| Minutes 2002 |
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LAKE FOREST PARK WATER DISTRICT BOARD MEETING MINUTES JANUARY 14, 2002 Commissioners present: Gordon Hungar, Timothy Davis and William Currie. Others present: Tony Sexton, Superintendent, Dan Mundall, Consulting Engineer and Joan Grindeland, Office Manager. Dr. Hungar called the meeting to order at 9:15 am. Mr. Currie moved and Mr. Davis seconded approving the minutes of the December 10, 2001 regular meeting as written. Motion passed. Mr. Currie moved and Mr. Davis seconded approving the minutes of the December 17, 2001 special meeting as written. Motion passed. Ms. Grindeland reminded the Commissioners that the Board needed to elect new officers as it is the beginning of a new year. After discussion Mr. Currie moved that Dr. Hungar be reelected President and Mr. Davis reelected Secretary of the Board. Mr. Davis seconded the motion and the motion passed unanimously. Ms. Grindeland presented a copy of the Retrospective Rating Contract Agreement with the Pool. Mr. Jonson, Attorney, has reviewed the document and sees no reason for the Commissioners not to sign. It is a continuation of the program that the District has participated in over the last few years. Mr. Davis was instructed to sign the document for the District. Ms. Grindeland reported on two contracts received from IAI, the District billing software vendor. The contracts were received out of the blue, the existing contracts are still in effect with no time limitations. Ms. Grindeland attempted to discuss some of the changes with IAI and does not feel her questions were addressed satisfactorily. Ms. Grindeland requested permission from the Commissioners to have Mr. Jonson negotiate these contracts with IAI. After discussion the Commissioners instructed Ms. Grindeland to have Mr. Jonson work on the contracts until all items were addressed. Ms. Grindeland presented an annual invoice from Evergreen Rural Water Association of Washington. She reported that the District has had no contact with this Association over the last two years. At one time they provided valuable services to smaller member districts but with numerous staff and management changes lately it is unclear what services they offer. She was instructed to contact other members to see if they were receiving any benefits and to contact the Association to see what exactly they are offering at this point. Based on her research, if they will be providing services that are valuable to the District she is to renew membership, if not, then she will cancel membership. Ms. Grindeland reported that after payment of vouchers the funds had the following balances: Maintenance Fund at $265,932.12, Capital Improvement Fund at $185,220.66, PWTF at $193,742.14, and Market Rate Account at $201.50. Revenue for the month of December totaled $59,443.63. with $48,631.56 from water sales, $8,453.79 in Capital Improvement Fees, and $2358.28 in interest payments. Vouchers No.008372 through No.008409 in the amount of $12,500.28 were authorized for payment. Ms. Grindeland reported that the District just cleaned up a very nasty computer virus picked up from an SPU document, that was opened in error. Next week the new ACAD machine will be delivered and new virus scanning and detection software will be installed on the network. Once the new network is installed, the extra machine will become a stand alone email machine and will not be tied into the network. Ms. Grindeland questioned the status of the NUD sewer line that runs through the WHPA. NUD has agreed to video tape this line yearly as well as install an alarm system. She has not seen any paper work come though indicating these items have been completed. Mr. Mundall reported that he has not followed up on these items. He will draft a letter to NUD for Ms. Grindeland to sign and send so these items do not fall through the cracks. Dr. Hungar and Mr. Currie reported on the Commissioner meeting they attended on January 12, 2002 put on by the Water/Sewer Association. Of particular interest was the section on franchise agreements. The majority of the cities on the eastside have been signing these agreements with special purpose districts within their boundaries. Ms. Grindeland reported that the City has not approached the District regarding this issue. Mr. Sexton reported that the water service to the new City Hall has been installed. The connection is 4 inch. The City needs both 2 and 3 inch services to supply fire and domestic requirements. There is a 2 inch meter installed, the City will pay for a 3 inch service as well as a 3 inch meter installation fee. Mr. Sexton reported that the contractor in the WHPA punctured a line on January 11, 2002. He and Mr. Blackwell made the necessary repairs. Mr. Sexton and Mr. Blackwell replaced two valves in the transfer pump house. They are now experiencing problems turning the pumps on an off which they are working on repairing. Mr. Sexton reported that the area on the eastside of the WHPA, which runs along the road, and still requires fencing measured 95 feet. The Commissioners instructed Mr. Sexton to have the fence installed. Mr. Mundall reported that he had received an email from the DOH requesting additional information on the tank cleaning plan. He has not responded to this request and plans to work on it while in the office today. Mr. Sexton reported that he had to remove another tree in the WHPA that was in the way of the new standby tank. The City issued a permit, at no charge, stating that two trees per year could be removed without cost. Mr. Sexton reported that when the City was inspecting the tree planting project in the WHPA area they informed him he would need to additional permits to install the standby tank. Both a land removal and a building permit will be required due to the size of the tank. He has received the land removal permit for $250 and is working on the building permit. There followed discussion on the work that needs to be done at the WHPA area. Ms. Grindeland reemphasized the necessity of keeping track of the costs of each of the projects and making sure that dollar figures are watched closely. The District is bound by RCW laws that specify use of small works rosters and specific bidding requirements at certain dollar levels. Mr. Mundall agreed to give each individual project a specific number for accounting purposes. It was also reemphasized that project could not be broken down into parts in an attempt to circumvent the dollar limits for bids. Mr. Sexton reported that he would like to remove the damaged tree, located in the right of way, at the entrance to the WHPA. The City has the arborist report indicating the damage done by the logger was cosmetic but that damage done at some time in the past had actually damaged the tree. The Commissioners instructed Mr. Sexton to contact the logger who removed the rest of the trees, if he is willing to take the tree for the wood than to contact the City to make arrangements. As the tree is not on District property it can not be removed without the City’s express permission. Dr. Hungar reported that he will be out of the country at the scheduled March meeting time. He requested a change to from March 11 to March 4, 2001 at 9 am. The Board approved the request. Mr. Mundall reported that he has been working on the stand by tank, finishing up the System Plan and working on the PWTF project. The next step in the PWTF is the preliminary pre design plan. This work includes writing the scope of work as well as securing all the needed easements. This portion of the work needs to be completed no later that the end of the first quarter. After discussion it was decided to have Mr. Mundall attempt to finish the edits on the System Plan as soon as possible. Dr. Hungar convened an executive session to discuss security issues at the WHPA at 12:12 pm. The regular meeting reconvened at 12:20 pm. As a result of the executive session, it was decided to address the issue of perimeter protection at the WHPA. After more discussion this item was tabled for discussion at a future meeting. There being no further business the meeting was adjourned at 12:25 pm LAKE FOREST PARK WATER DISTRICT BOARD MEETING MINUTES FEBRUARY 11, 2002 Commissioners present: Gordon Hungar, Timothy Davis and William Currie. Others present: Tony Sexton, Superintendent, and Joan Grindeland, Office Manager. Dr. Hungar called the meeting to order at 9:00 am. It was duly noted that Mr. Davis had arrived for the meeting at 8:45 am. Mr. Currie moved and Mr. Davis seconded approving the minutes of the January 14, 2002 Board meeting with corrections. Motion passed. There followed a lengthy discussion on executive sessions. Ms. Grindeland presented a copy of the complete Public Meetings Act given to her by the State Auditor. The District may have executive sessions to discuss personnel issues, property purchases, security and legal issues. Any executive sessions that involve legal issues must also include the attorney. If there is any action taken as a result of an executive meeting that action must occur during the reconvened meeting. Dr. Hungar stated that this did not include security issues and wanted any specific references dealing with security measures stricken from the minutes. Ms. Grindeland continued to give a brief overview of the audit. It is currently in an on-hold status pending a visit from Toni Nelson, small city specialist for the State. Mr. Manalili, the