04/11/18
Some of this is repeat information. With not all of us present all of the time lately there are some items that need to stay in the report.
There are quite a few items for which there has been no action for some months. Some of it is a matter of wanting to get some things finished before starting on others. Other tasks are items for which we haven’t had the manpower to address.
Budget Position Report
The County Treasurer’s reports did not arrive in time to reconcile the accounts and prepare our reports. So the following numbers are close, but not reconciled.
Receipts for March were $57,307.48. Expenditures for March were $38,375.63. So revenues exceeded expenditures by $18,931.85. I expect both revenue and expenses to vary one way or another by a few hundred dollars once I receive the County reports. We did receive the Payroll Turnaround Report, so the expenditures number includes payroll. There will be some additional revenue in the form of earned interest, and some additional expenditures around payroll deposits made by the County on our behalf.
So far this year we have accumulated $48,829.67 towards reserves.
Reconciled reports will be available at the meeting.
Treasurers Report:
No Treasurer’s Report without the county reports. A Treasurer’s Report will be available at the meeting.
Financial System Explanation
Jim suggested we have a “working session” to go over the financial management system.
I concur. We can schedule one for a day when we are all in town and healthy.
As far as the State Auditor is concerned, the management of the finances and adherence to the open meetings rules are the biggest areas of accountability. This stuff is dry as dust, but the commissioners need to have a working knowledge of what all the reports mean.
May Meeting
I will not be at the May meeting. That is the only week our vacation plans work out.
I will have a complete Manager’s Report, and all associated reports,for the meeting.
Purchase Orders
The current policy is to generate purchase orders for every purchase. Because that is more than slightly cumbersome, I would like a new policy that states that purchases of $100 or less do not require a purchase order.
That limit would apply to the total purchase. So no making multiple runs to the Dennis Company just to avoid filling out a purchase order.
I am of the opinion that we need to have this policy blessed by a resolution.
2018 Audit
We have an exit interview date. April 12th at 12:30. We need at least one commissioner present.
Water Usage
Please see the Production Summary included in your packets.
Maintenance Activity:
Usual daily/weekly/monthly maintenance activity. See attached report.
Maintenance activity is beginning to be a critical issue. There is no lack of energy or efficiency on Kenny’s part, but maintenance items continue to pileup, and, more disturbingly, deferred. This situation is further complicated during meter reading, as critical repair items come up during that period and meter reading must be delayed while the repair is accomplished.
The “summer projects”routine is also falling behind. For a long time we could get the summer maintenance items completed with the help of a temporary employee. Even with the highly variable character of the summer help we were able to get the maintenance items completed during the summer months.
In the past two years,that has not been case. In the summer of 2016 we had a pretty good temporary, but had to extend the employment period into Fall. In 2017 we had a truly outstanding helper (Mick Peterson) AND we extended the employment period into the Fall, and quite a few of the Summer tasks had to be deferred.
At this point we have 13 work items for the upcoming Summer. Seven of the 13 are relatively critical. Just one of the items, hydrant maintenance,could occupy a moderately ambitious helper all Summer to complete. In addition, with the isolation valve exercise program added as a Sanitary Survey item we are under pressure to develop and implement a program. While development is something of an issue, I don’t know where we will find the time to implement (see additional discussion,below).
With the system continuing to age it simply takes increasing amounts of labor to stay ahead of maintenance and repair.
The point of this discussion is to draw attention to the need to be seriously thinking about additional field staff.
Another concern is ou rlack of depth in the office. Often, if Charli is ill or on vacation I can keep the office open and perform both Charli’s duties and my own. However, there are times when that simply cannot be done,either because my duties take me out of the office during office hours, or I am working on projects that require my undivided attention. Currently, at those times, we have no option but to close the office. While most of our customers seem to be understanding, as water rates continue to increase I expect many of those we serve will be expecting a higher level of service.
Our four most visible indicators of a positive customer service attitude are system reliability, the accuracy of our billing, the condition of the fire hydrants, and the service from the office.
I am working on the six year budget. I have always done so, but was never confident enough in my numbers to consider it a useful tool. With the implementation of the Bias software the budgeting process is both easier and more accurate. I will want be working additional help into our six year plan, probably as early as 2019.
