Lake Wenatchee Water District

                                               Commissioners Meeting

                                                      Aug 16, 2012

                                                at Station 9 Fire House

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

Staff Present: Clerk Elaine Kinney

Consultants: Mark Peterson-attorney

Guests Present: Cleve Borth, Karen Dickinson, Rod Fountain

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

Commissioners approved and signed the minutes from 08/9/12

Administrative

Commissioners signed the A-19 #6 voucher for the amount of $41,640, signed the warrant to pay the voucher and signed the payroll approval.

Bonnie moved to increase the Imprest account to $750.00.  This is a temporary increase to pay for the billing process start up costs.

Commissioners signed the signature cards for the Collection account at Cashmere Bank.

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Mark Peterson explained the water right transfers and the difficulty that may occur because the exact location of the Brown Road well and the LWWU well were not put in the exact location.  He pointed out that the water right process has to be dealt with and can get expensive.  He recommended submitting the transfer document for all the water rights at the same time as one document.

Commissioner Klasell asked Mr. Peterson what he thought of the idea to abandon the well drilling in Mountain Park and pursue the upgrading of the current well house and piping until phase 2 when a pipe line will be built to join them with the other areas.  He felt that was a good plan.

Commissioner Klasell moved to have Mr. Peterson start the water right transfer process for all the water rights, Commissioner Harris seconded, pass unanimously.

Commissioner Klasell moved to abandon the well drilling in Mountain Park and move forward with the improvement of the well site until phase two, Commissioner Bohn seconded, pass unanimously.

Status of Wells

Brown Road Test Well:  Commissioner Bohn was the contact person for the drilling and at 290 feet they struck water.  It was spewing out of the hole without a pump.  The drillers estimated that is was 100+ gallons/min.

Commissioner Bohn moved to proceed doing what was necessary, including buying a pump, to test he water for usage. Commissioner Klasell seconded, passed unanimously.

Commissioner Bohn will contact Karen Korhner at RH2 to find out what pump size we will need to do the job and to have the well area surveyed.

Engineering/Survey Status

Karen at RH2 is ready to submit the Forest service permit.  Commissioner Harris pointed out that in the past we have dealt with Amelia in Leavenworth.  Commissioner Klasell will have RH2 work on that.  After that the new Brown Road well has been tested, the cultural review can be done.  After that the design can be completed.

New Business

Mr. Borth wanted to know what to do with the LWWU operating permit?  Commissioner Klasell told him to just send it back and tell them to contact the LWWD.  Mr. Peterson pointed out that the DOH has been notified of the consolidation.

Meeting was adjourned at 11:30 am.

Lake Wenatchee Water District

 Commissioners Meeting

Aug 9, 2012

at Station 9 Fire House

Commissioners Present: President-Commissioner Bruce Harris,  Commissioner Bonnie Klasell

Staff Present: Clerk Elaine Kinney

Guests Present: Barbara Harris, Charlie Cruickshank, Karen Dickinson

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

Administrative

Commissioners approved and signed the minutes from 08/02/12

A discussion was held regarding the District email configuration.

Status of Wells

Brown Road: Waiting for the permit from the DOE.  There was some discussion about the letter that Mark Peterson, our attorney, sent to Avery Richardson at the DOE.

Mountain Park:  Commissioner Bohn did not complete his task of contacting Tabor about his well again or the Georges to see if they could identify their property line.  A discussion ensued about the possibility of improving their current well house etc. instead of drilling a test well.  When Commissioner Harris and Klasell meet with Karen Korhner at RH2, they will discuss this with her.

Commissioner Harris moved to have RH2 develop a small list to improve the Mountain Park well system, Commissioner Klasell seconded.

Resolutions

Franchise Agreement has been sent to the county.  Have not heard back.

Commissioner Klasell moved to accept resolutions to have the Chelan County set up a capital project fund and the resolution to have clerk Kinney set up a revenue collection account, Commissioner Harris seconded.

Commissioner Klasell moved to have clerk Kinney get a debit card for the Impress account, Commissioner Harris seconded.
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Commissioner Harris moved to accept the resolution authorizing Amendment No. 3 to contract with RH2 Engineering Inc. for system consolidation project, Commissioner Klasell seconded.

Start up Process

A discussion ensued about Bill Burgess on Brown Road.  It was decided to just start billing him monthly as he has not returned calls from clerk Kinney.

Billing system status: Clerk Kinney reported that she has worked with Jim Ratley of Whispering Pines and did their billing to learn the system.  Jim will be available to help with the district first billing and meter reading.  Supplies for the billing will be ordered.

Commissioner Harris moved to send the four Forest Service Parcels the same letter that all the other district customers received in the Lake Wenatchee Water Association, Commissioner Klasell seconded.

The final disposition of Morse and Krope opt out have been received.  Krope has provided a hand written notification which the commissioners felt was satisfactory.

Engineering Plan Status

The surveyors are still working.

There was discussion about the engineering budget overrun and it was felt the Commissioners Harris and Klasell needed to discuss it more with Karen of RH2.  Commissioner Klasell gave the result of her father-in-laws assessment of the engineering plan.  As a result of this, there are items that the district can delay or cut to save expenditures.

Easement/Mou’s

Chuck Ferrel would not sign the easement, so it was decided that when Commissioner Harris returns in Sept that he will approach the new owners and explain the situation.  They are aware of it.

Operations

It was decided not to spend the money to fix the foxcroft for Whispering Pines until the Commisioners had discussed with the engineers if that equipment will be used in the future.

Future Meetings

The commissioners decided that Commissioner Klasell will conduct the meetings while Commissioner Harris is gone.  He will still attend the meetings via phone and all resolutions and minutes will be mailed to him if necessary for his signature. Commissioner Klasell will prepare the agenda.

