MANAGER'S REPORT
06/08/22
Revised 06/06/22
Budget Position Report
Revenues for May were $86,608.33. That puts us about 38% toward the annual projection. Given where we are in the year, that is about right. The percentage should pick up through the Summer months.
Operational expenditures were $65,992.27. Which puts us at having spent about 47% of our operational budget. That is a bit over budget. For the month of May we spent $20,616.06 less than we took in.
The first half USDA payment was due in May. So $25,197.00 came out of the Debt Service Fund to make that payment.
The following transfers out of the General Maintenance Fund were made:
Capital Replacement Fund: $ 6,114.54
Major Repair Reserve Fund: $13,203.84
USDA Loan Reserve Fund: $ 4,200.00
Treasurer’s Report:
The Treasurer’s Report is out of balance by $18.77. I am working on it.
Fund balances as of 05/31/22:
Regular Maintenance Fund: $ 81,331.51
Capital Replacement Fund: $129,753.42
Major Repair Reserve Fund: $507,120.90
General Facilities Fund: $156,468.72
Available Funds: $874,674.55
In addition, there is $120,457.88 waiting for transfer to the County Treasurer account. It is probably time to do a catch up transfer. There should be just enough money in that account to cover the next revenue based transfer to the County Treasurer.
There is money the district holds that is not available to operate and maintain the water system:
Revenue Bond Reserve (Final payment on the USDA Loan): $55,283.57
Refundable Deposits: $46,265.95
Monthly Utility Totals Report.
This is a report I track. I decided it would be useful information for the commissioners as well. The report summarizes how many services we billed in the June billing, Basic Rate billing, Usage Billing, and total billed. It also summarizes what the district is owed by Section 2 customers.
Past Due Accounts
There are 225 past due accounts in Section 1. That is a higher number than I would like. Some of those accounts are due for shut off. Two accounts with payment agreements have not conformed to the terms of the agreements. They are due for shut off.
The total past due amount for Section 1 is $35,144.39 by the report. However, $6,434.05 is credit balances. So the actual past dues for Section 1 are $41,578.44.
Water Bill Appeal
There is a letter appealing the general manager’s decision on a water bill.
Receipt Register
Receipts for the month. This is the basis for the monthly check to the County Treasurer.
Credit Card Receipts
Xpress Bill Pay went “live” on June 1st. So far, it is working very smoothly.
I have contacted Point and Pay customer service regarding termination of the contract. They responded that they would get the information to the proper desk. So far, I have heard nothing. We simply are not passing any payments through to them as of 06/01. I am hoping that reconciling the clearing account to zero will not be too much of a problem.
So far the switch to Xpress Bill Pay (XBP) has gone very well. Dali and I still need to use the “cheat sheets” but all the processes have been straightforward. Support has been incredible. Not only have the support requests been answered promptly (and expertly) I have even gotten follow up calls to ensure that somebody did, indeed, get back to me. These are not QC surveys. They are a simple “Did someone call?”, “Is your issue addressed?”. I am hoping our customers have as good an experience.
A feature I am excited about is the ability to communicate with customers via email either individually, or in specific groups. Folks do not need to pay by credit card or eCheck to have an XBP account. So they can track their account online and receive district emails at no cost.
Another great feature is that credit/debit card receipts post the following day, so there is no significant lag time. Something that has caused major headaches in reconciling accounts with Point and Pay.
Payments made with electronic transfers (eChecks) may take a few days. There is a clearing account for those payments, but I choose when the transfer occurs greatly simplifying reconciliations.
The large bill from XBP covers the set up and in-person training.
IT Issues
As of this writing, the new SCADA server is still not here.
Chlorine
Not an issue at the moment. But supplies are not yet as stable as they need to be. The engineer has not had much time to devote to the question of On Site Generation (OSG). So I did a bit of my own research. I found a system that looks attractive and is in use locally. I am in discussions with that water system.
No follow up in May.
Capital Asset Management
The acquisition and repair costs for the new service truck will be transferred from the Capital Replacement Fund into the General Maintenance Fund.
Request for Public Information
Our process needs updating. I will be looking at this after dealing with the Risk & Resilience Certification.
No action in May.
Payroll Report
Phillip Riege is on the payroll for the Summer.
Isolation Valves
See comments on as-builts
Production Data
See the Summary sheet.
Past Due Accounts
I have included a statement of past due accounts for Section 2 in your packets.
