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MANAGER'S REPORT
07/15/2020
Budget Position Report
I have included both the “official” BARS compliant Budget Position Report and the June “unofficial” summary for the General Maintenance Fund. The summary is taken from the Position Report and is much easier to read.
Revenues for June were $85,958. Operational expenses were $69,875. So overall, operationally, we took in $16,083 more than we spent.
We transferred $4,771 to Capital Replacement Reserve and $4,200 to the USDA Payment Reserve.
We transferred $205,000 from the Major Repair Reserve in order to have sufficient funds in the Regular Maintenance Fund to cover the final bill from the contractor for the Highway 12 main replacement ($239,920) and the final bill from American Pump for Well #5 pump replacement ($63,669).
We did not transfer any money back into the Major Repair Reserve.
If the current trend holds, revenues should exceed the projection. We have collected 60% of the projected revenue and are 41% through the year. As a post script, the problem with the July billing may alter that projection.
Treasurer’s Report:
The Treasurer’s report shows an imbalance of $10 between Page 1 (Funds) and Page 2 (Cash Accounts). The imbalance originates in May. I have not been able to find it so have made a note on the report. I will be looking for that discrepancy and hope to locate it prior to the August meeting.
Fund Balances To Date:
Regular Maintenance $ 71,792
Capital Replacement $ 28,625
Major Repair Reserve $225,158
General Facilities $102,999
Total Funds Available $428,574
Funds available are way down due to the two major replacement hits. Our budget/rate discussions will need to address replacement of that money.
Payroll Report
There have been more overtime hours than usual due to the SCADA communications problem. When the comms go down we have to run the system by hand.
Pandemic
The office is still closed. Phase 3 allows government offices to open subject to restrictions.
There is no practical way to meet the requirements for Phase 3 in order to open the office to the public.
Isolation Valves
This project is moving along well. We have an established process with JWM&A.
Well #5 Source Meter
Quote: $6,631.25 + tax
I am hanging fire on this for just a little longer. I want to see how revenues look into the Summer.
Hydrant Maintenance
Flushing is getting done. But we are behind in flow tests and painting. See “Maintenance Activity” below.
Rate Study
The current rate study progress and initial budget and rate proposals are in your packets.
New Regulations
Universal mask mandate.
Recurring SCADA Power/Communications Problems
The lines to North Bank have been run. The pump house lines are scheduled for July11th. The holdup is the pole permits from PUD.
I am very anxious to get this done. The attempt at “drying out” the antenna connection at the pumphouse was not successful. The wet Summer we are having is causing quite a bit of trouble.
Personnel
The district supplies PPE and work gear to the field crews. There are some in and outs in the current process. I am thinking that it might be advantageous to provide a work clothes allowance to each of the field crews. I would base it on past expenditures.
I would prefer that the District provide PPE to ensure compliance with OSHA and L&I requirements. That would include safety vests, sweatshirts, jackets, eye protection, ear protection, and hardhats.
Highway 12 Cast Iron Pipe Replacement
The project is complete. We have received the final invoice and the as-built drawings.
The final engineer’s invoice was a bit more than I anticipated. We had not been previously billed for traffic control during the geotechnical investigation. Final cost is $292,267.16. The cost tracking sheet is in your packets.
Maintenance Activity:
Usual daily/weekly/monthly maintenance activity. See attached report.
We are not keeping up. It is not for a lack of trying. Everyone is working smart, hard, and long. The maintenance tasks just keep piling up.
I don’t have a ready answer except to keep an eye on priorities to make sure the most important tasks are getting done. There will be some deferred maintenance as a result. We can’t afford additional staff.
Contractor Repairs
None
Newsletter
Has been delivered.
Tank Cleaning
This is on hold until the “Stay-at-Home” order is lifted.
As-Builts
On hold, except that the valve locating project will improve the information we have.
Shop Organization
The process of inventory has begun. And ground to a halt. This keeps falling victim to higher priority projects.
Training/Certifications
Mick is scheduled to take the WDM2 exam.
More and more of the training organizations are moving to online classes. The indications are that they will continue that trend beyond the pandemic. I think it is a good idea to set up a training area with a computer and monitor in order to participate in those classes. Just not sure where.
We already have the internet/cable connection.
Safety
We have a mini safety meeting every morning. We have gone a long time without an L&I claim. We are all striving to keep that trend going.
Vehicles
Service Truck: The driver’s seat is beginning to wear out. We will need to have this seat re-covered.
Pickup Truck 1: No Issues
Pickup Truck 2: No issues
Backhoe: No issues.
Web Site
There is a document from the Governor’s office that we are required to post. I will get it up the next time I am editing the web site.
New Connections
106 Mason Lane
7100 block of CPD
Filing System
Off and running. The temporary hire, Shiree Allison, is working out very well. She grasped the major points of the filing system almost instantly. I am more than pleased.
Fire Station
Our involvement, other than finishing our access road through the fire station property, is over.
I expect repair of our access road will be on the fire district’s dime.
Grant Funding Pursuit
The “Stay-at-Home” order has pretty much shut this effort down for the time being.
Capital Asset Management
This is now routine. I will keep it up so that when there is something that comes up, like a capital asset replacement, you can be informed.
A case in point, the main copier is scheduled for replacement in 2021. Sometime in the year we will evaluate whether it is time to replace it, or keep it going beyond the planned replacement date.
Disaster Management Planning
I have done nothing since last month. Once I get through all the first of the year reports I will dive into it.
Isolation Valve Exercise Program
We will have a great deal more information on valve locations as we go through that effort. I don’t know how we are going to fit another maintenance item into staff availability.
Future and/or On-Hold Programs
Email Bills
Online Bill Pay (way down the list. Customers can pay bills online through their bank)
Shop Insulation
On hold until the “Stay-at-Home” order is lifted.
Long Distance Service Laterals
No change.
Respectfully Submitted:
Reg Hearn
General Manager