Lake Wenatchee Water District

                                                             Commissioners Meeting

                                                                     July 11, 2013

                                                              at Station 9 Fire House

Commissioners Present: President-Bruce Harris, Secretary- Bonnie Klasell Commissioner Landis Bohn

Staff Present: Clerk Elaine Kinney, Operator Charlie Cruickshank

Guests:  Barb Harris, Cleve Borth

Commissioner Harris called the meeting to order at 10:02 am, acknowledged a quorum

Administrative

Commissioners approved and signed the revised 06/27/13 minutes

Commissioner Klasell distributed the reconciled Treasurer’s Report for June 2013; as of 6/30/13 our funds are $19,323.99

Commissioner Klasell distributed the updated DWSRF budget as of 6/30/13.

Commissioner Klasell moved to sign the A19 voucher #17 for $10,075.00 and supporting CPF warrant. Motion seconded by Commissioner Harris, passed.

Commissioner Klasell moved to sign the Payroll voucher for June in the amount of $1,134.00. Motion seconded by Commissioner Bohn, passed.

Commissioner Klasell distributed the updated O&M budget as of 6/30/13.

Commissioner Klasell moved to sign the O&M warrant in the amount of $3,226.08 which includes reimbursing the Imprest account $146.70(postage/office supplies)   Motion seconded by Harris, passed.
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Project Issues

USFS Permit Update & Cultural Review: Commissioner Klasell reported she’s been in contact with Aleceia Tilley @ DOH regarding the Section 106 archeology report and monitoring plan. Ms. Tilley still has not submitted the reports to the appropriate parties (Colville’s/DAHP), that possibly won’t happen until next week. Commissioner Harris reported he has not heard back from Bob Stoehr regarding the NEPA report and the permit.  Mr. Stoehr also has not responded to his email with questions that need to be answered to complete our 100% plans.  The Section 106, NEPA, and USFS permit all have to be finalized before we will be given the go ahead to start construction.  Commissioner Harris will continue to try and contact USFS for answers, Commissioner Klasell will try to get DOH to distribute the section 106 reports sooner than later.

Maintenance Road Easement: The map at the bottom of the first page has engineer verbiage that is not readable, on the original and the scanned copy so the auditor’s office would not record. It was decided to white out the verbiage as it has no relevance to the document or map. If the auditor’s office still would not record, it was decided that since the second page of the document had the legal description of the Easement to record it without the map and include the map as an addendum.

Maria Meyer’s property connection:  There has been no feedback to the letter sent by Marc Marquis.

DWSF Funding:  Commissioner Klasell agreed to contact Karen Klocke from the State to find out if additional funding will be available for next year.

Other Issues

The laptop issue: The options of purchasing a new lap top and having the meter reading software loaded and purchasing a hand held unit that would replace the laptop was discussed.   It was decided that Clerk, Elaine will contact Jim Ratley to see if there were any disks containing the meter reading program and also contact Master Meter to get a quote on loading the software onto a new computer and a price quote for a hand held unit.

Water Use Efficiency (WUE): Our operator Charlie reported that he was given the WUE from the Comp. Plan but filled it and forgot about it.  He did not use it to prepare the WUE’s for each system.  The data has been submitted and the DOH has determined that there is no action necessary.

Barb Harris brought up that the Office of Financial Management has increased the dollar threshold to $114.00 for Commissioners compensation affective July 1, 2013.

Commissioner Klasell moved to increase the Commissioner compensation to the new Office of Financial Management new dollar threshold of $114.00 affective July 1, 2013, Commissioner Harris seconded, passed.

Commissioner Klasell will prepare a Resolution to be signed at the next meeting.

Cleve Borth reported that the LWWU Association has been officially dissolved. Mr. Borth will hold on to the historical documents for awhile.

Commissioner Harris motioned to adjourned the meeting at 11:55 am, Commissioner Klasell seconded, passed.

The next meeting will be July 25, 2013 at 10:00 am.

Lake Wenatchee Water District

Commissioners Meeting

June 27, 2013

At the Station #9 Fire House

Commissioners Present: President-Bruce Harris, Secretary- Bonnie Klasell Commissioner Landis Bohn

Staff Present: Clerk Elaine Kinney, Operator Charlie Cruickshank

Consultants: Marc Marquis, attorney

Guests: Barbara Harris, John Klasell

Commissioner Harris called the meeting to order at 10:02 am, acknowledged a quorum

Administrative

Commissioners approved and signed the revised 06/13/13 minutes

The lap top computer that is used to read the meters has battery issues.  It was decided to limp along with plugging it into a power supply.  Other options will be looked at, including a hand held device.

The TAK software update decision was tabled until the next meeting.

Commissioner Klasell opened the discussion regarding the resolution for establishing our small works roster.

Commissioner Klasell moved to accept the Resolution 2013-06-27A to establish a Small Works Roster Process to Award Public Funds, Commissioner Harris seconded, passed.

Commissioner Klasell presented the Public Records Disclosure policy for the Commissioners review.

Commissioner Klasell moved to accept Resolution 2013-06-27B to create a Public Records Disclosure Policy, Commissioner Harris seconded, passed.

