Lake Wenatchee Water District

Commissioners Meeting

August 22, 2013

at Station 9 Fire House

Commissioners Present: President-Bruce Harris, Secretary-Bonnie Klasell, Commissioner Landis Bohn

Staff Present: Clerk Elaine Kinney

Professional: Marc Marquis, Charlie Cruickshank

Guests Present:  Barb Harris, Jim Ratley, Joanne Burke

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

Administrative

Commissioner Harris moved to rescind the motion made on August 8^th for the continuance of the August 8^th meeting to August 12, 2013. This motion is made due to the lack of a quorum on August 12^th, Commissioner Klasell seconded, passed.

Commissioner Harris moved to adjourn the regular meeting of August 8, 2013, Commissioner Klasell seconded; passed.

Commissioners approved and signed the minutes from 08/08/13

The Commissioners signed letters to Mr. Waltesky, Ms. Dickinson, Mr. Bohn stating terms of their easements with regards to water fees have been implemented.
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Joanne Burke, home owner with the district, requested a water availability form for one of her lots. Clerk Kinney will make sure she gets that.

Commissioner Klasell moved to sign a special warrant for $2500.00 to cover the insurance payment in full for next year which is due September 1, 2013, Commissioner Bohn seconded, passed.  

Commissioner Klasell moved to reimburse Commissioner Harris for the laptop from the Imprest account for $381.98 that he purchased for the district, Commissioner Bohn seconded.

Project Issues

RH2 Supplement 4 Discussion for the 1:30 pm meeting with them:  The subject was discussed.  Commissioner Harris suggested that one possibility would be to put the pipe replacement on Lake View Drive off for next year.  The other Commissioners felt that it should be done along with the other infrastructure.

Water Right Transfer: Marc submitted some of the changes for the West water right transfer and asked for feedback from the DOE before he makes any other changes to the other water rights.  Mr. Dunbar at the DOE has been on personal leave during the month of August. 

Marie Mayer connection issue:  Marc has not heard anything further from her attorney but will follow up with him.

USFS Permit: Nothing has happened yet.

Future Funding Options: After the meeting with RH2 today, the Commissioners are hoping to have a better idea about how much additional funding we will need to complete Phase 1.  More works needs to be done on this issue. There will be no SRF funding this year. (2013)

Other Issues

Operator Charlie Cruickshank reported that there is increased water usage for the Brown Road system.

Charlie reported that the device used to measure the residual chlorine reading on the Brown Road system has failed to work properly.  He proposed purchasing a new meter like what Whispering Pines and he uses (Hach).

Commissioner Harris motioned to authorize Charlie to purchase a new Hach meter, Commissioner Klasell seconded, passed.

Commissioner Harris moved to adjourn the meeting at 11:45 am, Commissioner Bohn seconded, meeting adjourned.

The next meeting will be held on September 12, 2013, 10:00 am at the District 9 Fire Station.

                                         Lake Wenatchee Water District

                                                Commissioners Meeting

                                                      August 8, 2013

                                                at Station 9 Fire House

Commissioners Present: President-Bruce Harris, Commissioner Landis Bohn

Absent: Secretary-Bonnie Klasell

Staff Present: Clerk Elaine Kinney

Guests Present:  Barb Harris

Commissioner Harris opened the meeting at 10:05 am and acknowledged a quorum of two

Administrative

Commissioners approved and signed the minutes from 07/25/13

Clerk Kinney distributed Resolution 2013-08-08 to temporarily increase the Imprest account to $1000.00 to purchase a new laptop.  After purchase it will automatically return to $500.  Commissioner Bohn moved to sign Resolution 2013-08-08, Commissioner Harris seconded, passed.

Clerk Kinney distributed the Treasurer’s repost for July 2013; As of 07/31/13 our funds are 23,995.08.  Accounts past due are 951.60.

Clerk Kinney distributed the updated DWSRF budget as of 7/31/13. She also distributed A19 #18 and the supporting CPF warrant.

Commissioner Harris moved to sign the A19 voucher #18 for 27012.40 and supporting CPF warrant, Commissioner Bohn seconded, passed.

Clerk Kinney distributed the payroll warrant.