Meeting was adjourned at 12:30 pm

                                        Lake Wenatchee Water District

                                               Commissioners Meeting

                                                      Aug 2, 2012

                                                at Station 9 Fire House

Commissioners Present: President-Bruce Harris,  Secretary-Landis Bohn

Staff Present: Clerk, Elaine Kinney

Guests Present: Cleve Borth, Barbara Harris, Charlie Cruickshank

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

Commissioners approved and signed the minutes from 07/26/12

Status of Wells

 Brown Road: Avery Richardson from the DOE will issue a temporary permit to drill the well.  Clerk Kinney will contact Steve at Tumwater to coordinate the drilling and schedule.

Commissioner Bohn determined that the drilling site is approximately 85 feet from the Hashim property line.

Mountain Park: Commissioner Bohn left two messages for Tabor about his well.  No response. He also tried to find the property line for the George property.  He will contact the Jim George who owns the property and see if he will show him where the property lines are.  If not we may need to have it surveyed.

Franchise Agreement

The Franchise Agreement has been delivered to the county.  There were no changes made by the District.

We are waiting for their approval.
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Setup Process

There was discussion about the two Burgess properties opting out of the district.  Bill Burgess wants to use the Brown Road water until he has a good well.  Jeff Burgess has stopped using the Brown Road water. There was some discussion how we can manage the shut off.  More to be determined.

Clerk Kinney offered a few options for what type of bill to be sent out.  It was decided that for the first four months to use the card system like the WPWUA is using and see the response.  This may change at a later date.

Engineering

 The survey results have not been finalized.

The budget override was discussed.  Commissioner Klasell offered to have her father in law, who is an engineer go over the comprehensive plan and the Supplement 3 to evaluate it.  We will wait for his analysis which we should have by the end of the week or weekend.  Depending on what he determines, the Commissioners may invite Randy from RH2 to attend the next meeting to discuss the increased costs.

Easements

The easement to allow access to the upper area through lots 3 and 4 has been given to lot 3.  They will have it signed and then it will be given to lot 4 to be signed then recorded with the county.

The WPWUA easements.  In the future we will need to obtain easements for the existing pipeline that has served the top six properties and will continue to do so with the new system.   This will be initiated when the engineering plan and survey have been sufficiently completed to identify the locations.

Meeting adjourned at 11:30

July 26, 2012 Minutes

   Lake Wenatchee Water District

   Commissioners Meeting

   July 26, 2012

   at Station 9 Fire House

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

Staff Present: Clerk Elaine Kinney

Professional: Mark Peterson (LWWD Attorney)

Guests Present: Cleve Borth, Barbara Harris, Jim Ratley, Sharen George, Kelly Craig (Notary), Rod Fountain

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

Commissioners approved and signed the minutes from 07/19/12

Transfer Documents

The four water associations signed the final transfer documents (WPWUA, BRWUA, LWWUA, Mountain Park Association) Kelly Craig offered her services and notarized all the signatures.  The documents will be recorded at the county. Lester Addition will be part of the District but they were not an association so they had nothing to transfer including a valid water right.  We now have water a district.  As of August 1st the District will be responsible for operation of all the associations.

Status of Wells

Mountain Park: Commissioner Bohn will contact Steve Tabor about using his well and will work with Sharen George to determine where her property is in relationship with the witched spot.

Brown Road: Brown Road Association will give Tumwater their water right so the test well can be drilled on the Dickinson property.

Other Resolutions

Commissioner Klasell proposed that the Forest Service properties receive the same letter regarding the upcoming assessments that all the other District customers got.  Commissioner Harris reviewed the letter and gave the OK to send it.

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Other Start up Concerns

Charlie Cruickshank, our operator is ready to go with operating all the areas.

Engineering Plan Status

Survey Status: Have not heard from Karen yet.

Brown Road Dirt section: Trying to find out who owns it.  It was decided to wait for the survey results.

Forest Service Permits: When 30% of the engineering is done, we can apply.

Engineering budget overrun: It was discussed and decided to meet with Randy at RH2

Resolutions, continued.

Barb Harris and Jim Ratley presented a revised LWWD Operation and Administrative Directive which lowers the late fee based on RCW regulations.  There was some discussion but it was tabled for now.

Meeting adjourned at 12:00 pm

                                                      July 19, 2012

                                                at Station 9 Fire House

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

Staff Present: Clerk-Elaine Kinney

Guest Experts: Dan Bannier & Mark Peterson

Guests Present:  Barbara Harris, Jim Ratley, Dwight Burke, Karen Dickinson, Charlie Cruickshank (operator), Rod Fountain, Mike and Norma Simon, Doug and Chrisy Lewis, Irv and Sunny Sonker, MJ and Vicky Griffith, Teresa Allnoch.

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

Dan Bannier from Rural Community Assistance Corporation (RCAC) presented  a Powerpoint presentation discussing how water rates are determined.  The meat of the presentation is that first a budget is proposed and accepted by the Commissioners then from that the rates are set such that the district will have enough funds to pay the bills plus have a reserve amount which is required by the State.  The $39.00 base rate is a little on the low side but the Commissioners felt that we should start there which will pay the bills and maintain the reserve.  The average base rate for most districts is around $50.00.

The floor was then opened to the public for any questions they may have.  There were a few questions that were answered by either the commissioners, Mark Peterson (our Lawyer) or Dan Bannier.

One of the questions asked was if the district had to have a public meeting before raising rates.  Mark and Dan both answered that there is no requirement to do so but the Commissioners said that would probably would have a public meeting as a courtesy.

Commissioner Harris called for a short break.  Any of the guests that wanted to leave could.

Administrative

The regular district meeting started with the approval and signing of the minutes as presented for the July 12, 2012 Commissioners meeting.

Resolutions

Commissioner Harris motioned to adopt and sign the resolution to impose interim rate on district customers (719A), Commissioner Klasell seconded, passed unanimously.

Commissioner Klasell motioned to make Commissioner Bohn the decision person working with Tumwater Drilling and Rh2 to determine when to stop drilling if no water is found. Commissioner Harris seconded, passed unanimously.

Commissioner Harris motioned to accept the Resolution to enter into a contract with Tumwater Drilling to drill a test well on the Dickinson Brown Road property, Commissioner Bohn seconded, pass unanimously.