auditor assigned to the District, has recommended training from Ms. Nelson and after that a resumption of the audit. As a result of Mr. Manalili’s comments the District needs to revise their procedures for the Small Works Roster. Ms. Grindeland could not answer all the specific questions regarding this issue. It was recommended that the attorney be contacted to provide the staff with training on the legal aspects of complying with the appropriate legislation. Ms. Grindeland reported that after payment of vouchers the funds had the following balances: Maintenance Fund at $241,987.12, Capital Improvement Fund at $188,193.59, PWTF at $200,434.57, and Market Rate Account at $853.85. Revenue for the month of January totaled $17,764.62. with $13,319.06 from water sales, $2,316.70 in Capital Improvement Fees, and $2,128.86 in interest payments. Vouchers No.008410 through No.008462 in the amount of $ 32,722.94 were authorized for payment. Ms. Grindeland presented the maintenance agreement for the billing software provided by IAI. After discussions with Dick Jonson, attorney, she is recommending the Commissioners sign this agreement. Dr. Hungar was given the authority to sign for the Board. She recommended not signing the Licensing Agreement as Mr. Jonson is still working out details with IAI. Ms. Grindeland presented a notice for the Insurance Pool Annual Meeting on March 14, 2002. She recommended that someone attend. After discussion it was decided that Ms. Grindeland would attend on behalf of the District. Ms. Grindeland presented a notification from the IRS regarding mileage reimbursement, it has raised from $ .345 to $ .365 per mile. After discussion Mr. Davis moved and Mr. Currie seconded adopting the new rates as stated in the IRS notification. Motion passed. Mr. Sexton reported that the District had received DOH approval, the building permit and the land use permit to complete the cleaning of the low tank. Because of questions and concerns about the small works roster the tank cleaning has hit a snag. The Commissioners are concerned that not cleaning the tank right now will result in additional high bacterial readings and continued breaching of the seals. After further discussion Dr. Hungar moved and Mr. Davis seconded declaring an emergency for the repair of the low tank to ensure a clean and safe water supply for our customers. Motion passed unanimously. Mr. Sexton presented a request for additional reimbursement given to the District by N.W.E., a contractor. They are requesting an additional $1600 for previous invoices which they did not clear a profit on due to confusion on paying prevailing wages. The invoices have already been adjusted, by order of the Board, to include prevailing wages. After considerable discussion Dr. Hungar instructed the money be paid to N.W.E. Mr. Sexton reported on the actual location of lines in the WHPA. He has discovered considerable discrepancies in what is there and where it is. He is working to clean up the maps and information prior to the time the various WHPA projects start. Mr. Currie inquired into the status of the NUD sewer line in the WHPA. Ms. Grindeland reported that Mr. Mundall had not yet drafted the letter detailing the specific requirements. She will contact him regarding his progress. Mr. Sexton reported that he will be on vacation the second week in March. The Commissioners want all other projects placed on hold until the emergency repair work is completed on the tank. There being no further business the meeting was adjourned at 11:50 am. LAKE FOREST PARK WATER DISTRICT BOARD MEETING MINUTES MARCH 4, 2002 Commissioners present: Gordon Hungar, Timothy Davis and William Currie. Others present: Tony Sexton, Superintendent, Dan Mundall, Consulting Engineer, and Joan Grindeland, Office Manager. Dr. Hungar called the meeting to order at 9:00 am. Mr. Currie moved and Mr. Davis seconded approving the minutes of the February 11, 2002 Board meeting with corrections. Motion passed. Ms. Grindeland reported that after payment of vouchers the funds had the following balances: Maintenance Fund at $237,384.16, Capital Improvement Fund at $196,872.89, PWTF at $207,157.23, and Market Rate Account at $326.43. Revenue for the month of February totaled $49,382.54 with $39,005.50 from water sales, $7,994.50 in Capital Improvement Fees, and $2,382.54 in interest payments. Vouchers No.008463 through No.008506 in the amount of $ 38,549.78 were authorized for payment. Ms. Grindeland presented the year end financial statements and information for the Commissioners to review. Ms. Grindeland reminded the Commissioners that their PDC reporting forms were due by April 15, 2002. Ms. Grindeland reported that Ms. Toni Nelson, Small City Specialist with the Auditors Office, would be here on March 12, 2002 to review the corrections she has made to the financials as requested by the Auditors Office. In response to questions, Ms. Grindeland reported that she was not sure what the next step was but assumed that the Audit would be resumed and finalized. All files and information are still out and waiting for the audit to be completed. At the request of Mr. Currie, Ms. Grindeland researched payments to Commissioners for work done outside of the regular meeting. There is a $50 day limit for physical labor tasks. There is also a limit of $750/month for tasks performed under contract to the Board. Ms. Grindeland requested two weeks off for vacation at the end of June, beginning of July. Normally this wouldn’t be a problem but this will include a billing cycle. She reported that she had already talked to Mr. Blackwell about being trained to do the billing. She recommended that someone else be trained because as it stands now she is the only one who knows anything about the billing system. Mr. Blackwell has expressed an interest in learning this end of the operations. The Commissioners granted her request for the vacation time. Mr. Sexton presented a copy of the latest newsletter send out by Northshore Utility District (NUD) with a comparison of local rates for water and sewer. The graphic shows the District having the highest water rates by far of any utility surveyed. However, if you use a more accurate average consumption figure the rates are very comparable. The article does not include any taxes or franchise fees either which would put the District’s rates lower than surrounding utilities. Mr. Sexton reported that NUD had been here last week to repair the PRVs and to reset some of the pressures. As a result of discussion regarding the proper pressure settings for PRVs it was decided that the District would provide residential PRVs to any customer requesting one if their pressure was 80 psi or above. Mr. Sexton reported that he is having difficulty getting any concrete contractors to apply for the small works roster. After discussion it was determined that the District was doing everything in its power to comply with the requirements and Mr. Sexton would document all his attempts to contact contractors. That at this point, because the tank cleaning has already been declared an emergency and this is holding up any further progress, Mr. Sexton is to secure bids from area concrete contractors and get on with the work. Mr. Sexton reported that Mr. Blackwell had completed reading all the meters for the last billing cycle and was in the process of replacing meters throughout the system. Mr. Currie inquired into the levels of arsenic in the water. Mr. Sexton reported that he had an arsenic test preformed on the water system in January and the readings came back at zero arsenic. Mr. Currie reminded the staff to make sure this is included in the CCR. Mr. Currie inquired into the status of Well #1 rework and new pump house. Mr. Sexton reported that the work is scheduled for this fall. Mr. Sexton reported that he has the permit for the fencing at the WHPA filled out and ready to go and the work will probably be done this summer. Mr. Mundall arrived at 10:40. There was a continued discussion on the concrete work needed for the tank cleaning. Mr. Mundall agreed to consider the staff building the needed forms. At the request of the Commissioners, Mr. Mundall reported on the pressure requirements for the system: 20 psi with fire flow 30 psi at minimum day flow 120 psi at maximum day flow. The District easily falls within these ranges. Mr. Sexton will prepare information for the customers regarding the above information. There being no further business the meeting was adjourned at 11:17 am LAKE FOREST PARK WATER DISTRICT BOARD MEETING MINUTES APRIL 8, 2002 Commissioners present: Gordon Hungar and William Currie. Commissioners excused: Timothy Davis. Others present: Tony Sexton, Superintendent, and Joan Grindeland, Office Manager. Dr. Hungar called the meeting to order at 9:10 am. Mr. Currie moved and Dr. Hungar seconded approving the minutes of the March 4, 2002 Board meeting with corrections. Motion passed. Ms. Grindeland reported that after payment of vouchers the funds had the following balances: Maintenance Fund at $215,938.22, Capital Improvement Fund at $200,534.70, PWTF at $213,855.22, and Market Rate Account at $766.97. Revenue for the month of March totaled $20,706.42 with $15,470.89 from water sales, $3,001.82 in Capital Improvement Fees, and $2,233.71 in interest payments. Vouchers No.008507 through No.008535 in the amount of $32,290.97 were authorized for payment. Ms. Grindeland reported that she