11/14/18
Plenty of activity happening at the moment. The fire station, LeMay, the Armory, Highway 12 meters, Highway 12 cast iron pipe replacement, and the new billing software.
Budget Position Report
Revenue for October was $61,660.88. Yes. I know that does not agree with last month’s Receipt Register. But the County has recorded a negative income amount, in Misc. Revenue, for $1,950.49. I contacted the Auditor’s Office for an explanation, they stated that they did not deal with the Revenue accounts and I would have to talk to the Treasurer’s Office. I talked with them and received an email stating that the Auditor’s Office had made a “correcting transfer”.
I have included a copy of the email correspondence. I am not inclined to pursue this further. The final figures are the same whether this transaction is recorded or not and our accounts balance with the County’s.
Expenses for October were $65,091.33. Expenses exceeded Revenue by $3,430.45. The big hitters on the expense side were the main repair on Highway 12 at $11,605.89 and the meters and other paraphernalia for the radio read project at $16,877.83.
Revenues are a very small amount behind the projection. We need to receive $53,000 in both November and December to meet the projection. That is possible. But impossible to predict (see below).
We have about 17% of the year left. So any expenditure with 17% or more remaining is within budget. Overall expenditures list 6.6% remaining. So we are over budget. Some of the over budget expenses are finished for the year, so that will even out. Still, it is closer than I would like it to be.
Contributions to reserves for the year stand at $116,205.
I ran a study comparing billing to the following month’s cash receipts over a 12-month period. There is practically no consistent correlation between the two. I have included the spreadsheet comparing bills to the following month’s receipts. The only trend that I can see is that if receipts are low compared to the billing in one month, receipts will be high compared to the billing in the following month. Kind of difficult to turn that into something that has predictive value.
Treasurer’s Report:
The Treasurer’s Report is where all the numbers come together. If everything balances and agrees in the Treasurer’s Report, then all the transactions have been entered and are correct.
That is the case for October.
The money we can spend is in the Regular Maintenance Fund, at $444,400.84, and the General Facilities Fund at $93,205.37. So total funds available to operate the District are $537,606.21.
We routinely spend between $45,000 and $65,000 per month.
General Facilities Charge
When I did the rate study, I benchmarked the General Facilities Charge against water districts in general.
Since then, I have learned that the municipalities in our area (there aren’t really any water districts) are charging far less for General Facilities than our $8,500.
I have had two projects canceled and one postponed due to the GFC. As stated in an email to all commissioners, I would rather have $4,000 than not have $8,500.
The $8,500 is a defensible number from a strictly accounting standpoint. But I would recommend that we lower the charge in order to be competitive with utilities in our area. That number can be justified using installed cost rather than replacement cost.
Montesano is at $3,858. McCleary is at $3,700. I was unable to get numbers for Aberdeen or Elma prior to writing this report.
I recommend that we match the City of Montesano.
Coliform Failures
In October we suffered the failure of two coliform samples. We take five every month. We are required to have a detailed Coliform Monitoring Plan. I have included a copy of our plan for your information.
These were total coliform failures, not fecal coliform failures. Total coliform are used as an indicator species. Since they are absolutely everywhere, if they are excluded or inactivated (killed) then the presence of other micro-organisms is unlikely. The tolerance is zero. So correct and careful sampling technique is critical.
We traced the problem to improper sampling technique. It was one of those honest mistakes that occur when there is too much to do and not enough time to do it. We have covered the details and it won’t happen again.
When a total coliform failure occurs we are required to take three repeat samples for each failure (one upstream, one downstream and one at the site that failed) and source samples, untreated, from each well. The lab is required to test all samples for fecal coliform, as well. All of the repeat samples tested Satisfactory.
One thing this event demonstrated is that we do not have a sufficient number of sampling stations. We were forced to take some of our samples from residential taps. That is not only inconvenient, it is a good way to get a false failure. Failure of a repeat sample triggers all kinds of activity in which we would rather not get involved. Usually attended by a significant amount of negative publicity.
To address that, I have implemented a program to install additional sampling stations. We currently have seven. For repeat sampling purposes we need one upstream and one downstream from each main sampling station. So a total 14 new sampling stations.