Charli’s Computer
Charli’s computer is the oldest one in the office and started acting up. Messing around fixing the old one would be more expensive than a replacement. Plus important functions (like receiving payments)would be down until the troubleshooting and repair are complete.
I made an emergency order for parts. By the time of the meeting a new computer should be up and running. I was able to save a few bucks by cannabalizing usable parts from some of the other computers that have died or become obsolete.
Iam not sure I will be able to use the Windows operating system installed on that machine. I think we have run out of “seats” on that. So I will need to order Windows 10.
Compensation Policy
We do not have a District specific compensation policy because we do not have an employee manual.
We have been following the County’s general compensation policy and holiday schedule. They have a general policy and specific policies for each union contract.
I would propose that we codify and adopt a compensation policy. The County’s general policy is as good as any.
Specifically:
Over 40 hours per week: time-and-a-half
Most holidays: double time
1/1, 7/4 and 12/25 double time-and-a-half
We have been following the County’s holiday schedule since it tracks with the payroll calendar to which we are tied since the County processes our payroll.
We will need a resolution on this issue.
Contractor Repairs
None in March.
Highway 12 Boxes
We have a valve box on Highway 12 that is settling. This is a problem that we have to address. There are also a couple of boxes without lids. Those need to be replaced.
We are working with DOT and Brumfield to get this one done. It will be expensive. Much of the expense will be traffic control.
Highway 12 hydrant
Scott was going to see if he could bust loose an accident report.
117 Reyvaan Drive
This connection has been repaired multiple times. The problem is that the service lateral may be connected to the old transmission line that used to run up the hill along the power line easement, even though the residence is located immediately adjacent to the reservoir site. Or it may not. We don’t know for sure.
We will need to pot hole along the service lateral to determine how itis routed. In any event, it appears to be too lightly constructed to withstand the pressures to which it is subjected. Therefore, it keeps breaking.
If we find that the line is connected to the old line running up the hill, we will need to find the connection point at the top of the hill and cap that line off.
Either way, the line will be replaced with HDPE as opposed to the thin wall PE in current used and be connected, if it is not already, to the transmission line on the pressure side of the booster station.
This is a summer job.
Hill Road Water Main
Joe has suggested that we explore the possibility of doing part of this project. One approach would be to replace the line from south of Central Park Drive to the north side of the River Road intersection. This part of the project would avoid the two road crossings, whichare expensive, and cut the length of the project approximately in half.
I think there is some merit in that approach. I haven’t had an opportunity to explore possibilities with contractors, but will do that in the near future if that is the board’s wish.
Brumfield is extremely busy right now, as are all contractors. This would not be a good time to request a speculative estimate and expect to get a quality answer.
No action on this item in March.
I will tackle them after the Highway 12 valve box project is done.
Well Site Fence
Along with some of the other nagging maintenance chores, the well site fence needs some work. Some of the barbed wire has fallen and the gate needs a bit of welding. I will be contacting a fence company to work on those items.
Highway 12 Meters
I have done some research into this project, and will need to do some more before I am ready to solicit estimates.
Currently I have information from two companies that would fill our need. I would like to have more.
I don’t intend to take any action on this item until the Fall WASWD conference when I can get a chance to talk to multiple vendors. So this project may get pushed off to 2019.
Shop Plumbing
The shop has a small restroom and has had a grungy old kitchen sink unit. The sink unit has packed it in. It has been removed and discarded.
OSHA regulations require that we provide restroom facilities at the shop site.
We would like to install a vanity in the restroom (it appears to be plumbed for it) and mount a small water heater underneath it, and install a utility sink where the old kitchen sink unit sat. The toilet needs to be replaced, too.
I will contact a plumber on the best approach to getting this work done. The biggest question whether it is best for us to provide the vanity, or have the plumber source one that will serve the need and fit the space.
Shop Organization
We keep working to get, and keep, the shop in an organized condition. We recently purchased storage for flammables (other than fuel. We already have fuel can storage) so that flammable paint and chemicals can be stored safely and in accordance with state and federal regulations.
