Minutes 2018

//Minutes 2018
Minutes 20182018-08-29T08:20:35+00:00

LAKE FOREST PARK WATER DISTRICT
REGULAR MEETING MINUTES

JANUARY 17, 2018

Commissioners present: Bill Donahue, Eli Zehner, David Hammond.

Others present: F. Alan Kerley, General Manager; Richard Jonson, Attorney

Call to Order: The meeting was called to order by President Zehner at 6:02 PM.

Commissioners reviewed vouchers and expense documentation.

Mr. Jonson enters at 6:11 PM

Commissioner Hammond enters at 6:12 PM

Approval of the Agenda was moved, seconded and unanimously approved.

Review of vouchers and expense documentation continued.

Treasurer’s Report:

Mr. Donahue compared and verified Maintenance and all of the Capital Fund Voucher totals certified on 12/11, 12/20 and 12/21 2017 against King County Warrant Reports. The Treasurer compared and verified deposits reported on the Customer Receipts Deposit Account report against the deposits received amount shown on the District’s bank statement. The Treasurer reported that all totals were reconciled to the bank statement and King County reports.

Mr. Donahue also reported that an interfund transfer from the maintenance fund had been made in error and that updated beginning of the year fund balances reflecting the correction should be brought to the Board at the next meeting.

Approval of December Vouchers
The Commissioners reviewed expense vouchers presented for payment and found that the vouchers were supported by adequate documentation. Approval of vouchers 116489-116540 in the amount of $43,432.23 was moved and seconded. Motion passed.

Approval of November Voucher
Voucher number 116488 in the amount of $2,400.00 was moved and seconded. Motion passed.

Approval of Minutes
A motion was made to approve the minutes from the December 20th regular meeting. Motion was duly seconded and approved.

Unfinished Business

2018 Budget/ Revenue Projection: Mr. Kerley presented the proposed Maintenance Budget and Revenue Projection for 2018 to the Board. After discussion, a motion was made to add a line item to the budget reflecting an interfund transfer to the Maintenance Reserve Fund of $65,000.00 and to approve the 2018 Maintenance Budget and 2018 Revenue Projection with that addition. Motion was seconded and approved.

S.P.U. Storm Water Injection Wells: Mr. Kerley informed the Board that he has had further communications with S.P.U. in regard to their reservoir roofing project and that a meeting to address the District’s concern with the UIC wells has been scheduled for January 24th. Mr. Kerley stated that he also attended a WASWD meeting on UIC wells by teleconference and has conversed with the Washington State Dept. of Health Office of Drinking Water about the District’s concerns with this project and the impact potential of UIC wells on ground water sources in general. Mr. Jonson suggested that Mr. Kerley confirm with S.P.U. that an Environmental Impact Statement and SEPA should be filed for this project and that the District may want to draft a letter detailing all of the concerns in regard to the project.

McKinnon Pumphouse Value Engineering: Mr. Kerley informed the Board that Russel Porter of Gray and Osborne has performed a site visit and that a draft memo on the project is nearing completion. Gray and Osborne will present their recommendations to the Board at the February Board Meeting.

New Business

Updated Adcom Charter: Mr. Kerley presented a new proposed charter. After review of the changes to the charter a motion was made and seconded to approve the updated charter and application. Motion was approved unanimously.

Resolution 375: Resolution was presented by Mr. Kerley, reviewed and edited to authorize a budget for parts and equipment for the zone metering prototype project. A motion was made and seconded to approve Resolution 375 as edited. Motion was approved.

2018 Capital Plan: Mr. Kerley presented a new planning document that outlined the status of current capital projects, staff recommended projects and debt servicing for 2018. An interfund and loan draw schedule was also presented. The Board thanked Mr. Kerley for his good work and requested that he further this effort by drafting a CIF and PWTF budget and cash flow timeline.

Advisory Committee: Mr. Kerley reported that Adcom and District staff made a presentation about LFPWD and ground water to three different fourth grade classes at LFP elementary. The Board extended their gratitude to the Advisory Committee and to the students at Lake Forest Park Elementary that sent thank you cards to the District. Staff was directed to post an applicant request for the Adcom on the District’s website.

General Manager’s Report: The GM Report was reviewed. See attached.