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Project Issues

USFS permit update:  The forest service inspected the site on the 7th of June but the district has not heard anything from them to date.  We are waiting for their approval.  We need the forest service archeological monitoring plan before Aleceia Tilley at DOH can distribute our revised monitoring plan prepared by our archeologist, Glenn Hartman to the appropriate parties for approval. This is essential in completing the Section 106 process and getting approval to begin construction.

Maintenance Road Easement: The easement, with the updated map, has been signed by Landis Bohn. The Waletsky’s have indicated that they are agreement with the location change.

Commissioner Klasell proposed that Bruce send a copy of the updated easement along with the updated map to Mr. Waletsky; once we receive an email with his approval is the easement will be recorded.

Marie Meyer Property: Marc Marquis, the district’s attorney, was brought up to date on the history of the Meyer property.  A discussion ensued.  Marc will update his letter to her attorney and submit it to the Commissioners for their approval.

Mtn. Park:  Our attorney has not had the opportunity to respond to the Farr/Morse attorney, per the motion made on 6/13/13.  He will handle this asap.

Water right transfer update:  Marc indicated that DOE has complicated the process by requiring us to resolve issues that have previously been approved by DOE.  As a result, we will not have the water rights transferred in June as initially projected.  The questions submitted by the DOE are being addressed.  Because of the DOE delay, more will have to be spent on attorney fees to get this accomplished. At request of Commissioner Harris, Marc gave a rough estimate that the completion of the water right transfer process could run as high as $10,000 more in legal cost due to the additional responses for data requested by the DOE.

Other Issues

The district will purchase a conference communication device for those Commissioners who cannot physically attend a meeting.  Clerk Kinney was instructed to purchase the device.

The district operator, Charlie indicated that he inspected all sights for damage from the recent earthquake.  There was no damage that he could detect.

Charlie reported neither Mt. Park nor the LWWUA had formerly submitted any WUE reports, and if there was no disagreement from the Commissioners, he would not submit one this particular year since we had no values to report.  He will use the same verbage used last year for both the BR and WP systems, but he still needs water usage from the Whispering Pines water system.  The Commissioners agreed with this, and Commissioner Harris and Commissioner Klasell will make sure that he gets the data he needs.

The next meeting will be held on 07/11/2013 at 10:00 am

Commissioner Harris adjourned the meeting at 11:45 am.

                                         Lake Wenatchee Water District

                                               Commissioners Meeting

                                                           June 13, 2013

Commissioners Present: President-Bruce Harris, Secretary- Bonnie Klasell, Commissioner, Landis Bohn

Staff Absent: Clerk Elaine Kinney, Operator Charlie Cruickshank

Guests Present:  Barbara Harris

Commissioner Harris opened the meeting at 10:00 am and acknowledged a quorum existed

Commissioners approved and signed the minutes from 05/23/13.

Administrative

Commissioner Klasell distributed the reconciled Treasurer’s Report for May 2013, as of 5/31/13 our funds are $22,280.23.

Commissioner Klasell distributed the updated DWSRF budget as of 5/31/13.

Commissioner Klasell moved to sign the A19 voucher #16 for $4,000.00, and supporting CPF warrant. Motion seconded by Commissioner Harris, passed.

Commissioner Klasell moved to sign the Payroll voucher for May in the amount of $1486.50 Motion seconded by Commissioner Harris, passed.

Commissioner Klasell distributed the updated O&M budget as of 5/31/13.

Commissioner Klasell moved to sign the O&M warrant in the amount of $2246.34 which includes reimbursing the Imprest account $66.46 (postage)   Motion seconded by Commissioner Harris, passed.
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Commissioner Klasell reminded us that we need to place an ad yearly for our small works roster.  In addition, we need to create a resolution with our small works roster policy; she distributed a sample resolution for the commissioners to review and vote on at our next meeting.

Commissioner Klasell moved to have the Clerk place an ad for our Small Works Roster as soon as possible in the Leavenworth Echo, Commissioner Harris seconded; motion passed.

Project Issues

USFS Permit/Site Visit – Commission Harris reported that he met up with the USFS at their site visit on June 7, 2013.      The Forest Service has no objections with changing the maintenance road to follow the original path depicted on the MOU attachment.  Mr. Stoehr has agreed, in principle, that the new permit under development for LWWD can be adjusted to provide the Forest Service with legal access rather than pursuing the easement approach.  He needs to verify some additional information but will let us know shortly. Neither the botanist nor the archeologist found anything that would preclude us from developing the site and approves us moving forward on the permit based on those issues.  Charlie Cruickshank provided guide service to the spring source site for all of the above Forest Service personnel.

Easements for the maintenance road– Waletzky has returned a signed agreement, however Bohn would not sign as the map showing the road placement was not in the location agreed to in his MOU.  RH2 provided a revised route/map; Bohn agrees to this new placement and will sign the agreement next week. Commissioner Harris will send the updated map to Waletzky for his records, his portion of the agreement doesn’t need to be resigned as the road on his property remains the same.

Morse/Farr Well Covenant – Commissioner Harris motioned that the District shall not continue pursuing the requested covenant, since Mr. /Mrs. Farr and Mr. /Mrs. Morse are unwilling to sign the covenant as the District submitted to them.  Commissioner Klasell seconded; motion passed.

System Issues

Parcel #271718340100 was purchased by Richard McCord.  Currently this parcel is not connected to any water system, but is in the LID so will be connected during construction.  He contacted the District Clerk to see if he could potentially connect this summer.  The commissioners decided to have him submit an application to join the Lake Wenatchee Water District, and we would contact the DOH to see if they will allow a connection at this time.  If we get approval from DOH, then we will proceed with determining the cost of connection that would need to be paid by Richard McCord.