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Clerk Kinney distributed O&M budget as of 07/31/13

Clerk Kinney distributed O&M warrant

Commissioner Harris moved to sign O&M warrant in the amount of $2,715.58 which includes reimbursing the Imprest account $170.99 (Carbonite and mileage), Commissioner Bohn seconded, passed. 

McCord connection: Commissioner Harris motioned to allow Mr. McChord to connect this fall only, with meter and vault.  Commissioner Bohn seconded; motion passed.Commissioner Bohn will contact Mike Dickinson to get a quote on connecting Mr. McCord to the Whispering Pines line at the end of Brown Road including the cost of the vault and meter.  Once the quote is obtained, Commissioner Harris will write a letter letting Mr. McCord how he can connect now and the cost, before the end of the fall. Commissioner Bohn suggested a date of October 20th for the cutoff for connection this year.  If he chooses to not connect this year he will have to wait until construction is completed.

Computer options and meter reading options: Clerk Kinney passed out the HD Fowler quote for the hand held meter reading which is around thirteen thousand.  The Commissioners present decided that buying a new laptop is the way to go for now.  Commissioner Harris presented his research on laptops.  Clerk Kinney will contact Master Read to find out loading the 3G software.  A laptop was chosen and if still available once funds are received for the Imprest account Commissioner Bohn moved to authorize Commissioner Harris to use the District Debit card to purchase the laptop.

Project Issues

USFS Permit:  All indications are that the USFS is working on it, but reality indicates that we will not have it until late October or November.

Water right transfer:  Commissioner Harris reported that Mr. Dunbar from the DOE toured all sites and has a better idea of the issues.

DWSRF funding: After the Webinar, it looks like there will not be any DWSRF funding until fall of 2014.  Commissioner Harris will contact Karen Klocke to get an update.

Other Issues

Commissioner Bohn moved to table the cancellation of Nov. 28 and Dec. 26 meetings until later on, Commissioner Harris seconded.

Clerk Kinney presented the issue of how to handle the Waletzky MOU and the K. Dickinson MOU which suspends the base rate for a designated period of time. The Commissioner present felt the best way it to credit them the full amount for the months on the MOU. That way, the District will not have to remember when to turn charging for the base rate back on.  Commissioner Harris will check the MOU’s to see if this action will satisfy the MOU’s. The meeting will be continued to allow Commissioner Bohn and Commissioner Harris to meet via phone to make the appropriate determination. Once that is done, Clerk Kinney will prepare the letters informing the customers of the decision.

Supplement Four from RH2:  Commissioner Klasell would like a meeting with RH2 to discuss the supplement. Commissioners Harris and Bohn feel that we needed specifics if we are to challenge RH2’s supplement 4.  All the commissioners, both present and absent from this meeting, have expressed concerns over the growing cost of the project.  Commissioner Harris will contact RH2 to schedule a meeting time to discuss not only the supplement but possible funding suggestions as well.  Commissioner Bohn moved to authorize Commissioner Harris to sign Supplement 4 from RH2 once the commissioners have had the meeting, Commissioner Harris seconded, passed.

Commissioners Harris motioned to continue the  meeting on Aug 12, 2013, at 9:00 am, at Commissioner Harris’s residence to further discuss Mr. McCord connection options and draft a letter, Commissioner Bohn seconded, passed.

The next meeting will be on August 22, 2013 at 10:00 am at the District 9 Fire Station

                                                        Lake Wenatchee Water District

                                                             Commissioners Meeting

                                                                     July 25, 2013

                                                              at Station 9 Fire House

Commissioners Present: President-Bruce Harris, Secretary- Bonnie Klasell Commissioner Landis Bohn

Staff Present: Clerk Elaine Kinney, Operator Charlie Cruickshank

Professional: Marc Marquis, attorney

Guests:  Barb Harris, Cleve Borth

Commissioner Harris called the meeting to order at 10:05 am, acknowledged a quorum