I expect to spread this over the next 12 to 18 months in order to spread out the cost and the labor.
Operational Issues
I have moved Operational Issues to a separate sheet. There is no need to wander through these at every meeting.
When new ones come up I will introduce them in the Manager’s Report. Once introduced they will get moved to the Operational Issues sheet.
192 Clemons Road
The folks at the above address are requesting some kind of relief from their past water bills. The situation is that they were seeing high usage with no explanation. At their request, after several billing cycles of discussion, we switched out the service meter. The result was a dramatic drop in their recorded usage.
Looking at the numbers it definitely appears to me that we had a meter failing “up”. It doesn’t happen very often, but it does happen.
It is my recommendation that the District grant some kind of relief. With the limited history we have following the new meter installation it is difficult to estimate their typical usage. However, I would favor calculating the difference between the base rate and the recorded usage and enter that amount as a credit on their account.
I have included a copy of their note to the District, an account history from September 2016, and a copy of the yellow tag from the meter replacement.
I have suggested that they attend the November meeting.
Highway 12 Cast Iron Pipe Replacement
I am pushing this project along. JWM&A provided an estimate for the stated Scope of Work of $55,000. Northwest Water Systems, Inc. estimated $32,000. NWS’s hourly rates are considerably lower than JWM&A. I will approve NWS’s proposal as soon as I get the provisions I want. NWS requested a small retainer. However, the State Auditor frowns on paying for services that have not been rendered. So I requested they remove that provision.
The engineer will need precise locations for the WSDOT right-of-way. I have requested Berglund-Schmidt provide an estimate. We will certainly use them for the survey as they already have controls and other information in the area.
Billing System
Bias is running a comparison billing cycle. So far everything is going smoothly.
The old system played a new trick on us for the November billing. For no apparent reason (and we have reviewed all of our actions) it decided to charge everyone in Section 1 a late fee.
Alternative Fuels
There is a regulation, backed up by a law, that requires all state and local governments to be fueling their vehicles 100% with electricity or bio diesel by June 1, 2018. Enforcement has been slow due to a lack of resources at the Department of Commerce.
The law and the rule are a bit ambiguous. On one hand it seems that local governments are required to be compliant by the deadline. Conversely, “compliant” may mean that any new vehicle purchases be 100% alternatively fueled after 6/1/18. There is a statement in the guidance, not in the regulation, that vehicles not at the end of their life cycle do not need to be replaced.
To add to the confusion, there are alternative approaches to compliance if alternative fuels are not readily available or reasonably priced, or if there are no suitable vehicles utilizing alternative fuels available.
I have asked Scott to look at the law and the rule and see if he can make any sense of it. So far, none of my other sources seem to really know what must be done to be in compliance.
It looks like we have an “out” in that there are no alternative fueling stations close by, except the Tesla recharging station in Aberdeen. As far as I know, no one is building electric light trucks. Yet.
I have received a response from Scott. It confirms my thinking on this one. I think we can ignore this until such time as we need to purchase a vehicle.
Water Usage
Please see the Production Summary included in your packets. For the 12 months ended 12/31/17 we averaged 11,054,100 gallons per month. For the 10 months ended 10/31/18 we averaged 11,649,537 gallons per month.
So, if those averages were to hold up, which they won’t, we are on track to use 1,188,000 gallons more water this year than last. I expect that number to shrink, as November and December are low water usage months.
921 Garden Road
Awaiting word from Scott
Central Park Elementary School Lead Problem
No word from anyone in October.
Reynvaan Reservoir
The anniversary quality control inspection revealed one serious problem and a couple of less serious problems.
The serious problem is that there is an area of the exterior roof where the coating is peeling away. The peeling is a result of previous paint layers coming up. Since we did not specify sand blasting the exterior, we can expect an invoice for the repair. The repair will have to wait for dryer weather.
The paint on the majority of the roof and the sides of the tank is satisfactory.
The less serious problems are a couple of pin holes in the interior coating and a void near the ladder. Both of those are warranty items which the coating company repaired during the inspection.