Engineer’s Report: The Engineer’s Report was reviewed. See attached.

Open Discussion: A discussion was held in regard to the LFP Subarea Plan and Capital Project determinations and process. The Board requested that a scope and budget for engineering services be presented for Board approval on projects costing more than $2,500.

There being no further business, the meeting was adjourned at 9:46 PM.

 


 

 

LAKE FOREST PARK WATER DISTRICT
SPECIAL BOARD OF COMMISSIONER MEETING MINUTES

FEBRUARY 27, 2018

Commissioners present: Bill Donahue, Eli Zehner, David Hammond.

Others present: F. Alan Kerley, General Manager; Dan Mundall, Engineer; Richard Jonson, Attorney; Russ Porter, Engineer

Call to Order: The meeting was called to order by President Zehner at 6:08 PM.

Commissioners reviewed vouchers and expense documentation.

Unfinished Business
McKinnon Pumphouse Value Engineering: Russel Porter of Gray and Osborne spoke to the Board about observations outlined in the memo, dated Feb. 21, 2018, that Gray and Osborne prepared on the project. Discussion followed, after which, the Board directed Mundall Engineering to prepare a written response addressing the items outlined in the memo. Mr. Porter exited the meeting at 7:11 pm.

New Business
Zone Metering: A discussion was held in regard to the scope of work, timing and the procedures for contracting for assembly and installation of future zone metering projects. Mr. Kerley stated that he would like to install two units in 2018. Commissioner Hammond requested that the District obtain proposals from experienced vendors for assembly and installation of the units. Mr. Kerley stated he would prepare a request for proposals.

Engineer’s Report: Mr. Mundall stated that over the last month he had been working on zone metering project procurement and contracting procedures as well as L&I and insurance requirements.

Commissioner review of vouchers and expense documentation continued.

Mr. Mundall exits the meeting at 8:06 PM.

Treasurer’s Report:
Mr. Hammond compared and verified Maintenance and all of the Capital Fund Voucher totals certified on 01/08 and 01/22 2018 against King County Warrant Reports. The Treasurer compared and verified deposits reported on the Customer Receipts Deposit Account report against the deposits received amount shown on the District’s bank statement. The Treasurer reported that all totals were reconciled to the bank statement and King County reports.

Approval of January Vouchers
The Commissioners reviewed expense vouchers presented for payment and found that the vouchers were supported by adequate documentation. Approval of vouchers 116541-116588 in the amount of $39,237.38 was moved and seconded. Motion passed.

Approval of Minutes
A motion was made to approve the minutes from the January 17th regular meeting. Motion was duly seconded and approved.

Unfinished Business Continued
S.P.U. Storm Water Injection Wells: Mr. Kerley updated the Board about the teleconference meeting held on January 24th. Mr. Kerley stated that he suggested an alternate means of dealing with storm runoff from the reservoir roof. Mr. Jonson stated that the next step if S.P.U. were to proceed with UIC wells would be to draft a letter detailing all of the concerns in regard to the project and to consider requesting the City to adopt regulations pertaining to injection wells.

PWTF Update: Mr. Kerley reported that the McKinnon Wellfield Critical Infrastructure Security Improvements is on the funded list. A cultural review EZ-1 form, updated scope of work and an updated project timeline has been submitted to the Public Works Board.

McKinnon Pumphouse Value Engineering: Discussion on the McKinnon Pumphouse Replacement Project was revisited. Concerns about extended timelines, increases in scope of work and projected costs were discussed in detail. The Board requested that an alternate project concept that aligns with original cost estimates and includes a new timeline for construction be provided by Mundall Engineering at the next Board Meeting. A cost estimate of the redesign was also requested.

New Business Continued
Possible Reschedule of the April Regular Board Meeting: After discussion a motion was made to reschedule the April Board meeting as a Special Meeting on April 24th. Motion was duly seconded and approved. A motion was also made to reschedule the August Board meeting as a Special Meeting on August 29th. Motion was duly seconded and approved.

Mundall Technical Services Hourly Rate Increase: A motion was made to pass an amendment to the existing technical services agreement between the District and Mundall Technical Services with the condition that a certificate of insurance naming the District be produced and kept on file. Motion was seconded and approved.

