03/14/2018
WSP:
The Water System Plan is approved. For details, see the enclosed approval letter. There are no surprises here.
Budget Position Report
Receipts for February were $57,759.64. Expenses were $43,239.99. So we spent $13,798.21 less than we took in.
For the year revenues are $107,599.82. Expenses are $77,702.00, which puts us ahead for the year by $29,897.82.
In terms of budget our monthly projected revenues are $56,750. So February is slightly ahead of budget. For the Year to Date our budget is $113,500. So we are slightly behind budget in revenues. But we have hit Summer yet.
Budgeted monthly expenses are $38,752.92. So February is over budget. For the Year to Date, expense budget is $77,505.83. So we are slightly over budget for Year to Date.
At the end of February we are 16.7% into the year. So line items that are less that are less than 16.7% are under budget.
Though it is a bit early to get too excited or concerned, it looks like it will be a tight year if we are going meet our budget goals.
Treasurers Report:
The Treasurer’s Report shows a Regular Maintenance Fund balance of$358,093.66. The General Facilities Fund balance is $77,898.21.
Jim suggested we have a “working session” to go over the financial management system.
I concur.
As far as the State Auditor is concerned, the management of the finances and adherence to the open meetings rules are the biggest areas of accountability. This stuff is dry as dust, but the commissioners need to have a working knowledge of what all the reports mean.
Purchase Orders
The current policy is to generate purchase orders for every purchase. Because that is more than slightly cumbersome, I would like a new policy that states that purchases of $100 or less do not require a purchase order.
That limit would apply to the total purchase. So no making multiple runs to the Dennis Company just to avoid filling out a purchase order.
I am of the opinion that we need to have this policy blessed by a resolution.
2018 Audit
No results yet. We received a good deal of positive response from the auditor, so I am looking forward to a good report.
There was some confusion, and lack of documentation, for vacation and sick leave for Charli. There was a hand shake agreement with a previous commission regarding those items.
We need to clear that policy up with a resolution. Charli gets two weeks of vacation per year. Her sick leave will now be calculated according to the new regulations.
Breakin
No new news. We will need to replace some of the missing items soon.
Water Usage
Please see the Production Summary included in your packets. Though the Daily Average is down from last year, we haven’t hit Summer yet.
While the Daily Average for 2017 is down from 2016, the total consumption is up, negating over half of the gains we made in 2016.
I haven’t completed the Water Audit and Water Use Efficiency Report for 2017 yet. Once I get that done we will know if the usage increase is due to leakage or increased consumption by our customers.
Maintenance Activity:
Usual daily/weekly/monthly maintenance activity. See attached report.
Maintenance activity is beginning to be a critical issue. There is no lack of energy or efficiency on Kenny’s part, but maintenance items continue to pileup, and, more disturbingly, deferred. This situation is further complicated during meter reading, as critical repair items come up during that period and meter reading must be delayed while the repair is accomplished.
The “summer projects”routine is also falling behind. For a long time we could get the summer maintenance items completed with the help of a temporary employee. Even with the highly variable character of the summer help we were able to get the maintenance items completed during the summer months.
In the past two years,that has not been case. In the summer of 2016 we had a pretty good temporary, but had to extend the employment period into Fall. In 2017 we had a truly outstanding helper (Mick Peterson) AND we extended the employment period into the Fall, and quite a few of the Summer tasks had to be deferred.
At this point we have 11 work items for the upcoming Summer. Six of the 11 are relatively critical. Just one of the items, hydrant maintenance, could occupy a moderately ambitious helper all Summer to complete. In addition,with the isolation valve exercise program added as a Sanitary Survey item we are under pressure to develop and implement a program. While development is something of an issue, I don’t know where we will find the time to implement (see additional discussion, below).
With the system continuing to age it simply takes increasing amounts of labor to stay ahead of maintenance and repair.
The point of this discussion is to draw attention to the need to be seriously thinking about additional field staff.
Another concern is our lack of depth in the office. Often, if Charli is ill or on vacation I can keep the office open and perform both Charli’s duties and my own. However, there are times when that simply cannot be done,either because my duties take me out of the office during office hours, or I am working on projects that require my undivided attention. Currently, at those times, we have no option but to close the office. While most of our customers seem to be understanding, as water rates continue to increase I expect many of those we serve will be expecting a higher level of service.
Our four most visible indicators of a positive customer service attitude are system reliability, the accuracy of our billing, the condition of the fire hydrants, and the service from the office.
I am working on the six year budget. I have always done so, but was never confident enough in my numbers to consider it a useful tool. With the implementation of the Bias software the budgeting process is both easier and more accurate. I will want be working additional help into our six year plan, probably as early as 2019.
Compensation Policy
We do not have a District specific compensation policy because we do not have an employee manual.
We have been following the County’s general compensation policy and holiday schedule. They have a general policy and specific policies for each union contract.
I would propose that we codify and adopt a compensation policy. The County’s general policy is as good as any.
Specifically:
Over 40 hours per week: time-and-a-half
Most holidays: double time
1/1, 7/4 and 12/25 double time-and-a-half
We have been following the County’s holiday schedule since it tracks with the payroll calendar to which we are tied since the County processes our payroll.
