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
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 July 13, 2020 at 5:38 pm, noting a quorum was present.
Minutes: The Board reviewed the regular meeting minutes from June 2020 meeting. Upon motion duly made by Mr. Knez and seconded by Ms. Lightfoot, it was
RESOLVED to approve the meeting minutes.
Financials: The Board reviewed the financial statements for June 2020. Mr. Lomas requested an AR report be distributed at each meeting. Ms. O’Halloran will distribute this at each meeting going forward. Upon motion duly made by Mr. Osteen and seconded by Mr. Knez, it was
RESOLVED to approve the financial statements.
Invoices: Invoices for June 2020 were reviewed. Upon motion duly made by Dr. Krall and seconded by Mr. Knez, it was
RESOLVED to approve payment of the open invoices.
Transfer of funds from TWSD to TWSWA Enterprise:
Ms. O’Halloran requested a $5000 transfer. Dr. Krall made a motion and Mr. Osteen seconded the motion for a $5,000 transfer. The motion passed unanimously.
District Manager Update:
Ms. O’Halloran updated the Board on the WWTP updates from Mr. Fitzgerald. His updates included the BOD removal rate of 81%, the WWTP is operating with two aerators, and the freeboard in the polishing pond has been increasing.
New Business: Officer Election– Tabled until August when 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.
Long Term Reserves – If 2020 goes as expected, there will be approximately $150,000 – $180,000 in reserves at the end of the year. The Board and Ms. Andre discussed what the expectation is when the District has accumulated reserves. The Board discussed their comfort level with how much should be saved for future improvements and what the money could be used for now to improve the District. CDC stated they have helped other Districts coordinate a Reserves study to help answer this question. Ms. Lightfoot would not feel comfortable making any decision until all the expenses the Board currently has are taken care of.
Old Business: WWTP Overtopping Pond – The overtopping has ended. The freeboard is not at 24 inches yet but getting close.
WWTP Construction Update –Pay Request #5 was proposed to the board for approval from Aslan. Mr. Osteen made a motion to pay the request, Dr. Krall seconded the motion and it passed unanimously. Tim Maxwell with CDC stated everything is going well at the construction site. Pedestrian access has become a concern to Aslan. Ms. Lightfoot stated signage is up and Mr. Lomas offered to speak to any residents who are entering when the construction is happening. Another issue brought up was what to do with the extra materials and where to dispose of them. Ms. Andre does not believe these would be the right materials to put in the wash out portion of the road. There are boulders that could help on the road however it would be an extra cost to have Aslan do this work.
Reclamation – Metal level tests have come back very low which is good for alleviation of the pathogens already in the sludge. Ms. Andre brought up that it needs to be decided on how to get rid of the sludge. Ms. Andre would like to bring in a sludge consultant to help determine the best way to handle the sludge and what the timing of the reclamation would be. She suggested that the sludge contractor could also be responsible for this. She asked what the board would like to do to go forward with the reclamation planning process. Ms. Andre offered a few potential options for the consultant role. Ms. Andre believes that approximately $5000 in fees with this consultant would be helpful and would be fine if that came out of the CDC budget. Dr. Krall believes that if CDC needs this support, he will be fine with bringing a sludge specialist on to handle this portion of the work.
Tree Removal – CDC has spoken with Aslan about the removal of trees at the construction site. Ms. Andre believes Aslan has shared a cost estimate for this work, but the Board has not seen the estimate. Dr. Krall has asked for that cost estimate and for CDC to inform Aslan that they should do the work.
Water Rights – The Water Right that is to be abandoned has been published in the paper. Timbers has one year to attest to this abandonment. Ms. Andre will do more research and speak fully about it at the next meeting.
Dam RFQ – Dr. Krall reminded the Board that after last meeting, CDC released an RFQ looking for a Dam engineer interested in consulting on the work Timber’s needs completed. The one company that responded is Applegate. Tyler Desiderio from Applegate joined the meeting to update the Board on his company. He discussed his proposal and options for the Board to consider. The Board discussed the options after Tyler signed off. Mr. Lomas wondered when this Dam work needed to be completed and how to deal with the Centurylink Fiber Optic Line that runs along the Dam road. Ms. Andre is unsure of how to handle the Fiber Optic Line and believes it may be a legal question. Dr. Krall asked for everyone’s input on hiring Applegate. The Board agreed to go forward and accept the agreement with Applegate. Dr. Krall will reach out to Tyler.
Contract updates – Dr. Krall updated the Board on the request that Tim made in regard to liability insurance payments. The Board would like to update the contracts for all contractors and include in the contracts that liability insurance is required, and the Board will contribute to payment of that insurance. Ms. O’Halloran will work with the attorney on draft versions of the contracts.
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 7:30 pm, this 13th day of July 2020.
Respectfully submitted, Kasey O’Halloran
District Manager, Timbers Water and Sanitation District