Franchise Agreement: Mr. Kerley informed the Board that the City of Lake Forest Park has given formal notice that it would like to enter into franchise negotiations with the District. The Board asked Mr. Kerley to include this item on the Agenda of the next Board meeting.

Financial Statement Audit: Mr. Kerley informed the Board that the State Auditor’s Office Financial Statement Audit that was scheduled for February has been delayed at the request of the District.

Advisory Committee: Mr. Kerley reported that the Adcom and District staff are preparing for the Green Fair on March 31st. He also reported that no applications for the vacant Adcom position have yet been received.

General Manager’s Report: The GM Report was reviewed. See attached.

There being no further business, the meeting was adjourned at 10:22 PM.

 


 

LAKE FOREST PARK WATER DISTRICT
SPECIAL BOARD OF COMMISSIONER MEETING MINUTES

MARCH 20, 2018

Commissioners present: Bill Donahue, Eli Zehner, David Hammond.

Others present: F. Alan Kerley, General Manager; Dan Mundall, Engineer

Call to Order: The meeting was called to order by President Zehner at 6:00 PM.

Commissioners reviewed vouchers and expense documentation.

Commisioner Donahue enters the meeting at 6:04 PM.

Treasurer’s Report:
Mr. Hammond compared and verified Maintenance and all of the Capital Fund Voucher totals certified on 02/08, O2/09 and 02/21 2018 against King County Warrant Reports. The Treasurer compared and verified deposits reported on the Customer Receipts Deposit Account report against the deposits received amount shown on the District’s bank statement. The Treasurer reported that all totals were reconciled to the bank statement and King County reports.

Approval of February Vouchers
The Commissioners reviewed expense vouchers presented for payment and found that the vouchers were supported by adequate documentation. Approval of vouchers 116589-116638 in the amount of $35,864.83 was moved and seconded. Motion passed unanimously.

Approval of Minutes
A motion was made to approve the minutes from the February 27th special meeting. Motion was duly seconded and approved. Motion passed unanimously.

Unfinished Business

PWTF Update: Mr. Kerley reported that the Public Works Board staff is preparing the loan contract for the McKinnon Creek Wellfield Critical Infrastructure Security Improvements.

McKinnon Pumphouse Value Engineering: Mr. Mundall presented to the Board a Construction Cost Reduction Memo that included comments in response to the Gray and Osborne memo prepared for the District dated 2/21/2018 and also included additional review by Mundall Engineering and District staff. The memo was reviewed in detail. It was noted that the time and cost estimates for redesign as requested by the Board at the last meeting was not provided.

Engineer’s Report: Mr. Mundall stated that he is working on water usage reporting to the Dept. of Ecology.

Mr. Mundall Exits the meeting at 8:14 PM.

Franchise Agreement: Scheduling was discussed.

Consideration of a Fire Protection Cost Analysis: After a brief discussion it was determined that this item be removed from future agendas.

Financial Statement Audit: Mr. Kerley presented options to the Board. After discussion the Board directed Mr. Kerley to forego the voluntary SAO Financial Statement Audit and hire a firm to prepare financial statements for the 2017 financial year. Mr. Kerley presented a C.P.A. firm that he had selected from the Municipal Research and Services Center (MRSC) Professional Services Roster. After discussion a motion was made to authorize the General Manager to engage the services of Tara Dunford, CPA pending satisfactory reference check, to prepare financial statements for financial year 2017 and that payment for services shall not exceed $5,000.00. Motion was duly seconded and approved.

McKinnon Pumphouse Value Engineering: Discussion on the McKinnon Pumphouse Replacement project was revisited after which it was determined that a full review of the existing project plans and proposed changes be added to the agenda of the next Board meeting and it was determined that a streamlined version of the project with a firm set of timelines and no further delay is in the best interest of the District and its ratepayers.

New Business
Paperless Billing: Mr. Kerley reported to the Board that paperless billing should be ready for launch after the April billing cycle. Mr. Donahue stated that paperless newsletters or a link to our website could also be included with this item.

Staffing Contribution for GMPC, RWQC and MWPAAC: A motion was made to approve participation in staffing of the 2018-2019 GMPC, RWQC and MWPAAC in the amount of $150.00. Motion was duly seconded and approved.