would be training both Mr. Blackwell and Mr. Sexton on billing the end of the month as she will not be here for the July 2002 billing cycle. Ms. Grindeland reported that Ms. Nelson from the State Auditors office had spent approximately 1 ½ hours with her on March 12, 2002 and indicated that everything appeared to be in order. She is still waiting to hear back from the Lynnwood office regarding the completion of the audit. E-mails sent to Mr. Lindsey, the audit manager have been returned and she will attempt to contact the manager of the office this week for a completion schedule. Ms. Grindeland reported that she attended the Insurance Pool Annual Meeting on March 14, 2002 in Bellevue. While premiums are expected to increase this year there was no indication given of how much to expect. The only thing that arose out of the meeting was the necessity of the District to have copies of individuals personal automobile insurance on file if they use a District vehicle. Ms. Grindeland also attended a meeting of the IAI user group for the billing software on March 22, 2002. This group meets semi annually and discusses changes and concerns with the software. IAI reported that there is a new version of the software, which will be available in approximately 6 months for a cost of approximately $1000.00. Based on preliminary review she anticipates recommending the purchase of the upgraded software. Ms. Grindeland also reported that she is scheduled for a PERS 3 workshop on June 6, 2002 and will not be in the office that day. Mr. Sexton again requested a policy on meter access. After discussion, the Commissioners instructed him to prepare a Resolution detailing the specific charges and timeframes involved. He should also draft a letter of explanation that will be sent to the individual customers on an as needed basis. Mr. Sexton reported that the slab for the small tank was poured last Friday and that all the building inspections are completed. Wednesday or Thursday of this week he and Mr. Blackwell should be able to place the tank on the slab. After discussion on the time frame for cleaning Mr. Sexton was instructed to contact the tank cleaners and check on availability of cleaning during the first week in May. Mr. Sexton reported that he is only planning on hiring one summer worker this year and that Mr. Hitchcock will not be available due to college commitments. Mr. Sexton reported that he prepared and sent an invoice to the City of Lake Forest Park for their portion of the water main extension, which came to $4,557.49, almost two months ago. He has called both the City and the project manager and has received no answers regarding payment. Staff was instructed to contact the City again and then to send a second request for payment. Dr. Hungar will also make some inquires of Mayor Hutchinson regarding a timeframe for payment. Dr. Hungar raised questions regarding legal limits on purchases and contract signing performed by the staff. Ms. Grindeland was instructed to check with Mr. Jonson, District’s Attorney regarding legal limits and requirements. Mr. Currie raised the question of what the District plans to do with the small tank once the lower tank is cleaned. There followed discussion on the possibility of selling water to neighboring Districts or to a bottling company. No decisions were made at this time. Ms. Grindeland expressed concern about PWTF reporting requirements and whether the engineer is continuing to work within the guidelines the District is subject to. She was instructed to research dates and requirements and present a time line at the next meeting. There being no further business the meeting was adjourned at 11:45 am. LAKE FOREST PARK WATER DISTRICT BOARD MEETING MINUTES MAY 13, 2002 Commissioners present: Gordon Hungar and William Currie. Commissioners excused: Timothy Davis. Others present: Tony Sexton, Superintendent, Dan Mundall, Consulting Engineer and Joan Grindeland, Office Manager. Dr. Hungar called the meeting to order at 9:10 am. Mr. Currie moved and Dr. Hungar seconded approving the minutes of the April 8, 2002 Board meeting as written. Motion passed. Ms. Grindeland reported that after payment of vouchers the funds had the following balances: Maintenance Fund at $245,034.10, Capital Improvement Fund at $210,818.73, PWTF at $220,599.95, and Market Rate Account at $526.77. Revenue for the month of April totaled $62,308.53 with $46,914.59 from water sales, $9,582.41 in Capital Improvement Fees, $3,503.00 in meter charges and $2,308.53 in interest payments. Vouchers No.008536 through No.008577 in the amount of $16,153.19 were authorized for payment. Ms. Grindeland presented Resolution 287 appointing a representative to the Water and Sewer Association Insurance Pool. After discussion Ms. Grindeland agreed to be the representative to the Pool. Mr. Currie moved and Dr. Hungar seconded adopting Resolution 287 as written. Motion passed. Ms. Grindeland reminded everyone that the CCR must be to the customers before the first of July and that she will be on vacation the end of June and beginning of July. She is waiting for the updated information on the water testing and a write up on the negative sample the District had last summer. After discussion it was agreed to leave the CCR in the same format as previous years. Mr. Mundall agreed to work on the revisions while he was here this week and would have them to Ms. Grindeland by the end of the week. Ms. Grindeland reported that she had received an email from Mr. Manalili the State Auditor who was here to conduct the audit in February, in regards to her inquiry into the completion of the audit. He informed her that he hopes to schedule something within the next few months. She has heard nothing from the auditors office since receiving the email in April. Mr. Currie presented a flier for a small water systems management course though WETRC to be held at the end of May. After discussion it was agreed that Mr. Sexton should attend the session in Mt. Vernon. Mr. Currie inquired into Mr. Blackwell’s performance and whether or not he should be offered more money to ensure he continued to work for the District. After discussion Mr. Sexton was instructed to offer him an additional $2.00 per hour. Mr. Mundall and Mr. Sexton reported on the status of the PWTF project. After discussion it was agreed that the PWTF project was to get priority from both of them. Mr. Sexton will work on ancillary projects such as the lines in the WHPA, Well # 1 retofit and pump houses as time permits. The Commissioners requested a firm commitment from Mr. Mundall that the PWTF project will be ready to go to bid no later than the first of February 2003. Mr. Mundall reported that he could not give them a commitment at this time until he contacted his potential subcontractor. The Commissioners requested a written commitment within two weeks and Mr. Mundall agreed to this. As a result of the discussion it was reemphasized that the District must go out for bid for Engineering for the PWTF. Staff will do so as soon as we have the design specifications. Ms. Grindeland was instructed to contact the attorney for assistance with securing easements for the project. Mr. Sexton requested permission to hire one summer helper to assist with day to day operations while he works on the PWTF items. The Commissioners granted his request. Ms. Grindeland requested assistance with the City of Lake Forest Parks continued refusal to pay the outstanding invoice for the developer extension agreement for the new City Hall. After discussion it was agreed to wait and have the Commissioners contact various counsel members regarding the situation. There being no further business the meeting was adjourned at 10:50 am. LAKE FOREST PARK WATER DISTRICT BOARD MEETING MINUTES JUNE 10, 2002 Commissioners present: Gordon Hungar, Timothy Davis and William Currie. Others present: Tony Sexton, Superintendent, and Joan Grindeland, Office Manager. Dr. Hungar called the meeting to order at 9:00 am. Mr. Currie moved and Mr. Davis seconded approving the minutes of the May 13, 2002 Board meeting as written. Motion passed. Ms. Grindeland reported that after payment of vouchers the funds had the following balances: Maintenance Fund at $229,274.92, Capital Improvement Fund at $213,936.25, PWTF at $227,314.54, and Market Rate Account at $991.35. Revenue for the month of May totaled $16,837.66 with $7,561.19 from water sales, $2,438.81 in Capital Improvement Fees, $4,624.13 in miscellaneous payments and $2,213.53 in interest payments. Vouchers No.008578 through No.008616 in the amount of $24,107.73 were authorized for payment. Ms. Grindeland reported that the City of Lake Forest Park had paid the entire developer extension invoice as well as the water invoice that covered the period of the large leak at the new City Hall. She thanked the Commissioners for their assistance in resolving the issue. Ms. Grindeland reported that Mr. Manalili, State Auditor, had been in on June 4, 2002 to complete the field work portion of the audit. He indicated that the write up and findings would be completed on June 10, 2002 and he would email a preliminary findings report for review. As a result of the audit a few items needed to be updated, Ms Grindeland presented the following three Resolutions for review: Resolution 288 Updating the Petty Cash Account. Mr. Davis moved and Mr. Currie seconded adopting the Resolution as written. Motion carried. Resolution 