Minutes:
THREE RIVERS COMMUNITY SERVICES DISTRICT
Improvement District No. 1
Minutes for meetings:
December 19, 2011
The meeting was called to order at 7:34 by Board President Dennis Villavicencio. Present were board members Linda Mutch, Katie Kelly and Jana Botkin. Also present were guest Mary Scharn, and bookkeeper Cindy Howell. Molly Lawson arrived at 7:37. Agenda approved. Moved by Kelly, seconded by Mutch, passed.
Minutes from November approved. Moved by Kelly, seconded by Mutch, passed.
Mary Scharn Concerned about the water quality; would like a written report about the testing and would like her own water tested. Didn't know we were out of the river well and would like notification when the water is safe to drink. Villavicencio said the water is currently potable and is regularly tested. It is the same as it has always been except now the pipes are new. He will get the engineer's draft report on the system. Has a bill for $379 from Culligan for pipe repair; says the pipes were cut by the construction company. Villavicencio suggested she talk to RSWayne about the bill, and if that doesn't get any success, he will talk to them. A copy of the bill is with the minutes.
Scharn left after making her requests.
Bookkeeper’s Report - Cindy Howell
1. Account balances:
Bank of the Sierra - rehab project $53,115.75
Bank of the Sierra - assessment reserve fund $12,000.00
Bank of the Sierra - USDA redemption fund $100,000.00
VOCU Assessment $98,325.14
VOCU checking $14,910.67
VOCU savings $1,770.01
$280,121.57
2.Past Dues list provided - totalKelly checked Mooneyham's old meter connection by Mooneyham garage and found no leak.
3. Bills were approved and signed.
4. Howell requested early payment for January.
Maintenance Report
Leak at new tank on La Cienega - there is none.
Compliance and Reporting
River well volume report - still unknown. Wagon Wheel well fine. Well #7 testing - report faxed to Neil Jessup at Fruit Growers Lab
Old Business
Sheltzer request for paperwork allowing them to sell water right - need the request in writing before understanding what they are wanting. Meeting time change decision - Bayard cannot make an earlier time, so the meeting time will remain 7:30 p.m.
New Business
Beautification/disguise of Fox pump - if they present something to the board, we will discuss it at that time.
The Project
1. Tank for upper Skyline - no new information
2. Salvage the old tank from the Wells property - Bayard working on this.
3. Meeting with Wegley 2 weeks ago - engineering draft report was discussed and a few changes made. Lawson will ask at tomorrow's meeting if we can share the draft report with the residents.
CSD Report
2 new members, Robert Groeber and Dave Vasquez were sworn in to the CSD. Pat Conway asked if he can attend the January meeting to demonstrate how to test for a leak. CPA Randy Nickel would like to attend the February meeting.
Adjournment at 8:13 p.m.
Next meeting Monday, January 16, 2011, 7:30 p.m. at CSD office
Respectfully submitted,
Jana Botkin, Board Secretary, ID#1
November 21, 2011
The meeting was called to order at 7:39 by Board President Dennis Villavicencio. Present were board members Molly Lawson, Katie Kelly and Jana Botkin. Also present were guest Don Kelch, CSD representative Rex Black, and bookkeeper Cindy Howell.
The agenda was approved. So moved by Moved by Lawson, seconded by Kelly, passed. Minutes from October approved. Moved by Villavicencio, seconded by Kelly, passed.
Bookkeeper’s Report - Cindy Howell
1. Account balances:
Bank of the Sierra - rehab project 53,115.75
Bank of the Sierra - assessment reserve fund 12,000.00
Bank of the Sierra - USDA redemption fund 100,000.00
VOCU Assessment 97,681.12
VOCU checking 13,844.09
VOCU savings 1,769.86
$278,410.82
2. Past Dues list provided - total $5079.90 Barbara Delgado did have a leak which was repaired. A one time adjustment is in order, but because she did not have a working meter in the past, we don't have history for the same time frame in previous years. We will bill her the same as the current bill. Krumdick's water usage is extremely high. Villavicencio will check his meter and speak to him.
3. Bills were approved and signed. A list is provided.
Maintenance Report
1. Wagon Wheel testing results and discussions with CDPH - Villavicencio talked to Tricia Wathens w/Calif. Dept. of Public Health (now overseeing surface water sources instead of the County) who does not believe we have enough samples to determine if it is under the influence of surface water and wants us to continue to test until the end of the year. It continues to test clean.
2. Status of Summers meter and account - no change
3. Clay Brown - unable to attend
4. River well shut off date and procedure - it was shut off by Stehelin without any board members present to learn the procedure. Black can instruct board members in this.