Billing Issues

As of 6/1/13 we have $1366.17 in delinquent accounts.

One of them is Steve George, formally of Mtn. Park.  It was discovered that he did not connect to the system until recently, so we will credit his past due from August 2012 and begin billing him as of the date he was physically connected.  The District clerk will contact Mike Dickinson to find out what date he did the work.

Commissioner Harris motioned to adjourn the meeting at 11:10am, Commissioner Bohn seconded.

The next meeting will be on June 27th at 10:00 am at the District 9 Fire Station.

                                          Lake Wenatchee Water District

                                               Commissioners Meeting

                                                      May 23, 2013

Commissioners Present: President-Bruce Harris, Secretary- Bonnie Klasell Commissioner Landis Bohn

Staff Present: Clerk Elaine Kinney, Operator Charlie Cruickshank

Consultants: Mark Marquis, attorney

Commissioner Harris called the meeting to order at 10:05 am, acknowledged a quorum

Administrative

Commissioners approved and signed the revised 05/09/13 minutes

LWWD Insurance Renewal: Commissioner Klasell will contact Dwight Burke, who negotiated the original policy for 2012 to obtain more information on where the values for the replacement costs for assets came from, as some assets are over-valued and some are under-valued.  In addition, the Whispering Pines storage tanks aren’t even on the asset list. The commissioners agreed to revise the values that the insurance has now for all structures, and be sure the storage tanks are included when the quote request is sent in.

Project Issues

 USFS scheduled visit:  The visit is still scheduled for 06/07/13.  Charlie Cruickshank agreed to escort the personnel to the spring site.

Road Maintenance Easement: Jean McCarthy has indicated that she will sign the easement that allows the forest service to access the maintenance road to the forest service land from their property.

New Funding Options:  The State will have new funding available in November 2013 and 2014.
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This funding would be added to our total LID. The district’s attorney, Marc Marquis will find out if we can increase the total LID for these funds.

Marie Meyers Property Connection: The district received a letter from Meyers attorney questioning the District decision of not running the service line along the Lake Wenatchee highway. The district’s attorney will review the letter received from Meyers attorney.  He will give his suggestions as how to proceed.

Steve George and Schwindt non-payment issue:  Steve George was just invoiced in May.  Because of that the district will wait to pursue the issue.

Commissioner Klasell moved to have clerk Elaine send the Schwindt’s a demand letter letting them know that if payment of the $39.00 which is 90 days past due, is not received by July 1, 2013, their water will be turned off, Commissioner Harris seconded, passed.

Shut off Location Mapping:  Commissioner Bohn reported that he has started but it is not complete.  It was suggested that he do the Schwindt property by July 1st.

Miscellaneous Issues

 WP tank clean up: Commissioner Bohn assessed the situation and feels that if left alone, it will not cause any damage to the system.

Policy updates:  The policies were reviewed and updated.

Commissioner Klasell moved to sign the resolution 2013-05-23 accepting the revised Administrative and Operations Policy which includes the new Financial Polices as Appendix C, Commissioner Bohn seconded, passed.

Operations: The district’s operator was given the current SOP to review and give any suggested changes.

Commissioner Harris moved to adjourn the meeting at 12:15 pm, Commissioner Bohn seconded, and meeting was adjourned.

The next meeting will be held on 06/13/2013 at 10:00 am

                                         Lake Wenatchee Water District

                                               Commissioners Meeting

                                                           May 9, 2013

Commissioners Present: President-Bruce Harris, Secretary- Bonnie Klasell Commissioner Landis Bohn

Staff Present: Clerk Elaine Kinney, Operator Charlie Cruickshank

Commissioner Harris opened the meeting at 10:00 am and acknowledged a quorum existed

Commissioners approved and signed the minutes from 04/25/13

Administrative

Commissioner Klasell moved to sign the A19 voucher #15 for $41,587.43, and supporting warrant. Motion seconded by Commissioner Harris,  passed.

Commisioner Klasell moved to sign the Payroll voucher for April  in the amount of $1159.00 Motion seconded by Commissioner Harris,  passed.

Commissioner Klasell moved to sign the O&M warrant in the amount of $2999.70 which includes reimbursing the Imprest account $63.89  ($33.00 postage, $27.75 mileage to Elaine Kinney, and $4.14 late fee to Wenatchee World as the loan reimbursement from DWSRF was late last month) Motion seconded Commissioner Harris,  passed.

Project Issues

USFS Permit-Commissioner Klasell reported that the site visit is scheduled for June 7th.  Amelia said that it will be just the Botanist and the Archeologist but she is working on getting someone from the Fisheries.  Amelia from the USFS said that they don’t need anyone from LWWD to  go with them. Commissioner Harris will let the neighbors know.

Additional Funding Options-Several options were discussed by the Commissioners.  No decision was made.  The commissioners will do more work on this.  As soon as there are concrete dollar amounts that are needed, decisions will have to be made.  The options range from commercial lending sources to using RCAC for short term financing if needed.

Easements for the maintenance road. Waletsky indicated that he will sign it but has not gotten it notarized and McCarthy also indicated that they will sign as well.