Advisory Committee: Mr. Kerley stated that the Advisory Committee and staff have been preparing for the Green Fair at the Town Center on March 31st from 10:00 AM to 2:00 PM.

General Manager’s Report: The GM Report was reviewed. See attached.

There being no further business, the meeting was adjourned at 9:54 PM.

 


 

LAKE FOREST PARK WATER DISTRICT
SPECIAL BOARD OF COMMISSIONER MEETING MINUTES

APRIL 24, 2018

Commissioners present: Bill Donahue, Eli Zehner, David Hammond.

Others present: F. Alan Kerley, General Manager; Dan Mundall, Engineer; Richard Jonson, Attorney; Steve Mundall, Mundall Technical Services

Call to Order: The meeting was called to order by President Zehner at 5:00 PM.

Commissioners reviewed vouchers and expense documentation.

Treasurer’s Report:
Mr. Hammond compared and verified Maintenance and all of the Capital Fund Voucher totals certified on 03/07 and 03/22 2018 against King County Warrant Reports. The Treasurer compared and verified deposits reported on the Customer Receipts Deposit Account report against the deposits received amount shown on the District’s bank statement. The Treasurer reported that all totals were reconciled to the bank statement and King County reports.

Approval of March Vouchers
The Commissioners reviewed expense vouchers presented for payment and found that the vouchers were supported by adequate documentation. Approval of vouchers 116639-116685 in the amount of $40,713.01 was moved and seconded. Motion passed unanimously.

New Business
Review of 2017 Financial Statements: Discussion.

Mr. Jonson enters the meeting at 6:04 PM.

Approval of Minutes
A motion was made to approve the minutes from the March 20th special meeting. Motion was duly seconded and approved. Motion passed unanimously.

Unfinished Business
Resolution 373 updating the District Employee Guide: Mr. Kerley presented the updated employee guide. After substantial review by the board, a motion was made and duly seconded to pass Resolution 373 as edited. Motion passed unanimously.

New Business Continued
Review of 2017 Financial Statements: Review and discussion continued after which Mr. Kerley was asked to get clarification on several items included in the statements.

Consideration of correspondence to the City of Lake Forest Park: Draft correspondence was presented and discussion was held regarding the District’s objection to parts of the City of Lake Forest Park’s Draft Parks Recreation Open Space and Trails Plan and Draft Vision for the Town Center. The Board made edits and changes to the draft correspondence and directed staff to finalize the letters.

Executive Session per RCW 42.30.110(1)(b): President Zehner called an Executive Session at 7:13 PM for approx. 10 minutes for the purpose of discussion of real property acquisition matters.

At 7:25 PM, the Chairman publicly announced an extension of the executive session for an additional 10 minutes. The executive session continued.

The executive session was concluded at 7:35 PM and the Special Meeting was resumed.

Mr. Jonson exits the meeting at 7:36 PM.

McKinnon Pumphouse Project Review: A full review of the existing project plans and proposed changes was led by Mr. Mundall. Mr. Kerley informed the Board that a preliminary meeting on the proposed design changes was scheduled with the City of Lake Forest Park. The Board once more emphasized that there can be no further delay on this project and updated time and cost estimates needs to be produced by Mundall Engineering and that redesign should proceed after the meeting with the city.

Advisory Committee: No update.

General Manager’s Report: The GM Report was reviewed. McKinnon Deep Well # 1 was discussed in detail. See attached.

Engineer’s Report: The Engineer’s Report was reviewed. See attached.

There being no further business, the meeting was adjourned at 9:46 PM.

 


 

 

LAKE FOREST PARK WATER DISTRICT
REGULAR BOARD OF COMMISSIONER MEETING MINUTES

MAY 16, 2018

Commissioners present: Bill Donahue, Eli Zehner, David Hammond.

Others present: F. Alan Kerley, General Manager; Dan Mundall, Engineer; Richard Jonson, Attorney

Call to Order: The meeting was called to order by President Zehner at 6:03 PM.

Mr. Jonson enters the meeting at 6:08 PM.

Commissioners reviewed vouchers and expense documentation.

