Members Present: The following Directors were present and acting:
- Ron Krall, President
- Gary Osteen
- Brock Knez
- Jodi Lightfoot
- Dusty Atkinson
District Manager:
- Kasey O’Halloran
Guest:
- Melinda Sherman, Sharpe, Steinke, Sherman
- Mary Andre, CDC Engineering
Call to Order: The Regular Meeting of the Board of Directors of Timbers Water & Sanitation District was called to order by President Ron Krall on August 13, 2018 at 5:45 pm, noting a quorum was present.
Minutes: The Board reviewed the regular meeting minutes from July. Ron offered a suggestion on a typo and removal of the $75 hour comment as he wasn’t sure he said that. Upon motion duly made by Brock and seconded by Gary, it was
RESOLVED to approve the meeting minutes.
Financials: The Board reviewed the financial statements for July 2018. Upon motion duly made by Brock and seconded by Jodi, it was
RESOLVED to approve the meeting minutes.
Invoices: Invoices for July 2018 were reviewed. Upon motion duly made by Jodi and seconded by Ron and unanimously, it was
RESOLVED to approve payment of the open invoices.
Transfer of funds from TWSD to TWSWA Enterprise:
Kasey requested a $5000 transfer to cover the invoices due. Ron moved to approve the transfer and Brock seconded the motion, the motion passed unanimously.
District Manager Update:
Tim stated water levels are fine, no need to worry about water restrictions. John has everything running fine at the WWTF – in mid-July aerator #3 went down but John got it back up again. John was an immense help with the FH project and was onsite most days as well as distributed fliers twice.
Old Business: Zirkel Wireless Contract – Melinda has not connected with Alan from Zirkel Wireless yet.
Plow WW Road and remove Gravel – Joe from D&D is getting these jobs onto his schedule and will notify Kasey when they are ready to complete them.
Sewer Project Bid update: Ron explained the two bids that we received and pricing and timing on those bids. He explained that Derrick from Duckels can’t have the slip lining contractor come in until 2019 and that he omitted pricing for the sewer bypass. Mary explained how Duckels would like a hybrid timing; do the sewer portion in the coming weeks and the slip lining in the summer/fall. Native’s bid was so much higher due to mobilization expenses and the manhole work. Dusty wanted to know why we had only two bidders. Mary didn’t believe the project was big enough for out of area contractors to be interested in. Mary was asked to tell Derrick that the Board would like Diane as the project manager. Ron stated that the Board can also choose to replace the manholes instead of rehab the manholes for an additional $27,000. Rehab means that they would inject a sealant in the ground around the manhole to seal it so it wouldn’t allow for infiltration into that manhole and adds structural integrity. Replacing the manhole would include digging up existing manholes and replacing the entirety of the structure. Gary suggested that if some are truly damaged and need to be replaced, then replace them but if they are equally okay, then just skip the cost and rehab. John has done an inventory and taken pictures of all of them. CDC believes their life span might elongate by replacing them all. Duckels would have to honor the numbers they put forth in the bid for replacement vs. rehabilitation. Brock believes that we should replace the manholes since we will already have Duckels mobilized and working there. Jodi, Ron and Gary agreed with Brock. A formal motion was made by Ron to issue Duckels a Notice of Award for the bid at $336,422 with two amendments of moving the slip lining to the construction season of 2019 and the replacement of the nine manholes rather than rehabilitation. Jodi seconded the motion and it passed unanimously. Gary asked Mary to look into what happens to the old manholes and if there is any value in those.
SRF Loan – Kasey requested the use of an outside contractor, Karina Craig, to help her record and appropriately account for the SRF Loan in Quickbooks. The Board supported her request.
DOLA Grant Amendment – Greg Winkler is to provide the amendment to sign.