Morse/Farr Well Covenant – Mr. Farr’s attorney sent an email saying Farr would sign the covenant if we put a 20 year limit on the use of the well, with penalties for exceeding that time frame.  The commissioners agreed that they cannot commit to a time limit and will  continue to work with the two parties.
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Service Line Connection – The district has received additional changes to the original meter locations.  The clerk will keep these changes in a file on the district computer for future reference.

System Issues

Water service turn off – We had a customer who called wanting to know what the procedure is to shut off his water to have work done on his line.  The Commissioners agreed that if the customer knows where the shut off is and can do it, they can shut off their water.  If they  are having difficulty, we would have our operator assist.

Commissioner Bohn has not had an opportunity to locate and map the shut-off sites for each lot in the former LWWUA and Mtn Park areas.

Our operator, Charlie, feels that the clean-up of the creek area near the old WPWUA pump house needs some professional help.  There is a tree that needs to be removed that he does not want to tackle for safety reasons.

Commissioner Klasell motioned to have Commissioner Bohn take a look at the site and if he feels there is a need to have professional help to hire Mike Dickinson, Commissioner Harris seconded, passed.

Charlie reported that the new meter was installed on the Mtn. Park Well on 05/08/13.

The district had a customer from North Shore call about a low pressure issue.  Charlie reported that one of the Dickinson’s broke a line which drained the reservoir.  Mike Dickinson fixed the break.  It was decided that one of the Commissioner would write a letter to Mike and let him know that in the future to call the district and let us know what he is going to do.  Water health and safety issues may need to be evaluated by the operator before proceeding with the repair.

Billing Issues

It was decided that the clerk would send a group email each time bills go out to alert the customers that a bill has gone out.

Martinez has been removed as a customer as they are not using District water at this time.  They will be a part of the regular system and billed appropriately once the construction is complete.

Policies

The Commissioners will schedule a workshop before the next meeting to draft updates to the Administrative and Operating Directives per RCW requirements

Commissioner Harris motioned to adjourn the meeting at 12:00 pm, Commissioner Bohn seconded.

The next meeting will be on May 23rd at 10:00 am at the District 9 Fire Station.

Lake Wenatchee Water District

Commissioners Meeting

April 25, 2013

at Station 9 Fire House

Commissioners Present: President-Bruce Harris (via phone), Secretary- Bonnie Klasell Commissioner Landis Bohn

Staff Present: Operator Charlie Cruickshank, Attorney Marc Marquis

Guests Present: Greg Overturf, Karen Dickinson, Tim Gellatly, Joanne Fountain

Commissioner Klasell opened the meeting at 10:05 am and acknowledged a quorum.

Administrative

Commissioners approved and signed the revised minutes from March 14, 2013 reflecting that payroll was approved for February, not December as stated in the approved minutes.

Commissioners approved and signed the minutes from March 28,

Commissioner Klasell asked if there was any input for the Aug-Dec 2013 Budget, Commissioner Harris responded that snowplowing wasn’t on there for December and that we should also include approx. $1500 for unanticipated legal costs.  Commissioners will review again in May or June.

Commissioner Klasell distributed examples of policies for asset management and public records disclosure/retention.  Commissioners are to review to assist in updating LWWD policies in May or June.

Commissioners approved clerk’s request to continue using postcards for billing and to buy more cardstock as needed.

Project Issues

USFS Permit Update

Karen Kornher spoke with Amelia at USFS.  They do require a gate; it can be on USFS land. Site visits for the archeologist, botanist and others will be mid-May.  Commissioner Bohn will possibly guide them to the spring site as they want to do all field work on the same day.  We appear to be on schedule to have permit in place by August 1, 2013.

Project Overruns

Commissioner Klasell presented an updated budget showing what has been spent as of 4/11/13 and the estimates given to us by RH2 for completion.  It appears we will be approximately $450K over the initial budget.  Commissioner Harris will meet with Cashmere Valley Bank prior to our May 9, 2013 meeting to see what our options will be for additional funding (bank requirements, etc.).  One thought is that we could apply for another DWSRF loan in March 2014 for the $850K we need, if granted we could be given 50% forgiveness.  We do need to have funding in place before going to bid.  Decisions will be made about project scope once we have more information about financing.

Association Credits

Commissioner Klasell asked if it was time to have the credits analyzed, now that the engineering plans are complete.  Commissioner Harris believes it may be too early in the process; Commissioner Klasell will contact Dan Bannier and ask his opinion.

Easements for Maintenance Road

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Morse/Farr Well Covenant

Our attorney has been in contact with the Farr/Morse attorney (Roos) and DOH about language regarding lawn care products.  He feels an agreement will be reached soon.

Meter/Service Line Connections

Commissioner Klasell moved to have Commissioner Bohn walk the LWWUA and Mtn Park system with Mike Dickinson and mark as many service connections as they can. Commissioner Bohn seconded, motion passed.

Water Right Changes

Marc reported that DOE provided an unusually speedy response to the LWWUA and West change applications with some revisions that should make the remaining change applications process just as quickly. LWWUA and West changes have been approved, and the remaining applications with the DOE revised wording will be resubmitted at the next Water Conservancy Board Meeting.

System Issues

Brown Road Leak

Brown Road Leak was repaired on April 18^th; recent water usage report shows a lower usage of 2,900 gals per day.  That is still high for the amount of residents on the road so there may still be another leak.  But this is a significant improvement in what the usage has been.

