01/18/2022: This report was written before the water main break between Holbrook and Schrader and the Reynvaan Booster Station failure. Those two events completely changed the project plans for 2022.
The district’s concentration will be on replacing the water main through the canyon between Holbrook and Schrader, rebuilding the Reynvaan Booster Station, and upgrading the as-built information.
MANAGER’S REPORT
01/12/22
December was a strange month. We had the holidays, staff illnesses, and difficult weather. Operationally it was a very busy month. But a lot of projects and initiatives did not move forward.
Budget Position Report
December
Revenues for December were $96,487.41. Operational expenditures were $70,687.55. There were no capital expenditures in December. So, we spent $25,799.86 less than we took in. It looks even better when considering we paid two large bills, Software Support and Liability Insurance, that are really 2022 expenses.
We transferred $26,009.26 into reserves:
USDA Loan Reserve: $ 4,200.00
Capital Replacement Reserve: $ 4,771.00
Major Repair Reserve: $17,038.26
The budget is off by $0.10. An arithmetic error in calculating how much to transfer to Major Repair Reserve. Aside from that, we have a balanced budget for 2021.
2021
Revenues for the year were $1,002,355.16, which is $1,804.84 below the projected revenues. That classifies as just about right on the money. Operational expenditures for the year were $673,165.08. Capital expenditures for the year were $4,958.36. So we took in $324,231.72 more than we spent.
A big factor is that major projects did not move forward as a consequence of the contracting process, staff illnesses, and the weather. In terms of budget, operational expenses were over budget by $56,438.08. The factors include a couple of big line items that really relate to 2022 and much higher attorney’s fees.
We transferred $336,028.04 to reserves:
USDA Loan Reserve: $ 79,809.16
Capital Replacement Reserve: $ 52,252.00
Major Repair Reserve: $198,966.86
Some of the projects deferred from 2021 will get accomplished in 2022. That may entail dipping into the Major Repair Reserve.
The USDA Loan Reserve figure is a bit misleading because, in order to stay parallel to the County Treasurer’s records we need to do some double transfers when we make the USDA loan payments.
I am generally pleased with this budget performance. However, I am concerned about 2022. We have several fairly substantial capital projects that have been delayed or deferred, and we can expect, indeed are already experiencing, some significant price increases in the parts and supplies that we need to operate the district. We were not aware of the approaching inflation levels when we prepared the 2022 budget.
Treasurer’s Report:
The Treasurer’s Report is now in balance. On the advice of Bias Support, I made an end of the year adjusting entry.
Fund balances of interest:
Regular Maintenance: $ 81,231.41
Capital Replacement Reserve: $114,503.25
Major Repair Reserve: $409,908.18
General Facilities: $156,399.23
Total Available Funds: $762,042.07
In addition, there is $101,791.07 in the General Maintenance checking account. This is a clearing account and probably should not have that high a balance at the end of a month. I will do some figuring and determine where that balance should be. If it turns out there is excess money in that account I will add it to the next deposit check to the County Treasurer.
The 601 Revenue Clearing fund looks strange because of the timing issues with the credit card receipts. Previously, there had not been quite as big an impact because we processed very few credit card payments. With the office being closed and access to credit card payments on the web site, we are processing a lot more credit card receipts.
IT Assistance
We now have a maintenance agreement with SeattleTechs.
The task of getting Mango to cough up daily reports has been an ongoing headache. SeattleTechs has been wonderful. Radixiot (who own Mango now) have been reasonable, but I still get the feeling that we are being helped as time allows. I am not clear on our relationship with them. I have requested clarity, as we have yet to receive a bill for their services.
Chlorine
The supply has been working out OK. Still nothing from the engineer on the feasibility of on site generation. I don’t want this to get neglected until the next time there is a glitch in the chlorine supply line.
Capital Asset Management
No capital replacements are planned for 2022. That is not to say that some capital projects, that pre-date the Capital Assessment Management Plan, are not going to get done.
Request for Public Information
Our process needs updating. I will be looking at this after dealing with the Risk & Resilience Certification.
No action in December.
Small Parts Shed
I have made the labels for the bins, but have not yet gotten them attached.
Sunset Road Water Main
More discussion is necessary. I have contacted Brumfield in order to obtain a reasonably reliable ballpark number, but they have not gotten back to me as of this writing.
Payroll Report
December is a bit of the dog’s breakfast. We had bad weather with which to contend, and some breakages. The short version is that we had staff working part of every weekend, including over Christmas. Throw in some illnesses, and it is a very complex month.
Pandemic
The new mandates are in place. For the District, if we are closed to the public, inside staff that are vaccinated may work without masks. Un-vaccinated are required to wear masks.
We are not inquiring into staff’s vaccine status.
The office is still closed to the public.
