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ELK CITY WATER & SEWER ASSOCIATION P. O. BOX 335 ELK CITY, IDAHO 83525 208-842-2315 SAMPLING RESULTS 2005-2006 ________________________________________________________________________ I am not behind on posting minutes - if you would like to see them posted here please attend a water board meeting and express this idea as at the last meeting it was voted to not continue putting minutes on the internet (July 2006) I think they would email you a copy if you contact janes@camasnet.com . BOARD OF DIRECTOR’S MEETING ELK CITY WATER AND SEWER ASSOCIATION, INC.
The regular meeting of the Board of Directors of the Elk City Water and Sewer Association was called to order by Richard Lynch, President; at 7:00 p.m. Directors present were Mike Evett, Vice President, Cocoa Anderson, Secretary/Treasurer, and Mike Howzen, Director. Employees present were Loren Anderson, Operator, Gerold Sarbacher, Operator, and Jane Sarbacher, Clerk/Operator. Visitors: David Newbigging, Gay Rozzell, and Alex Duncan.
MINUTES: Cocoa Anderson moved to accept the March 30, 2006, minutes (Opening of Bids) as corrected; Mike Howzen seconded the motion, the motion carried.
Cocoa Anderson moved to accept the April 3, 2006, minutes (Regular Business Meeting) as presented; Mike Howzen seconded the motion, the motion carried.
Mike Howzen moved to accept the April 21, 2006 minutes (Opening of Bids); Mike Evett seconded the motion, the motion carried.
TREASURER’S REPORT: Mike Howzen moved to accept the Treasurer’s Report and pay the bills in the amount of $5,599.67; Mike Evett seconded the motion, the motion carried.
OPERATOR’S REPORT
IDEQ COMMUNICATIONS
The monthly DEQ reports had one error. Anna Moody helped and the reports were completed correctly and on time.
WATER TREATMENT PLANT
The plant pumped 1,837,520 gallons of water for the month and produced 1,157,800 gallons of finished water. During the month, turbidities ranged from 0.02 to 0.09 (average .04) in the finished water (63% Efficiency).
PROBLEMS ENCOUNTERED
A new kit for the clearwell chlorine indicator was installed. This and the contact chamber chlorine indicator have to be changed monthly.
The meters for filter unit #1 and #2 have stopped working. The raw water meter needs a backup at all times. Without that meter, the plant does not run. The finished water meter seems to be working fine, but a backup would be beneficial. The manufacture (McCrometer) of these meters was contacted. The meters can be repaired. Kits will have to be purchased then the broken parts can be sent back for repair. If it is done this way, there will always be a backup for each meter without the expense of a whole new meter for quite some time.
RESERVOIR
We continue to operate the system with the level in the reservoir kept at one-half its capacity, per the suggestions of Gary Bolen at EHM Engineers.
Three Chlorine and pH tests were completed on the old reservoir in preparation for use during repairs on the new reservoir.
Chlorine: 0.14 pH: 8.85 Chlorine: 0.02 pH: 8.68 Chlorine: 0.14 pH: 8.51
These were random grabs with the chlorine levels to low to put into the distribution system.
The old reservoir was drained May 1, 2006. It will be refilled when confirmation of date and time for the repairs on the new tank are verified.
Sewage Lagoon
The lagoon depth has gone from 2.10 to 1.8 in the last week. It should be turned off by the end of the month which means no lab costs until it is turned back on. The chlorine has been harder to regulate than in the winter but seems to be straighten out. The pH level has been running a little high (approximately 9 – 7 is neutral). If it does not come down in a few days, soda ash can be introduced into the system at the Baptist Church.
Customers
Account #92 – Mary Kay Morgan. The source for the water running underneath her house was found and fixed. An old meter had been left in the open position.
Account #35 – Barbara Thompson. Barbara requested that her water be turned back on after shut off due to a leak. She was assisted in repairing leaks and everything is working properly.
Account # 450 – Peggy Lovell. Meter shutoff per customer request.
Account #100 – Kaye Turner. Meter shutoff.
Account #340 – Joe King. Meter shutoff.
GENERAL INFORMATION
Extensive cleaning is going on at the water plant. All the lines are being cleaned once a week (more if needed). This has really controlled the turbidities. The spring run off gave us a little trouble, but it was controlled within a few days with frequent cleaning of lines, flushes, and backwashes.
The operators want to thank Carol Doherty for her assistance with reading meters. She has offered to help whenever needed.
DECISION
Loren Anderson was instructed to complete repairs on account #25’s meter. It needs to be dug up and reconnected. The Board okayed hiring Arnie Fisher and his backhoe for the job. If Arnie is not available Mike Howzen will be called.
The operators reported that Unit #1 and #2’s meters have stopped working. They also informed the Board that if the raw water meter stops working, no water can be made until it is replaced (unless someone can be found to jump the PLC. The operators and Board do not know how to do this).
New Meters: Raw Water $1,488 Repair Kit $524 Finished Water $1,000 Repair Kit $524 Unit #1 $1,480 Repair Kit $175 Unit #2 $1,480 Repair Kit $175
The operators were instructed to purchase one new raw water meter and two repair kits for the filter units.
NEW BUSINESS: Dave Newbigging inquired about the running of the plant and the financials. He was assured that the plant is running fine and the Board is still very short of funds.
The Board decided to take unpaid, hard-to-collect accounts to small claims court in an attempt to collect payments. Any account that is in arrears 90 days will be filed. Partial payments on these account will no longer be accepted.
With Mike Nelson leaving the area, it is necessary to appoint a new Board member. Richard Lynch has talked to Spencer Parton, and he has agreed to replace Mike Nelson. The Board agreed that Spencer Parton would be an excellent choice as he is a business owner.
OLD BUSINESS: The Board will be reviewing overage fees in the next couple of months. Clerk states that there does not seem to be anything out of the ordinary.
