share the financial burden. A letter will be sent out to all shareholders regarding this issue and future costs associated with it.
-We have received a quote to have a back up natural gas generator installed per city requirments. There are still things to be worked out but we will have the generator installed within the required time frame dictated by the state.
- New state requirements have been issued to have all lines underground up to the customers home inspected for Lead/galvanized steel. By 10/16/24 RMWC needs create a plan to replace all lead/galvanized steel piping found. After 10/16/24 RMWC needs to show steady progress on repairs made.
-As of 6/7/23 Pamela is no longer the Bookkeeper for RMWC. For the time being, if you have questions Please call our President of RMWC Ross Peterson 805-290-5971. We will be setting up a new phone number to call with questions shortly and our new Bookkeeper is named Dawn Chase.
07/24/23
Members Present: Ross, Javier, David, Mario, Randy and Robert
-Randy will be stepping down as a member of the water board.
-The Board has voted to adjust the current water rates to account for future work required by the state and other financial needs of the company. Information regarding these changes will be sent out by mail with the next water bill.
-RMWC has a new phone number: 805-364-4931.
-RMWC is unable to login to the program used to connect with our meter reading equipment. There is a temporary work around that will give us the ability to still obtain accurate readings, but are currently in progress of working on a permanent solution.
08/30/23
Members Present: Ross, Javier, David, Mario, and Robert
-A leak was identified on our facilities near 395 Stanford Ave and arrangements have been made to address the issue on 08/31/23.
-RMWC has been approved for reduced monitoring from monthly to quarterly regarding Bac-T testing in wells 1 and 3.
-Dawn will be creating an up-to-date share holders list ASAP.
-Due to Randy stepping down as a board member, we are actively looking for a new member. If interested feel free to reach out.
-The board discussed and voted on all the changes for the new Bylaws. Once the changes have been made, the website will be updated with the final document.
-Next meeting will be held on 09/27/23.
09/27/23
Members Present: Ross, David, Mario, and Robert
-Per Deim sheets have been provided to account for Board members attending monthly meetings.
-Discussed bills/statements regarding commercial properties.
-Robert will consult with our attorney regarding verbiage changes in the Bi-laws for section 4.1.2.
-Ventura County required RMMWC to calibrate our water meter. Edison provided a free test to calculate the electricity required to generate our hydrant flow. Our hydrants can produce 1000gpm at 75psi and passed all inspections.
-Next meeting will be held on 10/19/23.
10/19/23
Members Present: Ross, David, Mario, and Robert
-We received the Bylaw amendment suggested by our Lawyer. All board members present voted in favor of the amendment for 4.1.2, 3/0/1. Robert will be sending the board members an email with the finalized copy of the new Bylaws ASAP. After receiving the new Bylaws i will be updating the site.
-The meter reading system is now fully operational.
-Board members are now considered Employees of RMMWC.
-The next paperwork project will be to completely update all stock certificates.
-In the next week Robert will be submitting a request to the city to start the prosses of installing a natural gas generator per city requirements.
11/09/23
Members Present: Ross, Javier, Mario and Robert
-Robert has submitted the permit request for the natural gas generator.
-The state has rescinded the lead service audit criteria.
-Robert is currently looking for a new CPA to meet the RMMWC needs.
-Next meeting will be held on 12/21/23
12/21/23
Members Present: Ross, David, Mario, Javier, Dawn and Robert
-The Bylaws have been officially completed, signed and active. We will be updating them on the website ASAP.
-2024 Profit and Loss budget has been reviewed and appropriately finances the future needs of RMMWC. 4/4 voted to adopt the new budget with discussed adjustments.
-The state has required for mutual water companies to have an emergency fund in reserve to support 18 months of financial obligations and we are making steps towards accomplishing this.
-The generator permit request was submitted last month and has been returned with requests for addition schematics and to have the land surveyed. Robert is currently completing these steps. Robert has submitted a request for a grant to help with the cost of this project.
-Effective 01/01/27 the city is requiring RMMWC to have an intertie to a county of Oxnard water source. Robert has submitted a request for a grant to help with the cost of this project.
01/24/2024
Members Present: Ross, David, Mario, Javier, Dawn, Robert, Matt Mcadoo and potential new member Juanita.
-Roberts company has been purchased by Matt Mcadoo. Over the next month Robert will be catching Matt up to speed on RMMWC business and will be fully transitioned by March 1st.
-As discussed last meeting, the land we will be installing the Natural Gas generator on needed to be surveyed per city request. This has been completed. The property lines do not match our records and we will be getting a second opinion before taking next steps regarding the property lines.
-UA Bank is willing to extend us the line of credit we have been looking for with a few stipulations. The board has voted on this, and we will be moving forward with this option. UA bank has been purchased by Pacific Western Bank.
-RMMWC has acquired a new CPA, Lindsey and Company. We have been without a CPA since changing bookkeepers causing our annual financials to be completed later than expected. Due to this we will have to postpone the annual meeting. I will be updating the website when a date has been confirmed.
-An electrical Engineer has completed mapping out plans for the NG generator.
-The Led survey that requires us to identify any Led lines in our system is due by October 2024. Steps are being taken to complete this.
-Our maintenance team is starting the annual process of exercising all valves/hydrants and will be updating us on their progress.
-On February 1st a Capital Development Plan will be presented to us. We will receive a grant to help put this plan in place.
Next meeting date is 02/21/24.
02/21/24 6:10 PM
Members present: Ross, David, Mario, Juanita, Robert, Dawn and Matt
-RMMWC is officially representing all shareholders regarding the adjudication.
-The Fiscal management plan is under way and step one has been completed. 1-Create a Capital improvement Plan (Completed). 2- Create Financial/Fiscal Policies (In progress). 3- Create an Emergency disaster plan.