Treasurer’s Report:
Mr. Hammond compared and verified Maintenance and all of the Capital Fund Voucher totals certified on 04/05 and 04/19 2018 against King County Warrant Reports. The Treasurer compared and verified deposits reported on the Customer Receipts Deposit Account report against the deposits received amount shown on the District’s bank statement. The Treasurer reported that all totals were reconciled to the bank statement and King County reports.

Approval of April Vouchers
The Commissioners reviewed expense vouchers presented for payment and found that the vouchers were supported by adequate documentation. Approval of vouchers 116686-116743 in the amount of $59,103.05 was moved and seconded. Motion passed unanimously.

Approval of Minutes
A motion was made to approve the minutes from the April 24th special meeting. Motion was duly seconded and approved. Motion passed unanimously.

New Business

Draft Franchise Agreement with City of Lake Forest Park: Mr. Kerley updated the Board on the initial meeting and discussions between the District and the City. A City prepared draft franchise was presented for review.

June Board Meeting: The June Board Meeting was rescheduled as a Special Meeting for Monday June 18th at 6:00 PM.

Executive Session for the purpose of considering acquisition of an interest in real estate under RCW 42.30.110 section 1(b): President Zehner called an Executive Session at 7:32 PM for approx. 15 minutes to discuss acquisition terms.

At 7:50 PM, the Chairman publicly announced an extension of the executive session for an additional 15 minutes. The executive session continued.

At 8:05 PM, the Chairman publicly announced an extension of the executive session for an additional 10 minutes. The executive session continued.

At 8:15 PM, the Chairman publicly announced an extension of the executive session for an additional 7 minutes. The executive session continued.

At 8:22 PM, the Chairman publicly announced an extension of the executive session for an additional 7 minutes. The executive session continued.

At 8:29 PM, the Chairman publicly announced an extension of the executive session for an additional 5 minutes. The executive session continued.

The executive session was concluded at 8:35 PM and the Regular Meeting was resumed.

Executive Session for the purpose of considering a personnel matter, under RCW 42.30.110 section 1(g): Tabled.

Unfinished Business

Review of 2017 Financial Statements: Review and discussion.

McKinnon Pumphouse Project Review: Mr. Mundall updated the Board on the progress of the project. A geotechnical amendment and summary of the changes to the project will need to be completed and presented to the City. An updated cost and time estimate is also needed for the project.

Mr. Jonson exits the meeting at 9:30 PM.

Advisory Committee

Communications Plan: Mr. Kerley gave an update on several of the recent events supported by the Advisory Committee including the Farmers Market event.

Work Plan: No update

Advisory Committee Application: Armand Micheline submitted an application to serve for an additional Three year term. The Board accepted his application and a motion to accept Mr. Micheline for a three term beginning June 1st 2018 was made and duly seconded. Motion was passed unanimously.

General Manager’s Report: The GM Report was reviewed. McKinnon Deep Well # 1 startup was discussed in detail. See attached.

Engineer’s Report: The Engineer’s Report was reviewed. See attached.

Open Discussion: Mr. Kerley informed the Board that he would be making a short presentation to the LFP Rotary on the morning of June 20th and that he was working with NEMCO on an emergency water filling station. He also informed the Board that the City of LFP would not be replacing the culvert at NE 178th and 44th Ave NE until next summer at the earliest.

There being no further business, the meeting was adjourned at 10:10 PM.

 


 

LAKE FOREST PARK WATER DISTRICT
BOARD OF COMMISSIONER SPECIAL MEETING MINUTES

JUNE 18, 2018

Notice of the meeting, which included the agenda items, was distributed to the Commissioners and posted at the LFPWD District office more than 24 hours prior to the meeting.

The meeting was held at the District office located at 4029 NE 178th St. LAKE FOREST PARK WA 98155 at 6: 00 pm.

Commissioners present: Bill Donahue, Eli Zehner, David Hammond.

Others present: F. Alan Kerley, General Manager; Richard Jonson, Attorney

Call to Order: The meeting was called to order by President Zehner at 6:00 PM.

Mr. Hammond enters the meeting at 6:04 PM.

Commissioners reviewed vouchers and expense documentation.

Treasurer’s Report:
Mr. Hammond compared and verified Maintenance and all of the Capital Fund Voucher totals certified on 05/07 and 05/21 2018 against King County Warrant Reports. The Treasurer compared and verified deposits reported on the Customer Receipts Deposit Account report against the deposits received amount shown on the District’s bank statement. The Treasurer reported that all totals were reconciled to the bank statement and King County reports.