Maintenance Activity:
Usual daily/weekly/monthly maintenance activity. See attached report.
Even with Mick’s continued employment, work orders are being generated faster than they can be completed. As the year winds down we should be able to catch up.
Specific Summer Projects:
- Strip and recoat North Bank Reservoir roof PATCHED
- Paint pumphouse plumbing COMPLETE
- Paint pumphouse steps PROBABLY DEFERRED
- Install Well #6 flush valve DEFERRED
- Determine status of Devonshire Road transmission line IN PROCESS
- Install sampling station at Reynaan Reservoir DONE
- Locate buried fire hydrant and water main isolation valves ONGOING
- Paint and/or repaint fire hydrants WAY BEHIND
- Install number plaques on remaining fire hydrants WAY BEHIND
- Catch up fire hydrant maintenance UNDERWAY
- Rearrange shop site to accommodate proposed fire station retention pond DONE
- Fix 117 Reynvaan Drive service lateral FIXED
- Clean up well site SOME PROGRESS
- Continue re-organization of the shop ONGOING, MAJOR ISSUES DEFERRED
The above is in addition to the routine grounds maintenance. Lots of grass to mow.
Contractor Repairs
The biggest contractor repair, in fact, the only contractor repair, in October, was the replacement of one of the Reynvaan Booster Station pumps. $4,295.00.
Hill Road hydrant replacement
It appears from correspondence that the issue is resolved. A check has been received and deposited.
Hill Road Water Main
I am putting this project on hold. I just don’t see where we can squeeze out the money. It will remain in the report as a place holder.
Well Site Fence
The well site fence continues to degrade. The top wire is corroding and falling off, and the gate is just keeping the honest honest. One can simply raise the locking bar and open the gate without having to bother with the pad lock.
The gate is the biggest concern. In addition to repairing the weld that has failed, I would like to reconfigure the gate so that we can pull off the road before opening it. Currently we have to stop in the road while we open and close the gate.
I will need to move on this soon.
Highway 12 Meters
Installation is underway. As of this writing 12 meters have been installed. This is going somewhat slower than I anticipated because repairs/upgrades to service connections are being performed in conjunction with the installation of the new meters.
I am pleased with the progress.
Well #5 Source Meter
The estimate came in at $9,141.39. I am inclined to defer this. But it needs to be done and I don’t see a window in the future that is any better than now.
It just seems like expenses are piling up at the moment.
Deferred for the moment but probably needs to be done in 2019.
Shop Organization
This project has started. But we need to keep breaking off to get some higher priority work done.
Some of the re-arranging and sorting will get done. But the complete inventory of items to be surplussed will need to be deferred.
Training/Certifications.
Kenny has started the second round of his computer training.
December 31st marks the end of the three-year CEU cycle. Both Kenny and I are up to date on our CEUs. A new three-year cycle starts on 1/1/19.
New Employee
We received a few resumes. Mick Peterson is the best candidate. I presented the position to him and he has accepted. His start date is January 1, 2019, though he is staying on as extended seasonal help through the end of December.
Safety
We have a mini safety meeting every morning. We will be focusing on cold weather issues.
Kenny has suffered a knee injury wrestling with garbage cans in which we currently handle crushed rock. We have a dump trailer in the budget for 2019. I will be moving on that early in the year.
Vehicles
Service Truck: No issues.
F-150: Needs a new radiator. $125.00. We will install. We consider retiring this truck from time-to-time, but it just keeps on running and being of use. There are special safety rules in place for this truck. It must never be left running. When exited, it must be in park with the brake set and the engine off.
S-10: No issues. However, I may request authorization to surplus this vehicle. We have been using it as the paint truck and it is getting very ragged. Especially the cab. One of our summer helpers was particularly hard on the interior. We also need the room in the garage for the dump trailer (see above). Still thinking about it.
Pickup Truck: No Issues
New Connections
No new connections in October.
Old Shop Building Gutters & Downspouts
I have called the local gutter guy four times. He knows what needs to be done, but seems to be having difficulty getting me an estimate.
I have called a second installer. No response yet.
