Lake Wenatchee Water District
Commissioners Meeting
April 19, 2012
at Station 9 Fire House
Present: Bruce Harris, Commissioner
Bonnie Klasell, Commissioner-Elect
Absent: Landis Bohn, Karen Dickinson (clerk)
Also present: Joanne Fountain, Rod Fountain, Barb Harris, John Klasell, Karen Kornher, RH2
Meeting was called to order at 10am by Commissioner Harris
Swearing in of Commissioner
Bonnie Klasell was sworn in as Commissioner #2, to replace position vacated by Paul Shielke. Supporting documents signed.
Engineering Review – Karen Korhner
Contract Amendments – as work progresses, we will continue to receive amendments to cover work for projects/expenditures, all that fall within the DWSRF funding. Contract Amendment #1 is partially completed, there is about $16,000 left to do (Mountain Park Well/Testing, Tank Site Selection). Any money not spent reverts back to budget to be spent on other projects. Contract Amendment #2 is for Tank Site location/development, 4th well testing/development on Brown Road, and some survey cost for $68,989. Contract was accepted and signed.
ERUs – we need an absolute number of actual households drawing water in the system, and a final list of the parcels that have opted out of the LID. This number is crucial for establishing capacity of our system, and will determine the need for the 4th well. Karen K. believes, based on our conversation, if our ERUs are over 129, we will need the 4th well.
Brown Road Well/Mountain Park Well – Commissioner Klasell stated that she had a conversation with Karen D. that there might be owners outside the LID on Brown Road receptive to allowing LWWD to use their well. Discussion on how to approach the owners and what is reasonable to offer. Mark Peterson (LWWD counsel) has advised the commissioners that it’s better to give owners payment, rather than credit. Discussion continued as to how to pay for it. The DWSRF scope of work includes development of 2 additional wells, but the budget doesn’t show an amount for that. Karen K. feels it will have to come out of the construction portion of the budget or the contingency portion. The decision was made for Karen D and/or Commissioner Klasell to approach the Brown Road owners next week, and if they are interested, then test their wells by May 1st – Karen K. needs a firm commitment by May 15th in order to start the design process. Commissioner Harris will contact owners in Mountain Park.
Schedule/Alternative Project list – Karen K. really stressed how important our schedule is, and that she will need to push us to stay on track for completion. The survey needs to be done by end of June; we need to place the ad next week for surveyors. In addition, we need to make firm decisions on what is to be completed in phase 1 of the project. Karen K. asked if there are areas to avoid replacing pipes to save funds, and move them to phase 2, we would want to do that. WPWUA pipes were installed in the 70s, with glued joints, 4” PVC, not schedule 80 …whereas there are sections of LWWUA that have newly installed pipes (within the past 3-4 years) and perhaps there are areas of pipes that won’t need replacement. Commissioner Harris will contact Cleve Borth (LWWU president) as to what portion of their system has new pipes and share that information with Karen K. The commissioners decided that engineering will be done for both phase 1 and phase 2 and if the bids come in under budget, then we will put in the secondary items into phase 1 construction.
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Storage Tank – access for construction and maintenance will be needed; we will need either an easement or permission to cross private property. Commissioner Klasell motioned that we contact the owner for easement, Commissioner Harris seconded, motion passed It was decided that Commissioner Bohn should contact the owner and see if he would be willing to negotiate with us. If he is unable, then Commissioner Klasell will contact the owner. The owner can contact Karen K if he needs specific information on what would be required for this road. Karen K. said we do have other alternatives; we can try to access though USFS land as they would have to grant us access because it’s a life/safety issue, or we could move the reservoir, or reconfigure the zones, or build a tower – but access through the private property would be the most economical. Commissioner Harris said currently WPWUA has access to a road through USFS land under their permit with the forest service, so that it might be possible to expand the use of that road under the new permit.
Easements – other easements will be required on private properties in LWWU for the main pipe, so Commissioner Harris will ask Cleve Borth for assistance with that.
FS Permit Process
Commissioner Harris met with Amelia Anthony of the Leavenworth Forest Service office; we (LWWD) are on their calendar for processing our new (or revised) permit for the new 180K tank. The permit process has been revised since 2003 when WPWU received their permit, and the new permit requirements now include a PUBLIC review and comment period of a minimum of 2 ½ months after initial Forest Service review. We have to make the determination of our tank location and easements prior to completing the permit application. Once they receive our new permit, it should be processed this summer/fall as agreed to via Paul’s meetings. Commissioner Harris has sent her an email to confirm this, but hasn’t heard back yet.
Transfer Documents/Process
Asset Evaluations – Karen K has asked Dan Bannier to review what has been submitted and determine values. Commissioner Klasell will follow up with him as well.
Transfer Procedure/Deadlines – Ad will be placed next week for a system operator, and once we interview/hire said person, we should be able to take over operations of all systems. Commissioner Klasell mentioned that we will need to have rates/procedural manual in place prior as well. We discussed asking each water group for volunteers to form a committee under a specific commissioner to create procedure/policy manual. It would be a tremendous help to the commissioners to share the workload. As far as the legalities, Mark Peterson, LWWD counsel, has prepared draft transfer agreements for easements and water rights for each user group. Commissioner Klasell motioned that the draft documents to be sent to each user group prior our next meeting and ask for them to review and contact us with any additions/revisions by May 15th so that they can be executed by June 1st. Commissioner Harris seconded, motion passed. Then once the operator is hired, LWWD would take over operations July 1st for all systems. We do need confirmation from the LWWUA, BRWUA, and WPWUA systems as to how many connections they will be transferring that do not pay water fees and/or LID assessments, and how many USFS properties they provide water to. We still need to determine how many parcels we’ll provide water to in Lester Addition and Mountain Park.
Budget
Commissioners decided to create an interim budget to run the independent systems for the next 12 months until the new system is completed. Numbers presented still need fine tuning; primarily we need to get a more specific quote for insurance as right now the estimate is between $4K and $9K a year. And the operator costs are another big unknown. A cost saving measure could be to bill quarterly and read meters monthly for finding leaks. It might be the best to establish a flat rate for the next 12 months until meters are installed and to develop the billing. Commissioner Klasell will continue to work with Karen D. on budget amounts so we can set rates at meeting on May 3rd. Ideally, we should be able to notify all residents by June 1st an advance a notice that they will owe 3 months of water by August 1st (billed July 1st) so they won’t be caught unaware.
Administration
Clerk – it is important that the clerk needs to submit her time monthly, and separate her time between operations and LID work. Commissioners reviewed categories for website, and approve as proposed. Website is to be up and running next week. No vouchers presented for payment. Small works roster ad is running; the operator and surveyor ads will go in next week in Wenatchee World.
Commissioner Roles – Commissioner Klasell motioned that Commissioner Harris becomes President, with Commissioner Klasell Vice-President, Commissioner Harris seconded, motion passed. Commissioner Bohn will remain as Secretary.
Remote meeting – Commissioner Harris presented a motion (attached) for remote meetings (including voting) via electronic measures when commissioners are out of town. Commissioner Klasell seconded, motion passed.
Meeting adjourned by Commissioner Harris at 1:40pm.