April 25, 2013 Minutes

Lake Wenatchee Water District

Commissioners Meeting

April 25, 2013

at Station 9 Fire House

Commissioners Present: President-Bruce Harris (via phone), Secretary- Bonnie Klasell Commissioner Landis Bohn

Staff Present: Operator Charlie Cruickshank, Attorney Marc Marquis

Guests Present: Greg Overturf, Karen Dickinson, Tim Gellatly, Joanne Fountain

Commissioner Klasell opened the meeting at 10:05 am and acknowledged a quorum.

Administrative

Commissioners approved and signed the revised minutes from March 14, 2013 reflecting that payroll was approved for February, not December as stated in the approved minutes.

Commissioners approved and signed the minutes from March 28,

Commissioner Klasell asked if there was any input for the Aug-Dec 2013 Budget, Commissioner Harris responded that snowplowing wasn’t on there for December and that we should also include approx. $1500 for unanticipated legal costs.  Commissioners will review again in May or June.

Commissioner Klasell distributed examples of policies for asset management and public records disclosure/retention.  Commissioners are to review to assist in updating LWWD policies in May or June.

Commissioners approved clerk’s request to continue using postcards for billing and to buy more cardstock as needed.

Project Issues

USFS Permit Update

Karen Kornher spoke with Amelia at USFS.  They do require a gate; it can be on USFS land. Site visits for the archeologist, botanist and others will be mid-May.  Commissioner Bohn will possibly guide them to the spring site as they want to do all field work on the same day.  We appear to be on schedule to have permit in place by August 1, 2013.

 

Project Overruns

Commissioner Klasell presented an updated budget showing what has been spent as of 4/11/13 and the estimates given to us by RH2 for completion.  It appears we will be approximately $450K over the initial budget.  Commissioner Harris will meet with Cashmere Valley Bank prior to our May 9, 2013 meeting to see what our options will be for additional funding (bank requirements, etc.).  One thought is that we could apply for another DWSRF loan in March 2014 for the $850K we need, if granted we could be given 50% forgiveness.  We do need to have funding in place before going to bid.  Decisions will be made about project scope once we have more information about financing.

 

Association Credits

Commissioner Klasell asked if it was time to have the credits analyzed, now that the engineering plans are complete.  Commissioner Harris believes it may be too early in the process; Commissioner Klasell will contact Dan Bannier and ask his opinion.

 

Easements for Maintenance Road

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Morse/Farr Well Covenant

Our attorney has been in contact with the Farr/Morse attorney (Roos) and DOH about language regarding lawn care products.  He feels an agreement will be reached soon.

 

Meter/Service Line Connections

Commissioner Klasell moved to have Commissioner Bohn walk the LWWUA and Mtn Park system with Mike Dickinson and mark as many service connections as they can. Commissioner Bohn seconded, motion passed.

 

Water Right Changes

Marc reported that DOE provided an unusually speedy response to the LWWUA and West change applications with some revisions that should make the remaining change applications process just as quickly. LWWUA and West changes have been approved, and the remaining applications with the DOE revised wording will be resubmitted at the next Water Conservancy Board Meeting.

 

System Issues

 

Brown Road Leak

Brown Road Leak was repaired on April 18th; recent water usage report shows a lower usage of 2,900 gals per day.  That is still high for the amount of residents on the road so there may still be another leak.  But this is a significant improvement in what the usage has been.

 

Mountain Park Meter

Charlie has now gotten the fitting to reconfigure the LWWUA meter and will be installing soon.

 

Other Business

Greg Overturf stated that he and Farnham would like the location of their meters changed from what was submitted in January.  He has marked the new location, and Commissioner Harris will review and notify RH2 of the changes.

Next meeting: May 9, 2013 at 10:00 am at the District 9 Fire Station.

Commissioner Klasell motioned to adjourn the meeting at 11:30 am, Commissioner Bohn seconded.

April 11, 2013 Minutes

                     

                                         Lake Wenatchee Water District

                                               Commissioners Meeting

                                                      April 11, 2013                                                     

                                                 at Station 9 Fire House

 

Commissioners Present: President-Bruce Harris (via Skype), Secretary- Bonnie Klasell Commissioner Landis Bohn

Staff Present: Operator Charlie Cruickshank

Commissioner Klasell opened the meeting at 10:05 am and acknowledged a quorum.

Administrative

Commissioners approved and signed the minutes from March 28, 2013

Commissioner Klasell moved to sign the A19 voucher #14 for $36,070.76 and supporting warrant. Motion seconded by Commissioner Harris, passed.

Commissioner Klasell moved to sign the Payroll voucher for March in the amount of $1,409.00.  Motion seconded by Commissioner Bohn, passed.

Commissioner Klasell moved to sign the O&M warrant in the amount of $2815.83 which includes reimbursing the Imprest account $148.86 for telephone reimbursement to Karen Dickinson and $64.04 for office supplies.  Motion seconded by Commissioner Harris and passed.

Commissioner Klasell moved to pay Elaine Kinney mileage of $27.75 for March.  Motion seconded by Commissioner Bohn, passed.

Commissioner presented the project budget status and O&M budget status.

Project Issues

County Wetlands/Shoreline Variance

We received notice from Chelan County that the variance was approved.

 

USFS Permit Update

We signed the Cost Recovery Agreement on 3/29/13.  We have not received a firm date from USFS as to when field work will begin, last mention was an email from Amelia Anthony stating they want to do all the work at one time in June to include the spring area.  Commissioner Klasell has left her a message to verify it can’t be done sooner, and/or if June is still adequate for us getting the permit by August 1, 2013.

 

Engineering Estimate for Construction

The commissioners received a spreadsheet via email on 4/10/13 from Karen Korhner at RH2 with new cost estimates that put us approximately $250K over on construction.  This does not include other components of the project that are also over budget, her estimate is that we may possibly need $400K additional to complete project as designed.  After much discussion, we feel we do not have enough information to make that decision at this meeting.  Commissioners decided to have each of us go through her line item spreadsheet, and send questions by line item to Commissioner Harris.  He will then compile one letter to RH2 with these questions so the Commissioners can make an informed decision at our next meeting. Also, Commissioner Harris requested that each Commissioner email him a list of what items have caused our overruns.
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Easements for Maintenance Road

Revised easements were prepared by our attorney and submitted to the parties for review on Monday, April 8, 2013.  No response to date.

 

Morse/Farr Well Covenant

Our attorney sent a letter to the Morse/Farr attorney on Monday, April 8, 2013 stating we will not sign the revised agreement they prepared, we need the original agreement we sent to them as it has tougher restrictions per DOH requirements. No response to date.

 

System Issues

 

Brown Road Leak

Neither Charlie nor Commissioner Bohn has heard from Mike Dickinson as to whether or not work has been started.  Commissioner Bohn will follow up with him.

 

Mountain Park Meter

Charlie informed the Commissioners that the unused meter from WPWUA is too large to use, however he did find one from LWWUA that could possibly be modified to be used.

 

Commissioner Klasell motioned to have Charlie modify the LWWUA meter, and if that is not possible, then he is authorized to purchase a new one.  Commissioner Harris seconded, motion passed.

 

Whispering Pines – Bernard Creek

Charlie asked if the Commissioners wanted him to clean out the vault to keep the area ready if needed if needed.  After discussion, the Commissioners decided to wait until it was needed, as it will just fill up with silt/sand again.

 

Lan Bohn left the meeting at 11:30am

Next meeting: April 25, 2013 at 10:00 am at the District 9 Fire Station.

Commissioner Klasell motioned to adjourn the meeting at 11:35 am, Commissioner Harris seconded.