MANAGER'S REPORT
03/08/2023
Budget Position Report
Operational revenues for February were $99,172.08. Operational expenses were $46,141.40. So Operational revenues exceeded expenses by $53,030.68. There were no capital expenditures in February.
We contributed $53,729.77 to reserves:
Out to Capital Replacement Fund: $ 6,423.00
Out to Major Repair Fund: $ 43,109.77
Out to USDA Loan Reserve: $ 4,200.00
I have included a complete Reconciled Budget Report for all funds, including beginning and ending balances, in your packets for your information.
Treasurer’s Report:
The good news, as I mentioned last month, is that I found the $18.77 imbalance. In the process of starting to fix the problem, I found a couple more problems. I have high hopes to get those all resolved by the April meeting. The catch is that I have to fix the problems and then re-reconcile all the following months. In order to do that I need a full day without distractions. Those kind of days are not easy to find.
Fund Balances:
Regular Maintenance Fund: $ 13,203.37
Capital Replacement Fund: $158,592.29
Major Repair Reserve: $337,599.66
General Facilities Fund: $158,971.70
Total Funds Available: $668,367.02
So we have reversed the trend of declining resources. We are ahead over January by $50,539.65.
Monthly Utility Totals Report.
March billing (Section 1) is $108,802.23.
Claims Request
$14,645.59. Nothing to say about that!
Water Bill Appeal
None pending
Receipt Register
Receipts for February were $85,654.49.
IT Issues
Initial discussions have been conducted on the approach to securing the office network and improving the internal connectivity. No action in February.
Capital Asset Management
Nothing to report for February
Request for Public Information
Our process needs updating. I will be looking at this after dealing with the Risk & Resilience Certification.
No action in February.
However, our general approach is, if someone wants public information, we provide it. The only problem with that approach is that it leaves us open to outrageous requests.
Payroll Report
In your packets. Some thoughts on the overtime:
All overtime is approved by me. So no one is “homesteading”. A major contributor to overtime is customer service. At my insistence, any time a customer calls in with a problem, we address it immediately. It is this initiative that has contributed the most (in my opinion) to the improved relationship the district has with the community. Nothing grates on a person more than, when having a problem, they are told, “You are just going to have to wait.”. Responding to those calls in a timely fashion often involves someone working late or on weekends.
Payroll Responsibility Transfer
As I wandered through my research, I discovered that Springbrook, which bought Bias and provides our General Ledger and Utility Billing software, also offers a payroll module.
I attended (via Zoom) a presentation and demonstration of the software. It has three big advantages over the TimeTrex we have been using to track and report benefit hours.
The first advantage is that the Springbrook software is jurisdiction-adjusted. The software is specifically written to conform to the Washington State taxing idiosyncrasies. TimeTrex is more generic. That introduces the possibility of making mistakes in withholding and tax deposits.
Second, Springbrook interfaces with the General Ledger program we are using. Which shouldn’t be surprising. TimeTrex does not. Data from TimeTrex must be manually entered into the general ledger. Not only does that involve a time factor, it introduces the possibility of mistakes.
Third, Springbrook has developed a report that presents the payroll data to the County Treasurer in exactly the treasurer requires. The Treasurer’s office is developing a specific reporting requirement and Springbrook is working with the Treasurer’s office to develop the necessary report. That is not a possibility with TimeTrex. The information would have to be transferred by hand. More time, more possibilities for mistakes.
The big disadvantage to the Springbrook software is the cost of admission. There was no set up cost for TimeTrex and the monthly fee is $29.95, $359.40 annually. The Springbrook software has a start up cost of $3,780.00 and an annual license fee of $4,550.00.
Support from both companies is comparable in terms of timeliness. Springbrook can help with general accounting and they are familiar with the BARS accounting system, in addition to addressing software questions. TimeTrex can only help with software issues.
I am leaning towards the Springbrook product because of the interfaces with both the general ledger and the county. The more we have to transfer data by the hand, the more staff time it takes and the more likely mistakes will be made.
An additional consideration is that Springbrook is entirely up to speed on the idiosyncrasies of Washington State payroll taxes. With the L&I complexities and the paid family leave, the generic product has some difficulties in the set up and tracking.
It is difficult to quantify, but I am of the opinion that the more expensive product would be more cost effective in the long run.
Isolation Valves
No action in February
Production Data
The summary is in your packets. So far almost every day has been lower than the same day last year. But this time last year was a mess.
Active Projects
Several projects are in process, but seem to be going slowly as preliminary work is moving forward.
WATER SYSTEM PLAN
Our plan is due for updating no later than February 2024. In view of the experience we had previously, in which it took a year to get the plan approved, I have commenced work on the WSP revisions now.
So far I have worked with Jerome, Morrisette & Associates on any changes, which are minimal, that need to be incorporated, and held a pre-planning meeting with the Department of Health and JWM&A. It does not appear that DOH will be requiring much of anything that we have not already anticipated.
Except one. The state has a new way of calculating standby storage. We don’t know yet if that will cause us any problems.
GHC TRANSIT
No news in February
REYNVAAN EXTENSION
Deferred due to a lack of funds.
This is a sanitary survey item. But if we don’t have the money, we don’t have the money.
I think it would be wise to start the engineering for that project. I may pitch this project to Northwest Water Systems.
