Members Present: The following Directors were present and acting:
- Krall, President
- Gary Osteen
- Brock Knez (absent)
- Jodi Lightfoot
- Dusty Atkinson (absent)
- Kasey O’Halloran
- Mary Andre, CDC Engineering
- 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 February 11, 2019 at 5:47 pm, noting a quorum was present.
Minutes: The Board reviewed the regular meeting minutes from January 2019. Upon motion duly made by Mr. Osteen and seconded by Dr. Krall, it was
RESOLVED to approve the meeting minutes.
Financials: The Board reviewed the financial statements for January 2019. Upon motion duly made by Dr. Krall and seconded by Mr. Osteen, it was
RESOLVED to approve the financial statements.
Invoices: Invoices for January 2019 were reviewed. Upon motion duly made by Mr. Osteen and seconded by Dr. Krall and unanimously, it was
RESOLVED to approve payment of the open invoices.
Transfer of funds from TWSD to TWSWA Enterprise:
The District Manager requested a $5000 transfer to the enterprise. Dr. Krall made a motion for the transfer to be completed and Ms. Lightfoot seconded the motion. It passed unanimously.
District Manager Update:
The District Manager reported that the water system is operating normally and that the sanitation system, despite functioning with only one aerator, is also performing within specifications.
Old Business: Sanitation System Update: Phase II – CDC has been reviewing the final design set from Jacobs Engineering. CDC’s review and changes will be submitted to Jacobs tomorrow. CDC has been in contact with the CDPHE Engineering and Randi Hufford-Johnson at the State of Colorado because CDC has not submitted the updated documents that are required before a loan application. Ms. Andre stated that all the pieces are in places but they still aren’t prepared to submit these amendments to CDPHE. Randi Hufford-Johnson stated that if an SRF loan was submitted in April, they will try to work as quickly as possible to aid in getting the loan processed so a bid award date could be in July. Ms. Andre also stated that Advantex would need approved shop drawings and a manufacture lead time for the tanks of approximately 10-12 weeks. These tanks would require a 50% down payment at time of ordering as well. Dr. Krall asked what the timeline would be to get the submittals complete for CDPHE. Ms. Andre stated they needed to complete the PER and PEL Amendments, EA Amendment, and Site application which would require the county signature and still needs to go through the location and extent submittal process. The Alternative Analysis needs to be completed as well.
The next SRF application date is April 15th. Dr. Krall asked if it will be possible to submit all the outstanding documents by March 1st. Ms. Andre stated yes however the site application would not have location and extent submittal completed. If all the documents can be submitted by March 1st, Dr. Krall stated that the District has two options. Option one is that the Board proceeds on the quickest possible construction schedule in the summer of 2019 but not complete in 2019. Option two would be to award the bid for the start of 2020. In either case, the Board would have to apply for an exception on the compliance schedule. Dr. Krall will email Randi Hufford-Johnson tomorrow to ask if it is possible for our SRF Loan application to be accepted should CDC and Timbers get all of the documents required submitted within the week. He will report back to the Board via email on his response.
DOLA Hearing Preparation – Dependent upon Randi’s response to Dr. Krall on Tuesday, the Board will reach out to Greg Winkler to either confirm a meeting date for the DOLA Hearing or explain our situation with the SRF loan schedule. A preferred date would be the afternoon of the 12th or any time on the 13th of March. A topic the Board needs to prepare for the DOLA hearing will be our response to the question of what if we don’t get the full grant request, how will we fund our project? Dr. Krall stated his only thoughts are a USDA loan or commercial loan. However, we will have maxed out the borrowing authority so a loan isn’t possible. Another option would be a special assessment on the residents. Dr. Krall asked Ms. Andre if it would be possible to reduce the tank sizes and upgrade at a later date. Ms. Andre stated it is designed to process 20,000 gallons a day and if a tank was eliminated or shrunk, it may be possible but would require reduced usage.
Zirkel Wireless Contract – Dr. Krall stated that Alan Belvo has submitted to the Board an updated contract and a preliminary design on the tower. The design on the tower has been reviewed and approved by the engineers as CDC. Melinda Sherman stated her questions with Alan’s proposed changes. Ms. Lightfoot would like to work with Ms. Sherman to finalize this contract. Ms. Sherman will work on additional wording on the contract. The wording should include the guarantee that residents will have access to high speed internet. Ms. Sherman and Ms. Lightfoot will work more with Alan to get the contract to advance.
Dam – Nothing new to report at this time.
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 7:38 pm, this 11th day of February 2019.
Respectfully submitted, Kasey O’Halloran
District Manager, Timbers Water and Sanitation District