Shop Site South Fence
The Fire Chief and I have been working on this issue. I will approach the owner of the mobile home park when we get some more details worked out regarding what we need to do for the driveway radii. Both the Fire Chief and I will approach the property owner to the north. I expect that some money will need to change hands.
No progress in October.
Alder Glen & Etc.
No news in October. This project is deferred.
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
No action in October.
Renters
No action in June. 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 acknowledgment 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. We are not a collection agency and have not intention of becoming one.
Armory
This project is moving forward. Rognlin’s has the contract. We have done the pre-construction meeting. Locates have been requested, so I expect ditching and pipe laying to commence shortly.
WASWD Special Meeting
The special meeting was well attended with over 50 districts sending representatives. 36 are required for a quorum.
There were no surprises, except one. Clark Halvorson had to resign after only one day as Executive Director due to an illness in his family. I am of the opinion that Clark would have made an excellent Executive.
LeMay Project
A proposal has been sent to the contractor regarding the RTU for the pumphouse. Cellular communications are proposed. This will also entail installing cellular capability at the head end. At contractor expense.
This may enable easier conversion of the whole system to cellular.
Late breaking news, System Interface, who is handling fabrication of the RTU, may be requesting landline communications rather than cellular. I will follow up and get more information.
Rognlin’s has requested permission to operate the isolation valves for the pumphouse, so I expect construction of the pumphouse will start soon, if it has not commenced already. I need to pay the site a visit.
Fire Station
Apparently Rognlin’s has been awarded the contract. But the bid came in considerably over the original estimate. The Fire Chief is scrambling around to cut costs and find some more money.
Big Ridge Lodge
I am not dropping this item. It has come alive again with a proposed six connections.
Reynvaan Site Security
Lighting and fencing have not been ordered. I am putting this one on hold. We haven’t experienced any problems, and we have bigger fish to fry.
As-Built Drawings
I am leaning towards handling this in-house with some limited assistance from consultants. But I have made no final decision yet, nor have I taken any action.
Very regretfully back-burnered pending more pressing issues. Though having somewhat accurate, and accessible, as-builts is a fairly pressing issue.
No action in October. This item is a place holder for the moment.
Disaster Management Planning
No action on the plan outline in October.
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.
One item I want to investigate is the possibility of developing an intertie with the City of Aberdeen at Lake Aberdeen. That would provide us with a source of non-potable water in the event of an extreme event (earthquake/tsunami) that might render our wells inoperable. The water would have to be filtered and boiled in order to be “potable”, but residents could use it for toilet flushing and other, non-potable, sanitary uses. Coffee filters work for filtration and the water could be boiled for drinking and cooking.
No action in October
WAWARN
Nothing of immediate interest.
Office Carpet
The Harstene Point Water & Sewer District was faced with the same sort of problem we have. They had aging carpet and no funds to replace.
Since their office, like ours, is slab-on-grade construction, they ripped up the carpet and painted the concrete.
It looks great.
I am considering the same for us. I just need to find a time when office operations could be disrupted long enough to get the job done.
Red Flag Programs
We don’t have a plan. But we have run into a problem. When payments are being received over the phone we have to be on speaker phone so we have both hands free, and we have to read back the information.
The problem occurs when another customer is at the counter. They can hear all the information they need to steal someone’s credit card information.
Currently, all we can do is ask the person on the phone to hold until we take care of the customer at the counter and get them out the door.
This issue will probably force me to work on developing a formal plan.
No action in October. There may be some options available to us with the new billing system.
Isolation Valve Exercise Program
This is another Sanitary Survey item. It has been on my to-do list since 2012.
I toured the Hartstene Pointe Water & Sewer District. But David and I did not get a chance to go over their use of Google’s MyMaps in detail. I have been playing with it some and it looks promising.
Nothing new in October
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 SEE LEMAY PROJECT
Repave Office Parking Lot (Over Jim’s dead body) THE WORST SPOTS ARE PATCHED.
Replace Office Carpet DEFERRED
Long Distance Service Laterals
Any thoughts would be welcome.
Respectfully Submitted:
Reg Hearn
General Manager