Mountain Park Meter

Charlie has now gotten the fitting to reconfigure the LWWUA meter and will be installing soon.

Other Business

Greg Overturf stated that he and Farnham would like the location of their meters changed from what was submitted in January.  He has marked the new location, and Commissioner Harris will review and notify RH2 of the changes.

Next meeting: May 9, 2013 at 10:00 am at the District 9 Fire Station.

Commissioner Klasell motioned to adjourn the meeting at 11:30 am, Commissioner Bohn seconded.

                                         Lake Wenatchee Water District

                                               Commissioners Meeting

                                                      April 11, 2013                                                     

                                                 at Station 9 Fire House

Commissioners Present: President-Bruce Harris (via Skype), Secretary- Bonnie Klasell Commissioner Landis Bohn

Staff Present: Operator Charlie Cruickshank

Commissioner Klasell opened the meeting at 10:05 am and acknowledged a quorum.

Administrative

Commissioners approved and signed the minutes from March 28, 2013

Commissioner Klasell moved to sign the A19 voucher #14 for $36,070.76 and supporting warrant. Motion seconded by Commissioner Harris, passed.

Commissioner Klasell moved to sign the Payroll voucher for March in the amount of $1,409.00.  Motion seconded by Commissioner Bohn, passed.

Commissioner Klasell moved to sign the O&M warrant in the amount of $2815.83 which includes reimbursing the Imprest account $148.86 for telephone reimbursement to Karen Dickinson and $64.04 for office supplies.  Motion seconded by Commissioner Harris and passed.

Commissioner Klasell moved to pay Elaine Kinney mileage of $27.75 for March.  Motion seconded by Commissioner Bohn, passed.

Commissioner presented the project budget status and O&M budget status.

Project Issues

County Wetlands/Shoreline Variance

We received notice from Chelan County that the variance was approved.

USFS Permit Update

We signed the Cost Recovery Agreement on 3/29/13.  We have not received a firm date from USFS as to when field work will begin, last mention was an email from Amelia Anthony stating they want to do all the work at one time in June to include the spring area.  Commissioner Klasell has left her a message to verify it can’t be done sooner, and/or if June is still adequate for us getting the permit by August 1, 2013.

Engineering Estimate for Construction

The commissioners received a spreadsheet via email on 4/10/13 from Karen Korhner at RH2 with new cost estimates that put us approximately $250K over on construction.  This does not include other components of the project that are also over budget, her estimate is that we may possibly need $400K additional to complete project as designed.  After much discussion, we feel we do not have enough information to make that decision at this meeting.  Commissioners decided to have each of us go through her line item spreadsheet, and send questions by line item to Commissioner Harris.  He will then compile one letter to RH2 with these questions so the Commissioners can make an informed decision at our next meeting. Also, Commissioner Harris requested that each Commissioner email him a list of what items have caused our overruns.
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Easements for Maintenance Road

Revised easements were prepared by our attorney and submitted to the parties for review on Monday, April 8, 2013.  No response to date.

Morse/Farr Well Covenant

Our attorney sent a letter to the Morse/Farr attorney on Monday, April 8, 2013 stating we will not sign the revised agreement they prepared, we need the original agreement we sent to them as it has tougher restrictions per DOH requirements. No response to date.

System Issues

Brown Road Leak

Neither Charlie nor Commissioner Bohn has heard from Mike Dickinson as to whether or not work has been started.  Commissioner Bohn will follow up with him.

Mountain Park Meter

Charlie informed the Commissioners that the unused meter from WPWUA is too large to use, however he did find one from LWWUA that could possibly be modified to be used.

Commissioner Klasell motioned to have Charlie modify the LWWUA meter, and if that is not possible, then he is authorized to purchase a new one.  Commissioner Harris seconded, motion passed.

Whispering Pines – Bernard Creek

Charlie asked if the Commissioners wanted him to clean out the vault to keep the area ready if needed if needed.  After discussion, the Commissioners decided to wait until it was needed, as it will just fill up with silt/sand again.

Lan Bohn left the meeting at 11:30am

Next meeting: April 25, 2013 at 10:00 am at the District 9 Fire Station.

Commissioner Klasell motioned to adjourn the meeting at 11:35 am, Commissioner Harris seconded.

Lake Wenatchee Water District

Commissioners Meeting

March 28, 2013

at Station 9 Fire House

Commissioners Present: President-Bruce Harris (via Skype), Secretary- Bonnie Klasell Commissioner Landis Bohn

Staff Present: Clerk Elaine Kinney, Operator Charlie Cruickshank

Professional: Marc Marquis, attorney

Guests Present:  Mike Dickinson,

Commissioner Klasell opened the meeting at 10:00 am and acknowledged a quorum existed

Commissioners approved and signed the minutes from 03/14/13

County wetlands/shoreline hearing update

Commissioner Klasell and Thomas Leake from RH2 attended the meeting. The County Staff Report, previously sent to the commissioners, was presented. We accepted the required conditions in the report. No one from the public  showed up to speak, but there were two letters submitted. The hearing examiner will have his decision to us within 10 days.