Startup Process

The commissioners reviewed the final transfer resolution.  There was one change designating Jim Ratley as Treasurer of WPWUA instead of Secretary/Treasurer.

The commissioners reviewed the Association easements and water right transfer documents. At the time of the meeting there is some doubt whether Lester Additions has a water right.  They have a water certificate.  Mark Peterson will do more work on the issue before the next meeting.  He will be able to attend the July 26, 2012 meeting for the signing of transfer documents.

Commissioner noted that the insurance negotiations are done.  We are waiting for our renewal.

There was much discussion with Mark Peterson regarding what the individual associations should do with regards to shutting down their operation.  Mark felt that rather than completely shut down to moth ball operation by continuing to pay the $10.00 license fee to the State.  Because of the insurance issue, he felt no more decisions should be made and the board for each association should disband.

Quickwater software: Commissioner Klasell pointed out that it has not arrived.  Clerk Kinney will contact them and get it resolved.
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Office move:  Everything has been moved except a file cabinet that is presently at Two Rivers.  It will be moved next week.

Water Testing: Charlie Cruickshank provided a water testing schedule with the costs for each.  It was pointed out that once we are one system, that some of the testing may be reduced.

Status of Wells

Brown Road: Waiting for permit

Mountain Park:  Commissioner Klasell will continue with talking to Sharen George.  The Taber well was discussed.  Commissioner Harris pointed out that he has left messages with an offer of forty thousand dollars and never got a response. Commissioner Bohn will contact him and make the offer of forty thousand dollars and free water.

Pipeline reroute on Brown Road

Commissioner Harris pointed out the plan to connect the pipeline between the two Brown Roads.

There was much discussion as to whether the dirt road between the two Brown Roads is a non-maintained county road or private property.  More investigation needs to be done.

Easements

 Commissioner Klasell moved to have Commissioner Harris submit the easement form for Whispering Pines lots 3 & 4 Commissioner Harris seconded, passed unanimously.

Mark Peterson instructed Commissioner Harris what to do with the signed easement and which department to take it to.

Vouchers

Commissioner Klasell submitted A-19 Voucher #5 for $27,356.93 to pay the bills. Commissioners signed, along with payroll forms and a warrant form for the county.

Franchise Agreement

Mark Peterson felt that the commissioners should send the Franchise Agreement back to the county with the comments that our engineer has made regarding it.

Other Business

Jim Ratley pointed out that the $25.00 late fee that was stated in the letter to all district customers should be re-worded as a service charge for the notification and leg work that results in a non-payment or late payment rather than a penalty for non-payment.  There was much discussion be the commissioners agreed on Jim Ratley’s concerns.  Mark Peterson pointed out the county’s procedure when there is non-payment.  The county will foreclose on the property after there is a lien on the property for non-payment.

The letter from our engineer Karen Kornher increasing the engineering cost estimate.  Dan Bannier will review the proposal and talk to her to discuss it.  It was pointed out that our funding was based on the engineering proposal and to increase it at this stage is not good.  More work will be done on this issue.

The meeting was adjourned at 1:30 pm.

               Lake Wenatchee Water District

 Commissioners Meeting

July 12, 2012

 at Station 9 Fire House

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

Staff Present: Clerk-Karen Dickinson, Clerk Trainee-Elaine Kinney

Guest Presenter: Dan Bannier (Rural Community Assistance Corportation-RCAC)

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

Commissioners approved and signed the minutes from 07/05/12

Administrative

Clerk Dickinson passed out the financial report for the commissioners review.  She also informed the commissioners that the county is at the end of the fiscal year and is shut down for a couple of weeks.  This results in the checks to pay the vendors have to be held for a couple of weeks.

Commissioner Harris directed the clerk to add a section in the book where Resolutions are kept for MOU’s.  He also directed the clerk to scan all MOU’s into the computer and saved as a PDF file.

Commissioner Harris brought up and it was discussed how to back up the District computer.

WPWUA has a back-up drive that they will turn over after the July 26th transfer.  It will be used about once a month and stored in a different location than the District computer.

Commissioner Harris motioned to use the WPWUA back-up drive, Commissioner Bohn second, pass unanimously.

Quickwater software:  Commissioner Klasell and Clerk Dickinson discussed the status of the software.  The first copy was mailed but never received according to the vendor.  They are mailing a second copy.

Status of Wells

 Commissioner Bohn presented the invoice for the douser.  He tested two sites on Brown Road and two in Mountain Park.

Brown Road Well: Commissioner Bohn pointed out the areas on where the douser located water.  There were two sites.  Clerk Dickinson who is provided the land for a monetary amount said she preferred the area on the edge of the property and not in the middle of the field.   She will verify her property line before drilling is done.

Mountain park well:  Commissioner Bohn pointed out the two areas that the douser found water.  The commissioner discussed both sites and decided on one area over the other because of its access and it would be on free land that will be donated by Sharen George.  Further work needs to be done to see if the district can cross other properties adjacent to the site.   Commissioner Harris will identify the property owners.

Commissioner Klasell moved, Commissioner Harris seconded, to have Commissioner Bohn contact the property owners in Mountain park and have Commissioner Klasell contact Sharen George and negotiate a MOU,  passed unanimously.

Once this is done, Clerk Kinney will contact Tumwater drilling to obtain a proposal.

The two proposals for the Brown Road well were presented.  Commissioner Klasell called Karen Kornher about which size pipe should be used (6 or 8 inch) and the amount of gallons per minute that is needed.  Karen Kornher called back and verified that it be 8 inch pipes and at least 31/gals per minute for Brown Road and 24 for Mountain Park.

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Commissioner Bohn moved, Commissioner Klassel seconded to authorize Commissioner Harris to sign the proposal for Tumwater to drill on the Dickinson land (Parcel 271718400050), location to be determined after Karen Dickinson has looked at the site and given the OK, , passed unanimously.

Resolutions

Commissioner Klasell moved, Commissioner Bohn seconded, to adopt Resolution 2012-7 7-12A to accept the Administrative and Operating Directives, passed unanimously.