DELINQUENT ACCOUNTS: There were eight Delinquent Accounts in April 2006. Account Numbers 100, 105, 205, 225, 315, 340, 410, and 460. Delinquent letters went out with the billing April 1, 2006. Two account were shutoff for lack of payment: Accounts# 100 and 340.
Mike Howzen moved to adjourn the meeting at 8:40 p.m.; Mike Evett seconded the motion, the motion carried. The next meeting will be Monday, June 5, 2006, at 7:00 p.m. at the Forest Service Conference Room.
__________________________ _________________________ Richard Lynch, President Mike Evett, Vice-President
__________________________ _________________________ Cocoa Anderson, Sec/Tre Mike Howzen, Director
The regular meeting of the Board of Directors of the Elk City Water and Sewer Association was called to order by Richard Lynch, President; at 6:31 p.m. Directors present were Mike Evett, Vice President, Cocoa Anderson, Secretary/Treasurer, Mike Nelson, Director, and Mike Howzen, Director. Employee present was Jane Sarbacher, Clerk. Visitors: Loren Anderson, Anna Moody, DEQ, and Tom Moore, DEQ.
MINUTES: Cocoa Anderson moved to accept the March 10, 2006, minutes (Meeting with Scott Hamstra) as corrected; Mike Nelson seconded the motion, the motion carried.
Mike Nelson moved to accept the March 10, 2006, minutes (Regular Business Meeting) as presented; Cocoa Anderson seconded the motion, the motion carried.
TREASURER’S REPORT: Mike Nelson moved to accept the Treasurer’s Report and pay the bills in the amount of $11,072.51; Mike Howzen seconded the motion, the motion carried.
CORRESPONDENCE: A letter from Betty Nitz questioning the EDUs Sleepy Hollow is being charged. Betty will be sent a letter asking for more detail.
A letter from Mt. Baker Silo stating that our reservoir will be warranted for the duration of the loan (30 years) starting in 2002.
OPERATOR’S REPORT
Jon Menough’s last day was March 18, 2006. Before he left he instructed Jane Sarbacher on the reports to DEQ and EPA and all the water testing that is required each month. These were all completed.
Because of the heavy rains, the water plant has been experiencing some problems with turbidities. It seems to be settling down the last week.
Peggy Lovell has requested to have her meter shut off. And, Candace Farber has been informed of the leak at her residence.
There is still a leak at Account #92. It will be looked into further.
The clearwell pump still needs to be aligned. Mike Howzen and Mike Evett will work with Loren Anderson to get it aligned properly.
There is extensive cleaning being done at the plant. Regular maintenance has been set up and is working well.
NEW BUSINESS: Anna Moody and Tom Moore from DEQ gave a presentation on a Drinking Water Protection Plan.
If the Board is interested in completing a plan, they could be eligible for grant money to protect and/or clean up Elk Creek.
This is a voluntary project that DEQ wanted to make Elk City Water and Sewer Association aware of.
DEQ would be available attend meetings and help write the plan. Anna Moody agreed to send a sample plant for the Board to look over.
Framing Our Community is in the process of protecting the stream by fencing it. There is a possibility of partnering with them.
DEQ Wed Site: www.deq.idaho.gov
Mark Thornton thought he had found a major leak at the meter box on property his family has purchased. (Chlorine test were done to determine if it was system water. The results showed it to be run off water not system water.)
After discussion, Mike Evett made a motion to generate outlining our charges for service and payment plans available; Mike Nelson seconded it, the motion carried.
The propane tank ran empty in March. ICP came up and checked for leaks. After determining there were no leaks, the tank was filled.
Jane Sarbacher brought up the need for a heater for the office. It will be discussed in the fall.
OLD BUSINESS: The Outpost’s retroactive fees were waived.
DELINQUENT ACCOUNTS: There were three Delinquent Accounts in April 2006. Account Numbers 100, 105, and 340. Delinquent letters went out with the billing April 1, 2006.
Cocoa Anderson moved to adjourn the meeting at 8:35 p.m.; Mike Nelson seconded the motion, the motion carried. The next meeting will be Monday, May 1, 2006, at 7:00 p.m. at the Forest Service Conference Room.
__________________________ _________________________ Richard Lynch, President Mike Evett, Vice-President
__________________________ _________________________ Cocoa Anderson, Sec/Tre Mike Nelson, Director
__________________________ Mike Howzen, Director
The regular meeting of the Board of Directors of the Elk City Water and Sewer Association was called to order by Richard Lynch, President; at 8:45 p.m. Directors present were Mike Evett, Vice President, Cocoa Anderson, Secretary/Treasurer, and Mike Howzen, Director. Employee present was Jane Sarbacher, Clerk. Visitor: Loren Anderson.
MINUTES: Cocoa Anderson moved to accept the February 3, 2006, minutes as corrected; Mike Evett seconded the motion, the motion carried.
Cocoa Anderson moved to accept the February 9, 2006, minutes as corrected; Mike Evett seconded the motion, the motion carried.
Cocoa Anderson moved to accept the February 10, 2006, minutes as corrected; Mike Nelson seconded the motion, the motion carried.
TREASURER’S REPORT: Mike Evett moved to accept the Treasurer’s Report and pay the bills in the amount of $11,072.51; Mike Howzen seconded the motion, the motion carried.
CORRESPONDENCE: Presnell and Gage completed and sent the delinquent 990s for tax years 2001, 2002, and 2003. A letter of apology and request to waive fees was included with the signed 990s and sent on to the IRS.
DEQ sent our sampling schedule.
Harold Martin sent a letter concerning his required hookup to the water and sewer system. The Board discussed the letter. Mike Evett stated that Harold Martin needs to make application and pay the application and hookup fee.