5. Yahne spotted a leak at the new tank on La Cienega. Bayard will notify Wegley. The tank is under warranty. It will need to be reinspected again when it isn't raining, preferably in the afternoon when there is no condensation. Lawson will check and report to Wegley with a Cc to Villavicencio.
Compliance and Reporting
River Well Volume Report - Kelly will read the meter on the river well and report to Villavicencio Tuesday, November 22. Well #7 is a hard rock well and comes under the jurisdiction of the County. Bayard is waiting to hear from Hemans regarding testing on this well to determine if it is good water before we spend the $300-500 for a new pump protector.
Old Business
Modification of rate structure upper tiers was discussed. It was concluded that we should let it remain as is until we have experienced a year or 2 of the new system. It was also concluded that we should continue to examine this issue.
New Business
Change meeting time to 6 or 6:30 - we will decide via email when all members can participate. Botkin will email absent board members.
The Project
1. Tank for upper Skyline - A spot for a tank on upper Skyline has been potentially offered and will be followed up on.
2. Villavicencio will look for someone who can salvage the old tank from the Wells property that is maybe 20' in diameter and 25' high. Steel has salvage value. The tank also may have a plastic liner.
3. There is concern over the USDA limitations on the funding. They said we have to use the funds by June by 2012. With the new testing required by CDPH on the Wagon Wheel Well, we won't know if we can begin the treatment plant until January. We need to be well into construction by June for us to keep our funds.
CSD Report - Rex Black
New CSD board members will be sworn in next month.
Adjournment at 8:39 p.m.
Next meeting Monday, December 19, 2011, 7:30 p.m. at CSD office
Respectfully submitted,
Jana Botkin, Board Secretary, ID#1
October 17, 2011
The meeting was called to order at 7:40 by Board President Dennis Villavicencio. Present were board members Linda Mutch, Molly Lawson, Katie Kelly and Jana Botkin. Also present were Memorial District representatives Nancy Brunson, Jeff Taylor, guest Pat Conway, CSD representative Rex Black, and bookkeeper Cindy Howell.
Agenda approved with the change of Memorial business moved to the beginning. Moved by Kelly, seconded by Botkin, passed.
Memorial Building Report - Nancy Brunson
Memorial Board president believes the $1600 bill is too high because they had no substantial events during this billing period. Nothing in the past is consistent with this level of usage. (Board member Paula Bayard arrived at this time.) Kelly read the meter. Brunson said the previous 2 months had heavier usage and the bill was around $300. Taylor said it runs about 200 gallons per event; he has been monitoring the use; there are no leaks. We will monitor the use and determine if the meter is broken. Howell will also adjust the bill to reflect usage consistent with the same period of previous years.
The 2 Memorial Building guests left at this time. Minutes from September approved. Moved by Bayard, seconded by Kelly, passed.
Bookkeeper’s Report - Cindy Howell
1. Account balances:
Bank of the Sierra - rehab project 53,115.75
Bank of the Sierra - assessment reserve fund 12,000.00
Bank of the Sierra - USDA redemption fund 100,000.00
VOCU Assessment 97,664.79
VOCU checking 14,630.45
VOCU savings 12,102.90
$367,130.19
2. Past Dues list provided - total $1,710.33
3. Review of usage: Several of the higher bills were discussed. Some were because of leaks; some are being adjusted based on past usage. Black provided a chart of usage by all residents from July to September, arranged in ascending order of gallons. Are the rate structure tiers, increasing in exponential increments, too punishing? Black proposes lowering those upper tiers. This will be addressed in a later meeting. In addition, his report shows some inconsistencies in billing. (The chart will be included in the record.)
The following decisions were made:
Presbyterian Church - 2 lots, 2 assessments, 1 meter - 40,000 gallons. Cabinilla - 1 lot, 1 assessment, 2 meters - 20,000 gallons. Carroll - high usage was the result of a leak. She has repaired it and is monitoring her usage. We will give her the one-time adjustment and base it on her current estimate of use. Delgado - high usage with a brand new meter. Botkin will help her see if she has a leak. May need to recommend a leak detection service.
We received $1000 from USDA funds to reimburse us for paying Calgro for pulling the pump from Well #7 to diagnose the reasons for failure. Tul. Co. was overseeing the surface water systems and asked the State to take those over. Now we will be reporting to the State. Hemans will help us during the transition. Black said the pump protector on #6 wasn't replaced but is working. Also asked ISG for a price on pump protector for Well #7 - $450, compared to $800 from Calgro. Not sure that Well #7 has been fully tested. Black proposed someone ask Chuck Hemans at the Co. if it was ever tested; if not, call Fruit Growers Lab to test. Bayard will do this. Before we spend $ on a pump protector, this needs to be determined.