We will need a resolution on this issue.
Contractor Repairs
Left over from last month. No contractor repairs in February.
OLYMPIC HIGHWAY
Fire Hydrant on Highway 12 close to North Bank Road. The hydrant was hit by a car. Examination indicated that the hydrant was not damaged.
Due to the proximity of other utilities, and the need to stage outside the highway fog line, it was advisable to excavate by vac-truck.
I have requested a copy of the accident report from the State Patrol,and have paid for it, so that I can get the name and address of the owner of the vehicle. But I have not yet received it. I have attempted to email the state, but so far have not received aresponse. The reports are supposed to be sent out within five business days of payment receipt. We are several weeks beyond that period now.
As of 3/1/18 I have not received a call back from messages left with the State Patrol.
CENTRAL PARK DRIVE
There is a connection on Central Park Drive, just east of Hill Road that has been repaired three times. The problem has always been that the water main is on the north side of the road and the service connection is on the south side. The service lateral under the road was not sleeved at the time it was installed and is of an inferior quality material.
After three repairs, and the latest break under pavement, we determined that the service lateral needed to be replaced. This involved contractor assistance.
We had hoped we could accomplish a “haul and replace” in which a pig* is attached to the far end of the old line, the new line is attached to the pig, and a pull line is passed through the old line and attached to the pig. By pulling on the line the pig pushes the old line out while hauling the new line through the old lines soft soil.
That did not work in this case. The low quality PE pipe simply buckled under the pressure.
So we attempted to use a “torpedo”, which is a pneumatic device that can push through soil hauling a sleeve with it. The new line could then be passed through the sleeve. However, the torpedo depends on being able to push the soil aside. The soils in this area are too compacted to do that. The torpedo would only travel a few feet before no further forward progress was possible.
The final solution was to bring in a horizontal drilling rig to drill through the soils in order to install the new sleeve and service lateral.
*Pig:Any device used to haul, or haul through, underground piping. No porcine animals were harmed in the above repair.
117 Reyvaan Drive
This connection has been repaired multiple times. The problem is that the service lateral may be connected to the old water main that used to run up the hill along the power line easement, even though the residence is located immediately adjacent to the reservoir site. Or it may not. We don’t know for sure.
We will need to pot hole along the service lateral to determine how it is routed. In any event, it appears to be too lightly constructed to with stand the pressures to which it is subjected.
If we find that the line is connected to the old line running up the hill, we will need to find the connection point at the top of the hill and cap that line off.
Either way, the line will be replaced with HDPE as opposed to the thin wall PE in current use.
This is a summer job.
Hill Road Water Main
Joe has suggested that we explore the possibility of doing part of this project. One approach would be to replace the line from south of Central Park Drive to the north side of the River Road intersection. This part of the project would avoid the two road crossings, which are expensive, and cut the length of the project approximately in half.
I think there is some merit in that approach. I haven’t had an opportunity to explore possibilities with contractors, but will do that in the near future if that is the board’s wish.
Brumfield is extremely busy right now, as are all contractors. This would not be a good time to request a speculative estimate and expect to get a quality answer.
No action on this item in February.
Highway 12 Meters
I have done some research into this project, and will need to do some more before I am ready to solicit estimates.
Currently I have information from two companies that would fill our need. I would like to have more.
I don’t intend to take any action on this item until the Fall WASWD conference when I can get a chance to talk to multiple vendors. So this project may get pushed off to 2019.
Shop Plumbing
The shop has a small restroom and has had a grungy old kitchen sink unit. The sink unit has packed it in. It has been removed and discarded.
We would like to install a vanity in the restroom (it appears to be plumbed for it) and mount a small water heater underneath it, and install a utility sink where the old kitchen sink unit sat. The toilet needs to be replaced, too.
Training/Certifications.
No training activity in February.
I intend to sit for the WDM4 exam sometime this year. Just acquiring the qualifications to sit for the exam is an accomplishment. The District would have the distinction of being the smallest district in the state managed by a WDM4.
There are fairly stringent requirements to be eligible to take the exam. I have discussed those requirements and my qualifications and have been assured there will be no problem with my eligibility.
Safety
We have a mini safety meeting every morning. This time of year we focus on exposure issues and driving safety.
Vehicles
Service Truck: No issues.
F-150: Needed a new battery.
S-10: No issues.
Pickup Truck: No Issues
New Connections
No new connections in February.
Old Shop Building Gutters & Downspouts
No action in February.
Shop Site South Fence
On indefinite hold.
Alder Glen & Etc.
No news in February.
Carl Way/Ridgeview: Not an issue
Hemlock Park
Lois Lane: Not an issue
Waverly Court: Not an issue
Garden Road: Not an issue
Walthom Lane: Not an issue
Greenbriar Court
Reynvaan Court
Madow Court
Reed Lane: Not an issue
Blaine Road (End): Not an issue
Larson Lane: Not an issue
Fremont Drive
Silkey Court
Lake Road
Hemlock Park
Fairway Park
River Road: Replaced
Alder Glen: Will need replacement.
Fairway Terrace: Will need replacement.
