MANAGER'S REPORT
04/12/2023
A reminder, I will be attending this meeting by phone. I will be at the WASWD Spring Conference in Wenatchee.
Budget Position Report
Operational revenues for March were $85,654.49. Operational expenses were $42,611.24. So Operational revenues exceeded expenses by $43,043.25. There were no capital expenditures in March.
We contributed $53,666.25 to reserves:
Out to Capital Replacement Fund: $ 6,423.00
Out to Major Repair Fund: $ 43,043.25
Out to USDA Loan Reserve: $ 4,200.00
The contribution to the USDA Loan lists as $12,600 in the Reconciled Budget Position report because apparently the interfund transfers for January and February did not happen.
I have included a complete Reconciled Budget Report for all funds, including beginning and ending balances, in your packets for your information.
Treasurer’s Report:
In the process of finding and fixing the $18.77 balance problem, I found several other problems. All have been fixed and the Treasurer’s Report is now in balance.
Fund Balances:
Regular Maintenance Fund: $ 13,671.64
Capital Replacement Fund: $165,015.29
Major Repair Reserve: $361,995.39
General Facilities Fund: $159,303.44
Total Funds Available: $699,985.76
Monthly Utility Totals Report.
April billing (Section 2) is $96,966.43.
Claims Request
$25,620.20.
Water Bill Appeal
None pending
Receipt Register
Receipts for March were $109,361.11.
IT Issues
Work on the office network and computer has commenced.
Capital Asset Management
Nothing to report for March
Request for Public Information
Our process needs updating. I will be looking at this after dealing with the Risk & Resilience Certification.
No action in March.
However, our general approach is, if someone wants public information, we provide it. The only problem with that approach is that it leaves us open to outrageous requests.
Payroll Report
In your packets.
Payroll Responsibility Transfer
Implementation of the Springbrook payroll module has commenced. It is going well so far. The setup consultant is extremely helpful in making sure everything is set up properly.
I am hoping to run a “ghost” payroll in April.
Isolation Valves
No action in March
Production Data
No data this month. Time factor.
Active Projects
Several projects are in process, but seem to be going slowly as preliminary work is moving forward.
WATER SYSTEM PLAN
The signed contract has been forwarded to the engineer.
GHC TRANSIT
No news in March
REYNVAAN EXTENSION
Included in your packets is a proposed contract from Northwest Water Systems, Inc. for engineering for this project. It is a time and materials project with a Not-to-Exceed of $7,500.00.
I am requesting approval for this proposal and authorization to sign the contract. It is my intention to delay construction until at least 2024.
PAPE RETAIL CENTER
No news in March
SHOP FENCE
I have not yet contacted Frank Scherer, Deputy Fire Chief, for an introduction to the new fire chief.
No action in March.
ACCESS ROADS
Both the North Bank and the Clemons access road projects have been deferred.
REYNAAN BOOSTER STATION
Construction is complete. Now it appears that FEMA will reimburse 80% with no contribution from insurance. It would be nice to see a check.
HOLBROOK LANE/SCHRADER LANE MAIN BREAK
DOT does not yet have a schedule. At least, not one that they are willing to share. I note that as I write this there is a lane closure in that area. I will try and get there and see what is going on.
The project coordinator at FEMA is working to get us reimbursement for the work completed so far. He has also stated that, should the bank stabilization damage our new water main, FEMA may reimburse for the repair/re-replacement.
That sounds good. But we haven’t seen any money yet.
It appears that Quigg Brothers has been contracted to correct the faulty drainage pipe from the Holbrook subdivision surface water management system. Which has been done.
AS-BUILTS UPDATE
I have discussed this problem with Todd Krause of Northwest Water Systems. They are now offering GIS assistance. He is of the opinion that they can get us up and running for an initial cost of between $20,000 and $30,000 and ongoing support in the $100/month range.
The objective of the ongoing support is to keep the records up to date as changes are made or new information comes to light.