USFS permit update

Commissioner Klasell spoke with Amelia Anthony at USFS in Leavenworth. She said the cost recovery agreement is almost ready for our signature. She had hoped to get it to us today, but that didn’t happen. The botany study is scheduled for May, and the field work for the archeology survey might not happen until June as the person responsible for the work has other commitments before then. We are to keep them apprised of the snow levels around the tank site and temporary road access as she could come out early April if the snow is gone. We could possibly have our archeologist complete the survey if it isn’t done in April. USFS will require an USFS archeologist to be on-site and monitor any work done on USFS lands along North Shore Dr. They feel confident they will be able to issue our permit by August 1.

DOH/Aleceia Tilley update

Commissioner Klasell has been in communication with DOH management and Aleceia Tilley to find a solution to our problems with the Section 106 process to allow us to build this summer. We are not finished with the cultural/environmental review until we have the USFS permit. Commissioner Klasell had hoped the State could grant us an exception, but they don’t have the authority as we are using Federal funds. As a result, we potentially won’t be given permission to begin construction until August, which is too late for us to start construction this year.

Archeologist revised monitoring plan

Glenn Hartman submitted his revised plan to Karen Korhner on March 18th. A copy was sent to all commissioners. Karen K forwarded the report to Aleceia Tilley at DOH on March 20th, we do not know if it had been distributed to all parties involved (Colville Indians, DAHP, etc,) or if Aleceia will wait to distribute it with the USFS monitoring plan.

Budget increases due to delay

We are still waiting for an updated budget from RH2. The discussion was tabled until the 100% plans are finished and RH2 has provided their dollar estimates.

Additional funding options

We do need to get some funding as soon as possible, Commissioner Klasell was given a copy of the DWSRF handbook last week, and it states quite clearly that this loan is to reimburse us for expenses actually incurred. This means we need to have funds available for situations where we are required to give deposits, like with USFS and PUD, before work can commence. The original construction budget required that we obtain approximately $360K in loans, in addition to the DWSRF loan/grant

Mr. Marquis explained that if we have increased costs due to the project delay, there is not a cap on the total LID amount.  The language in the LID only provides limits with the statement that the cost of improvement cannot be more than the added value to the individual. He explained that there are two options for revenue: service bonds which would result in an increase in monthly water charges or obtaining a municipal loan which is repaid through the LID. Commissioner Harris volunteered to start talks with our local bank about our options in early May.

Forest Service (USFS) Easement for Maintenance Road

Commissioner Harris had a conference call with the two homeowners involved in the USFS easement that have some objections to the new easement. They do not like the looseness of the language which grants US Forest Service access to the road at any time indefinitely into the future.  Marc Marquis said that he could add language in the easement to limit the access of the USFS.

Morse/Farr well Covenant

The district has received their revised sign copy that was prepared with their attorney’s council. The commissioners agreed that it was not acceptable.

Commissioner Harris motioned to have Marc resend the original Covenant to their attorney along with a cover letter explaining why the Covenant presented to them, was worded the way it was.  It was based on DOH requirements. Commissioner Klasell seconded, passed.

Water Right Transfer Update

Mr. Marquis reported that 8 or 9 transfers have moved through the Conservancy Board and 2 (West & LWWU) have been approved and are in the hands of the DOE. There was a change to the WP regarding the change in source application submitted in 2001.  Mr. Marquis feels that we are on the cusp of completing the transfers.

System Issues

Mr. Cruickshank reported on the Brown Road leak.

Commissioner Bohn moved to hire Mike Dickinson to fix the leak.  Then, following a discussion of establishing a financial limit for the repair, without additional board approval, he withdrew his motion.

Commissioner Klasell motioned to hire Mike Dickinson to repair the leak with the cost not to exceed $2,500.00 before the Commissioners would have to be notified, Commissioner Harris seconded, Commissioner Bohn would not vote as he felt it was a maintenance issue and did not need an official motion.

Administrative

Commissioner Klasell pointed out that we need to update all our policies with emphasis on:

• The asset plan to include threshold limits where an item changes from an expense to an asset.
• Archival Policy
• Record Request Policy

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Commissioner Harris suggested that the policies be divided between the Commissioners to be updated and then discussed. Commissioner Klasell volunteered to obtain other district policies, distribute to the Commissioners.  At the first May meeting they will be discussed.

Commissioner Klasell reported that she found a bulk email program.  Clerk Kinney will look at it to see if it would improve the bulk email process.

There has not been a response from Bill Burgess.  The commissioners requested Commissioner Harris to send him a letter offering the continuation of his water service, contingent upon the continuation of the water payments, until next year when the LWWD construction begins.

Clerk Kinney will check to see if the letters were sent to Steve George and Edward Martinez.

The next meeting will be April 11, 2013 at 10:00 am.

Commissioner Klasell adjourned the meeting at 12:10 pm.

Lake Wenatchee Water District

Commissioners Meeting

March 14, 2013                                                    

at Station 9 Fire House

Commissioners Present: President-Bruce Harris (via Skype),  Secretary- Bonnie Klasell Commissioner Landis Bohn

Staff Present: Clerk Elaine Kinney, Operator Charlie Cruickshank

Guests Present: Mike Dickinson

Commissioner Klasell opened the meeting at 10:05 am and acknowledged a quorum existed

Administrative

Commissioners approved and signed the minutes from Feb. 28, 2013

Commissioner Klasell moved to sign the A19 voucher #13 for $85,827.09, and supporting warrant. Motion seconded by Commissioner Harris, passed.