-We have completed a second survey for the land that Well 3’s pump sits on. This was preparation for the natural gas generator we will be installing in the near future.
-Robert was able to get a second quote from an Electrical engineer to create the plans for the NG generator. The Board has accepted this offer.
-Starting the second week of March we will be going through the annual process of exercising all valves in the system and addressing any issues.
Next meeting will be 03/20/24
03/20/24 6:00 PM
Members present: Ross, David, Mario, Juanita, Robert, Dawn and Matt
-Lead survey update:115 meters/service connections have been inspected with no issues.
-Generators are in place to sustain water facilities during the power outage scheduled on 03/21/24.
-The annual process of exercising all valves was postponed in order to start the Lead survey. We are projected to start exercising valves on the second week in April.
-Robert covered the official Capital improvement plan, Emergency Response plan and the financial policies created to best support our company’s future. All three were voted/accepted by the Board. Once digital copies have been received, they will be added to the website.
-The company’s reserves will now be divided into 3 different accounts to designated what they can be used for. 1-1015 standard maintenance 2- 1020 Emergency funds 3-1025 Capital improvement funds.
-Covered P&L: February +$12,520.56
-The Annual meeting has been postponed to possibly June due to not having the financials to properly conduct the meeting. We do not have our financials on time due to losing our CPA. We have recently obtained a new CPA and are in process of getting what we need.
Next meeting 04/30/24
04/30/24 6PM
Members present: Ross, David, Javier, Mario, Juanita, Dawn and Matt
-150 Led/Copper audits completed with no notable issues.
-Exercising valves will start approximately 06/01/24 due to making the Led/Copper audits priority.
-The State has required a backflow specialist for every mutual water company. Matt will have 2 employees trained over the next few months to be in compliance with this.
-Dawn covered the P&L with no notable issues.
Next meeting 05/20/24
5/20/24 6PM
Members present: Ross, Javier, Mario, Dawn and Matt
-Generator and switch gear has arrived at Quinn and they are waiting for a date to install.
-Heather has informed us the Electrical Engineer will have his report completed by weeks end and the Mechanical Engineer will also be done by weeks end. Once those reports are sent to her, she will submit for the permit.
-Dawn and Jim are going on vacation from 5/21/24 - 6/1/24. In their absence Matt and Gerrett will be taking over phone duties and operations.
-Lead audit is projected to be completed by the next meeting.
-Covered P&L and Balance sheet. No notable issues.
6/27/24 7PM
Members present: Ross, David, Mario, Dawn and Matt
-Valves have not been exercised and Lead audit is close to being completed.
-Covered P&L. Nothing of Note.
-The Compressor at well 3 died. We currently have a temporary compressor in place until our permanent replacement arrives.
-We will be taking next steps to Insall the Natural Gas generator by requesting SoCalGas to install a service and gas meter.
Next meeting 7/23/24 @ 7PM
7/23/24 7PM
Members present: Ross, David, Javier, Dawn and Robert
-The land survey issue is projected to have a resolution by the next meeting.
-We have approved the Mechanical engineer’s proposal to complete the required schematics needed to complete the natural gas generator installation.
-Robert will be submitting the request to SoCalGas for our service ASAP.
-Robert will be following up on or line of credit/new account with BANC of California.
-Covered P&L and balance sheets with no notable issues.
Next meeting date 8/22/24 at 7PM
08/22/2024 7PM
Members present: Ross, David, Mario, Juanita, Matt
-Covered P&L and balance sheets with no notable issues.
-Gerret will be assuming Maintenance for RMMWC operations.
-The annual Meeting is still postponed due to issues finding a new CPA and getting together all appropriate information for our annual water board meeting.
-The physical portion of the Led and copper survey has been completed with no issues found. Matt is currently completing the paperwork portion.
Next meeting 09/25/2024
09/25/2024 7PM
Members present: Ross, David, Mario, Juanita, Dawn and Matt
-Covered P&L and balance sheet with no notable issues.
-Over flow Cash will be moved from 1015 to 1035 to assist with the cost of the Natural Gas Generator.
-Dawn will be updating 5016 & 5090 on the Balance sheet to better reflect our day-to-day operations.
Next meeting 10/23/2024
10/23/24 7PM
Members present: Ross, Mario, Juanita, Dawn and Robert
-Property line issues still under review.
-Discussed upgrade to water service to accommodate an ADU being installed on a property.
-After receiving the quote from Socalgas to install the service needed to run the NG Generator we have identified the need to obtain a loan to help with the cost. Ross and Dawn will be facilitating this.
-We discussed all late payments over the last month.
Next meeting 11/20/24
11/20/2024 7pm
Members present: Ross, Mario, Juanita, Matt, Dawn and Robert
-Covered P&L and balance sheet with no notable issues.
-Property line issues still under review and discussed.
-Robert presented the board with loan options regarding the NG generator.
Next meeting TBD
12/11/24 7:01-7:45PM
Members present: Ross, David, Javier, Juanita, Matt, Dawn, Jim and Robert
-Covered financials and 2025 budget proposal.
David motioned to accept the 2025 budget, Juanita 2nd and all others voted to accept the budget proposal.
Javier motioned to accept the new rate structure and shareholder notice, Juanita 2nd and all others voted to accept the new rate structure/shareholder notice.
-Discussed the progress on the Natural Gas Generator project. There are no hard dates but we have been assured we are on track. On 12/12/24 Dawn will be completing the documentation for the loan required to complete this project. Once the loan officer receives the completed document, Javier, Ross and I will sign it.
-Discussed meter access issues.
Executive Session 7:45-7:55PM
-Potential litigation: Lot line adjustment.
Next meeting 01/22/2025 7PM