Mt Ida sent confirmation of the internet hookup at the water plant. The clerk will hookup on March 31, 2006, and the e-mail address is: ecwsa@mtida.net
Mike Bissell sent several items of correspondence. The lawyer is on hold to give Mt Baker Silo the time needed to get the reservoir repaired.
OPERATOR’S REPORT
IDEQ Communications: None
Water Treatment Plant: The plant pumped 1,132,000 gallons of water for the month and produced 1,103,000 gallons of finished water (97% operating efficiency). Average operating efficiency for the year has been 91%. During the month, turbidities ranged from 0.04 to 0.13 in the finished water.
Problems Encountered: The coupling between the motor and the pump on the clearwell pump failed again this month. It appeared that something happened during the month to cause the alignment to go out, causing the failure. The pump and the motor are supposed to be aligned within 0.005 inch. However, because of the lack of proper adjustment screws, it has been impossible to align the two sides of the coupling this close. When the coupling was replaced this time, I was able to get the alignment within 0.018, but no closer.
We also continued to try to identify the source for the water that is coming out from under Mary Kay Morgan’s house. We are losing approximately 10,000 gallons per day from this leak. We have attempted to trace water lines that may be leading to this leak and have identified at least three lines that could be causing the problem. It is likely that one of these is connected to a water main at some point through an old meter that is not longer being used. But because of the snow cover and frozen ground, we have not been able to isolate any particular place to attempt to locate this meter and/or meter box. When the snow is gone, this needs to be made a priority repair.
The pH meter in the water plant began acting up in February. I was unable to re-calibrate it despite several attempts and have ordered a new probe. Hopefully I will receive it in the next several days and have it installed by the end of next week. Until this is repaired, we continue to manually check pH on a daily basis in the Lab.
Reservoir: We continue to operate the system with the level in the reservoir kept at one-half its capacity, per the suggestions of Gary Bolen at EHM Engineers.
Sewage Lagoon: No significant problems occurred with lagoon operations or sewage collection during January. Run times on Pump 2 at the lift station continue to exceed those of Pump 1, suggesting that this will need attention in the future. Customers: Candace Farber has a substantial overage. She was call but called back to say there is no leak. Mike Howzen informed the Board that they know they have a water leak.
NEW BUSINESS: The clerk will move into the water plant by April 1, 2006. Business hours will be Wednesdays and Thursdays 8 a.m to 1 p.m.
Mike Howzen wanted clarification on Dick Cheney’s accusation that the drinking water is poisoning his renters and patrons of the bar. Since there is no testing or documentation or known illness, the Board determined to have Dick Cheney provide proof of his accusation.
OLD BUSINESS: Mike Howzen questioned the proposed budget and wanted to know if making the USDA-RD Loan payment was feasible. The clerk stated that making the loan payment would require saving $4,000 per month for the next four month and that isn’t probable. Mike Howzen also pointed out that the actual figure of projected income is $7,364 less than the budget and that is much less than our projected bare bones expense. He stated that this budget is not going to work for a year unless we come up with a way to generate an extra $7,364. Cocoa Anderson pointed out that Elk City Water and Sewer Association is providing a utility the same as the phone or electric which have both gone up substantially. The community argues raising fees for water because it is run by a community board. Mike Howzen pointed out that we our already in a deficit on the 2006 budget. Richard Lynch stated we would have to deal with it when we come to it.
Loren Anderson asked if insulating the water plant would be feasible. It would save a substantial amount of money in propane over a year. The problem is lack of funds for the project. Mike Howzen stated that the budget committee had discussed special assessments. If there is a project that needs attention immediately that would be a special assessment attached to each EDU to cover the expense.
The Board discussed e-mail billing. The clerk will send out a survey with the May 1, 2006, billing to see if there is any interest from the community.
Cocoa Anderson asked about the meter at the FOC building. They have been notified to contact one of the Board members to discuss when a meter will be place, but no response has been made.
DELINQUENT ACCOUNTS: There were three Delinquent Accounts in March 2006. Account Numbers 100, 105, and 340. Delinquent letters went out with the billing March 1, 2006.
Cocoa Anderson moved to adjourn the meeting at 9:40 p.m.; Mike Howzen seconded the motion, the motion carried. The next meeting will be Monday, April 3, 2006, at 7:00 p.m. at the Forest Service Conference Room.
_____________________________ ____________________________ Richard Lynch, Vice-President Cocoa Anderson, Sec/Tre
_____________________________ ____________________________ Pat Doherty, Director Mike Evett, Director
March 10, 2006
A special meeting of the Board of Directors of the Elk City Water and Sewer Association and Scott Hamstra, Mt. Baker Silo was called to order by Richard Lynch, President; at 6:05 p.m. Directors present were Mike Evett, Vice President, Cocoa Anderson, Secretary/Treasurer, and Mike Howzen, Director. Employee present was Jane Sarbacher, Clerk. Visitors: Trent Woods and Vickie Guthrie.
Richard Lynch explained that the purpose of this meeting with Scott Hamstra was to come to a mutual agreement concerning the operations of the reservoir tank which is not functioning properly at this time (excessive leaking, inability to fill over one-half full, etc). And, to discuss the amount of water that has been lost and how the Association will be reimbursed and the tank warranty.
Scott Hamstra went through the liner project that took place in November 2005. He explained that the cold weather caused the concrete patching to reopen. He stated that it was apparent shortly after the liner was installed that it was leaking. Due to the weather getting colder, it was decided to wait until Spring 2006 to start new repairs.
The plan is to get the liner guys back over here as soon as the weather warms up. The required temperature was discussed. Scott Hamstra stated that 40 degrees during the day would be adequate.
Richard Lynch asked Scott Hamstra for a written guarantee on the tank. Scott stated that he would not expect a problem in ten years, but if there is, he would not build a 30 year tank for nothing. Richard Lynch asked him to put into writing what he would propose.