Project Issues

Water Right Transfers: Mark Marquis reported that all the applications were reviewed by the DOE for a short period of time.  They provided a laundry list of questions. They requested that the transfers be withdrawn until the questions can be answered. The DOE offered to come out and do a walkthrough of all the sites and the changes. They want to get a visual idea of the changes. Mark Dunbar is the DOE staff person that will be doing the walkthrough. He indicated that he could do it anytime the week of July 29th.  However the Conservancy board member, Don Phelps is only available on Thursday, Aug 1st as is Marc.  Marc requested that one or two Commissioners be present.  Commissioner Harris  and Charlie Cruickshank offered to be available. Cleve Borth of the LWWU offered to be available to address the LWWU transfer issue. Marc contends that when the water rights were transferred from a private party to the LWWU the water right became a Municipal water right which protects them from relinquishment. The DOE contends that it is not.  If not a Municipal, it is still protected by determined future development. Marc feels that he can get the DOE to come around with additional information.  Marc pointed out that a Municipal water right must serve 15 or more connections which the LWWU water right does.

SEPA Addendum: Gwen Clear was informed by her Supervisor in Washington DC that you cannot add anything to the SEPA. Karen had contacted the DOE and did not get a response on how to handle the change.    Gwen was given Karen Kornher’s number to resolve the issue. 

Maria Meyer:  The lawyer thanked us for Marc’s response and he also requested a copy of the wetland permit.  Our wetland permit does not cover her wetland area.  If Maria wants to add an additional pipe she will have to apply for her own wetland permit.

Forest Service Permit:  We have not had a response on the tree harvesting issue.  It is not pertinent for the permit. The cultural report has been submitted to the Colville Indians and they have 30 days to respond. We are still waiting for responses.  Basically we are still in limbo as to the completion.  Prindle of the USFS, Amelia’s replacement, is aware that we need the permit by the middle of August.  Commissioner Klasell is concerned that we will not have the permit until November 2013 which could prevent putting the project out for bid in November.

DWSF Funding:  Karen Klocke said that the announcement should be on the website soon. They have moved the application period to fall.
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Administrative

Approved and signed July 11, 2013 minutes

Carbonite Renewal:  Bonnie will use the District Debit card to renew.

McCord Connection:  Bruce will contact Mike Wilson of the DOH to find out if we can add another connection. If we get the go ahead, Mr. McCord will be sent a letter stating that he can connect if he pays the cost of connecting and any engineering costs.

Meter Reading Software:  If we do need to get a new laptop, a Master Read employee will help with the transfer of the software.

Other Issues:

Charlie Cruickshank talked about the surplus equipment availability. He did not feel that he had the expertise to evaluate the available equipment.

Charlie talked about the Discharge Monitoring Report required by the DOE. It will probably involve turbidity measuring.  They want a monthly report even though we have not started construction.  More investigation needs to be done on what they want done.  Commissioner Klasell emailed Karen at RH2 to find out what we need to do.

Commissioner Klasell moved to sign Resolution 2013-7-25 to raise the Commissioners Compensation to 114.00 per meeting as directed by Washington State Department of Financial Management affective July 1, 2013, Commissioner Harris seconded, passed.

Commissioner Harris moved to adjourn the meeting at 12:15 am, Commissioner Klasell seconded, passed.

The next meeting will be Aug. 8, 2013 at 10:00 am.

                                                        Lake Wenatchee Water District

                                                             Commissioners Meeting

                                                                     July 11, 2013

                                                              at Station 9 Fire House

Commissioners Present: President-Bruce Harris, Secretary- Bonnie Klasell Commissioner Landis Bohn

Staff Present: Clerk Elaine Kinney, Operator Charlie Cruickshank

Guests:  Barb Harris, Cleve Borth

Commissioner Harris called the meeting to order at 10:02 am, acknowledged a quorum

Administrative

Commissioners approved and signed the revised 06/27/13 minutes

Commissioner Klasell distributed the reconciled Treasurer’s Report for June 2013; as of 6/30/13 our funds are $19,323.99

Commissioner Klasell distributed the updated DWSRF budget as of 6/30/13.

Commissioner Klasell moved to sign the A19 voucher #17 for $10,075.00 and supporting CPF warrant. Motion seconded by Commissioner Harris, passed.

Commissioner Klasell moved to sign the Payroll voucher for June in the amount of $1,134.00. Motion seconded by Commissioner Bohn, passed.

Commissioner Klasell distributed the updated O&M budget as of 6/30/13.