289 Updating the Market Rate Bank Account. Mr. Davis moved and Mr. Currie seconded adopting Resolution 289 as written. Motion carried. Resolution 290 Appointing an Auditing Officer. After discussion Dr. Hungar moved and Mr. Davis seconded adopting the Resolution with changes. Motion carried. Mr. Currie presented a flyer detailing the potential routes for the new Brightwater sewer lines. It appears there is a possibility that the lines will run up Ballinger Way NE. If this is the case, the District needs to closely track the construction progress and make sure that we coordinate any work that needs to be done on Ballinger with the State construction plans. Mr. Sexton reported that in light of the close proximity of the irrigation season it would be in the best interest of the District, and the District customers, to put off the actual cleaning and repair of the lower tank until this fall. He will continue with the preparation work over the summer and be ready to complete the work as soon as the usage rates drop back down in the fall. He also reported that he has only received two bids and presented them to the Commissioners for their review. After discussion the Commissioners agreed to this course of action and want to offer the inside of the tank for inspection to the two bidders after it is drained if they wish to expand on their bids. Mr. Currie reported that the probes installed in the small tank are in and running and he is working on probes for the transfer pumps. He is also working on the alarm system and is close to completion. He requested a list of numbers from Mr. Sexton that will be programmed into the system for emergency notification. In reviewing old business the Commissioners requested that Mr. Sexton contact Shoreline Water District to inquire if they tap into the SPU line running down Bothell Way. Ms. Grindeland reported there had been no response from Northshore Utility District (NUD) to the letter sent by Mr. Sexton regarding their sewer line that runs through the WHPA. After discussion she was instructed to send another registered letter to NUD regarding this issue. If there is still no response that should be so noted in the System Plan documentation. Mr. Sexton reported that he will be attending a free Small System Management Workshop put on by Evergreen Rural Water on the evening of June 12, 2002. Mr. Currie inquired into the status of the Consumer Confidence Report. Mr. Sexton reported that Mr. Mundall is still working on the edits. Ms. Grindeland reminded everyone that she will not bee here for two weeks and will not be able to help with printing, addressing and mailing these reports. It is a requirement that they be to all District customers prior to July 1, 2002. Mr. Sexton agreed to take full responsibility to ensure the deadline is met. Mr. Sexton requested permission to raise the MasterCard limit to $5000.00 and to do all incidental purchases on one card. After discussion the Commissioners agreed to his request. Mr. Sexton presented a request for the District to participate in the regional Mitigation Plan being prepared by King County Office of Emergency Management. After discussion Mr. Currie moved and Mr. Davis seconded authorizing the District to participate and Dr. Hungar, as President of the Board was authorized to sign the agreement. Motion passed. Mr. Sexton reported that there will be a pre-construction conference in Seattle on June 13, 2002 to cover any overlays within King County during the remainder of the year. After discussion it was decided that Mr. Sexton should contact the Public Works Department of Lake Forest Park and inquire into their overlay plans. Mr. Currie requested that as part of the work load for this summer that something be done to fix the top of the old wood tank before there is an accident. As a result of discussion it was agreed that a new roof would be put on, it would be properly sealed and that would given the District an additional 20,000 gallons of storage capacity. Mr. Currie noted that we need a new sign on the gate to the entrance of the WHPA that states No Trespassing. Mr. Davis reported that he will be out of the country from July 1 through July 16, 2002. As a result of this the July meeting will be rescheduled from July 7, 2002 to July 17, 2002 at 9 am in the conference room. There being no further business, the meeting was adjourned at 11:15 am. LAKE FOREST PARK WATER DISTRICT BOARD MEETING MINUTES JULY 17, 2002 Commissioners present: Gordon Hungar, Timothy Davis and William Currie. Others present: Tony Sexton, Superintendent, and Joan Grindeland, Office Manager. Dr. Hungar called the meeting to order at 9:05 am. Mr. Currie moved and Mr. Davis seconded approving the minutes of the June 10, 2002 Board meeting with corrections. Motion passed. Ms. Grindeland reported that after payment of vouchers the funds had the following balances: Maintenance Fund at $255,358.41, Capital Improvement Fund at $224,572.19, PWTF at $179,944.31, and Market Rate Account at $174.86. Revenue for the month of June totaled $67,254.40 with $55,192.94 from Water Sales, $10,007.06 in Capital Improvement Fees, and $2,054.40 in Interest Payments. Vouchers No.008617 through No.008652 in the amount of $78,661.92 were authorized for payment. Ms. Grindeland presented an invoice from Cedar River Water and Sewer District requesting the District’s participation in the 2002-2003 staffing for the Growth Management Planning Council. After discussion the Commissioners authorized continued participation and agreed to send $50 in support. Ms. Grindeland reported that she had received a phone call from Raelene Briskey, the IRS taxpayer advocate that had been assigned to help her straighten out the continued penalty assessment against the District that she is protesting. Ms. Briskey informed Ms. Grindeland that all penalties have been removed and that a full refund of the monies attached in error plus interest would be sent within two weeks. This is the only notification the District will receive regarding this issue. Ms. Grindeland reported that she still has not heard a word from the State Auditors office regarding the audit started in February. She will contact them next week regarding finalizing the procedure. Ms. Grindeland presented a copy of a letter she has sent to one of the District’s customers. The water at this particular residence had been disconnected in January 2001 at the owners request. Unbeknownst to the District, the water has been reconnected and 206 units of water used in the intervening period. The letter details the situation and explains that the $600 plus bill needs to be paid. After discussion it was decided that the Capital Improvement Fee should be charged monthly regardless of whether water is connected or not. There was discussion on the meter rate also being charged when the water is disconnected. Ms. Grindeland will contact Mr. Jonson, District attorney regarding potential legal implications. Also as a result of this discussion it was determined that a tag needs to be placed on all disconnected meters explaining the penalties for reconnecting water without the Districts authorization. Mr. Sexton reported that NUD has responded to the letter sent regarding their sewer line that runs through the WHPA. All items have been complied with except the alarm beacon. If the District wants NUD to install this beacon we must provide electrical power. After discussion, Mr. Sexton was instructed to contact Mr. Mundall and determine if this is a requirement of the DOH. Mr. Sexton reported that Mr. Mundall has been attempting to hire a surveyor to work on the PWTF project. He and Mr. Sexton have also been working on the easements. They have talked to all the property owners with the exception of the Libby’s. Mr. Sexton and Mr. Mundall are attempting to schedule a specific appointment with the Libby’s to discuss the easement in detail. Mr. Sexton is also to research the ten-foot trail easement that runs through the properties in question and determine if this is something that can be used by the District. Mr. Sexton reported that he had been provided information from Evergreen Rural Water of Washington that states the District, due to its size, is only required to fill out a form to comply with System Plan requirements. After much discussion Mr. Sexton agreed to find out if this was indeed the case and acceptable to DOH, who needs to receive a copy for review and what other requirements are. If this is acceptable he is to complete the new system plan format and send it in. Mr. Sexton reported that over the last two days the new plastic tank has been feeding the system. He noted that there needs to be a couple of backup lights installed in the WHPA for safety purposes as well as an automated electric switch off valve for the 12 inch line located at the top of the canyon. Mr. Sexton requested permission to send Mr. Giles, summer help, to the WETRC water works class in August. After discussion it was agreed that the District would pay for the class but Mr. Giles would need to take the class on his own time. Mr. Sexton presented information from the Regional Planning Commission requesting the District join the Regional Disaster Planning Committee. Mr. Sexton asked the Commissioners to review the information and decide if they felt the District should participate. Dr. Hungar pointed out that water sales are down approximately $40,000.00 for the first six months of 2002. He