Members Present: The following Directors were present and acting:
- Jodi Lightfoot, President
- Ronald Krall
- Gary Osteen
- Brock Knez
- Mike Lomas, Vice Chairman
- Kasey O’Halloran
- Larry Ioffredo, Resident
Call to Order: The Regular Meeting of the Board of Directors of Timbers Water & Sanitation District was called to order by President Lightfoot on March 14, 2022, at 6:13 pm, noting a quorum was present.
Consent Agenda: The Board reviewed the regular meeting minutes, financial statements, cashflow sheet and the AR report from February 2022. Upon motion duly made by Mr. Lomas and seconded by Mr. Osteen, it was
RESOLVED to approve the consent agenda.
Invoices: Invoices for February 2022 were reviewed. Upon motion duly made by Dr. Krall and seconded by Mr. Lomas, it was
RESOLVED to approve payment of the open invoices except for holding off on payment of the Aslan invoice until the status of punchlist items is updated.
Transfer of funds from TWSD to TWSWA Enterprise:
District Manager Update:
In general, all is going well within the District, John Fitzgerald and Tim Gibbons have not reported any issues this past month.
Old and New Business:
Cancellation of Election – Mrs. O’Halloran updated the Board that the election will be cancelled in May 2022. Jodi Lightfoot will remain on the Board and Ron will vacate his seat and Larry Ioffredo will take over the seat starting in May of 2022. Mr. Lomas made a motion to approve Resolution 2022-04 and Dr. Krall seconded the motion. It passed unanimously.
Approve Catterson Audit for 2021 – Mrs. O’Halloran shared the audit reports with the Board. The Board had no questions or issues with the documents submitted to the Board. Mr. Lomas made a motion to approve the Audit for 2021 submitted from Catterson and Associates and Dr. Krall seconded the motion. The motion passed unanimously.
Fire Hydrant 16 Update – Ms. Lightfoot still needs to meet with David Fisher to confirm the new location of the fire hydrant will be sufficient. The work can’t be done until the summer. The work to be done on this hydrant was put into the budget for 2022.
Update on the WWTF/Reclamation Updates and Dam – Tammy Lake submitted the following updates (they have been italicized) as she could not attend the meeting.
HACH FL1500 Flo-Station/cable order – order is on hold pending verification of credit. I had a message today from HACH stating they needed some sort of surety, which they should have from Timbers already. I have a call in to HACH to resolve this so that we can get the order released. Kasey is assisting. Estimated ship dates (per the order acknowledgement) were 3/23 for the FL1500 and 3/30 for the cable, so we would hope these would hold and that we’d have the items sometime in early April.
Punch list items and FL1500 installation – I’ve been coordinating with Doug Crowl of Aslan Construction regarding the punch list items and assistance with the new Flo-Station installation. Doug will be getting a price from Inpwr (the electrician who worked on the WWTP as Aslan’s sub) to come up and install the FL1500, pull the new data cable, etc. Doug will be scheduling a HACH sampler technician for the sampler installs/training. I will be scheduling a HACH flowmeter technician for a site visit for the Flo-Station programming/calibration once it is installed. Generally HACH won’t schedule their techs based on an anticipated installation date (though I’m trying to see if I can get something tentatively set up as close to Aslan’s date as possible.) We don’t believe that Inpwr will need to be on site when the HACH flowmeter tech is here as long as they have completed the installation and checked all connections previously. I will keep the Board posted on scheduling.
The Board discussed whether it would be worthwhile to take CDC off this portion of the product as they are spending so much time and money on tracking down the outstanding items that it is costing more then it is benefitting the District. Ms. Lightfoot and Mr. Lomas will meet to discuss this further to see if they can handle the punchlist going forward. Dr. Krall suggested that when Aslan comes to complete the Flo-Station, get them to complete as much of the punchlist as possible and then cut ties with Aslan completely.
Dam funding – I’ve researched any leads I had with respect to potential funding sources for the dam rehabilitation and have attached my notes for your review. If you would like to see any of the documentation specific to any of these options, I can send that along too or feel free to look online at those funding programs specifically. I see Timbers’ most viable options as a combination of a DOLA EIAF grant and an SRF loan as was done for the WWTP, however, I’ll need to verify these are both options for the dam work and will check with Mary and Kasey on whether the dam improvements are currently on the SRF eligibility list or if we need to make sure we do so with our next update.
Dam easement exhibit – this exhibit is essentially complete but we would like to speak with Melinda and make sure it meets her needs.
Dr. Krall spoke to this line item and believes that the easement exhibit Tammy has completed and shared with the Board suffices for this project. Ms. Lightfoot stated that she will schedule a meeting with the attorney and Tammy next week to work on moving this project forward.
Lagoon site discharge permit termination – Jodi, any response from CDPHE
Ms. Lightfoot will continue to follow up as she has not heard anything on this.
O&M Manual – we will continue working on this documentation, which will include working with John Fitzgerald on plant-specific protocols, maintenance requirements, contacts, materials ordering information, emergency procedures, etc. We assume that John and Jodi will work with Roger Shafer to make a walk-through video of the plant this spring after all punch list items are completed and the Micro-C pump is back from repairs and installed (we’d love to have a complete plant for the walk-through video.)
Record drawings – information provided by Aslan has been added to our drawings and subsequently provided to Jacobs Engineering for their use in creating record drawings. We expect some additional coordination on these; once completed, record drawings will be incorporated into the O&M Manual.
Pay application – no word from Aslan yet on the most recent pay application. I assume they will revisit this as well as final payment after the punch list items have been completed.
Stream diversion/flowmeter – will revisit this at a later date.
WWTP monitoring – I’ve created a spreadsheet which summarizes all monitoring results to date for the new WWTP. This is in OneDrive and has been available for John Fitzgerald as well as Roger Shafer and the folks at Jacobs Engineering. Here is a link to the file for anyone else who is interested. Timbers Monitoring Summary new WWTP 2020-present.xlsx
Safety Grant Funds – Mrs. O’Halloran updated the Board that about $1100 of the safety grant funds have been used on items requested by Tim Gibbons and John Fitzgerald. That leaves about $700 still left to spend but those funds will not expire any time soon. The equipment has been purchased and the District will receive the cost of those items back from the Liability Pool once the paperwork is submitted.
Water Meters – Ms. Lightfoot brought it to the Board’s attention that short term rentals are allowed by the County in the Timbers Village. She would like the Board to discuss and consider how this should be billed as these rentals could use substantially more water than a resident. The board discussed that water meters would be the way to go as it would equitably distribute the cost of water used to all water users. Mr. Lomas proposed the idea of adding fees to those homeowners who are utilizing their homes for short term rentals. The Board discussed how this would be possible and Mrs. Lightfoot suggested adjusting the ByLaws of the District.
Water Rights – Ms. Lightfoot would like to meet with Ms. Sherman about getting the water rights to the Spring in the Timbers boundary area. She would also like to discuss using the pond for water storage.
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 7:15 pm, this 14th day of March 2022.
Respectfully submitted, Kasey O’Halloran
District Manager, Timbers Water and Sanitation District