Commissioner Klasell moved to sign the O&M warrant in the amount of $3,226.08 which includes reimbursing the Imprest account $146.70(postage/office supplies)   Motion seconded by Harris, passed.
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Project Issues

USFS Permit Update & Cultural Review: Commissioner Klasell reported she’s been in contact with Aleceia Tilley @ DOH regarding the Section 106 archeology report and monitoring plan. Ms. Tilley still has not submitted the reports to the appropriate parties (Colville’s/DAHP), that possibly won’t happen until next week. Commissioner Harris reported he has not heard back from Bob Stoehr regarding the NEPA report and the permit.  Mr. Stoehr also has not responded to his email with questions that need to be answered to complete our 100% plans.  The Section 106, NEPA, and USFS permit all have to be finalized before we will be given the go ahead to start construction.  Commissioner Harris will continue to try and contact USFS for answers, Commissioner Klasell will try to get DOH to distribute the section 106 reports sooner than later.

Maintenance Road Easement: The map at the bottom of the first page has engineer verbiage that is not readable, on the original and the scanned copy so the auditor’s office would not record. It was decided to white out the verbiage as it has no relevance to the document or map. If the auditor’s office still would not record, it was decided that since the second page of the document had the legal description of the Easement to record it without the map and include the map as an addendum.

Maria Meyer’s property connection:  There has been no feedback to the letter sent by Marc Marquis.

DWSF Funding:  Commissioner Klasell agreed to contact Karen Klocke from the State to find out if additional funding will be available for next year.

Other Issues

The laptop issue: The options of purchasing a new lap top and having the meter reading software loaded and purchasing a hand held unit that would replace the laptop was discussed.   It was decided that Clerk, Elaine will contact Jim Ratley to see if there were any disks containing the meter reading program and also contact Master Meter to get a quote on loading the software onto a new computer and a price quote for a hand held unit.

Water Use Efficiency (WUE): Our operator Charlie reported that he was given the WUE from the Comp. Plan but filled it and forgot about it.  He did not use it to prepare the WUE’s for each system.  The data has been submitted and the DOH has determined that there is no action necessary.

Barb Harris brought up that the Office of Financial Management has increased the dollar threshold to $114.00 for Commissioners compensation affective July 1, 2013.

Commissioner Klasell moved to increase the Commissioner compensation to the new Office of Financial Management new dollar threshold of $114.00 affective July 1, 2013, Commissioner Harris seconded, passed.

Commissioner Klasell will prepare a Resolution to be signed at the next meeting.

Cleve Borth reported that the LWWU Association has been officially dissolved. Mr. Borth will hold on to the historical documents for awhile.

Commissioner Harris motioned to adjourned the meeting at 11:55 am, Commissioner Klasell seconded, passed.

The next meeting will be July 25, 2013 at 10:00 am.

Lake Wenatchee Water District

Commissioners Meeting

June 27, 2013

At the Station #9 Fire House

Commissioners Present: President-Bruce Harris, Secretary- Bonnie Klasell Commissioner Landis Bohn

Staff Present: Clerk Elaine Kinney, Operator Charlie Cruickshank

Consultants: Marc Marquis, attorney

Guests: Barbara Harris, John Klasell

Commissioner Harris called the meeting to order at 10:02 am, acknowledged a quorum

Administrative

Commissioners approved and signed the revised 06/13/13 minutes

The lap top computer that is used to read the meters has battery issues.  It was decided to limp along with plugging it into a power supply.  Other options will be looked at, including a hand held device.

The TAK software update decision was tabled until the next meeting.

Commissioner Klasell opened the discussion regarding the resolution for establishing our small works roster.

Commissioner Klasell moved to accept the Resolution 2013-06-27A to establish a Small Works Roster Process to Award Public Funds, Commissioner Harris seconded, passed.

Commissioner Klasell presented the Public Records Disclosure policy for the Commissioners review.

Commissioner Klasell moved to accept Resolution 2013-06-27B to create a Public Records Disclosure Policy, Commissioner Harris seconded, passed.

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Project Issues

USFS permit update:  The forest service inspected the site on the 7th of June but the district has not heard anything from them to date.  We are waiting for their approval.  We need the forest service archeological monitoring plan before Aleceia Tilley at DOH can distribute our revised monitoring plan prepared by our archeologist, Glenn Hartman to the appropriate parties for approval. This is essential in completing the Section 106 process and getting approval to begin construction.

