MANAGER'S REPORT
02/13/24
REMINDER: THE MEETING IS ON THE SECOND TUESDAY THIS MONTH
Half of our staff was out sick for a week. So despite having an extended period of time to work on month end issues, we still were working in a mild crisis mode complicated by the first “live” payroll cycle.
Budget Position Report
Operational revenues for January were $86,558.88. Operational expenses were $58,096.54. In addition, we spent $33,378.94. on Capital Projects. So expenditures exceeded revenues by $4,916.60.
Going forward, there is an issue I need to resolve in order for this report to accurately reflect operational revenues. Operational revenues in this report are, essentially, the money we transfer from the 601 Revenue Clearing Fund to the 401 General Maintenance Fund via the check to the county. However, since we are retaining sufficient revenue to cover payroll expenses, the transfer from the 601 Fund to the 401 Fund will not reflect total operational revenues in the Budget Position Report. There is a solution, I just don’t know what it is yet.
It was a great deal easier when all of our revenues were deposited with the county treasurer and all of our expenses were paid by the county auditor.
I offset the capital expenditure (the pump house power platform) with a transfer from the Major Repair Reserve. See below.
In addition, we received $161,157.39 from FEMA for reimbursement for the Holbrook Lane/Schrader Lane water main break. I transferred that money into the Major Repair Reserve.
We contributed $194,461.10 to reserves:
Out to Capital Replacement Fund: $ 6,711.00
Out to Major Repair Fund: $183,550.10
Out to USDA Loan Reserve: $ 4,200.00
The Reconciled Budget Report reflects some back and forth transfers in order to keep all the fund reporting as accurate as possible. The money was pulled out from the Major Repair Reserve for the power platform. About $22,392 went back in to keep the report in balance. So the net withdrawal from the reserve fund for the power platform was $9,637.
Treasurer’s Report: Current EOY 2023
Fund Balances:
Regular Maintenance Fund: $ 82,058.63 $ 81,720.29
Capital Replacement Fund: $ 212,664.45 $205,953.45
Major Repair Reserve: $ 818,413.98 $666,893.55
General Facilities Fund: $ 163,022.80 $162,586.55
Total Funds Available: $1,276,159.86 $1,117,154.25
Monthly Utility Totals Report.
February billing (Section 2) is $87,250.06.
Claims Request
See enclosed Claims Request Form.
Water Bill Appeal
None of which I am aware. But see letter from Sandra Dickson.
Receipt Register
Receipts for January, per the Receipt Register, were $265,563.24. That includes $163,157.39 from FEMA.
The transfer check to the bank is considerably less because the B&O tax and all the payroll expenses now come directly from the General Maintenance bank account. We need to retain sufficient money in that account to meet those expenses.
Cash operational revenues were $101,854.73.
IT Issues
I have made contact with a Web developer who has been very helpful in cleaning up the web site.
Capital Asset Management
The power platform needs to be added to the program. I am going to give it a 50-year expected life span.
Request for Public Information
We have a request. We need to discuss.
Payroll Report
In your packets. It looks different as we are now on the Springbrook payroll application.
Payroll Responsibility Transfer
We have run our first complete payroll cycle. It has gone quite smoothly, for the most part. I am having some trouble getting the deposit routine for the Department of Retirement Systems nailed down, but that will happen. The report submittal went smoothly, but there are some glitches in the payment process.
We have the State quarterly reports yet to do, obviously. The county payroll person is going to help us out with that. It should have happened by the time you read this.
Isolation Valves
The as-built project is underway.
Cross Connection Control
A great deal of progress has been made in updating our records and working with customers to get everyone into compliance.
There are some folks who have not responded to our communications. So the communications are getting a bit more definite. For folks who have assemblies that have not been tested, we have sent notice that if they don’t get them tested on this notice, the district will arrange testing and add it to their water bill.
The statutory alternative is to terminate water service. I am loath to do that.
Production Data
No report this month. I haven’t had the chance to set up 2024.
Active Projects
Several projects are in process, but seem to be going slowly as preliminary work is moving forward. There is a lot on my plate and the highest priority projects get first call on my attention.
GENERATOR INVESTIGATION
No action in January.
I propose that we use General Facilities Fund resources to cover this project, if we decide to move forward. The purpose of the General Facilities Fund is to cover expenses resulting from additional services.
In view of the changing demographics with folks moving in with expectations for a higher level of service, I believe this use justifies the use of the General Facilities Fund.
WATER SYSTEM PLAN
This is moving forward. With the installation of two new booster stations, particularly the Gavett Lane Booster Station, a new hydraulic analysis had to be completed.
When this project is complete I will transfer money from the Capital Asset Management Fund to the General Maintenance Fund. See comments below on interfund transfer resolutions.
GHC TRANSIT
No news in January. This project may drag on for some few years.
REYNVAAN EXTENSION
The signed engineering contract has been forwarded to Northwest Water Systems, Inc. The project is in their queue.
PAPE RETAIL CENTER
No news in January. This may be a dead project.