again requested input on how the District might sell more water to ensure we have adequate revenues to cover all our upcoming expenses. Ms. Grindeland reported that the District had received a response to the letter sent by Dr. Hungar to the BrightWater Sewer people regarding concerns on the impacts to the District water source. The comments will be included in the Draft EIS that is currently being complied. Mr. Currie raised the concern that the trees recently planted in the WHPA are not being taken care of. He would like to see someone find them, weed around them and stake each one. After considerable discussion it was agreed to leave the trees as they are, that the weeds should die down this fall and the trees should be fine. Mr. Currie requested a new sign for the WHPA area. The one on the gate still lists the District as WD#83 and threatens prosecution by the police if anyone is caught trespassing. After discussion it was agreed that Mr. Sexton would purchase two NO TRESSPASSING signs and place one at the gate and one at the lower area. For security reasons we will not be identifying this as a WHPA. Dr. Hungar discussed the importance of how the staff interrelates with each other. He is working on a policy that everyone will sign that specifies politeness to one another as the primary goal of all employees. The subject of an engineering agreement for general engineering needs as well as PWTF engineering project management was discussed. The District needs to have both agreements. Ms. Grindeland was instructed to review the 1994 minutes to determine the best way to advertise for an RFQ presentation by interested engineers. Mr. Currie will review the PWTF guidelines to see if there is a specific timeframe that the District must comply with within the scope of the PWTF loan. The Commissioners requested that Mr. Sexton publish a list of the work he and the outside staff are doing on a daily basis. Mr. Currie requested that the phone numbers on the Emergency Response Plan be updated. There was discussion on placing a meter on the Mall line to isolate Skippers. The usage would be subtracted from the Mall billing and billed directly to Skippers. A decision on this was tabled until a later time. There being no further business the meeting was adjourned at 12:15 pm. LAKE FOREST PARK WATER DISTRICT BOARD MEETING MINUTES AUGUST 12, 2002 Commissioners present: Gordon Hungar and William Currie. Commissioner excused: Timothy Davis. Others present: Tony Sexton, Superintendent, and Joan Grindeland, Office Manager. Dr. Hungar called the meeting to order at 9:10 am. Mr. Currie moved and Dr. Hungar seconded approving the minutes of the July 17, 2002 Board meeting with corrections. Motion passed. Ms. Grindeland reported that after payment of vouchers the funds had the following balances: Maintenance Fund at $247,902.26, Capital Improvement Fund at $227,727.92, PWTF at $186,609.20, and Market Rate Account at $146.52. Revenue for the month of July totaled $17100.05 with $12,263.88 from water sales, $2,501.31 in Capital Improvement Fees, and $2,095.86 in interest payments. Vouchers No.008653 through No.008690 in the amount of $15,451.16 were authorized for payment. Ms. Grindeland reported that Mr. Mundall has been working with various customers that the District could possibly need easements from, for the 2000 PWTF main replacement. He plans to be in the office later this week to continue these discussions. Ms. Grindeland presented draft copies of the SOQ for engineering services, scope of work and requirements for the PWTF work. Mr. Sexton arrived at 9:30 am. After discussion it was agreed to advertise later this month, in the Business Journal, with the deadline for submittals of the SOQ’s set for the first of September. The Commissioners will review the submittals and select 3 to 5 candidates for interviews in early September. Ms. Grindeland reported that she and Dr. Hungar had attended the exit interview with Mr. Manalili and Mr. Newman from the State Auditors Office. There were no findings for the audit. They did have a few areas of concern that were addressed. Ms. Grindeland is in the process of implementing all their suggestions. As one of the auditors recommendations, they would like to see one of the Commissioners review all the financial data on a monthly basis. It was agreed that Mr. Davis would be the ideal candidate to perform this function. Mr. Sexton presented a flyer detailing the Fall Conference for the Water/Sewer Association in Spokane during September. After discussion it was decided that no one would attend the Fall Conference this year and that the Spring Conference would be reviewed when data was received. Ms. Grindeland reported that she had received correspondence from the IRS clearing all penalties and assessments from the failure to submit W-2’s and W-3’s for 1998. The District has actually received a $207.00 refund, from 941 funds which were attached in error over a year ago, plus $5.55 in interest. Ms. Grindeland reported that the customer who had received the letter explaining the year and a half water usage, that went unbilled by the District, had called. They apologized, agreed to pay for the usage, but had a problem with the $30.00 reconnect fee. As the problem was shared in part by the District, Ms. Grindeland waived the fee and they paid the balance in full. Mr. Currie inquired into whether or not the tags, indicating it was a crime to turn water on if the District had disconnected for some reason, had been made up. The staff indicated that they had not made them up as they were unsure what type of crime, a felony or misdemeanor, was involved and which RCW it is that governs this activity. Ms. Grindeland agreed to get this done by the next meeting. Mr. Sexton presented the list of items the outside staff have been working on and items that still need to be completed. Mr. Sexton reported that the overflow and drain on the plastic tank still need to be finished but that everything else is completed regarding preparations for the tank cleaning. Mr. Sexton reported that he had discovered a hole in the line from the artesian wells and they have been turned off and will remain so until he decides how to fix the problem correctly and permanently. There followed a discussion on what the sand trap might be used for in the future rather than pulling it down. Mr. Sexton will consult with Mr. Mundall on the various possibilities. Mr. Sexton reported that Mr. Mundall recommends the District install the electrical power to the NUD sewer line in the WHPA so NUD can install an alarm. The Commissioners requested Mr. Sexton complete this work as soon as possible. The System Plan was discussed. It was decided to continue working on the draft plan that Mr. Mundall has written and to complete it as time allows. Mr. Sexton reported that he is having difficulty finding customers to volunteer to participate in the lead and copper testing. He is still looking for additional volunteers. Dr. Hungar volunteered his home as he has copper piping. Mr. Currie would like to install the old master meter on the output of the high tank to measure how much water is going through the tank. After considerable discussion the idea was tabled until a future date. There being no further business the meeting was adjourned at 12:20 pm LAKE FOREST PARK WATER DISTRICT BOARD MEETING MINUTES SEPTEMBER 9, 2002 Commissioners present: Gordon Hungar, Timothy Davis and William Currie. Others present: Tony Sexton, Superintendent, Dan Mundall, District Engineer and Joan Grindeland, Office Manager. Dr. Hungar called the meeting to order at 9:05 am. Ms. Grindeland presented all the Statement of Qualifications (SOQ)s to provide Engineering Services for the PWTF loan that the District had received as of the September 6, 2002 deadline. She has reviewed all the submittals and listed whether or not each firm met the minimum qualifications. Mr. Sexton arrived at 9:15 am. The Commissioners reviewed the list as well as each of the SOQ documents and after discussions the following firms were short listed: PACE Engineers, Mundall Engineering, Gray & Osborne, Inc., Berryman & Henigar and CHS Engineers. Each Commissioner will present a list of questions for use in the final interviews of each candidate. After considerable discussion it was decided that the Commissioners were in no rush to interview the short listed candidates and would probably not do so for a few months. Ms. Grindeland was instructed to notify all firms concerned on the status of their SOQ submittals. Mr. Davis left at 10 am. Ms. Grindeland reported that the District had billed $87,000.00 the first of September due to the long period of hot and dry weather during July and August. Ms. Grindeland reported that after payment of vouchers the funds had the following balances: Maintenance Fund at $274,306.30, Capital Improvement Fund at $238,404.51, PWTF at $193,151.05, and Market Rate Account at $690.20. Revenue for the month of August totaled $62,450.82 with $51,195.74 from water sales, $9,249.32 in Capital Improvement Fees, and $2,005.76 in interest payments. Vouchers No.008691 through No.008726 in the amount of $18,344.04 were authorized for payment. Mr. Currie moved and Dr. Hungar seconded approving the minutes from the August 12, 2002 Board meeting as written. Motion passed. Ms. Grindeland reported that the semi annual Pool meeting will be held on October 17, 2002 in Bellevue. It was decided that it