PACIFIC CITY JWSA BOARD OF DIRECTORS BUSINESS MEETING MINUTES. December 5, 2017

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1 PACIFIC CITY JWSA BOARD OF DIRECTORS BUSINESS MEETING MINUTES December 5, 2017 Chair McVicker called the December 5, 2017, business meeting to order at 5:00 PM in the Authority s meeting room. Directors Present: Carolyn McVicker, Cameron Gogas, Anne Price, and Sean Carlton. Sean Lambert was absent. Guests Present: Tim Hirsch, Pam Gogas, Daryl Jimerson and Ken Moffitt Staff Present: Tony Owen MINUTES A. 11/01/17 Business Meeting Minutes Director Gogas said checks were issued to names he didn t recognize. Director Carlton asked if he was talking about the minutes and Director Gogas said no, sorry. Motion Director Price moved to approve the minutes of the 11/01/17 Business Meeting. Director Carlton seconded, and the motion carried unanimously. FINANCIAL REPORT A. Accounts Payable: 11/1, 11/15 and 11/30/2017 Director Gogas asked about the check made out to Coastway Construction and Mr. Owen replied that it is for work at the Beaver property. Director Gogas asked if that was something PCJWSA could do and Mr. Owen replied that PCJWSA didn t have the right type of equipment and manpower. Direct Gogas continued with a question of who Crenshaw was and Mr. Owen replied that it was a customer refund. Page 1 of 5

2 Motion Director Price moved to approve the accounts payable for 11/1, 11/15 and 11/30/2017. Director Carlton seconded, and the motion carried unanimously. B. Fiscal Year 2017/2018 Director Gogas said he had a few questions regarding the Master Plans since going on the tour of PCJWSA. Director Gogas asked when PCJWSA would start replacing items and Chair McVicker asked if this was regarding the fiscal year and Director Gogas said no he thought the meeting had moved on to the Manager s Report. MANAGER S REPORT Mr. Owen said that the split samples done with DEQ a few months ago came back very close and Ray Browning did a great job. Mr. Owen reported that the Internet Policy that was asked about has been completed. Mr. Owen continued that Chair McVicker and he took Director Gogas on an infrastructure tour and hopefully answered some of his questions. Director Gogas said it was very helpful and is looking forward to seeing the 100K and the Beaver property. Mr. Owen said that it was the 600K that was missed not the 100K. Director Gogas said he would like to see the lift stations on a replacement list and Chair McVicker said they were scheduled in the Master Plan. Chair McVicker suggested that Director Gogas go through the Master Plan. Director Gogas asked if the tanks were on a schedule for cleaning and Mr. Owen asked if he meant the reservoirs and Director Gogas said yes. Mr. Owen reported they were on a schedule. Director Gogas asked about the line from Pacific City to Woods, the asbestos line and when would it be taken care of. Chair McVicker stated that it was also in the Master Plan. NEW BUSINESS UNFINISHED BUSINESS A. WWTP Improvement Page 2 of 5

3 Mr. Owen said that the upgrade project had finally started. Mr. Owen continued that McClure and Sons had started moving in equipment and electrical lines. Mr. Owen stated that he still wanted the Directors to get together for a photo opportunity with the construction signage. Discussion ensued until it was decided that Mr. Owen would send out a Doodle Pool with five different days available. B. Manager Evaluation Process Director Carlton said he wrote a summary to go out to a competitive company to HR Answers but wanted to wait for the community engagement conversation first. C. Community Engagement Chair McVicker stated that this conversation is for the board to determine policy so staff can come up with a plan for the next ten to fifteen years. Chair McVicker continued that this policy should be inclusive of all of the different types of customers we have. Chair McVicker asked the board what they would like to see in the policy. Director Price said one of things is what was just said in having different customer groups and stating the goal of conversing with each of the groups i.e. residential, vacation, commercial. Director Gogas asked if stuffers went out with the bills and Mr. Owen replied in the affirmative. Director Price said the ways of being present in the community should be in the policy along with the solicitation of periodic input from the customers. Director Price continued with having a presence in different community meetings. Discussion continued. Director Gogas asked about the High School and getting them involved with PCJWSA. Mr. Owen stated that he had approached them many times with no response. Director Carlton said that we needed to upgrade our public relations game. Director Carlton continued that some of the things we need to expound on are the WWTP Master plan - skid at Horn Creek. Director Carlton said that these are great opportunities to interact and educate the community. Director Price voiced that the CAC tried every method of communication with the public and could not get participation in conversations. Director Price continued that it was a good start to have a goal but cautioned not to have too great an expectation. Chair McVicker asked how/when would we know it had been successful, how would it be defined. Director Price said that maybe there a small survey at the end of each meeting asking pertinent questions to find out if the meeting met all of their needs. Director Gogas said that appreciation was important. Director Carlton reminded Director Gogas since he was affiliated with the Citizens Oversight Committee, that a year ago Director Carlton met them at the Oar House one night to discuss the upgrade. Feedback from those people would have been a great opportunity. Chair McVicker said she would write up what had been discussed to date and send a recap out to the board. Chair McVicker stated that if the employees were going to be accountable then the board needs to know how to define success. Director Carlton replied that whether or not people show up PCJWSA still needs to proceed and maintain engagement. Page 3 of 5

4 Chair McVicker said that Mr. Owen and Ms. Hughes wrote a survey monkey asking the customers how they would like to be interacted with and it will be shared at the January meeting. GUEST QUESTIONS AND COMMENTS Mr. Moffitt asked how it is possible that the community needs an upgrade while allowing a large hotel without needing additional improvements between them and the wastewater treatment plant. Mr. Owen explained that they were not inclusive of each other, that no distribution improvements were necessary. Discussion ensued regarding the hotel and the wastewater treatment plant upgrade. Director Carlton said that this discussion was a good example of disconnect between the board and the community. Mr. Jimerson said that PCJWSA lost all creditability when the public was told an eleven million dollar upgrade was going to happen and only asked how they wanted to pay for it. Discussion continued and moved to PCJWSA capacity, moratoriums and county remodel tax. Mr. Jimerson continued to state that PCJWSA could have spent less money on an upgrade. Directors Carlton and Price reiterated that there were rules that needed to be followed and after thoughtful, long and involved conversations the board made the best decision to satisfy state and federal laws along with long range goals. Mr. Moffitt asked if the new planning zone recommendations affected the size of the wastewater treatment plant size. Director Price stated no, first the zoning plan was in draft form, changes have been made and a new draft will be forthcoming. Mr. Jimerson reiterated that the zoning changes being discussed were supposedly for affordable housing. Mr. Jimerson continued that when asked about the affordable housing, the Chamber of Commerce replied it was for employees of the businesses. Chair McVicker stated that Director Price was speaking to the question of the zoning in reference to the size of the wastewater upgrade and all other zoning issues should be taken up with the CAC. EXECUTIVE SESSION UNSCHEDULED BUSINESS Page 4 of 5

5 CHAIRMAN/DIRECTOR COMMENTS Director Gogas asked if the board was going to review the internet, Wi-Fi and telephone policy. Mr. Owen replied that is was in place and was expounded plan from the employee manual. Chair McVicker said that Director Gogas would be given a copy. Chair McVicker adjourned the meeting at 6:09 PM. The PCJWSA Board of Directors approved these minutes on January 02, 2018, by the following votes: Aye Nay Abstain Absent ATTEST: Carolyn McVicker, Chair Tony Owen, Authority Manager Page 5 of 5