Approval of May Vouchers
The Commissioners reviewed expense vouchers presented for payment and found that the vouchers were supported by adequate documentation. Approval of vouchers 116744-116790 in the amount of $53,374.17 was moved and seconded. Motion passed unanimously.

Approval of Minutes
A motion was made to approve the minutes from the May 16th, 2018 regular meeting of the Board. Motion was seconded and passed unanimously.

New Action Items

Emergency Water Filling Station: After discussion of possible locations and storage, a motion was made to enter into an intergovernmental agreement with Northshore Utility District for the purchase of an Emergency Water Supply Hub not to exceed $3,500.00. Motion was seconded and passed unanimously.

Advisory Committee Applications: Renewal applications for three year terms on our Advisory Committee were received from Eric Strom, Julie Hungar and Norman Leiberman. A motion was made and seconded to appoint each of the applicants to the Committee for three year terms. Motion was passed unanimously.

Metering Issue: Mr. Kerley presented information in regard to two accounts that were affected by crossed service lines. He noted that the contractor that built the homes was responsible for the error and one the homes was sold approximately one year ago. The Board directed staff to issue the appropriate charges and credits to correct the issue going back one year of billing.

LFPWD Summer Potluck: Mr. Kerley presented the idea of a summer potluck for public outreach. After discussion it was decided that supporting other public events such as parades or block parties would reach more people and be more effective.

Informational Items from Previous Meeting

McKinnon Pumphouse Project Update: The Board once more emphasized that there can be no further delay on this project from Mundall Engineering and that the project must be given the highest priority. It is necessary to get final designs and permits in place so the work can be advertised for bid in December, 2018. The Commissioners expressed significant concern that the requested time and cost estimates had not yet been produced by Mundall Engineering and the McKinnon Pumphouse Project item included in the Engineer’s report needed clarification.

Franchise Agreement with City of Lake Forest Park: Mr. Kerley informed the Board that no further discussions had occurred with the City since the last Board meeting and he was still waiting for a copy of the Northshore franchise agreement.

New Informational Items

Procedural Audit 2015-2017: The State Auditor’s Office will be conducting a three year procedural audit covering the years 2015, 2016 and 2017 and that the audit should take about two weeks. Start date is June 22nd.

Mural: Mr. Kerley informed the Board that he had contacted a local artist about the possibility of a mural painting on the East wall of the shop.

Parking lot restriping: Mr. Kerley informed the Board that sometime over the next few weeks that parking lot restriping would be occurring and that this work would include an update to the ADA parking spot.

Water Revenue Bond: Mr. Kerley updated the Board on the status of the proposed bank loan. A discussion was held about loan amounts and rate requirements for debt funding. Mr. Kerley stated that he would bring rate comparisons of neighboring districts to the next Board meeting.

Advisory Committee

Communications Plan: No update

Work Plan: No update

Change of Meeting Time: The Advisory committee has changed their meeting time to 5:00 pm. This was done to facilitate youth involvement and the possibility of widening the applicant pool for the open spots on the committee.

General Manager’s Report: The GM Report was reviewed. McKinnon Deep Well # 1 pump improvements were discussed in detail. See attached.

Engineer’s Report: The Engineer’s Report was reviewed. See attached.

Action Items from Previous Meeting

Mr. Jonson exits the meeting at 9:45 PM.

Executive Session under RCW 42.30.110 section 1(g): President Zehner called an Executive Session at 9:45 PM for approx. 15 minutes to discuss the performance of the General Manager.

At 10:00 PM, the Chairman publicly announced an extension of the executive session for an additional 8 minutes. The executive session continued.

The executive session was concluded at 10:08 PM and the Regular Meeting was resumed.

After discussion, a motion was made and seconded to increase the General Manager’s salary by 2.5%, to award 65% of the potential performance award previously identified by the Board for work and service during the review period, effective March 1st 2018, and to adopt the performance award criteria for 2018-2019 as edited for the current review period. Motion passed unanimously.

There being no further business, the meeting was adjourned at 10:30 PM.

 


 

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