would be a good idea for her to attend, as the insurance premiums would be addressed in detail at this meeting. Dr. Hungar reported that Mr. Mundall would be attending a meeting on September 13, 2002 with Doug Jacobson, City Manager for Lake Forest Park, and representatives of Bright Water. The purpose of the meeting is to discuss the impact of the current favored route that runs not only through the District Well Head Protection Area but also the recharge area and potentially the aquifer itself. Dr. Hungar will discuss with Mr. Mundall putting a dollar value on the entire system as part of this discussion. Ms. Grindeland presented Resolutions 291 and 292 regarding the disconnect for non-payment issue that the State Auditor requested a written policy detailing. After considerable discussion both resolutions were tabled until a later date when more information would be provided. After discussion the Commissioners instructed Ms. Grindeland to write a letter to the one customer who is currently making monthly payments to work down their outstanding balance. The letter is to explain that their door would no longer be tagged as a reminder of the monthly payment. If the payment is not received in this office by the 15th of each month the water will be disconnected and the full balance plus the $30 reconnect fee will need to be paid prior to the water being turned back on. Dr. Hungar reviewed the dollars currently available in each fund and what the money is set aside to pay for from each fund. Mr. Mundall arrived at 11:20 p.m. After discussion it was decided that the following projects would be completed, in addition to cleaning the tank this fall. 1. Rework of deep well #1. 2. Remove old concrete sand trap. 3. Replace the piping for the wells. Mr. Sexton was instructed to secure bids on completely removing the sand trap. Mr. Mundall was instructed to start the building permit process for the new building located in the WHPA. Mr. Sexton reported that there is a leak on 45th Place N.E. He and Mr. Blackwell will be working on fixing it this week. Mr. Sexton requested an additional full time person to read, trim and replace meters. It was determined that at this time there is no need for an additional full time person. If Mr. Sexton needs assistance with meter trimming it is possible that he could hire a part time temporary person to assist in this area. Final determination was tabled until a later date. After considerable discussion Mr. Sexton was instructed to gather details from other Districts on how they handle the meter access issue. After that he is to draft a letter for each homeowner that needs their meter trimmed. He will explain that we are instituting a new charge for meter access with specific height and width dimensions and that the homeowner will be responsible for maintaining access or they will be financially liable for a remote read meter. Mr. Sexton was also instructed to investigate the cost to install remote read meters. Mr. Sexton was also instructed to contact the City of Lake Forest Park to see if they have any policies concerning trimming vegetation in the right of way. There being no further business the meeting was adjourned at 2:00 p.m. LAKE FOREST PARK WATER DISTRICT BOARD MEETING MINUTES OCTOBER 14, 2002 Commissioners present: Gordon Hungar, Timothy Davis and William Currie. Others present: Tony Sexton, Superintendent, Dan Mundall, District Engineer and Joan Grindeland, Office Manager. Dr. Hungar called the meeting to order at 9:00 am. Mr. Currie moved and Dr. Hungar seconded approving the minutes from the September 9, 2002 Board meeting as written. Motion passed. Ms. Grindeland reported that she would be attending the semi-annual Insurance Pool meeting in Bellevue on October 17, 2002. 2003 premiums would be discussed at that time. Ms. Grindeland reported that she had received property value notices from King County and is working with the assessors office to determine the exact location of each notice. Ms. Grindeland reported that she had received a phone call from Michael Popiwny, with King County Bright Water project, concerning funding for review of the Draft EIS that is due out this month. She has not been able to make contact with him but will report back when she does. Due to the high volume of copies recently being requested, Ms. Grindeland asked for permission to institute a copy charge. She checked with the City of Lake Forest Park and their policy is $1 for the first copy and $.25 for each additional copy. After discussion, the Commissioners agreed to implement a policy adopting the Cities copy charges. Ms. Grindeland reported that after payment of vouchers the funds had the following balances: Maintenance Fund at $276,974.90, Capital Improvement Fund at $242,040.36, PWTF at $199,711.45, and Market Rate Account at $894.24. Revenue for the month of September totaled $29,230.48 with $15,955.28 from water sales, $2,947.11 in Capital Improvement Fees, $8,247.66 in refunds and miscellaneous and $2,080.43 in interest payments. Vouchers No.008759 through No.008881 in the amount of $22,806.27 were authorized for payment. Mr. Sexton reported on new water services that need to be installed using the small works roster. He requested authority to sign contracts for small jobs, to be determined by a specific dollar level. After discussion it was decided to leave the signing of all contracts to the Commissioners. Mr. Mundall arrived at 10:05 am Mr. Sexton reported that his next project is to remove the old concrete sand trap, he is currently securing bids. Mr. Sexton has also been working on preparing the bid to clean the low tank. The tank is currently empty and ready to be cleaned. Mr. Sexton is also getting bids from roofers to put a new roof on the wood tank. Mr. Sexton requested permission to raise the buy-in/installation rates to reflect inflation over the last 6 years. The Commissioners instructed him to bring a resolution to the next meeting. Ms. Grindeland presented the letter received from DOH concerning the System Plan. Dr. Hungar reported that he had attempted to contact the DOH on a number of occasions but was having difficulty reaching the party that could answer his questions. There followed discussion on the Request for Proposal (RFP) that the City of Lake put out for engineering services to study the potential assumption of all water utilities within the City. Mr. Mundall reported that he had meet with the superintendent of NUD to discus tank coatings and they discussed the RFP and potential assumption. The superintendent was aware of the RFP and indicated that NUD had been informally approached regarding their ability to do maintenance and operations within the Districts existing system. The Commissioners agreed that they would review all information as it became available and would do whatever was in the best interest of the District customers. The City has invited the Commissioners to the City Hall this afternoon at 4pm to discuss the situation. Dr. Hungar requested clarification on what exactly needs to be done to complete the System Plan. After discussion it was agreed that the remaining edits to the system plan would be completed and the final draft be presented at the November Board meeting. Ms. Grindeland reported that a decision needs to be made on the status of Mr. Blackwell’s employment. He has been with the District in a temporary, part time basis for a year now. She is required to start withholding PERS. If he is going to continue working in a full time capacity we should consider changing his status. The Commissioners authorized Ms. Grindeland to discus the options with Mr. Blackwell and return with recommendations at the next meeting. The meeting was recessed until 4 pm at the Lake Forest Park City Hall. Meeting reconvened at 4:10 pm, Lake Forest Park City Hall. Commissioners present: Gordon Hungar, Timothy Davis, and William Currie. Others present: Mayor David Hutchinson, City Administrator Doug Jacobson, Public Works Director Frank Zenk, District Engineer Dan Mundall and Joan Grindeland Office Manager. Mayor Hutchinson opened discussion on the RFP for engineering services to study water district assumption. He stated that this study was strictly to look at the efficiencies of operating one water district within the City rather than have four separate entities, as is now the case. Dr. Hungar expressed his displeasure and concern that the District had to find out about this from a third party. He is concerned that the City had not bothered to notify the staff that the study was being considered. Both the Major and City Administrator apologized, stating that it was simply an oversight on the Cities part that they had failed to notify the District that they were going to be studying the feasibility of an assumption. Mr. Mundall reviewed the history of the City and District in regard to a joint operating agreement that the City had proposed in 2000. The district’s attorney had cautioned against signing that agreement as it was in violation of the law regarding the Commissioners relinquishing their control of the District. Mr. Jacobson discussed the assumption agreement with Ronald Wastewater for the sanitary sewer system within the City of LFP. As of January 1, 2003 the City will own and operated 70 percent of the sewer system within the City. They have not approached NUD for assumption of the remaining 30 percent. Dr. Hungar asked for a clarification on the information