Isolation Valves
No action in December.
Past Due Accounts
Some accounts are getting caught up. Because billing is late in getting out, due to the weather, we don’t have a current past due report.
Projects
|
Project |
Status |
Next |
Estimated |
Estimated |
|
Step |
Completion |
Cost |
||
|
Small Parts Shed |
Shed Delivered |
Label Bins |
01/31/22 |
$7,000 |
|
Well #5 Source Meter |
Awaiting Parts |
Installation |
10/31/21 |
$8,904 |
|
Dollar General |
County Pre-App Completed |
Meter Deposit |
09/01/21 |
$0 |
|
GHC Transit |
County Pre-App Completed |
Developer Extension Agreement |
12/31/25 |
$0 |
|
Indefinite Delivery |
2022 Awarded to Brumfield |
Underway |
12/31/22 |
$50,000 |
|
On Site Chlorine Generation |
Feasibility Study Underway |
Awaiting Engineer’s Report |
09/30/21 |
$3,000 |
|
North Bank Re-Coat |
Specification Complete |
Prepare Bid Documents |
06/30/22 |
TBD |
|
Reynvaan Extension |
In Engineering |
Prepare Specification |
07/30/22 |
$75,000 |
|
Sunset Road Water Main |
Possible new approach |
Further Discussion |
12/31/21 |
$60,000 |
|
Pape Retail Center |
County Pre-App Completed |
Developer Extension Agreement |
12/31/22 |
$0 |
|
Shop Fence |
On Hold |
Discuss with Fire Chief |
TBD |
TBD |
|
Clemons Reservoirs Access |
In Engineering |
Prepare Specification |
09/30/22 |
TBD |
|
North Bank Access |
In Engineering |
Prepare Specification |
09/30/22 |
TBD |
|
Reynvaan Booster Pumphouse |
Revisions suggested by engineer |
Determine final arrangement |
07/30/22 |
TBD |
Damaged Fire Hydrant
Note has been received, as well as second payment.
Highway 12 Meters
We are hand reading. Not issue at this time.
Well #5 Source Meter
The meter is on back order.
Ashley & Kayla
No Action in December
Hydrant Maintenance
See discussion on Maintenance Activity. The short version…not much due to the weather and holidays.
Rate Study
I am struggling with making the time to update the study. The uncertainty surrounding inflation going forward is contributing to the difficulty of providing a meaningful study.
New Regulations
Nothing new besides the PFAS’s.
Personnel
There has been a good deal of flapping around about the long term care bill. Currently there are proposals by the governor and the legislature to modify the program. There is also an initiative underway to strike it down.
The question is, should the deductions from paychecks start as originally planned, or put on hold until the fate of the program is known. The state has made the deductions optional. I have informed the County that the district will defer the deductions.
If the program remains as it stands, the district will have to make up the deferred deductions. But it is unlikely that the program will survive as it is now configured.
Maintenance Activity:
I have started the search for a person and a suitable vehicle. Both are going to be difficult.
Contractor Repairs/Assistance
Roglin provided a Vac-Truck for a couple of service lateral repairs.
Shop Organization
See the discussion on the Small Parts Shed.
Training/Certifications
Ken is signed up for the annual ERWOW conference. I need to get signed up for the WASWD Spring conference.
Safety
We have a mini safety meeting every morning. Mick is still on light duty. That should end pretty soon.
Vehicles
Service Truck: No Issues
Pickup Truck 1: No Issues
Pickup Truck 2: No issues
Backhoe: No issues.
Web Site
The December Manager’s Report is posted, along with a link to the financial statement.
New Connections
None in December.
Disaster Management Planning
No action in December.
Long Distance Service Laterals
See Sunset Road discussion.
My Health
No longer a major issues.
Remote Work Capability
The only thing I have not worked out is access to SCADA. I am working on that.
Respectfully Submitted:
Reg Hearn
General Manager
AFTER ACTION REPORT FOR WATER MAIN BREAK BETWEEN HOLBROOK LANE AND SCHRADER LANE ON JANUARY 7, 2022
NARRATIVE:
At sometime after mid-night on 01/07/22 (Friday) lead field technician Ken Nichols was alerted to a major drop in reservoir levels. At approximately 1:15AM he contacted general manager Reg Hearn.
Weather conditions at the time included heavy rains coupled with runoff from melting snows. Temperatures were in the high 30’s.
Ken Nichols and Mick Peterson were on duty from about 1:30AM.
At approximately 2:00AM both well pumps were placed in “Hand” control and activated. At that point the drop in reservoir levels stabilized for about one hour. Following which time the drop in reservoir levels resumed. It was concluded that there was a major water main break somewhere flowing in excess of 1,725 gallons per minute (gpm).