Commissioner Klasell moved to sign the Payroll voucher for February in the amount of $1,788.50  Motion seconded by Commissioner Bohn, passed.

Commissioner Klasell moved to sign the O&M warrant in the amount of $2,136.95 Motion seconded and passed.

Commissioner presented the project budget status and O&M budget status.

Commissioner Klasell went to a training class in Olympia presented by the State Auditor’s office.  She gave a brief summary of what she learned about what is required for our annual financial report that is due May 31, 2013 for next year.  They want to see more details in the minutes of what monies are spent from the Imprest account each month.  Going forward, Commissioner Klasell will provide that information when warrants are presented for approval.  She also learned that we need to set policies on record keeping, public record requests, and threshold limits for capital assets. As far as keeping documents, the State has archival services that we may be able

to use.

There also was discussion about the posting and depositing dates of payments. Legally, we are required to make deposits within 24 hours of receiving payment from a client. We have received approval from the county to make deposits once a week. Commissioner Klasell stated we need a letter from the county giving us a variance to make deposits once a week.  She has asked Teresea Pinneo from the county to issue us that letter.

USFS Meeting Recap

Commissioner Klasell provided an update about her meeting with the USFS and Karen Korhner on March 6. Some of the main points were they need to have their own Archeology report/survey which includes the WP spring, the new tank site, the temporary access road on USFS property,  and along North shore.  The cost recovery agreement is still not ready for signing, and until we sign that and they received the funds, work will not be started. However, they feel that they should be able to complete the permit process by end of July, with our permit being issued in August.

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They asked if a gate was being installed to prevent access to the road and the tanks.  Commissioner Klasell informed them that we will have a gate, as she thought the owners requested that, and they were happy with that. However, a gate requirement was not in the MOU and we would prefer to not have a gate unless necessary. It was decided that this will be tabled for now on making the decision on location and type of gate. .

The bottom line is it looks like construction will be delayed because the cultural review process (Section 106) is not complete until we have the USFS permit. DOH will not issue the letter allowing us to begin construction until the cultural review is complete. The possible options for more financing were discussed, including increasing the LID or issuing Revenue bonds. Commissioner Klasell present some various financial scenarios, but the discussion was tabled as we can’t make any decisions until we have more information from Karen Korhner as to how much additional funding this delay is estimated to cost.

Commissioner Klasell motioned to have Commissioner Harris, contact Mark to have the forest service added to the driveway easement.

The contractor resumes were discussed.  Commissioner Bohn felt we should wait on choosing a contractor until we know if we will be starting construction this year. If it is a go, then we go into and executive session to make the selection.

Commissioner Bohn moved to table the inspector issue, Commissioner Klasell seconded, passed.

Commissioner Klasell moved to have Clerk Kinney email the contractor applicants to advise of delay in decision, Commissioner Bohn seconded, passed.

Morris/Farr well Covenant

Commissioner Klasell received an email from Mr. Morse regarding the wetland hearing.  Commissioner Klasell responded that the well house was not on their land.  She had emailed them after our last meeting with the decision of the Commissioners that we will pay up to six hundred dollars toward their attorney, if the signed Covenant is received by April 1^st. They have not responded, and further action was tabled until the 28th meeting.

Bill Burgess

We have not heard from him. Clerk Kinney was instructed to contact Mark to make sure the letter was sent to Mr. Burgess.

Other Business

Commissioner Harris brought up the budget for clarification of the numbers presented.  A discussion occurred and Commissioner Klasell explained the numbers and where they came from.

Charlie, our operator asked if he could clean up the down limbs and trees over the creek.  It was felt that he should be able to do that as part as the maintenance for the site.

Charlie asked about installing the meter on the Mountain Park well. The commissioners had authorized Charlie to do that last summer, but RH2 had advised him to wait for the new pump house construction. Since we are not building a new pump house in Mountain Park, he will install the meter as soon as possible.

The next meeting is March 28, 2013 at 10:00 am at the District 9 Fire Station.

Commissioner Klasell adjourned the meeting at 11:35 am.

Lake Wenatchee Water District

Commissioners Meeting

Feb 14, 2013

at Station 9 Fire House

Commissioners Present: President-Bruce Harris,  Secretary- Bonnie Klasell  Commissioner-Landis Bohn

Staff Present: Clerk Elaine Kinney, Operator Charlie Cruickshank

Guests Present: Karen Dickinson, Barb Harris, Jim Kalinski, Dwight Burke, Mike Dickinson, Mike Babst

The meeting was called to order at 10 am.  Commissioner Harris acknowledged a quorum

Administrative

The minutes for the Jan 31, 2013  were approved and signed.

Commissioner Klasell presented the estimated January Treasurer’s report (actual report not released from the county due to a new computer system), current budget status reports, A19 #12 and supporting CPF warrant, January payroll, and the O&M warrant.  We currently have $17,022.18 in our operating accounts (O&M and Imprest). The past-due accounts receivable is $1,762.00 as of 01/31/13.

Commissioner Klasellmotioned to sign the A19 voucher #12 for $57,595.73, and supporting Capital Porject Fund warrant. Commissioner Harris seconded and passed.

Commissioner Klasell motioned to sign the Payroll voucher for January in the amount of $2097.50.Commissioner Harris seconded and passed.