We still have a very large inventory of fittings. The inventory consists of a substantial collection of ductile iron pipe fittings,mechanical joints, and mega-lug fasteners. Some of the iron pipe fittings are used or corroded to the point where they are no longer serviceable. Others are in usable condition. They all seem to be odd sizes or configurations. Whenever we have needed a DI fitting,we either don’t have the right size or the bolt pattern is not correct for the application. As far as I know we have never used a DI fitting from inventory in a repair.
I propose to dispose of all the DI fittings. I would like to dispose of all but a few of the MJ’s and mega-lugs. The DI fittings that are not usable will need to be scrapped. I will investigate options for disposal of the usable fittings. We may be able to sell them back to vendors, though at a steep discount.
Or we might list them as surplus on the WASWD web site.
I have no idea what the actual value of all this is, but I am quite sure it is more than $1,000.
I will need a resolution authorizing disposal of all this surplus.
Training/Certifications.
Kenny needs some computer training. There is a basic class at the community college that runs $419. I am proposing to sign him up. We are depending more and more on the computers to increase productivity, effectiveness and record keeping. Kenny needs to be up to speed.
I am applying to take the WDM4 exam. I will pay for the application and test out of pocket. I will be taking a class, but it qualifies as continuing education. The certification does not really have any advantage to the District except it will have the distinction of being the smallest district in the state managed by a WDM4.
Safety
We have a mini safety meeting every morning. This time of year we focus on hydration issues and driving safety.
The focus on safety,and safety training, has reduced our accident rate to zero for many months now. I intend to keep it that way.
Vehicles
Service Truck: No issues.
F-150: Needed a new battery.
S-10: No issues.
Pickup Truck: No Issues
New Connections
No new connections in March.
Old Shop Building Gutters & Downspouts
No action in March.
Shop Site South Fence
On hold until we see all that the fire station fencing will entail.
Alder Glen & Etc.
No news in March. We still have a few of these to check out. Hopefully, this summer.
Carl Way/Ridgeview: Not an issue
Hemlock Park
Lois Lane: Not an issue
Waverly Court: Not an issue
Garden Road: Not an issue
Walthom Lane: Not an issue
Greenbria rCourt
Reynvaan Court
Madow Court
Reed Lane: Not an issue
Blaine Road (End): Not an issue
Larson Lane: Not an issue
Fremont Drive
Silkey Court
Lake Road
Hemlock Park
Fairway Park
River Road: Replaced
Alder Glen: Will need replacement.
Fairway Terrace: Will need replacement.
Filing System
We are approaching the point where we can call in the shredding truck.
We still haven’t implemented a new filing system. A lot of my time got sucked up with the accounting system this year. It has been a steep learning curve that should be easing down some in 2018.
Implementing a new filing system will entail a certain amount of chaos. We are not in a good position to suffer chaos lightly at the moment. Also, the filing system will have interface points with the valve exercise program and the as-built drawing file program, whatever that ends up being.
Renters
No action in March. As a reminder regarding this item…it is my intent to have two forms. One form that is completed by the tenant at the time they apply to have the billing in their name, and a second form that will be sent to the property owner informing them that the tenant is vacating. My thinking on the second form is that it will include a forwarding address for the tenant and will require acknowledgement by the property owner before the tenant’s deposit will be sent to the forwarding address.
While our policy of requiring a deposit for tenants is a service to the property owner,the primary objective is to remove the District from tenant/owner conflict.
Armory
The clearing and paving has commenced. No word on whether they are going to move forward on the main extension.
LeMay Project
The review of the initial plans is complete and the comments, lots of them, passed onto LeMays’ engineer.
I was not impressed by the quality of the plans submitted by the engineer.
The Engineering Fees that show up on the Claims Request are for the review of this project. Funds will be transferred from the Developer Extension account into the General Maintenance account to cover this expense.
We have not received are-submittal. The engineer’s plans are waiting on information from the mechanical contractor.
Fire Station
Plans are firming up. The Fire District has acquired additional property, but will need some assistance from us in order to have room for the required storm water retention pond.
I have a complete set of drawings which we can go over at the meeting.
I recommend that we assist the Fire District in this matter. The part of our site in which the proposed retention pond occupies is weedy and overgrown. In short, we don’t use it, so why shouldn’t they?