received regarding NUD’s knowledge of the assumption possibility and their willingness to service and maintain the District system. Mr. Jacobson stated that NUD has not been contacted and isn’t interested in serving the District and that they (NUD) are “blowing smoke” at us if they told us anything different. Mr. Jacobson stated that the city’s attorney had determined that the RCW code would require a vote of the citizens prior to an assumption. Ms. Grindeland asked for a clarification on which RCW this entailed as RCW 35.13A.020 authorizes a city to adopt a resolution to assume a water district that is located entirely within the city’s boundaries. Mr. Jacobson said he would provide the information. Mayor Hutchinson stated that as long as he was Mayor there would be a vote of all the residents of Lake Forest Park prior to any assumptions taking place. Dr. Hungar asked if the assumption study was part of the City effort to alleviate any financial problems. There was no response from any City representatives present. Dr. Hungar expressed that the Commissioners and staff want to keep the water as it is and not to cap the wells. Everyone at the table agreed that the ultimate goal was not to cap the existing supply but to study the financial aspects of serving the City with one source of water. Mr. Davis inquired into whether the City Council was aware of the study. Mr. Jacobson responded that they were not only aware, but that they had directed the staff to perform the analysis and had funded the study. The Council has directed the staff to determine if there is an advantage to the City Public Works Department in running all utilities located within the City. Mr. Jacobson and the Mayor both reiterated that this study is in the planning stages only and it would be three to five years before there would be any possible consolidation of existing systems. When asked, neither Mayor Hutchinson nor Mr. Jacobson, could remember whether the study was authorized and funded in a regular council meeting or a study meeting The Mayor did state that the final scope of work and specific project budget will be presented at a regular council meeting in November. Mr. Jacobson and Mr. Zenk inquired into when the District System Plan would be completed. Ms. Grindeland informed them that final edits were now taking place and the staff planned to present the final Draft copy to the Commissioners at the November Board meeting. There being no further business the meeting was adjourned at 5:35 pm. LAKE FOREST PARK WATER DISTRICT SPECIAL BOARD MEETING MINUTES OCTOBER 28, 2002 Commissioners present: Gordon Hungar and William Currie. Commissioner excused: Timothy Davis Staff present: Tony Sexton, Superintendent, and Joan Grindeland, Office Manager. Customers present: Dan Iacolucci, Dave & Barbara Toroni, Laurie Dunn, John Lewis, Dean Donnelli Bill and Bob Perigo, Linda Carpenter, Mary Hammond, Rich Donner, Eric Strom, Terry Michiels, Ken & Kathy Duncan Dr. Hungar called the meeting to order at 7:00 pm. The meeting began with Dr. Hungar giving a brief overview of the District and discussion on the age and condition of some of the existing water pipes. The residents of both 51st Place NE and 47th Place NE have pipes in the ground approaching 50 years in age. While there are not currently any problems associated with either street, it is simply a matter of time before the pipes will need to be replaced. The customers on 51st are planning to repave their road in the near future and there is a similar but not as severe situation on 47th. The residents don’t want to repave and then have leaks and have to dig up and patch a newly paved road. All the residents wanted to know what the District would do to assist them. Mr. Sexton explained that the District is not allowed to perform work on private property. As both of the streets are private and the District does not own the pipes or have any easements for any of the property in question there is not much District can legally do. Mr. Sexton further stated that in exchange for easements from all affected home owners, the District would be willing to furnish the 8 inch main and hydrant to the bottom of the hill on 51st Place and any hardware needed past that point. The homeowners would in turn be responsible for all the labor involved in installing the 8 inch main as well as each individual service. He further offered his assistance as inspector to make sure all work was performed in accordance with District standards. The same type of offer was extended to the residents of 47th Place. There followed discussion on the shape of the existing sewer in the roads. The City of Lake Forest Park has assured the residents of both streets that the sewer is in good shape. There was also discussion on forming an ULID to help offset the costs over a number of years. The homeowners need to contact an attorney to determine the best procedure to follow. Mr. Sexton stated that if each of the homeowners gave the District an easement for their individual properties that he would make any needed repairs for a period of time. He also explained that without easements, if the existing systems are not replaced and leaks become excessive, he will move the meters down to the entrances of each private road and the homeowners will be responsible for connecting to the new meters. Mr. Currie questioned whether or not this would be legal to make repairs and maintain lines located on private property that are not owned by the District. He instructed Ms. Grindeland to inquire of District council if the District is required to maintain and replace these private systems on private property if all we have is an easement. Mr. Sexton reported that he knows where the majority of the water pipe is located on 47th but does not know the location of the pipe on 51st. He agreed to call in the locates on both roads. One of the customers asked about the District’s involvement in the Brightwater project. Dr. Hungar stated that there will be a newsletter sent with the bills in November which explains that the newest preferred route on 195th Street traverses the aquifer as well as the recharge zone for the wells. The customers present expressed concern for maintaining the quality and quantity of the District’s water source. The District is tracking this project and welcomes any and all assistance and input from customers. There will be a copy of the Draft EIS available for review at the District offices once it is published. This discussion lead to questions regarding the City of Lake Forest Parks plan to research taking over the water districts within the City. Dr. Hungar confirmed that there was a request put out by the City for an engineering study to be done and it is to be awarded at the November 14, 2002 City Council Meeting. Part of the proposal specified studying the capping of the wells and hooking District customers up to Seattle water. There followed discussion and numerous questions that the Commissioners and staff were unable to answer. Customers were encouraged to attend the council meeting for further details. There being no further business the meeting was adjourned at 9:00 pm. LAKE FOREST PARK WATER DISTRICT BOARD MEETING MINUTES NOVEMBER 13, 2002 Commissioners present: Gordon Hungar, Timothy Davis and William Currie. Others present: Tony Sexton, Superintendent, Dan Mundall, District Engineer and Joan Grindeland, Office Manager. Dr. Hungar called the meeting to order at 9:00 am. Mr. Currie moved and Dr. Hungar seconded approving the minutes from the October 14 9, 2002 Regular Board meeting as written and October 28, 2002 Special Board Meeting with corrections. Motion passed. Ms. Grindeland reported that she had attended the semi-annual Insurance Pool meeting in Bellevue on October 17, 2002. 2003 premiums were actually 10 percent lower than last year due to corrections on asset reporting and no claims having been filed. The Pool actually dipped into the reserve account to help defray the cost of the premiums this year. Each year will have to reviewed on a year by year basis until the market softens up. Ms. Grindeland reported that Mr. Jonson, attorney, was having difficulty determining whether or not the City would have to have a vote in the event of an assumption. Apparently the City has misplaced their original charter and without that document Mr. Jonson can not make a determination. The Commissioners agreed to pay up to $5,000 to have the legal issues resolved once and for all. Ms. Grindeland was instructed to handle the situation. Ms. Grindeland presented Mr. Jonson’s assessment of the financial section of the system plan. He feels that the District needs to do a detailed balance sheet and show depreciation of assets. She reported that she will do more analysis of the recommendations and report at the next meeting. Ms. Grindeland reported that after payment of vouchers the funds had the following balances: Maintenance Fund at $308,383.17, Capital Improvement Fund at $251,319.25, PWTF at $206,278.34, and Market Rate Account at $292.17. Revenue for the month of October totaled $68,434.20 with $57,750.35 from water sales, $8,586.88 in Capital Improvement Fees, and $2,096.97 in interest payments. Vouchers No.008882 through No.008919 in the amount of $30737.76 were authorized for payment. Mr. Sexton reported that he and Mr. Blackwell will be flushing over the next few weeks. Mr. Sexton reported that the old sand trap is scheduled