SHOP FENCE
I have met with the chief and assistant chief. We have mapped out a plan, but execution will wait until Spring.
Basically, we plan a fence across both properties at the north end of the district property with a locked gate accessible to both the water district and the fire district. The strip of fire district property along the west boundary of the water district property will be leveled and graveled as will the district property between the fire district property and the water district access easement.
ACCESS ROADS
Both the North Bank and the Clemons Reservoir access road projects have been deferred. We may examine later in the year.
AS-BUILTS UPDATE
This project is underway. The first step is for NWS, Inc. to acquire whatever GIS information is in the county files. A request has been made to the county. I have not heard back on the results.
ASHLEY & KAYLA
Deferred. Leaks will be repaired as found.
GENERATOR TRANSFER SWITCH
I have requested a proposal from Richie at MB Electric. No response in January.
ON-SITE CHLORINE GENERATION
In the last couple of months the cost of chlorine has jumped from $7.10/gallon to $10.40/gallon, a 45% increase.
It may be time to take a serious look at this project.
LEAD SERVICE LINE INVENTORY
I am making good progress on this project. At this stage it is primarily data collection and entry. So far, all the data we need is in district files.
DOLLAR GENERAL
This project is moving along quite rapidly. Except they haven’t finalized the water connection yet. The location for the connection seems to be pretty well defined. But they haven’t paid any fees.
I have been in touch with the contractor who poked the owner’s representative. I have received one inquiry from the representative, but no checks yet.
OFFICE EXTERIOR LIGHTING
Completed.
CAMERAS
It has become apparent that we need additional surveillance cameras in the critical areas. I have contacted MB Electric for a proposal.
I haven’t seen a proposal yet.
ELECTRONIC LOCKS
Electronic locks have been installed at the office, both shop buildings, and the main pump house. These buildings have contents most susceptible to theft.
We will try these out for awhile. If they prove out we may consider installing these locks at both above ground booster stations and on gate padlocks in the interests of site security.
Hydrant Maintenance
No action in January.
Leak Repairs
We have had several in January, but with Mick out sick and other challenges, I don’t have a list. Check the Maintenance Activity Report.
Rate Study
Needs additional updating.
New Regulations
The draft of the Revised Lead & Copper Rule is out. It looks, at first blush, like the biggest change is the requirement to update the Service Line Inventory on a periodic basis, and more attention paid to the characteristics of the lead/copper sampling sites.
I may need to add a provision for approval of Applications for Water Adequacy applications a requirement for inspection of the customer side service lateral. That data can then be entered into the Service Lateral Inventory.
Newsletter
I have received no feed back on the November/December newsletter.
Personnel
We have a field crew member who required surgery for a work related injury. He will be out from February 5th to February 16th with light duty for an indeterminate time period after that.
We can manage, but response times may be a bit slower for awhile.
Maintenance Activity:
See enclosed report.
Contractor Repairs/Assistance
Assistance on a couple of leaks. One service install resulted in some water main work. I folded that one into the indefinite delivery contract.
Shop Organization
The crew did a good deal of work around the shop lately and it looks very good.
Training/Certifications
Nothing new. I need to bear down on my CEU’s.
Safety
We have a mini safety meeting every morning.
Vehicles
Vehicle #1: 2015 HD2500 Service Truck. The service body for this truck needs serious attention. I am investigating the possibility of having it repaired, but I don’t hold out much hope. There is a lot of corrosion. It may well need replacement. There is a problem with the driver side door. Wire-Works is taking a look at that problem.
Vehicle #1: 2015 Service Truck. No issues that have not been discussed.
Vehicle #2: 2015 ½ Ton Pickup Truck: No Issues
Vehicle #3: 2019 ½ Ton Pickup Truck: No issues
Vehicle #4: 2008 HD3500 Service Truck: Lights and trailer wiring is complete.
Web Site
Running smoothly.
New Connections
See Completed Work Orders list.
We need to discuss the Meter Installation Deposit. Costs for parts have increased and, with the workload we have been experiencing, we are using contractors to provide vac truck services in order to speed up the installations. That results in additional costs.
Disaster Management Planning
The electronic locks have been installed on the office, shop, and pump house locks.
We have two loaner radios we are trying to test. With Ken out following his surgery, it has been difficult to do the testing.
Interfund Transfers
As you will note, I make quite a few interfund transfers in the course of a month. It has come to my attention that, technically, interfund transfers should be accompanied by resolutions.
This makes sense for some transfers. For instance, should we move forward with a generator at the pump house, the transfer/use of General Facilities money should be authorized by a stand alone resolution.
I should be requesting resolutions to move money out of reserve funds. I will do that going forward.
However, most of the transfers are routine transfers moving money into the various reserve funds. I wonder if it might be advisable to have some kind of blanket resolution for transferring money from the General Maintenance Fund into the various reserve funds.
Long Distance Service Laterals
No new issues pending.
Respectfully Submitted:
Reg Hearn
General Manager