RECORD OF PROCEEDINGS

Transcription

1 RECORD OF PROCEEDINGS MINUTES OF A REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE SPRING CANYON WATER AND SANITATION DISTRICT HELD August 21, 2013 A regular meeting of the Board of Directors of the Spring Canyon Water and Sanitation District (referred to hereafter as "Board") was convened on Wednesday, the 21 st day of August, 2013, at 7:00 P.M., at 4908 Shoreline Drive, Fort Collins, Colorado, 80526, Larimer County. ATTENDANCE Directors In Attendance Were: Tim Schmitt, President Richard Emery, Vice President James Gerard, Treasurer Tom Dougherty, Director Craig Temaat, Director Also In Attendance Were: Kevin Barricklow and Darla Howard; Spring Canyon Water and Sanitation District Stan Myers and Chad Walker; Pinnacle Consulting Group, Inc. Linda Dibble, Sean Dibble, Hope Dibble, and Jim Taylor; Alberts Water & Wastewater Specialists, Inc. CALL TO ORDER The Regular Meeting of the Board of Directors of Spring Canyon Water & Sanitation District was called to order by Chairman Schmitt at 7:09 p.m. Chairman Schmitt declared that a quorum of the Board was present. All Board Members confirmed their qualification to serve on the Board, and that prior to the meeting they had been notified of the meeting. MEETING NOTICE Ms. Howard reported that the Annual Notice of Regular Board Meetings had been provided to the Larimer County Clerk and Recorder for posting on the bulletin board as required by statute. AGENDA The Board reviewed the agenda and upon motion duly made by Director Dougherty, and seconded by Director Temaat, it was unanimously RESOLVED to approve the August 21, 2013 agenda as presented. _ APPROVAL OF MINUTES The minutes of the July 17, 2013 regular meeting were presented and reviewed.

2 Upon motion duly made by Director Dougherty and seconded by Director Gerard, it was unanimously RESOLVED to approve the Minutes of the July 17, 2013 regular meeting as presented. _ CONSIDER JULY DISBURSEMENTS The Board reviewed the July disbursements totaling $79, Upon motion duly made by Director Gerard and seconded by Director Dougherty, it was unanimously RESOLVED to ratify the July 2013 disbursements in the amount of $79, as noted above. CONSIDER CUSTOMER REQUESTS AND INPUT OPERATIONS REPORT There were no requests brought before the Board. _ Mr. Barricklow reported: Four utility locates were performed. The Arrowhead tank mixer was placed into operation. Two lot development requests (4 possible locations) requiring tap purchases were received; three of the locations would require pipeline extensions if the buyer proceeds. Connell Resources was contacted for their input. Bulk water sales of 40,000 gallons to Horsetooth Lake Estates for road resurfacing were made. Connell Resources has been scheduled to excavate and replace Fire Hydrant #1 at the PFA station due to operational problems. The district will supply materials. Control problems encountered at Lift Station #4 have been resolved. Third quarter sampling TOC, TTHM and HAA5 has been completed as well as August bacteriological sampling. System orientation with Alberts Water and Wastewater Specialists for operations backup was performed. Notice of Intent to Apply for Funding through the State Drinking Water Revolving Fund was submitted. Results of Volatile Organic Chemicals (VOCs) samples, taken at two customer s taps indicated all levels below EPA National Drinking Water Standards. 3,408,110 gallons water sold for June/July was 120% of previous five year average. _ Page 2