Maintenance Road Easement: The easement, with the updated map, has been signed by Landis Bohn. The Waletsky’s have indicated that they are agreement with the location change.

Commissioner Klasell proposed that Bruce send a copy of the updated easement along with the updated map to Mr. Waletsky; once we receive an email with his approval is the easement will be recorded.

Marie Meyer Property: Marc Marquis, the district’s attorney, was brought up to date on the history of the Meyer property.  A discussion ensued.  Marc will update his letter to her attorney and submit it to the Commissioners for their approval.

Mtn. Park:  Our attorney has not had the opportunity to respond to the Farr/Morse attorney, per the motion made on 6/13/13.  He will handle this asap.

Water right transfer update:  Marc indicated that DOE has complicated the process by requiring us to resolve issues that have previously been approved by DOE.  As a result, we will not have the water rights transferred in June as initially projected.  The questions submitted by the DOE are being addressed.  Because of the DOE delay, more will have to be spent on attorney fees to get this accomplished. At request of Commissioner Harris, Marc gave a rough estimate that the completion of the water right transfer process could run as high as $10,000 more in legal cost due to the additional responses for data requested by the DOE.

Other Issues

The district will purchase a conference communication device for those Commissioners who cannot physically attend a meeting.  Clerk Kinney was instructed to purchase the device.

The district operator, Charlie indicated that he inspected all sights for damage from the recent earthquake.  There was no damage that he could detect.

Charlie reported neither Mt. Park nor the LWWUA had formerly submitted any WUE reports, and if there was no disagreement from the Commissioners, he would not submit one this particular year since we had no values to report.  He will use the same verbage used last year for both the BR and WP systems, but he still needs water usage from the Whispering Pines water system.  The Commissioners agreed with this, and Commissioner Harris and Commissioner Klasell will make sure that he gets the data he needs.

The next meeting will be held on 07/11/2013 at 10:00 am

Commissioner Harris adjourned the meeting at 11:45 am.

                                         Lake Wenatchee Water District

                                               Commissioners Meeting

                                                           June 13, 2013

Commissioners Present: President-Bruce Harris, Secretary- Bonnie Klasell, Commissioner, Landis Bohn

Staff Absent: Clerk Elaine Kinney, Operator Charlie Cruickshank

Guests Present:  Barbara Harris

Commissioner Harris opened the meeting at 10:00 am and acknowledged a quorum existed

Commissioners approved and signed the minutes from 05/23/13.

Administrative

Commissioner Klasell distributed the reconciled Treasurer’s Report for May 2013, as of 5/31/13 our funds are $22,280.23.

Commissioner Klasell distributed the updated DWSRF budget as of 5/31/13.

Commissioner Klasell moved to sign the A19 voucher #16 for $4,000.00, and supporting CPF warrant. Motion seconded by Commissioner Harris, passed.

Commissioner Klasell moved to sign the Payroll voucher for May in the amount of $1486.50 Motion seconded by Commissioner Harris, passed.

Commissioner Klasell distributed the updated O&M budget as of 5/31/13.

Commissioner Klasell moved to sign the O&M warrant in the amount of $2246.34 which includes reimbursing the Imprest account $66.46 (postage)   Motion seconded by Commissioner Harris, passed.
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Commissioner Klasell reminded us that we need to place an ad yearly for our small works roster.  In addition, we need to create a resolution with our small works roster policy; she distributed a sample resolution for the commissioners to review and vote on at our next meeting.

Commissioner Klasell moved to have the Clerk place an ad for our Small Works Roster as soon as possible in the Leavenworth Echo, Commissioner Harris seconded; motion passed.

Project Issues

USFS Permit/Site Visit – Commission Harris reported that he met up with the USFS at their site visit on June 7, 2013.      The Forest Service has no objections with changing the maintenance road to follow the original path depicted on the MOU attachment.  Mr. Stoehr has agreed, in principle, that the new permit under development for LWWD can be adjusted to provide the Forest Service with legal access rather than pursuing the easement approach.  He needs to verify some additional information but will let us know shortly. Neither the botanist nor the archeologist found anything that would preclude us from developing the site and approves us moving forward on the permit based on those issues.  Charlie Cruickshank provided guide service to the spring source site for all of the above Forest Service personnel.