Commissioner Klasell motioned to sign the O&M warrant in the amount of $3,127.38. Commissioner Harris  seconded and passed.

Commissioner Klasell motioned  to accept Resolution 2013-214 to raise the clerk’s pay to $20.00/hr, Commissioner Bohn seconded, passed.

Project Status

There was much discussion regarding Mr. Kalinski’s request to be added to the LWWD, added to the LID and receive water to his property.  There were many options discussed.

Commissioner Harris motioned to add Mr. Kalinski to the LID by use of a waiver to service his property by running a two inch line that he will pay for. Once the cost estimate is received he can back out of the agreement within 72 hours of it being presented, Commissioner Bohn seconded, passed.

Tim Gellatly discussed the work change orders to the pump house plans.

Commissioner Harris motioned to stay with the original MOU dollar amount and accept the changes to the work statement proviced as long as he will work with the prime and put in the slab, Commissioner Klasell seconded, passed.

The meter maps were discussed, and there were no last minute changes.

Mike Babst attended the meeting to make sure that we will notify the home owner when the work is being to install his meter so that he can make sure it is put in the correct place.  The Commissioners assured him that they would.

The final review maps will be picked up by Charlie Cruickshank. The Commissioners will review the maps and will resume this meeting at the district office on Feb. 25th to discuss any last minute revisions.

The ad for the inspector position was discussed and a shorter version directing the interest parties to the LWWD website for specifics of the qualifications needed will be placed in the Wenatchee World.

The upper system connection and easements were discussed for lots 1-6.  WPWUA put in the two inch water line on those lots but did not have an easement.

Commissioner Harris motioned to have Mark Peterson work up an Easements for all 5 property owners to sign to cover the line that is already installed, Commissioner Bohn seconded.

 The meter location change was discussed for Marie Mayer’s property.  She would like it on the Lake Wentachee Hwy but because of the wet land issue it cannot be done according to RH2.  More investigation needs to be done and Mark Peterson needs to weigh in on the issue.

The issue of too much pressure for certain properties and the need for PRV valves to reduce the pressure, was discussed as to who is responsible for installing, the district or the property owner.  It was agreed that the property owner would be made aware of the issue and would be responsible for installing and maintaining since it is past the meter.

Commissioner Harris motioned to make the propety owners responsible to install the PRV valve after being notified of the pressure issue, Commissioner Bohn seconded, Commissioner Klasell voted no.

Commissioner Klasell will attend the CUP and SSDP/WV hearing for Feb. 20 and March 6th (if needed)

The district is waiting for the archeologist’s revised plan.  It has not been received as yet. He is working with the FS archeologist who has to review the material from the DOH.  He is hoping that they will not require additional field work to be done, but if they do, it would have to wait until the snow is gone.  As soon as he hears something he can finalize the plan.

Commissioner Klasell discussed the water right transfer that our attorneys are working on. This is what Marc Marquis sent in an email:

 As you are aware, we are in the process of completing several water changes for the District. The purpose of these changes is to conform the 8 individual water rights to the service area of the water district. One final item for these changes involves integrating the conclusions from a hydrogeological report which concerns the hydraulic connectivity of the separate water supplies. We’ve been waiting on this report for a few months now. I received this report during the first part of January and spent a few hours updating all our water change documents. These changes are now complete and I will present them to the Chelan County Water Conservancy next Thursday for review and hopefully approval. Once approved, the Board will forward the documents on to DOE for further review. With any luck, we should have our final answer around June. Please let me know if you have additional questions.

Agreements/MOUs for USFS access

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Mtn. Park

 Commissioner Klasell reported that Mr. Farr did not like the herbicide requirement.

Commissioner Harris motioned to adjourn to meet again on Monday, Feb 25th at 10am at the District offices to discuss the final map changes, Commissioner Klasell seconded, passed.

  Lake Wenatchee Water District

  Continued  Commissioners Meeting

 Feb 25,2013

 at  LWWD Office

Commissioners Present: President-Bruce Harris (via telephone),  Secretary- Bonnie Klasell  Commissioner-Landis Bohn

Staff Present: Clerk Elaine Kinney                                  

Commissioner Klasell called the meeting to order at 10:10 am acknowledged a quorum.

The meeting was extended to discuss any last minute meter location changes from the maps provided by RH2 before the project goes out for bid.

There was extensive discussion about the changes that the commissioners agreed on.  Commissioner Klasell will make the changes on the maps and send them to RH2.

There is one customer on the Brown Road system who is currently getting water and is paying the monthly fee.

Commissioner Klasell motioned to have Commissioner Bohn contact the affected customer and give him until April 1st to connect and be part of the LID and destroy the opt-out paperwork or his water will be shut off when the new system is installed and if he does not respond by April 1st and decides to be added later, he will pay for any additional change order costs. Commissioner Bohn seconded, passed.

 There was a discussion about the Harris Wiseman line and it was decided to table the discussion until the general meeting and Mark Peterson will be contacted for legal advice in the meantime.

There are multiple properties from non-association parcels that we have not heard from regarding a meter.

Commissioner Klasell motioned to not put vaults or meters on those properties, Commissioner Harris seconded, passed.

 Commissioner Klasell announced that the next meeting will be held on Feb. 28th at 10 am at the fire station on the Lake Wenatchee Hwy.

Meeting adjourned at 12 noon.