Pond Site Change Status- The subdistrict has the approval to borrow up to $2.07 million dollars. The change to the pond site location will increase the budget by $177,500. Mary has concerns around the estimate of that cost. She believes the fill of the pond will cost substantially more, roughly $175,000. There are also favorable possibilities of getting filler closer to home and less money – the potential condo parking lot and land around the road/pond might have extra fill. However, the variables are too hard to pin down. Ron has proposed that if we are going to ask for more borrowing authority, we should ask for enough to cover all the contingencies we may come across. He has suggested asking for an additional $500,000 in authority. Ron believes we can make the argument with the District residents that we are not asking them to pay more money as we know this extra money will be at 0% interest rate. Gary asked if we could wait until we know what the bids are before asking for the money. However, the Board can’t actually apply for the loan unless we have the authority and we can’t put the project out for bids if we don’t have the funding. Ron suggests keeping the interest rate at 6% in the ballot language to assure we will be covered even though the Board was instructed by the SRF Board that the additional loan would be at the current rate of 0%.
CDC Engagement Contract – Not yet prepared but hopefully in the next two weeks.
Fire Hydrant Project – Mary stated that the Lomas Fire Hydrant has been installed and tested today. Randy met with Native to complete the testing. Mary stated a lot of trees had to be removed for the new connection to be made. The trees are still lying where they were cut. Kasey will talk with Mike Lomas to find out what he would like to do with those. Mary stated that Native has billed us with their bid amount as opposed to the T&M fee. The T&M totaled near $30,000. We never received the T&M signed agreement from Native which had a NTE of $13,600. However, they could not have stopped at the NTE amount of $13,600 as they were midway through the fire hydrant install. They stopped at the end of the first fire hydrant. Mary spoke to Chris at Native and he feels that Native went above and beyond and wants to keep good relations with the Timbers. Native does feel like they encountered some issues from the Timbers side with the change in location for tying into the water line. The inline gate valve is in and complete. The remaining items for this project are a short punch list, testing, touch up painting, final grading and clean up. Randy will confirm with Chad this afternoon on the revegetation. The Board approved the payment of the additional invoice from Native at the Bid price of $23,050. Kasey will pay this invoice and close out the Small Communities Grant.
New Business: Coordinated Election IGA and Ballot Language Resolutions – Melinda presented a resolution approving the coordinated election and a resolution approving ballot content. Jodi made a motion to approve the coordinated election with the County on November 6th, Ron seconded it and it passed unanimously. Jodi made a second motion to approve the ballot issue authorizing the additional $500,000 in borrowing authority, Ron seconded the motion and it passed unanimously.
Landscaping around Fire Hydrants – The Board asked Kasey to issue a notice to the residents on the next billing statement to read – “Timbers Water and Sanitation District owns the fire hydrants in the Timbers subdivision. Residents, please do not install/garden/landscape any materials around them without approval of the District Manager”. This is a safety precaution as the fire hydrants need to be functional for security of the whole community.
Assesor’s Office Mill Levy question – The Assessor spoke with Melinda asking what the Timbers wants to do with the subdistricts in regards to the mills. Kasey is to call Gary Peterson back and let him know we need our taxing subdistricts lined out the same way they were lined out for voting purposes – Water Subdistrict , Sewer Subdistrict and Exempt Subdistrict.
Osteen’s Property – Gary is going to propose to the County a change in his property from a duplex to a fourplex. Gary is wondering if this will affect the Water and Sanitation system. Mary stated that the Timbers system can handle this. Gary will formally propose this to the Board for approval at a later date. Kasey will look into the Service Plan further to see if Tap Fees have been paid by the developer as previously believed. The Board will spend further time on modifying the Service Plan sometime in the future.
With business concluded and upon motion duly and unanimously approved, it was
RESOLVED to adjourn the regular meeting the Timbers Water & Sanitation District Board of Directors at 7:20 pm, this 13th day of August 2018.
Respectfully submitted,
Kasey O’Halloran
District Manager
Timbers Water and Sanitation District