Easements for the maintenance road– Waletzky has returned a signed agreement, however Bohn would not sign as the map showing the road placement was not in the location agreed to in his MOU.  RH2 provided a revised route/map; Bohn agrees to this new placement and will sign the agreement next week. Commissioner Harris will send the updated map to Waletzky for his records, his portion of the agreement doesn’t need to be resigned as the road on his property remains the same.

Morse/Farr Well Covenant – Commissioner Harris motioned that the District shall not continue pursuing the requested covenant, since Mr. /Mrs. Farr and Mr. /Mrs. Morse are unwilling to sign the covenant as the District submitted to them.  Commissioner Klasell seconded; motion passed.

System Issues

Parcel #271718340100 was purchased by Richard McCord.  Currently this parcel is not connected to any water system, but is in the LID so will be connected during construction.  He contacted the District Clerk to see if he could potentially connect this summer.  The commissioners decided to have him submit an application to join the Lake Wenatchee Water District, and we would contact the DOH to see if they will allow a connection at this time.  If we get approval from DOH, then we will proceed with determining the cost of connection that would need to be paid by Richard McCord.

Billing Issues

As of 6/1/13 we have $1366.17 in delinquent accounts.

One of them is Steve George, formally of Mtn. Park.  It was discovered that he did not connect to the system until recently, so we will credit his past due from August 2012 and begin billing him as of the date he was physically connected.  The District clerk will contact Mike Dickinson to find out what date he did the work.

Commissioner Harris motioned to adjourn the meeting at 11:10am, Commissioner Bohn seconded.

The next meeting will be on June 27th at 10:00 am at the District 9 Fire Station.

                                          Lake Wenatchee Water District

                                               Commissioners Meeting

                                                      May 23, 2013

Commissioners Present: President-Bruce Harris, Secretary- Bonnie Klasell Commissioner Landis Bohn

Staff Present: Clerk Elaine Kinney, Operator Charlie Cruickshank

Consultants: Mark Marquis, attorney

Commissioner Harris called the meeting to order at 10:05 am, acknowledged a quorum

Administrative

Commissioners approved and signed the revised 05/09/13 minutes

LWWD Insurance Renewal: Commissioner Klasell will contact Dwight Burke, who negotiated the original policy for 2012 to obtain more information on where the values for the replacement costs for assets came from, as some assets are over-valued and some are under-valued.  In addition, the Whispering Pines storage tanks aren’t even on the asset list. The commissioners agreed to revise the values that the insurance has now for all structures, and be sure the storage tanks are included when the quote request is sent in.

Project Issues

 USFS scheduled visit:  The visit is still scheduled for 06/07/13.  Charlie Cruickshank agreed to escort the personnel to the spring site.

Road Maintenance Easement: Jean McCarthy has indicated that she will sign the easement that allows the forest service to access the maintenance road to the forest service land from their property.

New Funding Options:  The State will have new funding available in November 2013 and 2014.
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This funding would be added to our total LID. The district’s attorney, Marc Marquis will find out if we can increase the total LID for these funds.

Marie Meyers Property Connection: The district received a letter from Meyers attorney questioning the District decision of not running the service line along the Lake Wenatchee highway. The district’s attorney will review the letter received from Meyers attorney.  He will give his suggestions as how to proceed.

Steve George and Schwindt non-payment issue:  Steve George was just invoiced in May.  Because of that the district will wait to pursue the issue.

Commissioner Klasell moved to have clerk Elaine send the Schwindt’s a demand letter letting them know that if payment of the $39.00 which is 90 days past due, is not received by July 1, 2013, their water will be turned off, Commissioner Harris seconded, passed.

Shut off Location Mapping:  Commissioner Bohn reported that he has started but it is not complete.  It was suggested that he do the Schwindt property by July 1st.

Miscellaneous Issues

 WP tank clean up: Commissioner Bohn assessed the situation and feels that if left alone, it will not cause any damage to the system.

Policy updates:  The policies were reviewed and updated.

Commissioner Klasell moved to sign the resolution 2013-05-23 accepting the revised Administrative and Operations Policy which includes the new Financial Polices as Appendix C, Commissioner Bohn seconded, passed.