Richard Lynch brought up the expense connected with the tank leakage. He proposes that Mt Baker Silo pay for 3,000 gallons per day for the previous 18 months. Scott Hamstra did not agree with these figures. He feels that the billing should start in June 2005 (10 months) because that is when a large piece of concrete popped off the tank and the significant leaking started.
Richard Lynch stated the Board has documentation proving the leakage was substantial already in 2002. Richard Lynch also wanted Scott Hamstra to take into consideration the emptying of the tank for repairs. Scott Hamstra agreed to look at the issue of reimbursement for the leakage.
Mike Howzen stated that properly cured concrete determines, to a great extend, the life-span of the tank. Since we had concrete that started to kick before it was poured, how structurally sound is that, especially since it was in the bottom courses. Scott Hamstra stated that that could be a concern. Mike Howzen asked if it would be wise to take rebar, make rings, and put a form on the outside of the tank and pour a second pour up against the original pour for approximately the bottom one-quarter or one-third for support for the concrete that is not properly kicked.
Scott Hamstra stated that he had considered that but, for money purposes, he would like to try patching it first. If patching does not work the next repair will be discussed at length and this suggestion would be seriously considered. Scott Hamstra was asked to put that in writing which he agreed to do.
Richard Lynch said the discussion could be capped for now. That the minutes would be e-mailed to Scott Hamstra, and the Board would look for a proposed solution for reimbursement of the water leakage and tank warranty.
Scott Hamstra apologized for the tank and truly wants to resolve the problems.
Richard Lynch moved to adjourn the meeting at 6:35 p.m. The next meeting will be the Second Membership Meeting Friday, March 10, 2006, at 7:00 p.m. at the Forest Service Conference Room.
________________________________ ________________________________ Richard Lynch, President Cocoa Anderson, Sec/Tre
________________________________ ________________________________ Pat Doherty, Director Mike Evett, Director
March 10, 2006
The second membership meeting of the Board of Directors of the Elk City Water and Sewer Association was called to order by Richard Lynch, President; at 7:00 p.m. Directors present were Mike Evett, Vice President, Cocoa Anderson, Secretary/Treasurer, and Mike Howzen, Director. Employee present was Jane Sarbacher, Clerk. Visitors:
MINUTES:
TREASURER’S REPORT:
CORRESPONDENCE:
NEW BUSINESS:
OLD BUSINESS:
moved to adjourn the meeting at 8:40 p.m. The next meeting will be the regular meeting of the Board of Directors, Friday, March 10, 2006, immediately following this meeting, at the Forest Service Conference Room.
____________________________ ____________________________ Richard Lynch, Vice-President Cocoa Anderson, Sec/Tre
____________________________ ____________________________ Pat Doherty, Director Mike Evett, Director
March 10, 2006y99569
The regular meeting of the Board of Directors of the Elk City Water and Sewer Association was called to order by Richard Lynch, President; at 8:45 p.m. Directors present were Mike Evett, Vice President, Cocoa Anderson, Secretary/Treasurer, and Mike Howzen, Director. Employee present was Jane Sarbacher, Clerk. Visitor: Loren Anderson.
MINUTES: Cocoa Anderson moved to accept the February 3, 2006, minutes as corrected; Mike Evett secondedy788 the motion, the motion carried.
Cocoa Anderson moved to accept the February 9, 2006, minutes as corrected; Mike Evett seconded the motion, the motion carried.
Cocoa Anderson moved to accept the February 10, 2006, minutes as corrected; Mike Nelson seconded the motion, the motion carried.
TREASURER’S REPORT: Mike Evett moved to accept the Treasurer’s Report and pay the bills in the amount of $11,072.51; Mike Howzen seconded the motion, the motion carried.
CORRESPONDENCE: Presnell and Gage completed and sent the delinquent 990s for tax years 2001, 2002, and 2003. A letter of apology and request to waive fees was included with the signed 990s and sent on to the IRS.
DEQ sent our sampling schedule.
Harold Martin sent a letter concerning his required hookup to the water and sewer system. The Board discussed the letter. Mike Evett stated that Harold Martin needs to make application and pay the application and hookup fee.
Mt Ida sent confirmation of the internet hookup at the water plant. The clerk will hookup on March 31, 2006, and the e-mail address is: ecwsa@mtida.net
Mike Bissell sent several items of correspondence. The lawyer is on hold to give Mt Baker Silo the time needed to get the reservoir repaired.
OPERATOR’S REPORT
IDEQ Communications: None
Water Treatment Plant: The plant pumped 1,132,000 gallons of water for the month and produced 1,103,000 gallons of finished water (97% operating efficiency). Average operating efficiency for the year has been 91%. During the month, turbidities ranged from 0.04 to 0.13 in the finished water.
Problems Encountered: The coupling between the motor and the pump on the clearwell pump failed again this month. It appeared that something happened during the month to cause the alignment to go out, causing the failure. The pump and the motor are supposed to be aligned within 0.005 inch. However, because of the lack of proper adjustment screws, it has been impossible to align the two sides of the coupling this close. When the coupling was replaced this time, I was able to get the alignment within 0.018, but no closer.
We also continued to try to identify the source for the water that is coming out from under Mary Kay Morgan’s house. We are losing approximately 10,000 gallons per day from this leak. We have attempted to trace water lines that may be leading to this leak and have identified at least three lines that could be causing the problem. It is likely that one of these is connected to a water main at some point through an old meter that is not longer being used. But because of the snow cover and frozen ground, we have not been able to isolate any particular place to attempt to locate this meter and/or meter box. When the snow is gone, this needs to be made a priority repair.
The pH meter in the water plant began acting up in February. I was unable to re-calibrate it despite several attempts and have ordered a new probe. Hopefully I will receive it in the next several days and have it installed by the end of next week. Until this is repaired, we continue to manually check pH on a daily basis in the Lab.