Commissioners reviewed the Startup Resolution that will be presented on the July 26 Commissioners meeting for all Associations to sign.

Commissioner Harris moved, Commissioner Bohn seconded, Commissioner Klasell abstained, to sign the BRWUA addendum to exclude two property owners and for BRWUA to keep the irrigation pipes, from the transfer agreement. 

Commissioner Klasell moved, Commissioner Harris seconded, to adopt resolution 2012-7-12B, accepting the 2013-2013 budget. passed unanimously.

Commissioner Harris moved, Commissioner Bohn seconded to sign the MOU with David Tice, granting the district temporary use of a strip of his property for construction of a pipeline, passed unanimously.

Start up Process

The final transfer documents are waiting Mark Peterson’s approval

Feedback from transfer letter sent to all members of the district.  Commissioner Klasell has had no feedback except from one member who cannot attend the meeting.

Survey Status

Commissioner Harris informed the group that the engineers have determined that we can connect the pipe from the East end of WPWUA Brown Road with the pipe in the BRWUA and eliminate the need for additional pipes to be installed in Lester Addition. The commissioners agreed to this engineering change.

Easements/MOU

After extensive investigation of the supposed Hashim property that runs the length of the upper properties on Whispering Pines, it has been proven that he does not own said property.  It was a computer error by the county assessor’s office.  The MOU will reflect the new findings.

Rate Public Meeting

 Dan Bannier from RCAC presented a preview of the July 19th presentation and asked for feedback from the Commissioners which was provided.

Commissioner Harris adjourned the meeting at 1:30 pm.

Lake Wenatchee Water District

                                                           Commissioners Meeting

                                                                     July 5, 2012

                                                            at Station 9 Fire House

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

Starr Present: Clerk-Karen Dickinson, Clerk Trainee-Elaine Kinney

Guests Present: Cleve Borth, Barbara Harris, Dwight Burke

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

Commissioners approved the minutes from 06/28/12 with one typo fix needed

Administrative and Vouchers

The commissioners discussed where to move the Whispering Pines Water Association mailbox after the transfer.  It was decided to move it to Clerk-Elaine’s mailbox area because that is kept clean of snow.  Commissioner Harris instructed Elaine to go ahead right now and acquire a new address for the district and when the time is right all mailings will be changed to that address.

Clerk Dickinson told the commissioners that they are entitled to one hundred and four dollars per meeting.

She then passed out I-9 forms which need to be filled out and had them sign their pay vouchers for last month.  From now on the commissioners will get this amount for every meeting attended.  There were no other vouchers to approve.

It was pointed out that as the bills come in they are faxed to the commissioners one at a time for their review then the voucher is filled out with all the approved invoices to be signed.

District Insurance

 Dwight Burke has been negotiating with Cities Insurance Association of Washington (CIAW) to obtain our District insurance.  He was able to negotiate the following:

1. A premium of three thousand dollars per year.  They refused the twenty five hundred the district proposed.
2. A ten million dollar general liability coverage compared to the one million CIAW first proposed.
3. The insurance would go in affect as of Sept 1, 2012.  Dwight asked how they would cover the transfer date of Aug. 1, 2012.  They said that they would endorse the additional property value as of August 1, 2012 but not charge us for that month.
4. The coverage is on the total property value of four hundred and fifty thousand dollars.  They said they would be with 10% of that figure.
5. They also agreed to cover prior acts for those three associations that have insurance coverage. (LWWD, WPWUA, Brown Road Assoc.)
6. Director and Officer Coverage (D&O) for the board would be on a claims made basis. After the transfers are done, the associations can cancel their D&O coverage.  It will now be covered by the Districts D&O coverage.

There was some discussion about covering the boards that will remain in effect for three years as recommended by Mark Peterson. This is in case the District should fail for some reason, the individual associations could start up again and not start from scratch. All three associations agreed to keep their current D&O coverage until the corporations are dissolved and the boards are no more or until we find out more options.

Commissioner Klasell moved, Commissioner Harris seconded, and it passed unanimously, to have Dwight continue talking to the insurance company and attorney, Mark Peterson about coverage issues and how to proceed with the individual boards that will remain active.

Commissioner Klasell moved that we accept the $3000 premium, Commissioner Bohn seconded, and it passed unanimously.

There was discussion about submitting a letter of intent to withdraw 12 months in advance.  Dwight pointed out that for a business aspect, it would be better to submit the letter but since they have worked with us and have a long memory, maybe it would be better not to.  Commissioner Harris felt that it would be better to wait a year and make that decision next Sept.

Dwight felt that on a go forward basis we have a commissioner as the contact person with CIAW.

It was agreed to have Commissioner Bohn be the contact commissioner.  Dwight proposed to write a letter making Commissioner Bohn the contact person.

Commissioner Harris moved that Commissioner Bohn be made the contact person for CIAW, Commissioner Klasell seconded, it passed unanimously.

Status of Wells

District Well: Commissioner Harris said they made an offer to Jeff Burgess for the District to take over their well as a replacement well for WPWUA. The offer was turned down.

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Mountain Park Well: It was decided to have two local dousers look for water in the areas discussed.  It was decided to have two dousers witch the areas discussed. (Joe Woods and Charlie Cruickshank).

Start up Process

LWWA: Cleve Borth wanted clarification that the signing of the documents would be July 26.  The players both verbally agreed with the transfer agreement. Both Bob West and Byron Dickinson gave verbal approval for the transfer agreement, however, Byron want the agreement amended to say that the free water usage will be transferred to his heirs for as long as one of them retains the property  That amendment was given to Byron today for his approval.  The agreement will be signed prior to the July 26, 2012 deadline.

Letter announcing District Start rates which will be sent to the members of the District.  Dan Bannier said the letter looked good but to add the Commissioners names and contact information to it. After a very lengthy discussion regarding how to handle late fees, turning off water, etc., it was decided to leave the letter and rates as written but add “base rate for residential service” after the thirty nine dollars and add “per billing cycle” after the late fee.  These rates can be changed at a later date if it found that the budget is not substantial.