Operations: The district’s operator was given the current SOP to review and give any suggested changes.

Commissioner Harris moved to adjourn the meeting at 12:15 pm, Commissioner Bohn seconded, and meeting was adjourned.

The next meeting will be held on 06/13/2013 at 10:00 am

                                         Lake Wenatchee Water District

                                               Commissioners Meeting

                                                           May 9, 2013

Commissioners Present: President-Bruce Harris, Secretary- Bonnie Klasell Commissioner Landis Bohn

Staff Present: Clerk Elaine Kinney, Operator Charlie Cruickshank

Commissioner Harris opened the meeting at 10:00 am and acknowledged a quorum existed

Commissioners approved and signed the minutes from 04/25/13

Administrative

Commissioner Klasell moved to sign the A19 voucher #15 for $41,587.43, and supporting warrant. Motion seconded by Commissioner Harris,  passed.

Commisioner Klasell moved to sign the Payroll voucher for April  in the amount of $1159.00 Motion seconded by Commissioner Harris,  passed.

Commissioner Klasell moved to sign the O&M warrant in the amount of $2999.70 which includes reimbursing the Imprest account $63.89  ($33.00 postage, $27.75 mileage to Elaine Kinney, and $4.14 late fee to Wenatchee World as the loan reimbursement from DWSRF was late last month) Motion seconded Commissioner Harris,  passed.

Project Issues

USFS Permit-Commissioner Klasell reported that the site visit is scheduled for June 7th.  Amelia said that it will be just the Botanist and the Archeologist but she is working on getting someone from the Fisheries.  Amelia from the USFS said that they don’t need anyone from LWWD to  go with them. Commissioner Harris will let the neighbors know.

Additional Funding Options-Several options were discussed by the Commissioners.  No decision was made.  The commissioners will do more work on this.  As soon as there are concrete dollar amounts that are needed, decisions will have to be made.  The options range from commercial lending sources to using RCAC for short term financing if needed.

Easements for the maintenance road. Waletsky indicated that he will sign it but has not gotten it notarized and McCarthy also indicated that they will sign as well.

Morse/Farr Well Covenant – Mr. Farr’s attorney sent an email saying Farr would sign the covenant if we put a 20 year limit on the use of the well, with penalties for exceeding that time frame.  The commissioners agreed that they cannot commit to a time limit and will  continue to work with the two parties.
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Service Line Connection – The district has received additional changes to the original meter locations.  The clerk will keep these changes in a file on the district computer for future reference.

System Issues

Water service turn off – We had a customer who called wanting to know what the procedure is to shut off his water to have work done on his line.  The Commissioners agreed that if the customer knows where the shut off is and can do it, they can shut off their water.  If they  are having difficulty, we would have our operator assist.

Commissioner Bohn has not had an opportunity to locate and map the shut-off sites for each lot in the former LWWUA and Mtn Park areas.

Our operator, Charlie, feels that the clean-up of the creek area near the old WPWUA pump house needs some professional help.  There is a tree that needs to be removed that he does not want to tackle for safety reasons.

Commissioner Klasell motioned to have Commissioner Bohn take a look at the site and if he feels there is a need to have professional help to hire Mike Dickinson, Commissioner Harris seconded, passed.

Charlie reported that the new meter was installed on the Mtn. Park Well on 05/08/13.

The district had a customer from North Shore call about a low pressure issue.  Charlie reported that one of the Dickinson’s broke a line which drained the reservoir.  Mike Dickinson fixed the break.  It was decided that one of the Commissioner would write a letter to Mike and let him know that in the future to call the district and let us know what he is going to do.  Water health and safety issues may need to be evaluated by the operator before proceeding with the repair.

Billing Issues

It was decided that the clerk would send a group email each time bills go out to alert the customers that a bill has gone out.

Martinez has been removed as a customer as they are not using District water at this time.  They will be a part of the regular system and billed appropriately once the construction is complete.

Policies

The Commissioners will schedule a workshop before the next meeting to draft updates to the Administrative and Operating Directives per RCW requirements

Commissioner Harris motioned to adjourn the meeting at 12:00 pm, Commissioner Bohn seconded.

The next meeting will be on May 23rd at 10:00 am at the District 9 Fire Station.

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 18^th; 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.

                                         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.