Reservoir: We continue to operate the system with the level in the reservoir kept at one-half its capacity, per the suggestions of Gary Bolen at EHM Engineers.
Sewage Lagoon: No significant problems occurred with lagoon operations or sewage collection during January. Run times on Pump 2 at the lift station continue to exceed those of Pump 1, suggesting that this will need attention in the future. Customers: Candace Farber has a substantial overage. She was call but called back to say there is no leak. Mike Howzen informed the Board that they know they have a water leak.
NEW BUSINESS: The clerk will move into the water plant by April 1, 2006. Business hours will be Wednesdays and Thursdays 8 a.m to 1 p.m.
Mike Howzen wanted clarification on Dick Cheney’s accusation that the drinking water is poisoning his renters and patrons of the bar. Since there is no testing or documentation or known illness, the Board determined to have Dick Cheney provide proof of his accusation.
OLD BUSINESS: Mike Howzen questioned the proposed budget and wanted to know if making the USDA-RD Loan payment was feasible. The clerk stated that making the loan payment would require saving $4,000 per month for the next four month and that isn’t probable. Mike Howzen also pointed out that the actual figure of projected income is $7,364 less than the budget and that is much less than our projected bare bones expense. He stated that this budget is not going to work for a year unless we come up with a way to generate an extra $7,364. Cocoa Anderson pointed out that Elk City Water and Sewer Association is providing a utility the same as the phone or electric which have both gone up substantially. The community argues raising fees for water because it is run by a community board. Mike Howzen pointed out that we our already in a deficit on the 2006 budget. Richard Lynch stated we would have to deal with it when we come to it.
Loren Anderson asked if insulating the water plant would be feasible. It would save a substantial amount of money in propane over a year. The problem is lack of funds for the project. Mike Howzen stated that the budget committee had discussed special assessments. If there is a project that needs attention immediately that would be a special assessment attached to each EDU to cover the expense.
The Board discussed e-mail billing. The clerk will send out a survey with the May 1, 2006, billing to see if there is any interest from the community.
Cocoa Anderson asked about the meter at the FOC building. They have been notified to contact one of the Board members to discuss when a meter will be place, but no response has been made.
DELINQUENT ACCOUNTS: There were three Delinquent Accounts in March 2006. Account Numbers 100, 105, and 340. Delinquent letters went out with the billing March 1, 2006.
Cocoa Anderson moved to adjourn the meeting at 9:40 p.m.; Mike Howzen seconded the motion, the motion carried. The next meeting will be Monday, April 3, 2006, at 7:00 p.m. at the Forest Service Conference Room.
_____________________________ ____________________________ Richard Lynch, Vice-President Cocoa Anderson, Sec/Tre
_____________________________ ____________________________ Pat Doherty, Director Mike Evett, Director
Richard Lynch, Vice President, called the Special Budget Meeting of the Elk City Water and Sewer Association to order at 5:48 p.m. In attendance was Pat Doherty, Director, Mike Evett, Director, Mike Nelson, Director, Jon Menough, Operator, and Jane Sarbacher, Clerk.
Jon Menough and the Board discussed the upcoming Operator’s Contract. The
Board requested that the main backup operator not be a family member. Jon
Menough agreed. Under Section V. the following excerpt will be deleted. Jon Menough was requesting a $30,000 contract but agreed to a $28,000 for the coming year. The lab was discussed. Jon Menough stated that he would charge $20 - $40 per week. The actual cost would have to be determined when there is more information to work with. Richard Lynch thanked Jon Menough for his time. Richard Lynch requested that a cost breakdown be generated for Administrative, Equipment New, and Equipment Hire and Repair. The clerk will take care of that. The clerk presented a breakdown of copying cost (Spreadsheet Attached). There would be a substantial savings if a copier was purchased. Mike Nelson moved to purchase the copier and required supplies; Mike Evett seconded the motion, the motion carried. The Board discussed the possibility of raising reconnect fee. No decision was made. Richard Lynch suggested that a contribution line be added to the billing for those people in dire need of assistance. Two Board members and two persons from the membership should be appointed to view the need on a case by case basis. The Board all agreed it would be a good idea. The clerk suggested that a committee be appointed to review the By Laws. They probably need to be updated and filed. Richard Lynch adjourned the meeting at 7:28 p.m. BOARD OF DIRECTOR’S MEETING ELK CITY WATER AND SEWER ASSOCIATION, INC.