There is the question of our access. In reality, we do not have legal access to our shop site at the moment. The County does not recognize the Pioneer Road driveway as legal access because it does not have the necessary radii at the public road end. Our easement across the Fire District property extends out to the highway. We do not have an access agreement to the highway with DOT.
We will need to vacate the existing easement. I hope for assistance from Scott on both the access easement issue and an easement/local area agreement for the location of the retention pond.
The new easement is planned to curve around to Pioneer Road.
Big Ridge Lodge
I have sent a new Developer Extension Agreement and District Standards for New Construction to the owner’s representative and the engineer on the project.
I have let the engineer know that we will require an hydraulic analysis from the Highway 12 shut off, throughout Deer Park and the new development.
Reynvaan Site Security
Lighting and fencing have not been ordered.
As-Built Drawings
I have talked to several people on this issue. Way too many options. Still researching.
Disaster Management Planning
No action on the plan outline in March.
I really need to bear down on this. We are in pretty good shape for typical emergencies,but there are still holes in our ability to respond to a real catastrophe.
One item I want to investigate is the possibility of developing an intertie with the City of Aberdeen at Lake Aberdeen. That would provide us with a source of non-potable water in the event of an extreme event(earthquake/tsunami) that might render our wells inoperable. The water would have to be filtered and boiled in order to be “potable”,but residents could use it for toilet flushing and other,non-potable, sanitary uses. Coffee filters work for filtration and the water could be boiled for drinking and cooking.
A dream project would be to install powered shutoff valves at the reservoirs and tie those valves into SCADA. Water main breaks, inevitable in a large earthquake, can quickly drain the reservoirs. It is now possible to give 40 seconds to 4 minutes of warning of an impending large quake (bet you didn’t know that) during which time some emergency action scan be taken. Water in the reservoirs would be useful as an emergency supply. There is no money at the moment to address a danger that is a high hazard but low risk.
WAWARN
On a periodic basis there are new batches of information and new resources. I receive email alerts when new things pop up.
Most are not of immediate interest to us.
I am trying to find the time to study all the resources available to us so that, if need arises, I know what kind of assistance we can expect.
There were no requests for assistance in March.
Red Flag Programs
I am putting this on here as a reminder that I need to start work on this program. Since we now accept credit cards and have District credit cards we need to have an ID protection program, typically referred to as a “Red Flag” program.
New programs are tail end charlies for the next couple of months, at least.
Future Very Small Projects
We have a list of very small projects that need attention:
Clean North Bank Gutters (Needs to be done every year)
Strip and recoat North Bank roof (Scheduled for Summer 2018)
Install Well #6 Flush Valve
Repair Well #6 Shut Off Valve
Locate Isolation Valves in “The Swamp” area (MAIN may BE DRY)
Paint Hydrant Caps/Install Number Plates (Started Summer 2015)
Landscape Shop/Garage Area (ONGOING)
Install Sampling Stations stations to replace followup sites that are currently private addresses.
Clean and organize Shop ONGOING
Install Sampling Stations at North Bank and Reynvaan
No action in March
This is an item that has been moved from “Future Very Small Projects”because it is a Sanitary Survey item, and, therefore, must be done.
Isolation Valve Exercise Program
This is another Sanitary Survey item. It has been on my to-do list since 2012. Action has been slow for two reasons:
1. It is a complex problem that is going to require considerable planning.
2. I don’t know where we are going to find the time to do it once we have a program
in place.
3. It is dependent on the as-built project.
Summer Help
It looks like we will be able to get Mick Peterson again this Summer. He has applications in to both the City of Aberdeen and the City of Montesano for various water related positions, but no takers, yet.
If somebody doesn’t snatch him up before the end of April he will start with us the first of May.
Future and/or On-Hold Programs
Web Page
Email Bills
Unfunded “Dream” Projects
Include Reynvaan Pump Station in SCADA
Probably will require new controls, which are getting due anyway
Include Hirschbeck Pump Station in SCADA
Convert SCADA Communications to Cellular, or whatever
Repave Office Parking Lot (Over Jim’s dead body) THE WORST SPOT IS PATCHED.
Replace Office Carpet
Long Distance Service Laterals
Any thoughts would be welcome.
Respectfully Submitted:
Reg Hearn
General Manager