PAPE RETAIL CENTER
No news in February
SHOP FENCE
We really need to be sure our shop area is secured. Previous security measures were removed with the building of the new fire station.
This project is complicated by the acquisition of a strip of land about 50 feet wide along the west side of district property that was acquired by the fire district from the adjacent (to the west) homeowner. The original plan was to place the storm water management pond in that location. That did not work out and the pond was placed elsewhere.
We have a gate on the Pioneer Road access. I guess the good news is that anyone coming into the shop site has to pass through the fire station parking lot. While not a fence and gate, I would think it would give pause to unauthorized personnel.
Moving forward on a solution has been complicated by the departure of the chief. I understand that there is a new chief.
No action in February.
ACCESS ROADS
Both the North Bank and the Clemons access road projects have been deferred. Until we know the total costs of the Holbrook Lane/Schrader Lane repair and the Reynvaan Booster Station, we can’t commit to spending money for these roads.
This project will need to be deferred.
REYNAAN BOOSTER STATION
Construction is complete. It appears that all but $20,000 will be reimbursed from insurance, with some part of the $20,000 reimbursed from FEMA. But I have not received award letters from either one, yet.
HOLBROOK LANE/SCHRADER LANE MAIN BREAK
DOT is working on a means to stabilize the bank. They have requested (and we have delivered) to-date as-builts of the water main in hopes they can devise a plan that will not entail disturbing our new water main.
Frankly, I think there has already been some movement of our water main. But we can’t access the site to find out. Which is a bit of a moot point. It either has moved and we will need to deal with it, or it has not.
The worst possible scenario is that stabilizing the slope and replacing the culvert requires removal and re-installation of the water main. I have reason to believe that will not be the case, but it is a possibility. If DOT requires it, the terms of the franchise agreement are such that we will have to comply.
Obviously, reimbursement from FEMA is on hold until the project is complete.
AS-BUILTS UPDATE
No action in February. This project just keeps getting orphaned.
ASHLEY & KAYLA
Deferred. Leaks will be repaired as found.
PUMP HOUSE FLOOR
I am expecting an estimate from Miller’s, Smith & Losli.
POWER PANEL PLATFORM
I am expecting an estimate from Miller’s, Smith & Losli.
ON-SITE CHLORINE GENERATION
No action in February. This project is on hold for a lack time to address and for a lack of funding.
OFFICE SPACE ISSUES
The old carpet is falling apart fast. I will need to address that soon. The rear toilet has had problems for awhile and needs replacing. I may replace both toilets with more modern units.
Hydrant Maintenance
No action in February. The weather has not been conducive to hydrant maintenance.
Leak Repairs
A couple of service lateral leaks occurred. They were repaired in-house.
Rate Study
No effort expended in February. I will need to bear down on this in March as it will contribute data for the Water System Plan.
New Regulations
I have acquired a weather station. Now we just need to find the time to install it.
Personnel
We have word that Mick will be back on 03/06/23. Ken would like to take some vacation after Mick is back, so we may keep Scott on for awhile longer.
Maintenance Activity:
I have developed some other approaches to getting small jobs done. Primarily by re-defining the jobs.
The first example is the platform at the power entrance to the pump house. I have contacted Miller’s Smith & Losli for a bid to fabricate a platform. Probably galvanized. The deck will be expanded fiberglass. See above.
Contractor Repairs/Assistance
No contractor assistance in February. I have extended the indefinite delivery contract with Brumfield for one year. That was a provision in the contract. We have not needed them so far this year.
Shop Organization
Kenny and Scott are working wonders in the shop. We are finally getting an inventory of the parts we want to keep and what needs to be scrapped.
Unfortunately, any parts that contain brass and were manufactured before 2018 must be scrapped. They contain too high a lead content to use in drinking water. Likewise, parts that have previously been in the ground have to be scrapped, as well as parts that show significant corrosion.
Coming up with a dollar value will be difficult, since no usable items will be discarded. The best I can say is that scrap value will probably exceed $2,500. But we won’t know the exact number until we haul the stuff off to recycle.
Training/Certifications
I will be attending the WASWD Spring Conference in April. Kenny is taking the flagger refresher course. Mick will need to take the course as well, but we can’t have both of them away at the same time.
We will need to talk about the April Commissioners’ meeting as I will be in Wenatchee at the conference. It shouldn’t be a problem. I can attend by phone. The formal events are all over by late afternoon and I don’t party in the evenings.
Safety
We have a mini safety meeting every morning.
Vehicles
Vehicle #1: 2015 HD2500 Service Truck: No issues
Vehicle #2: 2015 ½ Ton Pickup Truck: Needs tires. We will address that issue in March
Vehicle #3: 2019 ½ Ton Pickup Truck: No issues
Vehicle #4: 2008 HD3500 Service Truck: Still needs lights and a trailer hitch
Web Site
The February Manager's Report is posted.
I still need someone to improve our “Pay My Bill” button. A community member has volunteered to help, but is very busy at the moment, and the consultant I have used in the past has been somewhat non-responsive. No follow up on this issue in February.
New Connections
None
Disaster Management Planning
No action in February. I need to bear down on this. EPA will be asking for the certification soon. There will also be some work on this plan in the process of working on the Water System Plan
Long Distance Service Laterals
We have one with a leak, but it looks like all the neighbors will work together.
Respectfully Submitted:
Reg Hearn
General Manager