At 2:20AM the Emergency Response Plan was activated. The delay was the result of the general manager’s commute time.
A search for the break was initiated immediately. At that time it was assumed that the break would be easy to locate given the volume of flowing water. The search was hampered by the weather, an unusual quantity of standing water, and darkness. Since no one was awake we were not receiving phone calls so could not make an estimate as to possible location.
As daylight hours approached people began to wake up and calls began coming in. Evidence from phone calls indicated that the break was somewhere west of Solki Road and north of Karjala Road. We received volunteer aid in the search from Brumfield Construction and a community member.
At 7:35AM 01/07 reservoir levels were such that it was judged prudent to shut down the three booster stations, Reynvaan, Hirschbeck and Gavett Lane. At this time Fire District #2 was notified of the probable area of the main break and alerted to low reservoir levels. The Washington State Office of Drinking Water (ODW) was notified at this time first by email, and then by telephone.
A boil water advisory covering all services west of Solki, plus Reynvaan and Hirschbeck, minus Central Park Drive was implemented at 3:30PM on 01/07. The notification was posted on the District web site, the District Facebook page and the Office of Drinking Water web site. Grays Harbor Emergency Management broadcast the announcement through their phone system, by text messaging, and by email. I believe KXRO broadcast the notification as a PSA.
The search continued with very little luck. The initial search was narrowed by calculating the elevation at which the main break had to occur. All standing water within the search area was observed for signs of turbulent water and tested for the presence of chlorine. No indications of a major break were observed.
Sometime on the morning of 01/08 bottled water was distributed to those on the District’s “at risk” list.
At 10:45AM 01/08 an announcement was placed on the Facebook page and the web site (as well as passed to incoming phone callers) that water was available at the District office and shop site. Bring your own container.
At 12:40PM on 01/08 the leak was located. Having exhausted all other troubleshooting approaches, we decided to start the search by isolation. We were reluctant to use that method as many people had some level of water service. The isolation approach was first applied in the most likely location close to the presumed location of the main break. That would be the canyon between Holbrook Lane and Schrader Lane. The isolation valve on Holbrook Lane was closed.
Immediately reservoir levels began to rise, indicating that the leak was in that vicinity and had to be located in the canyon between Holbrook Lane and Schrader Lane. There was no place else for that much water to flow without being instantly obvious.
With the closing of that valve, pressures at the break were increased and turbulent water became evident. The point of rupture, at the time, was under about 12+ feet of water as the Department of Transportation (DOT) culvert through which the creek passes was partially blocked.
At this time the DOT was notified of the location of the main break.
Full pressure did not return in the affected areas. The water main in this area is served from two directions. So closing the isolation valve at Holbrook only closed off one direction, which reduced, but did not eliminate the flow from the break. So areas west of Solki had limited pressure.
We had the option of closing the isolation valve at the north end of Linkshire Drive, but that would have deprived more connections of what water they had.
At 1:30PM 01/08 it was determined that it would be safe to re-activate the booster stations. Hirschbeck and Gavett Lane came on line with no problems. However, the Reynvaan Booster Station would not lift water to the top of the hill. At approximately 3:00PM a request for assistance was placed to American Pump.
At sundown it was determined that no further action regarding the break could be taken. Field crews delivered bottled water to the residents on Reynvaan Drive. Fortunately Pickright Thriftway in Montesano had ample supply. Other outlets were short. Everyone than all turned in since we had all been up since at least 1:15AM 01/07.
At first light Sunday it was observed that the water at the site had drained considerably and it was possible to access the bottom of the canyon. The biggest piece of information gained was that the bank along the highway had slid and was in danger of continued sliding. DOT was notified of the condition of the culvert and bank and arrived on site very shortly.
At 8:00AM American Pump arrived at the Reyvaan Booster Station. With some troubleshooting, they were able to determine that the cause was an air lock. Once that was cleared, one of the pumps was able to pressurize the water main. However, the second pump would not start, both contactors are badly worn, and the operational pump is showing signs of wear.
Approaches to repair of the line were commenced early Sunday morning. The most desirable approach was horizontal drilling. However, the availability of drillers was a problem and the initial approach was proposed to build a road down into the canyon to bring the necessary machinery down to repair the main. It was estimated that the repair could be completed within 12 hours.
The owners of the property on Schrader Lane fronting on the highway were contacted for permission to access the canyon and to use their property (undeveloped) as a staging area. They agreed provided the site was returned as much as possible to original condition and the trees along the highway were not disturbed.
At this point we were informed by DOT that they would not allow any work in their right-of-way in the canyon until they had stabilized the bank and had given us permission to proceed.
At 1:00PM 01/09 the commissioners held an emergency meeting at which the main break situation was formally declared an emergency. We all knew it was, but the declaration is important for the contracting process.