January 12, 2006
Richard Lynch, Vice President, called the Special Budget Meeting of the Elk City Water and Sewer Association to order at 5:40 p.m. In attendance was Cocoa Anderson, Secretary/Treasurer, Pat Doherty, Director, Mike Evett, Director, Mike Nelson, Director, Jon Menough, Operator, and Jane Sarbacher, Clerk. The Board discussed increasing the overage fee. They determined that the fee should cover the actual cost of making water. Cocoa Anderson moved to increase the fee from $4 per 1,000 gallons to $6 per 1,000 gallons of water; Pat Doherty seconded the motion, the motion carried. Mike Nelson suggested that the Board revisit the cost of producing water and overage fee again in six months. The Board addressed the issue of waiving overage fees. It has been the practice of the Board to waive overage fees when a leak is detected and repaired in a timely fashion. They feel that a specific time limit is necessary to help cut cost of water production and decided a 72 hour time limit would be adequate. The clerk was directed to add this new policy to the Elk City Water and Sewer Association’s Operating Rules and Procedures. Other fees the Board reviewed were late and disconnect/reconnect (disconnect and reconnect within 90 days) fees. Cocoa Anderson made a motion to raise the late fee from $10 to $25 and disconnect/reconnect fees from $25 to $50; Mike Nelson seconded the motion, the motion carried. With the rising costs of water production and need for repairs at the lagoon, the Board reviewed the revenue and expense budget. Jon Menough requested $30,000 per year but agreed to $28,000. Jane Sarbacher requested $7,200 per year but agreed to $6,600. There are 111 water and sewer, 15 water only, and 10 standby EDUs. With all this information, the Board determined that a raise in fees would be necessary. NEW FEE SCHEDULE: Water and Sewer ------------------ $60 Water Only ----------------------- $35 Sewer Only ----------------------- $35 Standby -------------------------- $35 Late Fee ------------------------- $25 Disconnect/Reconnect Fee --------- $50 Richard Lynch reported that he had spoken to Trent Woods about the cost of water testing. Richard stated that the actual cost savings to have the testing done onsite as compared with sending it to an outside lab is $9 per week. Since the Association is providing the facilities for the testing, this minimal savings is not adequate. For the use of the facility to do other testing in addition to the Associations, Richard feels there should be no charge. Trent is not in agreement with this; therefore, Jon Menough was directed to purchase the lab equipment necessary for him to do the testing. Mike Evett asked Jon Menough if he is qualified according to the State. Jon replied that he is. Pat Doherty wanted to know how long it would take to get the equipment on line. Jon replied two to three weeks. Pat Doherty moved to have Jon Menough purchase the equipment and get the lab up and running as soon as possible; Cocoa Anderson seconded the motion, the motion carried. When Jon Menough is doing the testing, the Board will determine a fair price to pay him per test. Pat Doherty moved to adjourn the meeting at 7:36 p.m.; Mike Evett seconded the motion, the motion carried. The next meeting of the Elk City Water and Sewer Association will be the Membership Meeting Friday, February 3, 2006, at 7:30 p.m. at the Forest Service Conference Room. The final budget to be presented at the Membership Meeting February 3, 2006 is attached to these minutes. BOARD OF DIRECTOR’S MEETING ELK CITY WATER AND SEWER ASSOCIATION, INC.
December 29, 2005
Richard Lynch, Vice President, Cocoa Anderson, Sec/Tre, Jon Menough, Operator, and Jane Sarbacher, Clerk meet at 1 p.m. to go over last years budget and make some preliminary decision on the 2006 budget. A second budget meeting was held the same evening at 7 p.m. In attendance was Richard Lynch Vice-President, Cocoa Anderson, Sec/Tre, Mike Evett, Director, Pat Doherty, Director, Jon Menough, Operator, and Jane Sarbacher, Clerk. All income information was based on a total of 134 EDUs (120 water and sewer – 14 water only). In 2005, the budget was overspent by $8,461.80 with income short by $10,514.22 to cover the actual 2005 budget. After working on the budget, the board determined that a realistic number for operating in 2006 would be $93,689.90. Three line items were added: Legal Fees, Postage, and Maintenance Supplies and two line items were deleted: Schooling and Travel. The board calculated user fees based on the above number of EDUs and determined that if expenses were to be covered and a reserve built the fees would need to be: Water and Sewer ------- $60 (from $44) Water Only ------- $35 (from $29) Sewer Only ------- $35 (from $29) Standby ------- $35 (from $29) Overage ------- $ 6 per 1,000 gallons of water (from $4) A letter will be sent to the Members of the Association notifying then of the Membership Meeting and the increase of fees with an explanation. December 5, 2005 The regular meeting of the Board of Directors of the Elk City Water and Sewer Association was called to order by Earl Sherrer, President; at 7:05 p.m. Directors present were Richard Lynch Vice-President, Cocoa Anderson, Secretary/Treasurer, Mike Evett, Director, and Pat Doherty, Director. Employees present were Jon Menough, Operator and Jane Sarbacher, Clerk. Visitors: Loren Anderson, Backup Operator. MINUTES: Pat Doherty moved to accept the November 7, 2005 minutes as presented; Cocoa Anderson seconded the motion, the motion carried. TREASURER’S REPORT: The Treasurer’s Report was reviewed. Earl Sherrer explained the reason for the $1,700 expense incurred to repair the leak on Ridgeway Drive. Pat Doherty moved to pay the bills in the amount of $10,038.71; Cocoa Anderson seconded the motion, the motion carried. The clerk informed the board of the $3,255 USDA-RD loan payment due January 1, 2006. She also pointed out the negative balance on the Treasurer’s Report. The budget will be reviewed over the next few weeks. Richard Lynch asked for a breakdown of the Administrative costs. Cocoa Anderson requested the costs for 2003, 2004, and 2005. CORRESPONDENCE: Two letter from USKH and two letters from Highland Enterprises – all pertaining to the reservoir.
