Members Present: The following Directors were present and acting:
- Krall, President
- Gary Osteen
- Brock Knez (absent)
- Jodi Lightfoot
- Dusty Atkinson
- Kasey O’Halloran
- Mary Andre, CDC Engineering
- Doug Crowl, Aslan Constructing
Call to Order: The Regular Meeting of the Board of Directors of Timbers Water & Sanitation District was called to order by President Dr. Krall on October 14, 2019 at 5:52 pm, noting a quorum was present.
Minutes: The Board reviewed the regular meeting minutes from September 2019 meeting. Upon motion duly made by Ms. Lightfoot and seconded by Mr. Osteen, it was
RESOLVED to approve the meeting minutes.
Financials: The Board reviewed the financial statements for September 2019. Upon motion duly made by Mr. Osteen and seconded by Ms. Lightfoot, it was
RESOLVED to approve the financial statements.
Invoices: Invoices for September 2019 were reviewed. Upon motion duly made by Mr. Osteen and seconded by Ms. Lightfoot, it was
RESOLVED to approve payment of the open invoices.
Transfer of funds from TWSD to TWSWA Enterprise:
District Manager requested a $5000 transfer. Ms. Lightfoot made the motion to approve this transfer, Mr. Osteen seconded the motion and it passed unanimously.
District Manager Update:
Ms. O’Halloran notified the Board Members that John Fitzgerald has been working on the aerator as the power supply doesn’t seem to be functioning properly.
Old Business: Phase I Status Update – Ms. Andre stated that the slip lining will be completed today and it has gone well. The last segment of the sewer at the condos has not been done because the final terminal manhole hasn’t been located. To finish that portion of the slip lining the manhole #26 must be located. Ms. Andre believes it is a less problematic section for INI. She will get an update from Tim tomorrow to see if it can be located. If it is located, heavier machinery may be needed to allow access to it. The work shall be wrapping up soon so a final pay request will be sent over soon.
Phase II Status Update- Doug Crowl provided the following update of what is going on at the site: three tanks are in place, the fourth is still on the road and will be placed tomorrow, the fill work is completed, foundation and stem walls are poured, the slab is to be poured this week, carpentry is to be done in a week or two and manholes will be done soon.
Pay Requests for Aslan – Tim Maxwell has reviewed all the submittals and all seems to be in line. Mr. Osteen made a motion to approve Pay Request #1 and #2 to Aslan Construction. Ms. Lightfoot seconded the motion and it passed unanimously.
Change Order #1 with Aslan – Revised drawings and scope for the improvements along with the change in the contract prices have all been approved. The item that hasn’t been approved is the dating on the changes. The original contract timeline is for substantial completion by 12/15/2019. The generator has been delayed and the lead time is approximately 12 weeks from today. This would change the date of substantial completion to after the first of the year which is beyond the CDPHE substantial completion date. Dr. Krall asked Ms. Andre what the CDPHE process would be to change the substantial completion date to accommodate the generator delay. Ms. Andre suggested the Board would file for a permit modification and attach a new deadline to that modification. Dr. Krall asked what the consequence would be if a modification was not requested and the project did not finish by substantial completion. It was stated that there could be a fine, but it is unknown how much and when. Ms. Lightfoot asked what else is delayed besides the generator and Ms. Andre stated that there are equipment procurement submittals that are having issues and delays with the suppliers. Doug Crowl stated that contractual the equipment was to arrive by August 30th, and he should be granted those dates in the extension on his timeline. He stated he is very flexible and doesn’t want to commit to a date that will be unattainable. Dr. Krall suggested to extend the substantial completion date to March 15, 2020. Ms. Lightfoot explained that the cost to upgrade to a generator that would accommodate the water treatment plant and the wastewater plant would be too expensive.
Dr. Krall made a motion to upgrade the generator for just the wastewater plant for an additional $7,000, Ms. Lightfoot seconded the motion and the motion passed unanimously.
Dr. Krall moved to approve Change Order #1 with substantial completion date of March 15, 2020 and Mr. Osteen seconded the motion. The motion passed unanimously. Dr. Krall would like to table the discussion on the plan for handling CDPHE with the permit delay once Ms. Andre has more information.
The sludge survey has been completed and drawings to follow soon. It will cost approximately $500 per sample of sludge. This will help determine what needs to be de-watered and haul off site for better budgeting for the reclamation phase.
In the discharge permit review, CDPHE requested that chemical approval forms be filed for the chemicals that will be used in the new WWTF. The lack of clarity about what is actually required has led to a lengthy discussion with CDPHE permitting. Ms. Andre completed the forms and Dr. Krall signed them for submission to CDPHE.
Zirkel Wireless Contract – Nothing new to report.
Budget 2020 –Dr. Krall and Ms. O’Halloran presented a preliminary version of the 2020 Budget. The summary was that the expenses would go down approximately $48000 over 2019 budget. The loans for the sewer subdistrict will be paid for by mill levy. It is assumed that the sewer fees will go down from 2019 and water fees will remain the same. The Board will decide on a final budget at the December meeting.
Survey – The completion of the survey has not been completed. Willy has reached out to Mary to work through a few questions he still has. John Fitzgerald has offered to complete the last curb stop locates. The Board would like to have Tim finish since he has so much experience in with the location of the Timber’s manholes.
New Business: Snow Plow Contract – The Board reviewed the contract and discussed the price per plow going up $15 over last year’s price. Mr. Atkinson made a motion to approve the 2019-2020 snow plowing contract with D&D Enterprises, Ms. Lightfoot seconded the motion, and it passed unanimously.
Tree Removal – Tim Maxwell is organizing the topping of the tree with YVEA. Once the tree is removed, Ms. Lightfoot would like to know how to proceed with the removal of the tree. The discussion was tabled.
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 7:32 pm, this 14th day of October 2019.
Respectfully submitted, Kasey O’Halloran
District Manager, Timbers Water and Sanitation District