Maintenance Report
1. Wagon Wheel testing results - no answer from Hemans at the County. No news is good news.
2. Sanitary slab at Well No. 7 (La Cienega) - finished by Sean.
3. Booster leaking at Hart/Wall on Upper Skyline - finished.
4. Status of Summers meter and account - now bank owned. Modern Broker of Visalia needs to be made aware of a leak on the property. The broker contacted Howell who sent the bill; broker will send the bill to the bank.
5. Clay Brown needs to be invited to the next meeting to discuss the maintenance job. Howell will call him.
6. Water outage/pressure problem on upper Skyline was due to 2 blown fuses in electrical panel. ISG diagnosed and replaced. The bill was included in monthly bills, and Bayard approved it. Still doesn't have much pressure. Black said there can be a fix if/when a new tank is installed.
7. Sean will instruct us in turning the river well on and off; Lawson will call him to make an appointment. Bayard will note the date that the river well is turned off.
Compliance and Reporting
Villavicencio will contact Larry Dotson about the usage of the river well. Krumdick has it recorded on his worksheet.
Old Business
Discussed on item #5 under Maintenance Report.
New Business
Modification of rate structure upper tiers discussed under Bookkeeper's Report. Will be on next agenda
Dale Lincoln created an emergency plan for upper Skyline for firefighting. Bayard will share with Wegley at the next meeting and get answers for Lincoln's questions. Black believes emergency plans should fall on the CSD.Bayard will invite Lincoln to the January CSD meeting.
The Project
1. Tank for upper Skyline - on hold until after treatment plant plans are settled. Wagon Wheel tests are continuing. Bayard needs to coordinate the testing results with rainfall. We need to be able to prove to the State that rainfall does not adversely affect our testing results.
2. Treatment plant proposals/options - in progress. Black said we may be 8 or 9 months from resolving this because it is hinged on the testing results of the Wagon Wheel Well. Wegley spoke with TUD - they have full time operators; we don't have the $ to pay for this type of system.
3. Memorial Board - Black and Bayard met with them. We requested permission to dig some holes in the parking lot - it was granted. They have said they will make at easy as possible to put our treatment plant on their grounds.
Guest Pat Conway is currently contracting with the City of Lindsay and has many years of treatment operator experience. He has a T-3 license. He is interested in being our operator or in training someone to get their T-1 license to manage our plant. Could possibly be combined with other water districts in Three Rivers. He is willing to help us. He is a trainer for Cal Rural Water and has access to a leak detector. He will also notify us of who our local circuit rider for Cal Rural Water is. (741-5336) He is also able to test meters for accuracy.
CSD Report - Rex Black
Nothing at this time.
Adjournment at 9:10 p.m.
Next meeting Monday, November 21, 2011, 7:30 p.m. at CSD office
Respectfully submitted,
Jana Botkin, Board Secretary, ID#1
September 19, 2011
The meeting was called to order at 7:41. Present: Board President Dennis Villavicencio, board members Linda Mutch, Molly Lawson, Paula Bayard, Katie Kelly and Jana Botkin. Also present were CSD representative Rex Black, and bookkeeper Cindy Howell.
Agenda approved. Moved by Botkin, seconded by Bayard, passed. Minutes from August approved. Moved by Bayard, seconded by Lawson, passed.
Bookkeeper’s Report - Cindy Howell
1. Account balances:
Bank of the Sierra - rehab project 146,125.93
Bank of the Sierra - assessment reserve fund 12,000.00
Bank of the Sierra - USDA redemption fund 100,000.00
VOCU Assessment 97,664.79
VOCU checking 9,569.91
VOCU savings 1,769.11
$367,130.19
$75,000 automatically transferred in August from assessment fund into rehab fund to pay project costs and USDA loan interest charge due each September, as reflected on page 1 of the reconciliation details. The payout will show in next month's reconciliation. Spent 2 days with auditor Randy Nichol who will return in November to finish. Nichol has recommendations for a better separation of moneys to improve transparency. (Board member Kelly arrived here.)
2. Past Dues list provided - total $4065.81 Mooneyham is asking why she owes so much; our contractors repair were supposed to repair her leak. Howell advised to bill her the same amount as the same period as last year. There is a question as to whether or not the leak is fixed. Villavicencio called her to inquire about it: she says it hasn't yet been done. Black will call Wegley about the leak.
Sheltzer faxed Howell to request a receipt for her prepayment of the assessment. We believe it was paid to the CSD; Howell will investigate.
