MANAGER'S REPORT
05/10/2023
April has been a crazy month. We had the WASWD Spring Conference and my eye surgery. Which went very well.
Budget Position Report
Operational revenues for April were $110,119.14. Operational expenses were $57,972.70. So Operational revenues exceeded expenses by $52,146.44. There were no capital expenditures in April.
We contributed $51,595.51 to reserves:
Out to Capital Replacement Fund: $ 6,423.00
Out to Major Repair Fund: $ 40,972.51
Out to USDA Loan Reserve: $ 4,200.00
Treasurer’s Report:
Fund Balances:
Regular Maintenance Fund: $ 13,671.64
Capital Replacement Fund: $171,438.29
Major Repair Reserve: $402,967.90
General Facilities Fund: $159,682.46
Total Funds Available: $747,760.29
Monthly Utility Totals Report.
May billing (Section 1) is $106,571.98.
Claims Request
$18,520.75
Water Use Efficiency Plan
We are past due for a review of the WUE plan. As noted, we are including a discussion of the plan at the May meeting.
The adoption of the plan must occur within a public meeting.
The public has been notified.
I have included a copy of the plan in your packets. There have been some minor changes, particularly the reference date since there is evidence that the demographics within the community have changed.
Water Bill Appeal
200 Mado Court
Receipt Register
Receipts for April were $77,265.19.
IT Issues
Work on the office network and computer has commenced.
Capital Asset Management
Nothing to report for April.
Request for Public Information
Our process needs updating. I will be looking at this after dealing with the Risk & Resilience Certification.
No action in April.
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.
Payroll Responsibility Transfer
Implementation of the Springbrook payroll module has commenced. It is going well so far. The setup consultant is extremely helpful in making sure everything is set up properly.
We ran a “ghost” payroll for April. Except for a few glitches it went very well. I am quite pleased with the program. We should have all the glitches worked out by the end of next month.
Isolation Valves
No action in April
Production Data
The Production Summary is in your packets. Note that the Daily Average, compared to last year, is way down. That might change as we get into Summer.
However, I am seeing this in the daily data. Every day the production is significantly less than the same day the previous year.
Active Projects
Several projects are in process, but seem to be going slowly as preliminary work is moving forward.
WATER SYSTEM PLAN
The signed contract has been forwarded to the engineer. The work has started. This project will jump start my work on the rate study, as it requires a six-year budget.
GHC TRANSIT
No news in April
REYNVAAN EXTENSION
The signed engineering contract has been forwarded to Northwest Water Systems.
PAPE RETAIL CENTER
No news in April
SHOP FENCE
I have not yet contacted Frank Scherer, Deputy Fire Chief, for an introduction to the new fire chief.
No action in April.
ACCESS ROADS
Both the North Bank and the Clemons access road projects have been deferred.
REYNAAN BOOSTER STATION
Construction is complete.
HOLBROOK LANE/SCHRADER LANE MAIN BREAK
The DOT work on the site appears to be almost complete. In any event, it looks like we can access the site and complete the project.
I am coordinating with our contractor (Rognlins, Inc.) to disinfect and pressure test the new water main. Following work will depend on the results of the pressure test.
If the pressure test indicates the new main survived the bank stabilization work, we will hook the new main into the system and the project will be complete.
The overtime and equipment usage section of this application has been approved. Payment has to go through the Washington State Military Department.
Their application requires a Unique Entity Identification number (UEI). This number, and the associated process, replaces the DUNS number system. There was no transfer process from DUNS to UEI. I have completed the application process and am waiting for the issuance of the number.
FEMA came out and did an inspection of the project. That seems to have gone well. This project is on-track to be funded.
AS-BUILTS UPDATE
I have discussed this problem with Todd Krause of Northwest Water Systems. They are now offering GIS assistance. He is of the opinion that they can get us up and running for an initial cost of between $20,000 and $30,000 and ongoing support in the $100/month range.
The objective of the ongoing support is to keep the records up to date as changes are made or new information comes to light.
This is way below what others have estimated, by a factor of six or seven. I will be moving forward to explore this further with the objective of establishing a firm estimate.
I have included a copy of Todd Krause’s email to me, which is a preliminary ball park figure. NWS is backed up on work at the moment. When they get a window I will request a formal proposal.
No action in April
ASHLEY & KAYLA
Deferred. Leaks will be repaired as found.
PUMP HOUSE FLOOR
I am expecting an estimate from Miller’s, Smith & Losli.
I am still expecting.
POWER PANEL PLATFORM
I am expecting an estimate from Miller’s, Smith & Losli.
Still expecting on this one, too.
ON-SITE CHLORINE GENERATION
No action in April. This project is on hold for a lack time to address and for a lack of funding.
OFFICE SPACE ISSUES
I am working on trying to figure out how we get the floor covering replacement done and stay within the contracting regulations. There does not appear to be any local companies that are set up to deal with the prevailing wage issue.
MRSC has recommended we tap into the State’s contracting program. I will investigate.
At last month’s meeting Tom suggested I contact our general contractors (particularly Rognlins) to see if they do this kind of work. I may get a window before the meeting.
No action in April.
6016 Karjala
We have an issue that has been brewing for some time. There are some questions about this connection that need to be addressed. We will discuss at the meeting.
Hydrant Maintenance
No action in April. The weather has not been conducive to hydrant maintenance. We will be kick starting this task with the Summer help.
Leak Repairs
We have had a couple of leaks recently. All repaired in house.
However, we did have to request the assistance of Brumfield in the first week of May. See below.
Rate Study
No effort expended in April. I will need to bear down on this in May 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
I have put out the word that we are looking for Summer help. I have two promising applicants. One of which will be on staff by the time of the meeting.
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 April. 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
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.
In light of the Auditor’s Report on the problem faced by GHCWD#1, we have instituted a simple process for recording removed parts (particularly meters) that are destined for recycling.
Training/Certifications
I attended the WASWD Spring Conference. See below.
Kenny will be attending the ERWOW Fall conference in August.
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 May.
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 April 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 April.
New Connections
None. Others previously noted are under construction. We have couple that are not truly new connections. They are existing connections on which a previous structure was removed and a new one is under construction.
Disaster Management Planning
No action in April. 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 a leak in a loooong service lateral on Lions Club Park Road. It crosses three properties. We will handle this one as we have in the past.
WASWD Spring Conference
As usual, this was an excellent conference. I was not able to get around to many vendors, though one I did visit had a very intriguing product. It is an isolation valve that can be inserted “hot”. That may prove to be very useful when we start installing some valves in places that need them and never got them.
A topic of conversation of interest was the additions to the lead/copper rule. I need to investigate the details, but it appears that we will need to do a detailed inventory of service laterals. That is a major project.
There was a presentation regarding the lifespan of water wells by Robinson & Noble, probably the most knowledgeable groundwater consulting company in the state.
The short version is that a well can typically be expected to have a lifespan of 75 years, depending on the type of steel used for the casing.
As of this writing we do not have a line item in our Asset Management Plan to address decommissioning our two wells and drilling new ones. That is something that I will need to correct.
Respectfully Submitted:
Reg Hearn
General Manager