3 MANAGERS REPORT Manager Myers reported: Health Insurance Manager Myers reported that Steve Magill, the district s agent recommended staying with United Healthcare. This recommendation was reviewed with the employees and involves a 10.5% increase in premium to $2571/month. Pinnacle concurs with the recommendation, and the Directors agreed. Property & General Liability Insurance Manager Myers and Mr. Barricklow met with Gary Grensky of F& W Insurance and Glatfelter. Mr. Barricklow provided amended replacement costs for some of the facilities based on recent system improvements. This increased property values resulting in an initial higher premium. In follow-up discussions, these estimates are being adjusted to reflect increased equipment costs and smaller increases in facility costs. A revised policy quote reflecting more current values is expected next week. Computer Systems Update New computers and software have been installed, new addresses are in place for each employee using their first Remote access has been set up on the billing computer allowing access to Pinnacle. The DSL connection is working adequately now that the backup system is in place, and until a need arises no further action will be taken to improve the DSL connection. The Ricoh copier was installed and a 48 month lease was signed. Darla is evaluating options for processing new bill forms on her laser printer as suggested by Harris Computer. Communication System Greg Ford has related that he has no trouble receiving all the alarms with his current cell service, Verizon Wireless. Pinnacle has followed up with Alberts Water and Wastewater Specialists to develop a cost for providing an on-call backup wherein two of their employees would also receive alarms after Greg. Field communications during the workday remains an issue that needs to be addressed. Greg Ford Greg Ford has provided documentation that he is ready to assume a full workload in mid-august, including meter reading, general maintenance, and line breaks. Mr. Ford highly praised Kyle Emery who returned to work at the School District August 15 th. Constituent Issues: Manage Myers advised the Directors that both customers who had complained of taste and odor issues had samples independently drawn by Stewart Environmental Labs. Both sets of samples came back well within the National Primary Drinking Water Regulation. Both customers received copies of the Taste and Odor Incident Summary and lab results. We have had no further questions from either party. Page 3

4 Human Resources Manager Myers, Rick Emery, and Tim Schmitt met with Kevin Barricklow on July 23rd to discuss his future goals and position at Spring Canyon Water & Sanitation District. Principal points of the discussion included: a) Kevin will continue to add further definition and time estimates to the Special Projects List included with his June 27 letter. b) Alberts Water and Wastewater Specialist Inc. (Alberts) will be involved in a further exploration of these Special Projects. c) All agreed there could be six months to a year s work of work identified within the rough scope of items on the Special Projects list. This estimate, however, would be dependent on how the efforts might be shared with Alberts. d) Follow-up discussions are needed to establish a complete scope for these projects, a timetable for these tasks and a timeframe, and a compensation package to transition Kevin out of the ORC role. Canal Shutdown The Directors were advised Northern Colorado Water Conservancy District has scheduled the annual maintenance of the Hansen Feeder Canal for September 20 th through October 4 th. Manager Myers expressed concerns about Greg Ford s involvement in placing the damns and suggested Alberts might be useful in this area. Alberts Water & Wastewater Specialist Inc. Linda Dibble introduced her team and outlined proposed services to be provided to the District. These monthly services include ORC certification, two site visits per week by operator, weekend site visits, all monthly reporting, all required sampling, includes lab prices and delivery to state certified lab, administrative support for correspondence to CDPHE when necessary, updates to Water Monitoring Plans as needed, Water Sampling Schedule, Inspection at facility with CDPHE when needed, Standard Operating Procedures (SOP s), emergency response plans, cross connection plans & line break disinfection procedures. After some discussion it was agreed that Pinnacle would present a Needs Assessment, revised Organization Chart, and verify with Alberts that they will complete their proposed Operations Assessment for the next Board Meeting. Upon motion duly made by Director Dougherty, and seconded by Director Emery, it was unanimously RESOLVED to accept the AWWS proposal to provide monthly ORC services and develop the Drinking Water Monitoring Plan as presented and provide a Distribution System Assessment at no additional charge. The proposed Computerized Maintenance and Management System Page 4

5 discussion was tabled for consideration at a later date. CBT Pricing Impact on Fees The Directors discussed the current cost of CBT water in relation to the District s water tap fee schedule. Upon motion duly made by Director Gerard, and seconded by Director Dougherty, it was unanimously RESOLVED to prepare a Resolution to modify the water tap fee for 5/8 to ¾ inch taps to consist of one unit of Colorado Big Thompson Project Water and a plant investment fee of $4, _ STATUS REPORT FCLWD IGA Director Dougherty stated that Mr. DiTullio indicated the item was again presented to his Directors. _ OTHER MATTERS Upon request of Mr. Brendan Campbell of Pinnacle Consulting Group, Ms. Howard requested authorization to purchase the Cash Control module which produces the bank reconciliations from USTI. The cost of the module is $395, and the annual maintenance is $120. The Board directed Ms. Howard to purchase the Cash Control module. Director Gerard advised the Directors that Little Thompson Water District has a water storage tank available for purchase. Manager Myers will inquire about this tank and report to the Board next month. _ ADJOURNMENT Upon motion duly made by Director Gerard, and seconded by Director Emery, it was unanimously RESOLVED to continue the regular meeting to Tuesday, August 27, 2013 at 7:00 p.m. Respectfully submitted, By: Darla Howard, Secretary for the Meeting Page 5