Members Present: The following Directors were present and acting:
- Krall, President
- Gary Osteen
- Brock Knez
- Jodi Lightfoot
- Mike Lomas
- Kasey O’Halloran
- Mary Andre, CDC
- Tammy Lake, CDC
- Rebecca Lindeman, contractor through 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 September 14, 2020 at 5:36 pm, noting a quorum was present.
Minutes: The Board reviewed the regular meeting minutes from August 2020 meeting. Dr. Krall offered a few clarifying edits to the minutes and they were accepted. Upon motion duly made by Dr. Krall and seconded by Mr. Lomas, it was
RESOLVED to approve the meeting minutes.
Financials: The Board reviewed the financial statements for August 2020. The Board reviewed the AR report. Upon motion duly made by Mr. Lomas and seconded by Mr. Knez, it was
RESOLVED to approve the financial statements.
Invoices: Invoices for August 2020 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:
Mrs. O’Halloran requested a $5000 transfer. Dr. Krall made the motion, Mr. Lomas seconded the motion and the motion was made and passed unanimously.
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.
Insurance Coverage – Dr. Krall is concerned if the District has adequate coverage for the new insurance plant. Once the contractor is complete, the liability is turned over to the District. Dr. Krall’s other concern was if there was coverage for wildfire loss as well. Dr. Krall has asked that Mrs. O’Halloran and Ms. Andre review the current policy and update as needed over the next month.
Old Business: Water Rights – Nothing to report.
Road Maintenance and Repair – Due to the lack of moisture, the road has held up well so far this year. Mr. Lomas believes the District should get with the Timber’s Village HOA to see what they are expecting in the future on their road portion.
WWTF Reclamation Update- Ms. Lindeman discussed through the Aslan bid on the reclamation project. She believes that nothing is exceedingly higher than she expected. She believes that money could be saved in the haul off of the waste. She believes there is a bit of premium of getting it done this year. The entire cost of the Aslan estimate is $563,000. If the District wants to save money, they project could go out to bid but it would have to be completed in Spring of 2021. Also, the Board members stated that Aslan has been a great partner. The bid is above what was originally budgeted for this portion of the project, $516,000. However, a large contingency was built into the overall project so it could support the overage. If this portion of the project were completed by Aslan, it would be considered a Change Order to Aslan’s contract. Ms. Lindeman shared her screen showing the entire break down of the Aslan estimate. The details were discussed. Ms. Lightfoot stated she does not like going over the budget. Dr. Krall agreed. He asked that Ms. Andre and Ms. Lindeman get with Aslan this week to negotiate any rate changes that are possible. Once this is complete, the District would like a change order for the Board to approve next week. Ms. Andre and Ms. Lindeman agreed and will get this to the Board as soon as possible. Dr. Krall would like to correspond with the Elliot’s about the decision forward. Once the Change Order has been received, he will reach out to the them and notify of the plans for the fall.
WWTF Construction Update – Aslan Construction delivered Pay Request #7. Dr. Krall presented it to the Board. Ms. Lightfoot made the motion to pay this invoice, Mr. Knez seconded this motion. The motion passed unanimously. Ms. Andre discussed field directives from Aslan – Field Directive #6 would cost $2000 to add start up seeding that will get the new plant up and running quicker, Field Directive #7 will cost $1500 to knock down two dead trees near the plant and Field Directive #8 would cost $3500 to bring in additional fill. Dr. Krall made a motion to approve FD #6,7, and 8, Ms. Lightfoot seconded the motion and it passed unanimously.
A change order was proposed to finish the repairs on MH 26. This totals $22,000 in proposed work. Half of this amount will be reimbursed by the original DOLA grant and the remaining will come from the SRF Loan. Dr. Krall made a motion to approve CO#4 for MH 26 replacement, Mr. Lomas seconded that motion and it passed unanimously.
SCG representatives will be conducting the fresh water testing this week. The security for the tanks will be handled by John Fitzgerald. The next site visit with SCG will need to be videoed by someone from Timbers District.
Dam Engineer Updates – Dr. Krall updated the Board on a conference call concerning the Centurylink fiber optic line in the Dam region. The District will need to put in a culvert to get the Dam certified, this will require Centurylink to protect their line. They are open to working with the District on this project. Ms. Andre detailed the Dam progress and the Board will await Tyler from Applegate’s report.
Water Tank Paint – Dr. Krall shared photos of the Water Tank and the paint that is coming off. Ms. Andre stated that she has files to look through to see if the previous tank contractor will be responsible for this repair.
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 7:34 pm, this 14th day of September 2020.
Respectfully submitted, Kasey O’Halloran
District Manager, Timbers Water and Sanitation District