Members Present: The following Directors were present and acting:
- Krall, President
- Gary Osteen
- Brock Knez
- Jodi Lightfoot
- Dusty Atkinson (absent)
- Kasey O’Halloran
- 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 Dr. Krall on September 9, 2019 at 5:55 pm, noting a quorum was present.
Minutes: The Board reviewed the regular meeting minutes from August 2019 meeting. Upon motion duly made by Dr. Krall and seconded by Mr. Osteen, it was
RESOLVED to approve the meeting minutes.
Financials: The Board reviewed the financial statements for August 2019. Upon motion duly made by Dr. Krall and seconded by Mr. Osteen, it was
RESOLVED to approve the financial statements.
Invoices: Invoices for August 2019 were reviewed. Upon motion duly made by Dr. Krall and seconded by Mr. Osteen, it was
RESOLVED to approve payment of the open invoices.
Transfer of funds from TWSD to TWSWA Enterprise:
District Manager requested a $5000 transfer. Dr. Krall made the motion to approve this transfer, Ms. Lightfoot seconded the motion and it passed unanimously.
District Manager Update:
Ms. O’Halloran updated the Board that the existing WWTF is operating normally with two aerators running and the August BOD removal was just above the required removal rate. The water plant is also running fine. Tim Gibbons stated he still has just a few curb stops remaining but finding them will take a lot of man hours. He stated he can do it in the Spring if the Board requires. He is retiring from his full-time job at Mt. Werner in December.
Old Business: Phase I Status Update – Dr. Krall proposed the acceptance of a Contract Change Order that was received from Duckels. The Change Order alters the completion date from September 15th to September 20th. Dr. Krall made the motion to accept this Change and authorize the president of the board to grant further extensions up until September 30th. The motion was made by Dr. Krall, seconded by Ms. Lightfoot and passed unanimously.
Phase II Status Update- Ms. Andre reported the following information as provided by Tim Maxwell:
- ASLAN Update: Continue to de-water and work on unsuitable pond material. Imported fill material to follow. Foundation footers and stem walls have been poured. Proceeding with the underground piping and encasement beneath the process building. Building slab to follow. A Change order for denitrification is being finalized.
- Generator Update: Pricing request to 1) upgrade generator size and 2) equip WTP with emergency power submitted to Aslan at end of last week. Have not received a response. Lead time on generator is time-critical.
- Tree Removal: Followed up with YVEA, but have not received a call back. Would be a Change Order, with an estimated cost of $2500-$3000. Will need decision prior to setting tanks. The Board discussed this and Mr. Knez will look into removing the trees himself.
- Pedestrian Access: So far pedestrian traffic has been very limited and has not been a problem. Will continue to monitor as hunting season begins, and as construction related large truck traffic increases
Survey – Ms. Andre will contact Willy to let him know that Tim will not have the curb stop information until next Spring. Willy will be able to finalize the survey now and provide what he has and then update next Spring with Tim’s information.
Zirkel Wireless Contract – Nothing new to report.
New Business: Budget 2020 – Dr. Krall offered a few thoughts to discuss on the budget. First, he would like to build next year’s budget off this year’s budget. The changes he suggests would be the engineering expenses for the successful start up of the WWTF as we don’t have anything in grants and loans for the startup of the new system. He wants to assure we won’t run short in completion of this project. Another change is engaging an engineering firm for the dam project. If it is built into the budget and it doesn’t get spent, it can roll into reserves. Finally, he proposed water meter installation. Previous bids were around $16000-$30000 for the meters and collection system for the data. There would also be about $15,000 for the installation of the entire system. He suggested it be self funded through fees, with special assessments for the home owners who get the meters. This will create fairer allocation of the cost of water. Mr. Knez isn’t sure if that is the best idea due to how many vacation homes there are and how many will not actually use much those fees would go down. Loans will require a raise in debt limit which might be difficult. Ms. Lightfoot asked that Dr. Krall and Ms. O’Halloran research how the operations and maintenance costs will be affected in 2020 and when the loan payments will start. Ms. O’Halloran suggested looking into the option of refinancing the current water loan. Dr. Krall and Ms. O’Halloran will have a budget to present to the Board at the next meeting.
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 6:49 pm, this 9th day of September 2019.
Respectfully submitted, Kasey O’Halloran
District Manager, Timbers Water and Sanitation District