Filing System
We are approaching the point where we can call in the shredding truck.
We still haven’t implemented a new filing system. A lot of my time got sucked up with the accounting system this year. It has been a steep learning curve that should be easing down some in 2018.
Renters
No action in February.As a reminder regarding this item…it is my intent to have two forms. One form that is completed by the tenant at the time they apply to have the billing in their name, and a second form that will be sent to the property owner informing them that the tenant is vacating. My thinking on the second form is that it will include a forwarding address for the tenant and will require acknowledgement by the property owner before the tenant’s deposit will be sent to the forwarding address.
While our policy of requiring a deposit for tenants is a service to the property owner,the primary objective is to remove the District from tenant/owner conflict.
Armory
The clearing and paving has commenced. No word on whether they are going to move forward on the extension.
LeMay Project
The review of the initial plans is complete and the comments, lots of them, passed onto LeMay’s engineer.
I was not impressed by the quality of the plans submitted by the engineer.
The Engineering Fees that show up on the Claims Request are for the review of this project. Funds will be transferred from the Developer Extension account into the General Maintenance account to cover this expense.
Fire Station
Plans are firming up. The Fire District has acquired additional property, but will need some assistance from us in order to have room for the required stormwater retention pond.
I have a complete set of drawings which we can go over at the meeting.
I recommend that we assist the Fire District in this matter. The part of our site in which the proposed retention pond occupies is weedy and overgrown. In short, we don’t use it, so why shouldn’t they?
There is the question of our access. In reality, we do not have legal access to our shop site at the moment. The County does not recognize the Pioneer Road drive as legal because it does not have the necessary radii at the public road end. Our easement across the Fire District property extends out to the highway. We do not have an access agreement to the highway with DOT.
We will need to vacate the existing easement. I hope for assistance from Scott on both the access easement issue and an easement/local area agreement for the location of the retention pond.
Big Ridge Lodge
This project is still alive, though the developer has not been in touch,officially, with the District in recent months.
A representative of the project told Commissioner Burich that watermain extension plans had been submitted to the District. Yes and no. We have plans for 35 connections. Our information is that the project has been reduced to 11 connections. We do not have plans reflecting the reduction in the number of lots.
Given concerns from the community, it may be advisable for the District to require a hydraulic analysis starting at the Highway 12 isolation valve.
Reynvaan Site Security
Lighting and fencing have not been ordered.
As-Built Drawings
No action in February. I am proposing that I determine what JWM&A has on file and work from there.
We simply do not have accurate working drawings of the system, nor do we have any drawings in an easy to use format.
This project has to be moved up to a front burner.
Disaster Management Planning
No action on the plan outline in February.
I really need to bear down on this. We are in pretty good shape for typical emergencies, but there are still holes in our ability to respond to a real catastrophe.
WAWARN
On a periodic basis there are new batches of information and new resources. I receive email alerts when new things pop up.
Most are not of immediate interest to us.
I am trying to find the time to study all the resources available to us so that, if need arises, I know what kind of assistance we can expect.
There were no requests for assistance in February.
Red Flag Programs
I am putting this on here as a reminder that I need to start work on this program. Since we now accept credit cards and have District credit cards we need to have an ID protection program, typically referred to as a “Red Flag” program.
New programs are tail end charlies for the next couple of months, at least.
Future Very Small Projects
We have a list of very small projects that need attention:
Clean North Bank Gutters (Needs to be done every year)
Install Well #6 Flush Valve
Repair Well #6 Shut Off Valve
Locate Isolation Valves in “The Swamp” area (MAIN MAY BE DRY)
Paint Hydran tCaps/Install Number Plates (Started Summer 2015)
Landscape Shop/Garage Area (ONGOING)
Install Sampling Stations stations to replace followup sites that are currently private addresses.
Clean and organize Shop ONGOING
Install Sampling Stations at North Bank and Reynvaan
No action in February
This is an item that has been moved from “Future Very Small Projects”because it is a Sanitary Survey item, and, therefore, must be done.
Isolation Valve Exercise Program
This is another Sanitary Survey item. It has been on my to-do list since 2012. Action has been slow for two reasons:
1. It is a complex problem that is going to require considerable planning.
2. I don’t know where we are going to find the time to do it once wehave a program
in place.
Future and/or On-Hold Programs
Web Page
Email Bills
Unfunded “Dream” Projects
Include Reynvaan Pump Station in SCADA
Probably will require new controls, which are getting due anyway
Include Hirschbeck Pump Station in SCADA
Convert SCADA Communications to Cellular, or whatever
Repave Office Parking Lot (Over Jim’s dead body) THE WORST SPOT IS PATCHED.
Replace Office Carpet
Long Distance Service Laterals
Any thoughts would be welcome.
We have had our first“incident”. The meter for a resident on Sunset Road is located right next to the driveway for a property on Blaine Road. The meter box is being subjected to some damage due to its proximity to the driveway. We are fixing the problem by moving the meter a few feet away from the driveway and installing a highway meter box.
Future Project
I will start work on the remote read meters for Highway 12 after the first of the year.
Respectfully Submitted:
Reg Hearn
General Manager