Commissioner Bohn motioned to accept the letter as written, Commissioner Klasell seconded, all approved.

Commissioner Klaell submitted the proposed budget for 2012-2013.   Commissioner Klasell moved to accept the budget, Commissioner Harris seconded, all approved.

Planning for the July 19th meeting:  It was decided to devote most of the time to Dan Bannier and what he has to present.

 Resolutions

The commissioners signed the Contract Operator resolution.

Commissioner Klasell will bring the resolution to the July 12, 2012 meeting to accept the budget along with the other resolutions that need to be discussed and signed.

Easement Status

 Whispering Pines Lots 3, 4 & 5:  Commissioner Harris submitted a map from the engineers showing where the easement will go to access the upper reservoir. This will require cutting down some trees and flattening the ground. This is based on Forest Service (FD) approval to use their land.

Also we will need permission to use the paved driveways to access the upper road to the reservoir.

A discussion was held about obtaining permission to cross Hashim’s land with the pipes. Further work will be done on this.  Whether Hashim owns the small strip will be verified for further planning.

Tice/Schilling easement to put in the pipe:  Commissioner Harris has been trying to contact David Tice to obtain an easement or permission to use a thin strip of his property to place dirt and move equipment.  Whispering Pines already has a 10 foot strip on Shilling’s property but we will need additional space to place dirt and move equipment.   At the time of the meeting, he had not heard back regarding his latest email to him.

North Shore/Lester Addition:  The easement is up in the air at this point and is Karen Korhner’s design changes.

Franchise Agreement

Commissioner Harris said that we did get the Franchise agreement from Chelan County.

Survey Status

There was very little success in locating the metal pipes with a metal detector.  As a result of this, we will need a local person when we begin digging.  So when the survey is done we will proceed.

Task Assignment

Commissioner Klasell will mail out the startup letter.

Commissioner Bohn will coordinate the witching tasks.  Commissioner Harris will contact the Geologists to give up a better idea where the water may be found.

Meeting was adjourned at 1:00 pm.

Lake Wenatchee Water District

Commissioners Meeting

June 21st, 2012

at Station 9 Fire House

Commissioners  Present :    President ~ Bruce Harris, Secretary/Treasurer ~ Landis Bohn, VP ~ Bonnie Klasell

Staff Present:   Clerk ~ Karen Dickinson

Consultants Present: Dan Bannier from RCAC

Guests Present: Barbara Harris, Cleve Borth, Sharon George, Jim and Ratley, Irene Miller

President Harris called the meeting to order at 10:00a.m., and recognized a quorum.

Minutes were accepted and vouchers/A-19s signed.

Budget Process

 Clerk will communicate with RH2 to determine proper budget categories for expenses not originating with RH2 and therefore not already categorized by them.

Start Up Process

(Accounting Program)

Jim Ratley spoke with the folks at Quick Water about whether to upgrade or to get a new program. Options are:

1. Don’t buy Quick Water at all, but stay with Quick Books instead.
2. Use the “Rural” Quick Water program currently owned by WPWU, and pay $400 in training and $650 in upgrades, for a total of $1050.
3. Use the “Q5” Quick Water program which would cost $3000.

There was much discussion of costs and benefits of each. Finally C. Bohn motioned to upgrade the existing “Rural” program. C. Harris 2^nd. Passed unanimously.

(Rate Setting)

There was much discussion on how to meet the O&M budget. There is a proposal to go with a flat rate for those who do not have meters, and a lower flat rate, plus water usage fees, for those that do. The WPWU MOU says to use the meters for billing, but it would much cheaper and simpler for the District to use a flat rate for the interim period during construction. However, the Commissioners are concerned about the difficulty of amending the MOU. C. Harris says they will go to the WPWU board and see if they will accept a flat rate for the interim period. Dan Bannier points out the WPWU aren’t using their water at high enough rates to trigger water usage fees anyway.

Based on the budget established by the Board, C. Harris makes a motion to adopt a flat rate of $39./mo, effective  August 1^st, for all LWWD customers. Bohn 2^nd. Unanimously passed. Dan Bannier will draft a resolution to this effect  for Commissioners to sign at their next meeting.

(Operator Contract)

Commissioners signed the contract with Cruickshank Consulting LLC. Clerk will scan and email copies to all parties including Dan Bannier so he can draft a resolution accepting the contract.

(Operating Procedures)

C. Klasell and Jim Ratley have drafted some procedures for the new District. (If adopted, these procedures should go up on the web site with hard copy in the District office files.) C. Harris asks everyone to please review and comment. Copies have been email to all Commissioners and consultants.

Wells

(Burgess)

C. Bohn said he spoke with Jeff Burgess and was told Burgess wanted to wait for his partner Jill to return from vacation before re-opening talks about the Burges well. Jill is expected back in a few days.

(Mt. Park)

C. Harris walked the potential well sites with Jim George and came up with 3 possibilities. C. Harris passed out maps. There was much discussion of the pros and cons of various options. Sharon George says the Georges would donate site #3 as it is already a non-buildable lot.

C. Harris asked Dan Bannier what would happen if the District failed to find a water source for the Mt. Park area and was therefore unable to meet all the requirements of the Comp Plan. Dan said he would check with Tom at WA State Public works, the source of our DWSRF loan/grant package. Dan will ask Tom if it’s possible for us to defer Mt Park to Stage 2, when we might run a line down N Shore Dr.

If Tom says we must do something about Mt Park now, then C. Harris will review well drilling options with an RH2 engineer.

Easements

(BRWU)

Irene Miller, president of BRWU suggested BRWU be compensated for allowing LWWD to share an easement  at the same rate the LWWD is compensating other land owners for easements.  Commissioner Harris suggested LWWD could compenstate BRWU by putting new pipe in the ditch. Irene Miller said she would take that offer back to her board.

