Board Meeting Minutes – November 28, 2020

Call to Order:

Welcome: Darton, President

Present/Quorum (yes): Darton, Todd, Clint, Matt, Gini, Paul, Dave (Manager). Guest: None

Consent Items

Approved? – Contents and order of this Agenda: Approved

Approved? – Minutes of September meeting: Approved

Information Items

Guest Speakers comments (if any): None

Board Member comments (if any):

President’s Report —

• No report needed.

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Manager/Operator Report (Dave)

• Dave said we need to order a new pump to install at Dockton Springs because one of the two active pumps is currently pumping at 103 g/m which is pretty low. We should also have a back up pump in store in case of a failure because it can easily take 3 to 4 weeks to get one delivered. The cost of a new pump from the two suppliers he contacted was approximately $5,300. The cost of installation he thought would run a few thousand dollars. Dave said if we didn’t want to spend money that we had not budgeted for we could carefully watch the pump to be sure it wasn’t failing but it would be a bit risky. He said if it failed or dropped to 60 g/m we’d either have to draw water from Sandy Shores or operate on one pump temporarily both of which would possibly be problematic. Sandy Shores is in the middle of an upgrade and might not be in service and at the Springs it might stress the second pump to operate alone. On top of this, if we had several simultaneous failure events we might have no pumps operating.
• Todd said if we need to do this it would be an unscheduled/unbudgeted expense. There are three areas of our budget where it could be paid from: Unscheduled systems cost, Unscheduled capital cost or from the Contingency Reserve Fund as an emergency withdrawal. There are funds in all of them.
• Paul, Darton and Todd voiced concern about ordering both these pumps and the installation because we are in the middle of the Sandy Shores Filtration project which may need more money than has been budgeted if there are surprises.
• After a bit more discussion Darton recommended that we hold back on ordering the two pumps and install and instead order one pump to keep in the store room and continue monitoring the faulty pump to see if we can get into next year before getting this whole replacement taken care of.
• Darton moved to pull funds from the emergency fund to cover this unscheduled expense of approximately $5,400. All board members approved of this.

Committee Reports:

Finance Committee (Todd):

• US Bank provided us with the PPP funds and they have notified us we can apply for this loan to be converted to a grant. Todd will let us know whether or not we are approved.
• Darton asked if Todd knew if there were any other PPP type funding opportunities out there. Todd hadn’t heard of any and thought we probably wouldn’t be candidates to receive them since we had not been appreciably affected by the Covid-19 situation. The other covid relief emergency funds (EIDL) we received ($30K) will likely be repaid at some point since we didn’t need it.
• Business operations costs are still high on our books because of already paying taxes, our CPA. System operations is a bit high because of some small unscheduled maintenance issues. We are still waiting to see the results of the King County RoW suit fees. System replacement is on target, Capital improvement costs have gone up from the filtration project. The Contingency fund is high due to the EIDL loan. We will be drawing from this fund for the newly approved pump purchase.
• All money has been moved out of Chase Bank.

Water Production Committee (Paul):

• The Sandy Shores Filtration project is moving along although a bit slowly at the moment. Rebar will be put in and then cement will be poured this week. The county has come for an inspection. The trailer was taken out over the break but will be back this week for the on site workers.
• Another payout was made. We have had no problems with the contractor.
• Dave mentioned that it turns out the back flow meter is part of the main system so we won’t be needing to buy one and install it in a separate structure as we originally planned. This should save us some money!
• Todd was surprised that this pay out was only for $15K and he is a bit concerned because of how the loan for the project is structured. In the loan contract the funds were to be pulled by January and we are required to use our funds before using the bank’s. Paul things that we will be seeing a bigger bill this month. Todd feels comfortable renegotiating the draw down requirements if needed.

CIP and Planning Committee

• Darton said in January he may get the committee together to discuss new plans because we should be ending the Sandy Shores project then.

Old Business / Carryover Items

• None

New Business / Discussion Items

• Matt brought up that he had seen there was a change made to the 100 year flood plain that King County has available to view on their website. One of the changes was an increase of 1 foot to the area within the flood plain. Matt had spoken to waterfront neighbors who had received letters from King County notifying them of this change. He was wondering if this would affect Dockton Water. Darton thought maybe Dockton Springs and Summerhurst Walk. Dave said Dockton Springs is in the flood plain and probably parts of lower Dockton and Manzanita by the water as well. Darton said this new flood plain information is probably mostly used for new construction rules but that existing houses and systems wouldn’t be affected. They would qualify for an exemption. Darton said if we hadn’t heard from our insurance carrier we are probably ok. Todd said it might be worthwhile to check with our insurance co.

Other Business

• Dave said he had cleared out all the piles of paper from the old days that were in the office building and had found some useful things. He found a bunch of old board meeting minutes and paperwork documenting the Dockton Springs well heads over the years which would be useful in the negotiations with King County regarding easements.

What did we decide?

• Dave: Order new pump.
• Darton:
• Paul:
• Gini:
• Todd:
• Matt:
• Clint:
• Morris:

Next Board meeting: No meeting in December, next meeting January 23, 2021