Members Present: The following Directors were present and acting:
· Dr. Krall, President
· Mr. Gary Osteen
· Mr. Brock Knez
· Ms. Jodi Lightfoot
· Mr. Mike Lomas
· Kasey O’Halloran
· Mary Andre, CDC
· Tammy Lake, CDC
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 November 19, 2020 at 6:04 pm, noting a quorum was present.
Minutes: The Board reviewed the regular meeting minutes from October 2020 meeting. Upon motion duly made by Mr. Lomas and seconded by Mr. Knez, it was
RESOLVED to approve the meeting minutes.
Financials: The Board reviewed the financial statements for October 2020. The Board reviewed the AR report. Upon motion duly made by Dr. Krall and seconded by Ms. Lightfoot, it was
RESOLVED to approve the financial statements.
Invoices: Invoices for October 2020 were reviewed. Upon motion duly made by Mr. Knez and seconded by Dr. Krall, it was
RESOLVED to approve payment of the open invoices.
Transfer of funds from TWSD to TWSWA Enterprise:
Mrs. O’Halloran requested a $5000 transfer. Dr. Krall made a motion to approve this transfer, Mr. Lomas seconded the motion and it passed unanimously.
District Manager Update:
Ms. O’Halloran shared that both the Water Operator and Wastewater Operator report that their systems are running fine. Mrs. O’Halloran was requested to reach out to the Wastewater Operator to see about setting up a backup operator on the new plant and getting that person trained in case of an emergency.
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.
Snowplow Contract – Dr. Krall reached out to Joe Duska to see what the price difference would be now that the lower lagoon road does not have to be plowed. He has not yet received a response and would like to get a final per plow number before approval of the contract for the year. Ms. Andre asked that the contract include the new WWTF road. Dr. Krall asked that CDC create a plowing plan to keep the driver on the road and protect the new equipment from the new tanks. Dr. Krall will reach out to Joe again and ask that a driver do a walk through with John Fitzgerald prior to contracting with D&D.
Old Business: WWTF Reclamation Update – All of the sludge has been removed from the lagoons, the upper lagoon berm has been breached and all removal of biosolids have been removed. The clay does not have to be hauled off site as it is ‘clean’ enough per the test results that were received. The State does require that the clay be torn up as to not allow water to be retained. The berm has been graded and hopefully will be completed this week. Topsoil and hydro seeding will need to be completed this week or next. Surveyors will need to be ready as soon as possible so that Aslan can be billed and the upper lagoon can be marked as complete. The budget has gone over by about 45% because of the additional sludge and water haul off. This will be paid for by the additional $150,000 allowance however these issues will be considered over the winter and hope to not have the same issue with the lower lagoon next summer. Next summer Aslan will empty and reclaim the lower basin. This winter, Rebecca and CDC will analyze what issues they had and how to improve so not to go over budget next year. Discussion ensued on the options of completing this work over the winter, next summer or beyond. The completion report for the upper lagoon needs to be filed immediately so if regulations change, this lagoon will not have additional requirements applied to its reclamation. CDC is to get the Board options for a path forward for the December meeting. Aslan will demobilize next week. They will not proceed with sewer collection system demo or remove electricity from the old site.
WWTF Construction Update – Certificate of Substantial completion needs to be approved by the Board. There is an ongoing punch list however the plant is operational and functioning. Dr. Krall reviewed the certificate and believes that it is sufficient. Ms. Lightfoot would like to wait until there is a resolution for delay of the propane tank before signing this document. She would prefer to put this approval off until the December meeting when this delay is explained to the board.
Tim Maxwell of CDC has asked the Board to approve the hiring of a contractor to locate the best position for the control antennae. Dr. Krall asked for an explanation as to why this is not Aslan’s responsibility to cover the cost of this locate. CDC stated that the antennae was installed on the inside of the building, but it should be moved to the outside for better reception. However, Aslan wants to know where to install it on the outside of the building as to get the best connection to service. The controls contractor has already satisfied the contract that he has with Aslan so it would be above and beyond that contract. Aslan is not accepting this as a responsibility they should have to cover. Orenco is the controls provider. The Board asked CDC to talk further with Aslan about this being their responsibility.
Dam Engineer Updates – The next step in the Dam process is to determine who has easements on the road. Dr. Krall has spoken to Ms. Sherman about this and she is during further research. Her initial thought is that if the dam is disturbed and damages are caused, it is the responsibility of the entity who created the damage to repair them.
Water Tank Paint – Ms. Andre spoke with a representative at Pittsburg Tank. They have atreed to visit the tank in the spring and repaint the spots. They will give advice on how to limit these issues in the future as well. Dr. Krall stated it would be wise to budget some money for repairs in the future as the tank is out of warranty. CDPHE requires every 5 years that divers inspect the tank.
District Insurance Coverage – Dr. Krall thanked CDC for all the help providing detail for determining the amount of insurance coverage that the Timbers Board will need for the new plant.
Budget 2021 – Dr. Krall shared his screen containing the proposed 2021 budget. Only the District’s expenses were discussed as the income is dictated by the total number of expenses expected. He went into detail about the categories that need discussion. The Board discussed each line item and agreed to alter the proposed budget by $2000 in the dam cateogry, $38,000 in the water purchase category, $15,000 in the contract labor of the WWTF category and $20,000 in the WWTF renovation labor category. Mrs. O’Halloran is to make those changes and complete the budget for final review and approval at the December 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 8:51 pm, this 9th day of November 2020.
Respectfully submitted, Kasey O’Halloran
District Manager, Timbers Water and Sanitation District