We requested from ODW permission to flush and sample in the areas that had water pressure with the aim of lifting the boil water advisory in those areas. That request was denied.
About 2:00PM 1/10, acting on a hunch Ken Nichols and Mick Peterson began a search for a possible isolation valve on the west side of the canyon. An unknown, unmapped valve was found on Schrader Lane prior to any connections or fire hydrants. Shutting that valve completely isolated the main break with no connections between the two valves. Full pressure was immediately restored to all connections.
There were only a few (about 10) connections without water at this point. Field crews obtained bottled water and handed it out to those with no water. This process continued until all connections had full pressure and flow.
We also flushed out and filled some empty chlorine one-gallon chlorine bottles and delivered to the folks without water so they had a supply they could use for toilet flushing in addition to the bottled drinking water.
With the main break completely isolated, another request to allow flushing and sampling was placed with ODW. Which request was granted. However, it was too late to flush and collect samples that evening.
Some rethinking of approach also occurred. Since everyone was back to full pressure, and DOT was not prepared to grant permission to work in the right-of-way, it was obvious that the break could not be repaired in the next 24 hours or so. The decision was made to prepare for horizontal drilling.
Some thought has been given to simply abandon that stretch of water main. However, there are at least two fire hydrants that should be fed from both directions, and that length of main would be important in maintaining service to as large an area as possible should repairs be needed on either side of the site at some time in the future.
Though it had been the intention of taking the investigative samples early on 1/11, various demands pushed the samples to between 11:00AM and 12:00 Noon. Six samples were taken. At 8:13AM 01/12 the District was notified that all samples had tested Satisfactory. The boil water advisory notice was published at 8:31AM 01/12. It was posted on the same sites as the advisory.
SITUATION:
As things now stand all connections have full water pressure and flow. The District has solicited proposals to replace the damaged water main from Brumfield Construction and Rognlins, Inc. We have also contacted Berglund/Schmidt for engineering services, as DOT will certainly require an engineered approach. Construction can not move forward until we have permission from DOT. There is no estimated time table. They have major problems with that bank.
The Reynvaan Booster Station is capable of supplying demand for the time being. But that situation needs to be addressed as soon as possible. It makes no sense to replace the existing pumps like for like. I have contacted NWS, Inc. for engineering services to upgrade that booster station.
One of the things we learned is that the water main cuts across the Heng Ly property. Maybe. The as-built, which is not the most reliable source, shows a small block of property over which the water main is depicted between the Heng Ly property and the highway. If the main passes over the Heng Ly proprty, this is not an acceptable situation either for the District or the property owner. Now is the opportunity to re-route that line into the DOT right-of-way and the easement for Schrader Lane. That has been included in our requests to the engineer and the two contractors. I have requested information from Mike Schmidt at Berglund/Schmidt on that small plot seen on the as-built.
LESSONS:
1. We cannot put off updating and improving our as-built documentation.
Every time we have one of these situations it is worsened by our lack of information regarding
water lines and isolation valves. It will be expensive, but less expensive than not having the
information. If we had known about that one valve we could have had folks back in water
many hours earlier. It was only creative thinking by Ken and Mick that we found the valve
at all.
2. Our Emergency Management Plan works. With the general manager serving as incident
commander, the field crews physically investigating, and the clerk assisting with communications, particularly the phones, we were able to handle the flow of data, analyze that data and options, and make certain that communications, in all directions, were clear and timely.
At one point there was a rumor floating around that the City of Aberdeen Police Department
had issued a boil water advisory for Central Park. We were able to nip that rumor in the bud.
The one thing that could be improved is the addition of one more person to handle electronic
communications. Keeping up the Facebook page and the web site was very valuable in
keeping the community informed. That communication resulted in a lot of positive feedback, but it is time consuming.
I cannot emphasis enough the importance of having a live person answering the phones. A
recorded message may convey the necessary information, but having a live person to talk to
improves callers attitude toward the situation, as well as offering the possibility of asking for their observations. Dali did an outstanding job.
Using cell phones for incident communications worked OK. But we needed to follow our
plan and break out the handheld radios.
3. The team of Nichols/Peterson worked well in this situation. Both of our field technicians are
exemplary team members. The dedication and determination to see the task through was
incredible. Everybody cheerfully did what needed to be done, though we all got a bit testy by Sunday morning.
4. We need to move in an expeditious fashion to improve the Reynvaan Booster Station:
a. Replace the submerged pumps mounted in a can with centrifugal pumps.
b. Replace the rotting pump shed.
c. Upgrade the controls to modern VFD’s and eliminate the bladder tank/pressure switch
system with it’s mile long signal wire between the pumps and pressure switches.
d. Install a flow meter downstream of the pumps.
e. At least investigate the possibility of integrating that station into SCADA.