Active Projects
Project | Status | Next | Estimated | Estimated |
|
| Step | Completion | Cost |
Small Parts Shed | Bins Labeled | Deposit Parts in Bins | 05/15/22 | $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 |
Indefinite Delivery | 2022 Awarded to Brumfield | Underway | 12/31/21 | $50,000 |
North Bank Re-Coat | Contract Awarded | Performance | 06/30/22 | $78,450 |
Pape Retail Center | County Pre-App Completed | Developer Extension Agreement | 12/31/22 | $0 |
Reynvaan Booster Pumphouse | In Construction | Complete Construction | 07/15/22 | $86,742 |
Holbrook Main Break | In Engineering | Engineering | TBD | $250,000 |
As-Builts Update | See Discussion | Underway | 12/31/22 | TBD |
Several projects are in process, but seem to be going slowly as preliminary work is moving forward.
HOLBROOK LANE/SCHRADER LANE MAIN REPLACEMENT
In engineering. I bumped my “seat of the pants” estimate based on the rising costs of goods and services.
NORTH BANK RE-COAT
Contract awarded to Rognlins, Inc. Execution will await more suitable weather.
REYNVAAN BOOSTER STATION
As of this writing. The pump house is up, insulated, and painted inside and out. The electrical conduit has been installed from the power pole to the pumphouse and power has been brought to the pumphouse. Internal wiring is not complete.
Currently, the pumps are scheduled to arrive about June 5th.
AS-BUILTS
As of this writing, it appears that the County GIS department will provide us with all we need free of charge. We will see how far they are willing to go.
We need to acquire a suitable GPS receiver.
WELL #5 SOURCE METER
It is still on back order.
SMALL PARTS SHED
The shed is complete. The bins are ready. We need to find the time to get inventory into the bins.
I am working on getting some power into the shed, primarily for lights. Everyone is busy. I have twice, in May, been promised a call back within 24 hours. No call back yet.
Gutters/Downspouts
The downspouts on the pump house have corroded to junk and the gutters and downspouts on the office are, likewise, ready for replacement.
I have signed contracts for just under $1,000 for both. I don’t have a performance date.
Ashley & Kayla
No Action in May. We encountered broken plastic (actually, nylon) fittings at one service connection. I am sure there are more.
Hydrant Maintenance
A lot of work is getting done. In the process, we found that someone (who knows who?) put diesel in the fuel tank of our pressure washer. Pape gave it zero chance of repair.
Rate Study
Very little progress in May.
New Regulations
There are new L&I regulations regarding hot weather protections. Many of the L&I recommendations have been turned into regulations.
I am frustrated by the fact that I received the news from a news report, not any kind of notification from L&I.
I have often thought a simple weather station would be useful, but have not thought it so useful as to spend the money. Among other things (including some means of providing cool water throughout the day for the crews) it looks like time to move on this. The temperature in Central Park can differ considerably from the “official” temperature for the area.
Personnel
Phillip Reige is now with us for the Summer.
Maintenance Activity:
I have contacted an individual interested in doing “handyman” type projects.
The Closed Work Orders report is attached. It amazes me that, even with the Summer help, there is simply too much to do. Hydrant Maintenance is way behind. I have included the open work orders for fire hydrant maintenance.
Contractor Repairs/Assistance
The only glitch in the project is that the vac truck, the primary reason we need contractor assistance, is often days, and sometimes weeks, out.
We discussed this last month and I am working on information related to acquiring a vac trailer.
Shop Organization
I need to provide some motivation. The work orders have been issued. Other issues seem to take precedence.
Training/Certifications
Nothing new this month.
Safety
We have a mini safety meeting every morning. No incidents to report.
Vehicles
Service Truck #1: The intermittent slow starting is still with us. B&B could not locate the problem. We are taking it to Whitney’s for a second set of eyes.
Pickup Truck 1: No Issues
Pickup Truck 2: No issues
Backhoe: No issues.
Service Truck #2: The “more complete evaluation” determined that the transmission needed rebuilding/repairing. The estimate to rebuild was identical to the cost of replacement, so, this truck is getting a new transmission.
Web Site
The May Manager's Report is posted, along with a link to the financial statement. The Pay My Bill tab has been changed from Point and Pay to Xpress Bill Pay.
New Connections
6820 Grange Road will require some work. This property does not front on Grange Road. Some negotiating with the owner is necessary.
Disaster Management Planning
No action in May. I will be making a presentation on this subject at the WASWD Fall Conference.
Long Distance Service Laterals
Nothing new in May
July Meeting
I am taking some vacation in July. The timing conflicts with the July meeting and is dictated by a family memorial service. Otherwise I try and avoid planning vacations that conflict with the meetings.
I suggest an abbreviated meeting on the normal day to sign the Claims Payment Request so that our vendors can get paid. Then another meeting to cover the Manager’s Report and other issues.
Respectfully Submitted:
Reg Hearn
General Manager