OPERATOR’S REPORT
IDEQ Communications: Jon Menough contacted IDEQ regarding a problem we had on November 27, 2005. Regulations require us to maintain enough chlorine in the water to kill (or inactivate) 90% of the bacteria, viruses, and Giardia in the water prior to the first service connection. This percentage of inactivation is primarily dependent on the concentration of chlorine and the total time it is in contact with the water. It is typically referred to as CT. Because of the arrangement of our distribution system, we must meet this requirement before the water leaves the water treatment plant. On that date, while we had chlorine in the water, the level of chlorine dropped below that required to provide this degree of inactivation. In practice, customers potentially affected included the two trailers near the water plant, the Forest Service and the School. However, since it was Sunday, the only two customers potentially affected were the two trailers by the water plant. This is a tier II violation and will require that we post notice for the problem for the community. Water Treatment Plant: The plant pumped 1,539,608 gallons of water for the month and produced 1,264,500 gallons of finished water. During the month, turbidities ranged from 0.04 to 0.30 in the finished water. Problems Encountered: Again, problems occurred with the Stranco Chlorination Unit. This time, the level control for the water feed into the unit stopped working, causing several problems during the middle of the month. Chlorine levels dropped on two days and treated water was dumped on several occasions because the chlorine level was too low. On one day, water was produced with chlorine levels lower than required by the state to meet CT requirements as stated above. We will be changing the chlorine delivery system. I have been looking at mixing the solution using the dry chlorine versus buying liquid chlorine. The liquid is more expensive but much easier to use. While the dry chlorine costs less, its use will entail quite a bit of extra work and potentially extra cost for equipment. Repairs were made to the water line near Ridgeway Drive early in the month. A second leak was discovered on Hillcrest late in the month and this was also repaired. Last month it was noted that leakage during the latter half of the month increased by approximately 15,000 gallons per day. It is hoped that these two repairs will help reduce the leakage. However, preliminary results look like we still have significant leakage somewhere in the system. Reservoir: Per the request of Mt. Baker Silo and Highland Enterprises, the large reservoir was allowed to drain down starting on November 7, 2005, to allow installation of a liner in the reservoir. On November 10, 2005, 58,000 gallons of water was dumped to complete the draining of the reservoir for the required work. Over the next week, we operated off the old reservoir. On November 12, 2005, we learned that a water hammer valve installed in the plant had opened and resulted in loss of approximately 80,000 gallons of water, completely draining the old reservoir as well as part of the distribution system. Apparently this same problem occurred during the startup of the new system. This valve appears to be superfluous and has been isolated at this time. Changing over to the old reservoir entailed significant extra work for the system operators. This included checking the PRV stations near the school and on Main Street, checking water pressures at several places in the system, daily monitoring of water levels in the old reservoir, and other efforts. In addition, when the liner was installed and the reservoir ready to put back online, we ran the water plant 24 hours per day for 3 days to fill the tank. We were able to get the required bacteria samples completed and put the reservoir back in service on November 23, 2005. A separate invoice was submitted to the Association to cover the costs associated with this work. This should be billed through to Highland Enterprises as well as the cost of the 138,000 gallons of water lost in association with the liner installation. On Wednesday, November 30, 2005, a visual inspection of the reservoir showed that the tank was continuing to leak. The areas that had been chipped out and patched on the southeast side of the reservoir had cracked through the patching material in the same fashion that the cracks were previously. All the lower joints continued to seep water. Most of the vertical cracks showed leakage (some fairly significant) and the “frowny face” crack on the lower southeast side was leaking at a rate that appeared to be greater than prior to the repairs. Sewage Lagoon: No significant problems occurred with lagoon operations or sewage collection during November 2005. There is still concern that we have some blockage at the outlet in the lagoon and left the bypass hose connected to the system during the month. However, by the end of the month, it appeared that all flow was going through the normal line. Next summer, the Association needs to plan on draining down the primary lagoon and having work done around the outlet to distribute solids that may have collected and may be blocking flow. Customers: No action taken. Laboratory: No action has occurred regarding the laboratory equipment. NEW BUSINESS: The clerk was asked to correspond with Acct#407 concerning installation of their meter. OLD BUSINESS: Earl Sherrer asked that the cost of the snow shoe be credited to his account. The clerk will take care of this. The board discussed the reservoir and liner. The tank is still leaking to the point the ground around the reservoir is saturated. Mt. Baker Silo was notified on December 1, 2005, of this situation. The clerk was directed to continue to bill Mt. Baker Silo and to add the 138,000 gallons of treated water loss during installation of the liner. DELINQUENT ACCOUNTS: There were four Delinquent Accounts in December 2005. Account Numbers 100, 210, 340, and 355. Delinquent letters went out with the billing December 1, 2005. The meeting was adjourned at 8:15 p.m. The next meeting will be January 2, 2006, at 7 p.m. at the United States Forest Service Conference Room.
November 7, 2005 The regular meeting of the Board of Directors of the Elk City Water and Sewer Association was called to order by Earl Sherrer, President; at 7:10 p.m. Directors present were Cocoa Anderson, Secretary/Treasurer, Mike Evett, Director, and Pat Doherty, Director. Employees present were Jon Menough, Operator and Jane Sarbacher, Clerk. Visitors: Loren Anderson, Backup Operator. MINUTES: Cocoa Anderson moved to accept the September 6, 2005 minutes as presented; Mike Evett seconded the motion, the motion carried. Cocoa Anderson moved to accept the October 24, and November 4, 2005 minutes as presented; Pat Doherty seconded the motion, the motion carried. TREASURER’S REPORT: The Treasurer’s Report was reviewed. Pat Doherty moved to pay the bills in the amount of $4,012.37; Mike Evett seconded the motion, the motion carried. CORRESPONDENCE: From October 2005: DEQ – introduction of Anna Moody the new Drinking Water Analyst for our region. DEQ – an Elk City citizen reported a possible problem with dumping sewage improperly. Jon Menough has reported to DEQ that improper dumping did not occur. DEQ investigated and found no improper dumping. Jon Menough – memo reporting second leak test. From November: DEQ – requesting that the water quality reports be completely filled out. Wells Fargo – confirming loan approval after authorization letter is received. USKH – liner proposal. Mike Bissell – ghost letter and fee schedule. Highland Enterprises – positioning letter in regard to the reservoir liner.