This is way below what others have estimated, by a factor of six or seven. I will be moving forward to explore this further with the objective of establishing a firm estimate.
I have included a copy of Todd Krause’s email to me, which is a preliminary ball park figure. NWS is backed up on work at the moment. When they get a window I will request a formal proposal.
ASHLEY & KAYLA
Deferred. Leaks will be repaired as found.
PUMP HOUSE FLOOR
I am expecting an estimate from Miller’s, Smith & Losli.
I am still expecting.
POWER PANEL PLATFORM
I am expecting an estimate from Miller’s, Smith & Losli.
Still expecting on this one, too.
ON-SITE CHLORINE GENERATION
No action in March. This project is on hold for a lack time to address and for a lack of funding.
OFFICE SPACE ISSUES
I am working on trying to figure out how we get the floor covering replacement done and stay within the contracting regulations. There does not appear to be any local companies that are set up to deal with the prevailing wage issue.
MRSC has recommended we tap into the State’s contracting program. I will investigate.
Hydrant Maintenance
No action in March. The weather has not been conducive to hydrant maintenance.
Leak Repairs
We have had a couple of leaks recently. All repaired in house.
Rate Study
No effort expended in March. I will need to bear down on this in April as it will contribute data for the Water System Plan.
New Regulations
I have acquired a weather station. Now we just need to find the time to install it.
Personnel
Mick is back and we are all grateful.
Maintenance Activity:
I have developed some other approaches to getting small jobs done. Primarily by re-defining the jobs.
The first example is the platform at the power entrance to the pump house. I have contacted Miller’s Smith & Losli for a bid to fabricate a platform. Probably galvanized. The deck will be expanded fiberglass. See above.
Contractor Repairs/Assistance
No contractor assistance in March. I have extended the indefinite delivery contract with Brumfield for one year. That was a provision in the contract. We have not needed them so far this year.
Shop Organization
Kenny and Scott are working wonders in the shop. We are finally getting an inventory of the parts we want to keep and what needs to be scrapped.
Unfortunately, any parts that contain brass and were manufactured before 2018 must be scrapped. They contain too high a lead content to use in drinking water. Likewise, parts that have previously been in the ground have to be scrapped, as well as parts that show significant corrosion.
Coming up with a dollar value will be difficult, since no usable items will be discarded. The best I can say is that scrap value will probably exceed $2,500. But we won’t know the exact number until we haul the stuff off to recycle.
No action in March.
As an aside, Grays Harbor County Water District #1 had a fraud experience in which it appears their operator cashed in surplussed meters and pocketed the money. The State Auditor, in their report on the incident recommended (Auditor’s office “recommendations” are akin to requirements) that closer track be kept of removed items scheduled for scrapping.
I will work on a plan.
I have included a copy of the Auditor’ report on the incident in your packets.
Training/Certifications
I will be attending the WASWD Spring Conference next week.
Safety
We have a mini safety meeting every morning.
Vehicles
Vehicle #1: 2015 HD2500 Service Truck: Had an oil leak. Loose oil filter. Fixed.
Vehicle #2: 2015 ½ Ton Pickup Truck: Needs tires. We will address that issue in April.
Vehicle #3: 2019 ½ Ton Pickup Truck: No issues
Vehicle #4: 2008 HD3500 Service Truck: Still needs lights and a trailer hitch
Web Site
The March Manager's Report is posted.
I still need someone to improve our “Pay My Bill” button. A community member has volunteered to help, but is very busy at the moment, and the consultant I have used in the past has been somewhat non-responsive. No follow up on this issue in March.
New Connections
None
Disaster Management Planning
No action in March. I need to bear down on this. EPA will be asking for the certification soon. There will also be some work on this plan in the process of working on the Water System Plan
Long Distance Service Laterals
We have one with a leak, but it looks like all the neighbors will work together.
Respectfully Submitted:
Reg Hearn
General Manager