Lake Wenatchee Water District
Commissioners Meeting
December 12, 2013
at Station 9 Fire House
Commissioners Present: President-Bruce Harris, Secretary- Bonnie Klasell, Commissioner Landis Bohn
Staff Present: Charlie Cruickshank, Elaine Kinney
Professional: Karen Kornher-RH2, Dan Bannier-RCAC, Cathy Brockman- Dept. of Commerce, Karen Klocke- DOH
Guests: Barb Harris, Jim Ratley (via Skype), Cleve Borth
Commissioner Harris called the meeting to order at 10:02 am, acknowledged a quorum and announced those present.
Commissioners Harris motioned to waive the reading of the minutes and accept and sign as written the November 14, 2013 minutes, Commissioner Klasell seconded, passed.
Project Issues
John Hashim MOU modification: Commissioner Bohn reported that John Hashim indicated to him that if there was a cost saving to delay the project until 2015, he will grant a one year extension. There was much discussion regarding splitting the project into two years or delaying all the construction until 2015.
Asset valuation: RCAC prepared a comprehensive evaluation regarding the credit for assets brought into the consolidation of the 5 associations. This was sent to the Commissioners before the meeting for their review. This evaluation will be used in the final LID assessment computation.
Commissioner Harris motioned to accept the evaluation prepared by RCAC, Commissioner Klasell seconded, passed.
Karen Kornher indicated that they have briefly looked at the feasibility of splitting the project verses delaying the construction until 2015. Karen indicated that they (RH2) recommend delaying the project until 2015. If we split the project, there will be some duplicate costs for the bidding process as well as additional engineering work to split the project. On a positive note, if we split the project into two years, the piping which would be in the second year, would be opened up to local contractors who could then qualify for the bonding. Otherwise, bonding for the whole project would be beyond their means. Karen pointed out that the first years construction would include all the facility work including telemetry, electrical and mechanical components and limited piping between the reservoir and well. Therefore we would have a new water source working in the fall of 2014. There was much discussion on the matter.
SRF Cost concerns: Cathy Brockman, Department of Commerce (DOC) responsible for the LWWD project loan, voiced her concerns. Karen Kornher and Cathy have discussed the issue of excessive spending against the loan given the progress of the project to date. After she was made aware of the reasons behind the additional legal, engineering, survey and easement costs that the District incurred, she was more confident that the project is on track. Karen Klocke recommends that when we receive the additional funding, we would create a contract that combines with the current contract. The scope of work would remain the same with the exception of adding the demolition and removal of the concrete pads and tanks in Whispering Pines. These are not included in the current contract.
Cathy Brockman informed the commissioners that if there is going to be a large project shift to notify her.
Cathy and Karen Klocke pointed out that 10% of each contract will be held until the project is completed and signed off. This will possibly result in occurring some short term financing for the district until the 10% is received. It was also pointed out that if both contracts are identical (have the same scope) and are extended to the same end date, we might be able to use money from either loan to handle timing issues with payments
Karen Klocke is pretty confident that the funding from the DOH water fund will be available for 2014. Based on our previous rating she feels that we will be eligible for a 1% loan with along with 50% forgiveness.
Treatment of Late comers into the District: Karen Klocke said that typically the cost should be at least the same as the LID assessment for each member in the district.
Karen (from RH2) indicated that now the DOH is now requiring a concrete barrier when a water line is close to a sewer line. Previously the engineers were using CDS which the DOH is no longer accepting. She pointed out that it will cost more and is harder to dig up if needed for repairs. The other option is adding a pipe over the water pipe as a sleeve. This option is very expensive.
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Based on the specs and additional costs involved, the commissioners will take a final vote on January 9, 2014 on how to proceed.
USFS permit: The notice was published on December 5th. Karen feels that if there are no comments we could have our permit by the middle of January. If all goes well, we will go to bid in February.
Commissioner Harris motioned to authorize RH2 to provide bid specs for phase one construction which would include, mechanical, electrical, telemetry and some piping, Commissioner Bohn seconded, passed.
Water use efficiency (WUE): Discussion occurred next on the how to approach the topic of the district WUE program. Commissioner Harris will draft a customer letter identifying the goals that the district wants to establish. In addition to the WUE goals, the project status will be summarized for costs and schedule changes since the last update February 2012. The letter will be reviewed at the Jan 9, 2014 commissioners meeting and immediately be mailed to the customers in order to meet the time flow requirements stated in the Washington Revised Code for hearings. ‘The clerk will publish the notice of the WUE hearing that will be held on January 24, 2014, 10am to discuss the goals and take public input.
Administrative
Commissioner Klasell distributed the reconciled Treasurer’s Report for November 2013; as of 12/9/13 our funds are $27,916.64 at the County; Imprest balance is $361.25. Past due accounts amount to $2,626.88.
Commissioner Klasell distributed the updated O&M budget status as of 11/30/13. There is no budget in place yet for 2014.
Commissioner Klasell moved to sign the O&M warrant in the amount of $1,963.02. Motion seconded by Commissioner Bohn Warrant includes $138.25 reimbursement to the Imprest account to bring account to $500.00. Last month we spent $27.75 from Imprest for mileage.
Commissioner Klasell motioned to sign the Payroll voucher for November in the amount of $912.00. Motion seconded by Commissioner Bohn.
Commissioner Klasell distributed the updated DWSRF budget status as of 11/30/13
Commissioner Klasell moved to sign the A19 voucher #22 for $7,805.09 and supporting CPF warrant. Motion seconded Commissioner Bohn.
Other Issues
Barry Jones Payment Issue: The issue of his undelivered bill and subsequent dropping of the late payment has been resolved.
Landis Bohn Request for Meter change on Lot 5 of his property: He presented his issue and the Commissioners will discuss and investigate it further.
Charlie, the operator reported that during the past freeze we did not experience any freezing issues. Bruce requested that he drain one of the upper tanks to avoid any further freezing concerns.
Commissioner noted that the December 26th meeting had been cancelled and the clerk will post a notice on the fire station door.
Commissioner Harris motioned to adjourn the meeting at 1:05 pm, Commissioner Klasell seconded, meeting adjourned.
The next meeting will be held on January 9, 2014 at the Fire Station at 10:00 am.