to be removed by the end of the week. Mr. Sexton reported that only one bid, for $7,500, had been received to replace the roof on the wood tank. After discussion the Commissioners requested that he review other options and types of roofs. Mr. Sexton reported that there have been two bids on refurbishing well #1. The bids are not comparable because there were never any specifications written. After discussion it was agreed that there must be specifications written prior to getting bids so everyone is bidding on the same project. Mr. Mundall will assist with the specifications for this project and new bids will be requested. Mr. Sexton reported that he is still working on the rate revision for the developer extension contracts. After considerable discussion it was agreed to leave the costs as they are for the present time. Mr. Sexton reported that he has had no more feedback from the customers on the private streets concerning easements for the District. The Commissioners instructed Mr. Sexton to pick a date a year from now, notify the customers involved that the meters will be moved to the bottom of the streets and leave it up to them. Mr. Jonson should review the letter prior to it being sent out. Mr. Sexton presented the three bids for the tank cleaning. Mr. Steenmeyer was the low bidder. The Commissioners instructed Mr. Sexton to award the bid to Mr. Steenmeyer and the inspection bid to the lowest bidder. Ms. Grindeland reported on the latest letter from Brightwater, she and Mr. Mundall are working on a response and will have it ready prior to the next Board Meeting. She reminded the Commissioners that the public hearings are the week of December 2 and 9, 2002 and encouraged everyone to participate. After discussion on the potential impacts of Brightwater, not only on the WHPA but the fact that the portal citing for this area is directly over the District property, Ms. Grindeland was instructed to send another informational letter to customers, concerning both the siting in the WHPA and information on portals. Mr. Mundall reported on seismic retrofit for the lower tank. After considerable discussion it was decided to develop a five year plan to make the seismic upgrades, and to check into the availability of FEMA funding. Mr. Mundall reported that the System Plan revisions are 90 percent completed and requested review of the executive summary he has prepared. After discussion on the financial aspects of the plan, it was decided to lower the interest from investments to a more reasonable 2.5 percent to reflect current market conditions.. Mr. Currie congratulated Mr. Mundall on a job well done. There being no further business the meeting was adjourned at 9:00 pm. LAKE FOREST PARK WATER DISTRICT BOARD MEETING MINUTES DECEMBER 9, 2002 Commissioners present: Gordon Hungar, Timothy Davis and William Currie. Others present: Tony Sexton, Superintendent; Dan Mundall, District Engineer; Richard Jonson, Attorney; Michael Popiwny, King County Department of Natural Resources, Wastewater Division and Joan Grindeland, Office Manager. Mr. Popiwny presented the contract that King County is proposing to enter into with the District for review of the Brightwater DEIS. The County is willing to contract with the District to provide up to a maximum of $20,000.00, which could be used to hire an independent consultant to review the DEIS. According to Mr. Popiwny, it is also possible to pick up costs already incurred specific to review of the DEIS. After considerable discussion Mr. Popiwny admitted that there had not been any studies done on the Route 9 – 195th preferred alternative. He also stated that there will not be any studies done prior to the final comment period and there is no guarantee that the impacts on the District’s sole source aquifer will be included in the final document. The Commissioners asked Mr. Popiwny for instructions on how to formally request a delay in the comment period to ensure that studies on the potential impact to our aquifer and WHPA are included in the EIS. Mr. Popiwny suggested that the Commissioners send a formal, written request directly to Executive Sims with copies to Christine True and Gunars Sreibers, asking for a delay in the comment deadline. He did not, however, hold out much hope that the comment period would be extended. Mr. Currie inquired into the location of the portal for this area, pointing out that it is located directly over the District office. Mr. Popiwny reassured the Commissioners that the park located up the street, although slightly outside the circumference of the portal circle, would definitely be considered as a portal location, especially as there is no vacant property in the sited area. Mr. Popiwny offered to have the technical staff from the project come and make a presentation to the Commissioners. While they agreed to do this they felt there was little need as Mr. Popiwny admitted that the technical staff would tell them the same things he had said during the meeting this morning. The Commissioners reiterated their position that the route 9 – 195th preferred alternative route should be studied PRIOR to the finalization of the EIS. That they are interested in the facts, such as how the tunnel will impact the aquifer and associated risks. There also repeated their request that there needs to be an independent, third party hydrogeological, review of the data. All these items need to happen during the Draft process to be properly addressed. Mr. Popiwny assured the Commissioners that their letters and comments had been heard and these issues would be addressed. Mr. Popiwny left the meeting at 10:30 am. Mr. Jonson reviewed the presentation from Mr. Popiwny. He suggested the District poll our customers, asking them specifically: (1) Do you want to stay with the existing water or go to SPU water? and (2) Are you interested in protecting your sole source aquifer and water supply? Mr. Jonson further suggested that the Commissioners send the letter to Executive Sims as soon as possible requesting an extension of the DEIS comment period and again request that the drill borings in our area be done prior to the comment deadline. Mr. Jonson also recommended that the District hire a hydrogeological engineer and that the Commissioners consider signing the proposed contract with King County for review monies. At the Commissioners request Mr. Jonson agreed to review the King County contract. Mr. Jonson left the meeting at 11:00 am Mr. Davis moved and Mr. Currie seconded approving the minutes of the November 13, 2002 meeting, with corrections. Motion passed. Ms. Grindeland reported that after payment of vouchers the funds had the following balances: Maintenance Fund at $301,217.80, Capital Improvement Fund at $255,538.49, PWTF at $212,278.34, and Market Rate Account at $819.90. Revenue for the month of November totaled $34,599.46 with $25,308.94 from water sales, $3,548.89 in Capital Improvement Fees, and $2,045.26 in interest payments. Vouchers No.008920 through No.008959 in the amount of $30,737.76 were authorized for payment. Ms. Grindeland presented a proposal to put Mr. Blackwell on as a permanent, full time employee. After discussion it was agreed that he would become full time January 1, 2003. Mr. Sexton reported that Mr. Steenmeyer is currently setting up his equipment in the WHPA and will begin cleaning the lower tank within the week. Mr. Sexton reported that the plan specifications for the wood tank, as well as Well #1 work, have still not been written. Mr. Sexton reported that a customer has requested the District paint the pump house on Well #2. After discussion it was deemed unfeasible as the house is plastic and the paint would never adhere properly. The old concrete standpipe has been removed. Mr. Sexton and Mr. Blackwell had to discontinue flushing due to the high volume of complaints. They have rescheduled for early this spring. Dr. Hungar requested a clarification of line 61 in the November 13, 2002 minutes regarding securing easements on 51st and 47th. The minutes read that if the home owners on those two private streets do not grant easements to the District, we should give them a year and then notify them that the meters will be moved down to the entrance of their private streets and they will be responsible for hooking up to the line at that time. After discussion it was decided to continue attempting to secure easements from these customers after the Brightwater issue has been resolved. Eventually, if nothing is done, the District will have to follow the preceding guidelines as the service lines and meters are currently located on private property and are not owned by the District. The Commissioners requested that Mr. Sexton send each homeowner a letter requesting an easement and developer extension, and explaining the District’s obligations and restrictions from servicing any lines located on private property. If there is no response from that letter, than another letter needs to be sent, detailing the homeowners responsibility to hook up to the main service line at the bottom of the private roads and providing the customers with a specific deadline. Mr. Sexton was instructed to discus the above with Mr. Jonson and to look into the legal obligation of the District to maintain lines on private property given that we have done so for 50 years. There being no further business the meeting was adjourned at 1:05 pm |
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