Also, C. Klasell reminded the group that LWWD and Irene Miller need to sign the addendum to the BRWU MOU taking out the Burgess lots and returning the irrigation reservoir, pipes and easements to BRWU. C. Harris and Irene Miller signed, C. Klasell abstained as she is on the BRWU board, and C. Bohn postponed signing until there was an answer back from BRWU as to whether or not they will share the easement in return for new pipe.

(WPWU)

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(Lester Addition)

Cleve Borth spoke with Schultze. C. Harris spoke with Bob West. Much discussion of working out easements followed. Cleve Borth will walk the line with Schultze this weekend and try to come up with a deal.

Clerk Replacement

C. Klasell proposed:   Change the official mailing address for LWWD to the WPWU mail box and leave it there no matter where the “office” might go. Then investigate having Gaye (clerk for Alpine Water) do payables and reporting, but break out meter reading, billing, and minutes to a local person, possibly Elaine who lives in WP. This local person would take physical possession of the computer, files and phone. Other details might be C. Kasell taking over web site and Bacon Davis wage interviews.

There was much discussion of how all these duties might be best handled.

President Harris motioned to extend the meeting to discuss clerk staffing, survey results and small works roster. There was some uncertainty as to the best time and place to reconvene, so C. Harris and C. Klasell will communicate, decide on time and place, and then let everyone know…. probably Sunday morning at the Harris’s.

There was discussion of holding official commissioners meetings weekly, at the Fire Station, until this critical busy period slows down.

President Harris suspended the meeting at 2:00pm, to be resumed 6/28/12 @ 10am

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

June 28th, 2012

(continuation of June 21^st meeting)

at Station 9 Fire House

Commissioners  Present :    President ~ Bruce Harris, Secretary/Treasurer ~ Landis Bohn, VP ~ Bonnie Klasell

Staff Present:   Clerk ~ Karen Dickinson

President Harris re-opened the meeting to order at 10:00a.m., and recognized a quorum.

Partial minutes from 6/21/12 were approved. Amended vouchers/A-19s signed.

Staffing

Discussion of how to assign job duties between Elaine and Bonnie. Commissioner Bohn motioned to officially hire Elaine as the new clerk, with the job description for clerk now reduced to minutes, communications, and receivables. Office will be moved to her location.The other duties of the clerk, such as payables and managerial accounting/reporting will be handled by Commissioner Klasell. Comm. Harris seconded and it was passed unanimously.

Commissioner Pay

After much discussion, Commissioner Klasell moved to begin compensating Commissioners for their service to the District, at the legal rate of $104./meeting, effective June 1^st, 2012. Commissioner Harris seconded it and it was passed unanimously.

Wells

Burgess Well – Commissoner Bohn spoke to Jeff Burgess did not set up a meeting time. Commissioner Harris presented a map and a proposal outlining the rational for the offer on the well.  Harris and Bohn will meet with Burgess ASAP.

Mountain Park – Commissioner Harris worked with Dan Bannier from RCAC to get an OK from D.O.H. and tom Justice from the Commerce Dept. to get permission to move the Mountain Park segment of build out to Phase II, when the main line will come right down the road. Both DOH and PW said a delay was OK. Much discussion of various pros and cons of a delay. Commissioner Harris moved for Commissioner Bohn to hire a dowser to check Steve George’s  parcel # 27 16 14 700 045, and Jim and Sharon George’s parcel # 27 16 14 700 0465. Clerk Dickinson to call parties to initiate discussions. Commissioner Klasell seconded. Passed Unanimously.

Budget/Transfer

Commissioners hope to have resolutions prepared for budget, rates, and the operator in time for next week’s meeting. The transfer date is still August 1^st. Commissioner Klasell moved to sign the resolution at the next weekly meeting. Commissioner Bohn seconded. Unanimously passed.

Commissioner Klasell will check that LWWU is ready for signing. Commissioners are considering a July 28^th signing party.

Easements

BRWU – Irene Miller, president of BRWU emailed the Commissioners a note accepting the District’s offer to replace BRWU irrigation pipe as compensation for sharing the BRWU easement.

WPWU – Commissioner Harris will meet with Ice this weekend in hopes of getting an OK on an easement.

Lester Addition – Dickinson Construction found a major rock formation in the proposed easement at the end of the cul-de-sac.

Karen K. from RH2 Engineering has asked that LWWD mark all their known easements with blue paint.  Commissioner Bohn volunteered to do this by Monday.

Franchise Agreement w/ Public Works

Andrew Brunner from Chelan County Public Works called and apologized for the delay. They are backed up down there, but working on producing an agreement.

Small Works Roster

Commissioners reviewed list. Clerk to email copies to Commissioners.

President Harris adjourned the meeting at 1:30 pm.

Lake Wenatchee Water District

Commissioners Meeting

June 7th, 2012

at Station 9 Fire House

Commissioners  Present :    President ~ Bruce Harris, Secretary/Treasurer ~ Landis Bohn, VP ~ Bonnie Klasell

Staff Present:   Clerk ~ Karen Dickinson

Consultants Present: Dan Bannier from RCAC, Mark Peterson legal counsel

Guests Present: Barbara Harris, Cleve Borth, Sharon George, Jim and Julie Ratley

President Harris called the meeting to order at 10:00a.m., and recognized a quorum.

Meeting opened with discussion of survey stakes being pulled up around the Lester Addition. Bruce will follow up with RH2 and Shawn at Fitzpatrick Surveying.

Mt. Park Well

Bruce relates our best hope is to combine two wells. If that doesn’t work, LWWD will consider contacting the Georges to discuss a drilling site. Sharon George says Steve, her son, would be willing to talk to LWWD about this.

Brown Road Well

There was much discussion of how to value the Burgess well and therefore come up with an offer.  Mark Peterson says the District should consider the percentage value of the property being compromised. How much impact would the well easement have on the property? VP Klasell will contact Jeff Burgess to open negotiations. President Harris motions to authorize Klasell to offer Burgess $15K. Lan 2^nd. Unanimously passed.

FS Permit

President Harris has been communicating with Amelia at the Forest Service about starting earlier on some of the permit work. However, Harris now recommends waiting until RH2 has all the plans completed before starting with the FS. Cleve Borth wanted to be sure the LWWU permit gets renewed with all the other LWWD permits. Harris is working on it with all the other FS permits such as the spring site.