OPERATOR’S REPORT Water Treatment Plant: The plant pumped 1,041,048 gallons of water for the month and produced 871,500 gallons of finished water. During the month, turbidities ranged from 0.04 to 0.43 in the finished water. No violations of the state or federal regulations occurred. Problems Encountered: The inlet control valve on Unit 2 has been performing okay in the last month. While the wrong type valve was put in originally, it appears that the problem we had earlier in the summer may have been related to the warmer water temperatures at that time. It is likely that problems with this valve will recur and it should be replaced at some point with the proper valve. Current cost of replacement valve is approximately $200. Near the end of the month, it was discovered that the flow to the Unit 2 finished water turbidimeter was totally restricted. In checking into the cause, it was discovered that the ball valve that controls the flow to the meter was totally plugged with sand. This was cleaned out, and the meter was returned to operation. I discussed the problem we have with sand in the effluent on Unit 2 with US Filter. There are a number of possible sources for the sand including poor cleaning of the original sandblast sand to some leakage through the under drain system. At this point, they offer no solution. October 19, 2005, it was noted that the overnight leakage from the reservoir increased substantially. In checking around town, no new breaks were apparent. This may be coming from the increase in the loss from the leak on Ridgeway Drive. This increase amounts to almost 15,000 gallons leakage per day. At this point, I’ve contacted every person in the community with a backhoe in an attempt to get someone to open up this line for repair. None have wanted to try it because of the tightness of the area and lack of adequate equipment for the work. We are looking for someone with a work crew that could dig the area out by hand if notion else. The only other alternative will be to get someone from Grangeville or elsewhere to bring equipment in to do the work. Reservoir: No additional leakage tests were performed on the reservoir. Leakage continues, albeit at what appears to be the lower rate. Should it be decided to install the liner, it will be necessary to open a check valve in the bypass line below the new reservoir. This should be the responsibility of the crew doing the work. Without this check valve opened, we will not be able to get water from the plant into the old reservoir. Also in order to run on the old reservoir, we will have to manually check levels in the reservoir each day and estimate run times and amounts. This will entail additional time for operations that should be billed back to either Highland Enterprises, USKH, or Mt. Baker Silo. Sewage Lagoon: The lagoon was opened up to drain for two weeks in October. Subsequently, the weather dried out and flow was shut off again. We continue to have problems with discharge into the lagoon. The problem is occurring between the cleanout in the force main and the discharge in the lagoon. It is likely that solids from the discharge have built up and are blocking the discharge area. We have currently bypassed the line using hoses from the fire department. I believe we can pump down the cell adequately to see what is causing the problem without violating our discharge permit, As soon as it’s available, we will attempt to pump down the first cell in the lagoon so that we can see what is happening at the discharge area. Potentially we can use the fire truck to blast away any solids buildup around the discharge point. We’ve been informed that there may be a break in the discharge line as well that could complicate the repair. Customers: No action taken. Laboratory: No action has occurred regarding the laboratory equipment. IRWA Membership: We received an invitation to join the Idaho Rural Water Association. Cost would be $242 for the 2005 – 2006 year. They do provide training and have circuit riders that are available to come out and assist small rural systems with a variety of operational and management problems. Elk City Water and Sewer Association, Inc. have been members in the past, and I have maintained a personal membership for three years. The clerk informed the Board that the membership was renewed in July 2005 for $250. NEW BUSINESS: Earl Sherrer presented the Board with a proposal to send money to the Elk City Volunteer Fire Department for the use of their pump. Jon Menough will find out the cost of pump rental and report to the Board at the next meeting. Clearwater contacted Earl Sherrer about buying the old water plant. The Board agreed that they should come and look at it make on offer. The Board will consider this after an offer is made. Cynthia Sherrer has offered to put the minutes of the Elk City Water and Sewer Association on the Elk City web page. The Board agreed, but only after the minutes have been approved. OLD BUSINESS: Earl Sherrer reported that the liner for the reservoir will be installed Thursday, November 10, 2005. The tank will be drained on Wednesday, November 9, 2005. The old reservoir will be used during repairs. This process will cause a decrease in water pressure for the community; therefore, the clerk will post a flyer at the post office to inform the community of the repairs, decrease in water pressure, to fill containers in case pressure get too low, and that water quality will remain the same. Jon Menough stated that this will add many hours to the production of water and requested additional pay. The Board agreed. The Board will bill USKH and Highland Enterprises will be billed for the extra hours in hopes Elk City Water and Sewer Association will be reimbursed. Earl Sherrer reported that no one with a backhoe is will to dig up the pipes that are leaking on Ridgeway Drive. Custis Sherrer put in a bid of $600 to hand dig the site. This will cover only labor – not parts or materials. Cocoa Anderson moved to accept Custis Sherrer’s bid of $600 – not parts or materials; Pat Doherty seconded the motion, the motion carried with Earl Sherrer abstaining. DELINQUENT ACCOUNTS: There were three Delinquent Accounts in November 2005. Account Numbers 100, 210, and 435. Delinquent letters went out with the billing November 1, 2005. Account number 100 will receive notification of disconnect with a $500 reconnect fee if payment is not made on or before November 15 2005. Pat Doherty moved to adjourn the meeting at 7:55 p.m.; Cocoa Anderson seconded the motion, the motion carried. The next meeting will be December 5, 2005, at 7 p.m. at the United States Forest Service Conference Room. ______________________________ _____________________________ Earl W. Sherrer, President Richard Lynch, Vice-President ______________________________ ____________________________ Cocoa Anderson, Sec/Treasurer Pat Doherty, Director ______________________________ Mike Evett, Director
TO: ELK CITY WATER AND SEWER ASSOCIATION BOARD AND EMPLOYEES
SUBJECT: AGENDA FOR REGULAR BOARD MEETING
The Regular Board Meeting of the Elk City Water & Sewer Association will be held on Monday, December 5, 2005, at 7:00 p.m. at the Forest Service Conference Room.
AGENDA FOR THE REGULAR BOARD MEETING WILL BE AS FOLLOWS:
1. Review of November 7, 2005 Minutes 2. Treasurer's Report a. Review Budget 3. Correspondence a. Wells Fargo – Loan Approved – Needs Signatures b. DEQ – Second Notice c. Highland Enterprises d. USKH 4. Old Business 5. New Business a. Operator's Report b. Past Due Accounts c. Information to include in Billing 6. Other Business
Earl Sherrer, Chairperson
Cc: Richard Lynch, Vice Chairman Cocoa Anderson, Secretary/Treasurer Pat Doherty, Director Mike Evett, Director Jon Menough, Operator Jane Sarbacher, Clerk
The attached table shows the results of all tests run on the drinking water in Elk City.
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