Members Present: The following Directors were present and acting:
- Krall, President
- Gary Osteen
- Brock Knez (absent)
- Jodi Lightfoot
- Mike Lomas
- Kasey O’Halloran
- Mary Andre, CDC
- Tammy Lake, CDC
- Rebecca Lindeman, contractor through CDC
- Melinda Sherman, Sharp, Sherman, and Engle
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 August 17, 2020 at 5:42 pm, noting a quorum was present.
Minutes: The Board reviewed the regular meeting minutes from July 2020 meeting. Upon motion duly made by Mr. Lomas and seconded by Mr. Osteen, it was
RESOLVED to approve the meeting minutes.
Financials: The Board reviewed the financial statements for July 2020. The Board reviewed the AR report. Upon motion duly made by Mr. Osteen and seconded by Mr. Lomas, it was
RESOLVED to approve the financial statements.
Invoices: Invoices for July 2020 were reviewed. Upon motion duly made by Ms. Lightfoot 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 Update:
Ms. O’Halloran shared that both the Water Operator and Wastewater Operator report that their systems are running fine.
New Business: Officer Election– Tabled until meeting is in person. Dr. Krall has asked the Board to consider a transition of his presidency and spot on the Board. He stated that his term ends next May and he would like to transition his obligation as a president to someone else.
Water conservation letter – Ms. Lightfoot would like to send out a letter to all residents asking them to conserve water during this drought period. Ms. O’Halloran and Ms. Lightfoot will work together on getting it out.
Old Business: Water Rights – Ms. Sherman and Ms. Andre joined the meeting to report on their findings regarding the redundant water rights and decision to abandon the additional water right for Timbers W&S District Supply Pipeline. Ms. Andre has researched this topic. She stated that the Dwight Corder pipeline is sufficient for the demand that Timber’s needs. Ms. Lightfoot and Mr. Lomas would not like to abandon any water rights if possible. Ms. Sherman conducted her own research and believes Timbers W&S District Supply Pipeline water right filing was an overfile to protect the district many decades ago. Timbers does not utilize the Timbers W&S District Supply Pipeline water and does not use all of the Dwight Corder water as of now. Ms. Andre suggests changing the point of diversion on the Timbers W&S District Supply Pipeline to the well so that TWSD doesn’t lose that water right. Ms. Sherman will research to see what the best water right option is before the Board needs to make the decision to abandon. Ms. Andre will research the origination of the Spring and look further into the discussions of the Hammond Plot and how that may affect TWSD water rights.
Road Maintenance and Repair – Mr. Lomas shared a map he created that documents who owns what portions of the road to the Wastewater Treatment Plant. Sky Valley Drive road map The road needs to be restored to its original quality by Aslan once the construction project is complete. The Board discussed who is responsible for the repair and maintenance of the road. Sky Valley HOA, Timbers Preserve HOA and Timbers Village HOA all own portions of the road. Mr. Lomas will work with Tim Maxwell at CDC to determine what Aslan should do to return the road back to its original condition. Ms. Sherman stated that if the TWSD is the only entity who uses the portion of the road owned by Timbers Preserve, it would be the TWSD’s responsibility to maintain it. Dr. Krall asked Ms. Sherman to review the easement to confirm responsibility for the road.
WWTF Reclamation Discussion – Rebecca Lindeman joined the call and discussed an alternative analysis sheet she created for the Board. The two options for the Board to consider are Dig and Haul or Onsite Beneficial Reuse. She reviewed all the details of both options and the costs for both options. Ms. Andre updated the board that the project as a whole is still on schedule and on budget. The total of $516,000 was budgeted for the reclamation portion. Either of the options would fall into budget with what was originally projected. Ms. Lightfoot would like to ask Aslan Construction if they would be interested in bidding the Dig and Haul option on this project. Mr. Lomas agrees that the dig and haul option will get it completed in much less time. Mr. Osteen and Dr. Krall are in agreement with this step forward. CDC will contact Aslan to work on getting a bid.
WWTF Construction Update – Ms. Andre stated the contractor has been moving forward at a great pace. She updated the Board on the following:
- Contractor is continuing with site backfilling, site grading and storm drainage.
- Process yard piping and tank equipment has been installed.
- Generator has been set. Propane pad has been formed and poured.
- E&IC contractor has been onsite running conduit.
- Process building has been painted and doors installed. PCD has been set. Entryway slab has been poured. Roofing and siding are complete
- Upcoming work: Continued backfilling and site grading and storm drainage.
- Locates for the fiber optic line were anticipated today. Phone line located; fiber optic was not. Additional locates requested. With this info, Aslan will finalize the discharge pipeline routing from the process building to McKinnis Creek to hopefully avoid a conflict with the fiber optic.
- Tapping and installing water supply line to the process building, as well as installing the plant discharge piping.
- Installing chemical feed pump skids and process piping in the process building
- Startup anticipated to be mid-September and may take a few weeks. Current plan is to temporarily continue to discharge into the existing system until testing indicates we are ready to transition to the new discharge permit.
- Relocation of flow meter from lower WWTP to upper WWTP.
- Construction meeting on 8/19 has been cancelled and the next meeting will be on 8/26.
CDC has shared Change Order #3 which recommends extension of the final completion date from October 1st to November 1st. Dr. Krall made the motion to approve Change Order #3, Mr. Osteen seconded the motion and it passed unanimously. CDC will coordinate with Tim Gibbons for WTP shutdown for the water supply tie-in to service WWTP process building. With isolation of valve at WTP and the 2018 mainline valve added at Lomas’ house at the time of the fire hydrant replacement, the water service for all homes will be uninterrupted, assuming adequate storage in the water tank.
MH 26 replacement – Kip, the previous Aslan Project Manager has retired and Bob, the new Project Manager is familiarizing himself with scope and preparing pricing. CDC will provide the construction quote to the Board for review prior to moving forward.
Pond refill/outlet structure – CDC still needs to determine if the pond needs to be refilled this year. If so, outlet structure improvements are needed. Tammy Lake would like to wait on the Dam engineer’s input before incurring more costs for improvements.
Tree removal – Still awaiting the contractor quote before giving direction of to the board.
Consider options to ensure sufficient dilution flow exists in McKinnis Creek – The McKinnis Creek surface water discharge permit was based on there being +/- 50 gpm of flow in the creek at the point of discharge. Currently, CDC has observed that it is dry and all flow is being diverted to the WTP with WTP bypass overflowing to the pond. WTP bypass water could be routed to the creek instead of the pond with configuration of standpipe overflow upstream of raw water storage basin. CDC will work with Aslan to get a quote on that and get back to the Board on it. Another consideration for the board is seeding the new WWTP with wastewater containing beneficial microbes hauled up from the lower WWTP lagoon. This would be done to elevate the startup.
WWTF Pond Overtopping Update – The overtopping stopped in early June and sampling was complete on June 5th. The water in the ponds has been applied to the land and will help expediate the reclamation project. The BOD test in July was not as high as it should have been so there will be a violation coming.
Contract Updates for Kasey, John, and Tim – Dr. Krall asked if the Board had any questions or comments on the updated contracts that circulated prior to the meeting. No discussion ensued, Mr. Lomas made a motion to approve the three contracts, Ms. Lightfoot seconded the motion and it passed unanimously. Mrs. O’Halloran will distribute the contracts for signatures.
Dam Engineer Updates – CDC has provided the engineers mapping, photos and answers to the initial questions. Applegate is going to engage Centurylink to discuss the fiber optic line.
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 8:16 pm, this 17th day of August 2020.
Respectfully submitted, Kasey O’Halloran
District Manager, Timbers Water and Sanitation District