Commissioners agree to do the whole project at once in order to save $ and stream line the process. They hope to be ready by mid-August.

Insurance

Discussion of insurance costs. CIAW quote is too high. Dwight Burke is negotiating this for the District. Jim Ratley wanted info on how WPWU can cancel their current policy. Harris said all the Association heads should keep an eye on their policy issues before cancelling. Dwight will be back in 3 weeks and will answer questions then. In the meanwhile, the District will not formally withdraw from CIAW.

Operator Contract

Discussion of cost/benefit of various services needed by the District. Daily chlorination? Service 3 days a week or only 2? Do our own testing or hire it out? Commissioner Klasell suggests the contract be minimal and then the District will pay extra for extra services when needed. Jim Ratley asked that the contract be clearly detailed as to exactly what services would be performed. Cleve Borth suggests the flushing for LWWU be “as requested by District”. There was discussion of the timing of invoices and pay. Dan Bannier points out the Operator would need to attend Commissioner meetings, perhaps quarterly. Also, the Operator needs to comply with D.O.E. and D.O.H. requirements. Perhaps these things should go in the standard operating procedure? Jim Ratley reminds the Commissioners they need to coordinate w/ Operator on meter reading. Bonnie suggest the Operator do most of his reporting on line.

President Harris will make changes in the Operator contract, and then cc the other Commissioners for approval.

Procedure Manual

Commissioner Bohn is working on this with Cleve Borth. Harris says we should keep the operations manual updated on the District computer.

Rate Review Process

Mark Peterson says there is no legal requirement for a comment period. Dan Bannier gives a detailed presentation of the budget work sheet. Variables may change, but currently we are at around $39./mo flat rate.

Transfer Docs

Mark Peterson has the initial transfer document for LWWU drafted and is working on the rest. The LWWU and BRWU are the most challenging as they have agreements which must be honored in the new contract.  There was discussion of the Dickinson and the West obligations which go forward in perpetuity. Mark also says that although the District would be better off owning the water rights outright, it’s OK for the District if it doesn’t. Jim Ratley is concerned about other entities retaining any water rights. Peterson assures group that the rights being transferred are adequate.

Mark Peterson has been communicating with the president of BRWU, Irene Miller, regarding easements for new pipes. Commissioner Klasell asks Mark Peterson about the sequence and timing of water association take-overs (managerially) and the actual signing of the transfer documents (legally). Peterson says it’s not that delicate; it doesn’t have to happen all on the same day. Clerk Dickinson received a copy of the transfer documents for LWWU to hold while we wait for agreements to be drafted for BRWU and WPWU.

Discussion of transfer date. Is August 1 still realistic? It was the general opinion to move ahead. Jim Ratley points out that either the District or the Associations can work on easements. The easement paperwork needn’t hold up the transfer.

Clerk Dickinson resigns

Dickinson presented her resignation along with her regrets and a commitment to stay involved in the District formation, but not as the clerk.

Continuation of Meeting

Commissioner Klasell motioned to continue the meeting to 9:00am, June 14^th, at Commissioner Harris’s house. There will also be an Executive Session that morning to discuss staffing and property acquisitions. Harris 2^nd. Motion passed unanimously. Meeting adjourned at 1:15pm.

Continuation

June 14^th, 9:00am, Bruce and Bonnie Harris’s House

Commissioners  Present :    President ~ Bruce Harris, Secretary/Treasurer ~ Landis Bohn, VP ~ Bonnie Klasell

Staff Present:   Clerk ~ Karen Dickinson

Guests Present:  Jim and Julie Ratley, Barbara Harris
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President Harris re-opened the meeting at 9:00, acknowledged a quorum, and presented the agenda.

Burgess Well

Commissioner Klasell related that Jeff Burgess declined the District’s offer, and that the negotiations had not gone well. Commissioner Bohn said he had also talked to Jeff Burgess and felt there were grounds to continue the negotiations.

Discussion of the costs of other options such as the Werth/Janes well and drilling a new well. Commissioner Klasell moved to have Commissioner Bohn set up a meeting with Jeff Burgess and Commissioners Harris and Bohn to continue negotiations. Bohn 2^nd. Motion passed unanimously.

(10:00am ~ Clerk Dickinson left meeting and Commissioner Klasell took over minutes.)

Mountain Park Well

Discussion continues on how to approach getting a viable water source for Mountain Park Well.  Commissioner Klasell motioned that Commissioner Harris re-contact property owner Tabor and offer him a specific sum of money, no LID participation, minimal water usage fee, for easement on his well, contingent on well test and setback variance from DOH.  Commissioner Bohn seconded, motion passed.

In addition, Commissioner Harris will contact Sharon George and walk her son’s property to determine if a well could be drilled.   If Tabor refuses our offer, we will need to pursue that option.  We will discuss that at the next commissioners meeting.

Easements

We are still waiting for surveyor to finish with BRWU Barnard Creek easement so we can see which parcels it crosses through so we know which property owners we need to contact to ask for the additional 10-12” feet of easement.   And perhaps the BRWU pipe could be sleeved to share a smaller easement.  In addition, BRWU will have to be contacted to get an easement for a pump station on their property their tank is on.  Commissioners Klasell has excused herself from those negotiations, as she is a BRWU board member.  Commissioner Harris and Bohn will try and meet with BRWU President Irene Miller prior to the next commissioner’s meeting.

Lester Addition – Commissioner Harris has contacted each of the parcel owners except for one and was well received.  Our hope is that property owners will donate the easements to the system, but the reality is that most will want some sort of compensation.

Commissioner Harris motioned that we offer individual property owners cash, 50% of assessed value of square footage (from assessors office), as recommended per LWWD counsel, instead of credits to the LID.   Commissioner Klasell seconded, motion passed.

Clerk replacement

A lengthy discussion ensued as to whether or not we should hire another employee to replace the position vacated by clerk Dickinson, or to hire an independent contract bookkeeper.  Commissioner Bohn and Harris feel it’s important to have someone local but it’s not essential.  Commissioner Klasell feels hiring a professional bookkeeper with water district experience would make for a more seamless transition.

Commissioner Klasell would like to be appointed secretary, and is willing to keep the meeting minutes, read meters, handle the billing/receivables, and have the district hire a bookkeeper for payables.  She will contact Mark Peterson to see if this is a viable option.

Commissioner Bohn left the meeting at 11am and no final decision was made.

QuikWater Billing System

Jim Ratley, treasurer for WPWUA, gave a presentation on QuikWater software and importing the data from the DMMR meter reading equipment.  Commissioner Klasell will contact QuikWater to verify that LWWD can upgrade to the more advanced system from the software that will be transferred from WPWUA.   Commissioner Harris motioned to buy the upgrade for $1500, if it will fit our needs after her discussion.  Seconded/passed by Commissioner Klasell.

Meeting adjourned at 2:17pm

Lake Wenatchee Water District

Commissioners Meeting

May 17th, 2012

at Station 9 Fire House

Commissioners  Present :    President ~ Bruce Harris, Secretary/Treasurer ~ Landis Bohn, VP ~ Bonnie Klasell

Staff Present:   Clerk ~ Karen Dickinson

Consultants Present: Dan Bannier from RCAC

Guests Present: Barbara Harris, Cleve Borth, Sharon George

President Harris called the meeting to order at 10:00a.m., and recognized a quorum.

Wells

Burgess Well

President Harris reported the Burgess well tested 40 gpm and that the IOC testing was done and turned into Cascade Analytical lab which will send the results to RH2. Karen K at RH2 says we will need a 24hr draw down test to see if it affects the BRWU well. Karen K will get back to us on that. Clerk Dickinson is instructed to follow up with Tumwater for a new testing date.

Mountain Park

President Harris relates the only well likely to be of use is the Tabor well. Harris and Tabor are in contact and Harris is hoping Tabor might be willing to make some sort of deal with the LWWD. Sharon George opened discussion of other possible sites around Mountain Park. She and her husband Jim own some property that might be suitable if a well must be drilled. Harris prefers to follow up with Tabor first as that would be a proven bird in hand. VP Klasell suggest we have Steve Nelson from RH2 have a look at the Georges’ sites next time Steve is up, thereby avoiding a special trip. President Harris suggests a last option might be to combine Mike Dickinson’s well with another one immediately next to it (17gpm and 11gpm) such that together they might produce enough water

 Easements

Hashim’s Easement to the Water Tanks

VP Klasell relates John Hashim has tentatively agreed to allow 6 months access for construction in exchange for 2 water connections. Mr. Hashim doesn’t seem willing to entertain anything permanently encumbering his property. President Harris says he will talk to RH2 about the feasibility of moving ahead with just a temporary access for construction, and then a smaller, permanent easement for pipe and maintenance at a different location.
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President Harris made a motion to present Mr. Hashim with a request for

1.)    A permanent 25 foot wide utility easement across the thin strip of land running along the north side of Whispering Pines, between lot numbers 3 and 4, for the purpose of installing pipeline.

2.)    A temporary (6 months?) construction access, allowing for minor land modifications, including the possible addition of gravel. (all funded by LWWD)

In return the LWWD would grant Mr. Hashim the right to connect 2 water connections without a connection fee. These no-fee connection rights would be non-transferable (thus encouraging them to be either exercised or abandoned, but not continue in limbo in perpetuity.)

VP Klasell seconded it and the motion was passed unanimously. VP Klasell will continue to liaison with Mr. Hashim on this matter.

Asset Valuations

RCAC Consultant Dan Bannier presented asset valuations by Association. The spread sheets showed original costs, depreciation, whether LWWD would use the asset in the transition period and whether LWWD would use the asset long term. Each Association was reviewed in turn. Dan Bannier and President Harris agreed to go look at assets immediately following the meeting in order to give them a “condition rating”.

President Harris and Cleve Borth clarified some pipe line drawings on a map provided by RH2. They are looking for pipe that might not need to be replaced in the hopes of saving construction costs.

Budget

VP Klasell asked if people are in the LID but not yet hooked up, or are currently disconnected, then do those people pay a user fee in addition to the LID assessment? Dan Bannier answered that, generally, only active service hook-ups are charged a monthly water user fee. President Harris points out that Whispering Pines has charged a monthly fee whether the lot is hooked up or not. Clerk Dickinson pointed out the Whispering Pine lots all had the option of using the water, where-as many of LID inclusions don’t physically have water to their property. Dan Bannier says if there is a service connection to a property, then the Commissioners may decide whether or not to charge a user fee. If there is not a physical connection available, then LWWD really can’t charge a user fee until there is.

So, how do the Commissioners determine rates if they aren’t even sure of how many paying users there are? Dan Bannier encourages caution and suggest a year or so of gathering income and expense data before publishing final rates. In the meanwhile, he suggests LWWD just charge a flat rate.

In any case, LWWD must hold public hearings regarding rates. LWWD needs to snail mail the entire LID regarding rate setting. Dan will come to the next meeting to discuss this further and he and Clerk Dickinson will coordinate to move this hearing requirement along.

Operator

VP Klasell moved to focus on finalizing negotiations with Charlie Cruickshank and not interview any other operator applicants until/unless negotiations with Cruickshank fail. President Harris seconded and the motion was passed unanimously.

Surveyor

RH2 has collected and reviewed the Surveyor applications. They felt Fitzpatrick out of Cashmere best met the LWWD needs. RH2 also thought Erlandson would be a good choice. VP Klasell moved to authorize RH2 to send Fitzpatrick the scope of work so Fitzpatrick can send a contract back to LWWD. She also moved to authorize President Harris to conclude negotiations and to sign appropriate contracts. Sec/Treas Bohn seconded and the motion was passed unanimously.

Next Work Session will be at the LWWD office, 9:00a.m., 5/24/12

Meeting adjourned at 1:20p.m.