Cabinilla has 2 meters, but 1 assessment so should be combined on 1 bill. Botkin will review past minutes to see if there was any past action of the board with regard to her retaining 2 meters. According to project plans, every property was to have just one meter and one assessment, and other properties that previously had 2 meters now only have one. If no board decision was made to grant her 2 meters, we will possibly request that her 2 meters be combined for consistency.
The Memorial Building's May/June bill is $1600 was unusually high. Kelly and Howell will look into their historic water use for this period.
Black received a letter from Wegley with a list of about a dozen meters with readings that seem abnormally low. Kelly will review and verify the numbers.
Monthly meter readings no longer necessary. Daily well readings have been very beneficial, but can be done weekly instead.
Black suggested that if people question their water bills, Howell can ask them to verify that they have no leaks by turning off everything and then look at their own meters. If the dial is turning, they have a leak that needs to be fixed. It is the property owners responsibility to maintain the system downstream of the meter in a leak free condition and/or pay for the water that is lost.
3. Bills were reviewed and signed.
Maintenance Report
1. Status of repairs to Well #6 - fixed by ISG but not yet billed.
2. Benefits of continuing to read well meters covered in Treasurer's report.
3. Stehelin repaired leak and raised booster pump at Fox; also replaced check valve at top of Skyline. Both bills came through Dirtworks and were approved and signed tonight. Also scheduled to do sanitary slab at Well #7. Bayard will check this evening to see if it has been completed; if not, Black will advise CalGro to not come up yet.
4. We need a system for reporting maintenance needs to prevent everyone from making monetary decisions. Clay Brown will be asked to attend the next meeting so we can establish call hierarchy and priorities. We will need to assign a point person to review the maintenance decisions.
5. Wagon Wheel testing shows positive bacteriologic test. Howell will test again next week, including test for E coli. Any positive E.coli test results will support the case for including the Wagon Well water in the new filtration plant.
6. Botkin reported 2 unnecessary additional working meters available at her address.
Compliance and Reporting
Old Business
1. Northcutt - called Bayard requesting return of easement agreement. Bayard informed him that the last time it was discussed the board was not inclined to return the easement. We are advised by our engineer that we should retain the easement right as long as we have a tank at the top of the hill that we may need to maintain via Northcott's property. He was encouraged to wait until the end of the project to see if we are able to relocate the tank. If the tank for Upper Skyline is replaced and moved, then he was invited to renew his request to rescind the easement and attend to board meeting to present his position.
2. Discussed on item #4 under Maintenance Report.
New Business
USDA authorized work on Well No. 7 and Wagon Wheel to be paid through project. Work includes replacing pump on Well no 7, replacing back up pump on Wagon Wheel including pump protector as CalGro quoted, and installing sensors to determine depth of water in Wagon Wheel. Black will contact Wegley to see if he has called CalGro to provide the go-ahead. The work for Well #7 is dependent on the status of the concrete pad needed around the well head, and Bayard will check that in the morning.
The Project
1. Tank for upper Skyline - on hold
2. Treatment plant proposals/options - in progress. Villavicencio has placed calls and not received any return calls. If doesn't hear back, will request Wegley to call. Tuolumne Utilities District has a similar system and has had good results meeting EPA and state standards. Also reportedly built their systems at significantly less cost than what we have been quoted.
3. Negotiations with State - As per Bayard, they have concluded that the Wagon Wheel is not under the influence of river water but believe it might be under the influence of runoff. We have until January to run bacteriological tests; from those the State will give us their determination as to whether or not we have to treat it. USDA has given us a 3 month extension so we will have until September 2012 to complete the treatment plant.
4. We are into the grant about $43,000 and another $15,000 will be used soon. We have about $506,000 left in our budget for the Project. That is about what we anticipate the treatment plant to cost.
5. We are going to put ourselves on the Memorial Board agenda for their next meeting. Wegley provided a map/plan for our potential footprint for the treatment plant. We have not yet received formal confirmation/approval for our project to show to the USDA.
CSD Report - Rex Black
In regards to the new CSD board: Andrus missed the sign up date to be on the board. Dave Vasquez will be on the board instead.
Adjournment at 8:50 p.m.
Next meeting Monday, October 17, 2011, 7:30 p.m. at CSD office
Respectfully submitted,
Jana Botkin, Board Secretary, ID#1
August 15, 2011
The meeting was called to order at 7:46. Present: Board President Paula Bayard, board members Linda Mutch, Dennis Villavicencio and Jana Botkin. Also present were CSD representative Rex Black, and bookkeeper Cindy Howell.
Agenda approved with addition of Meter Readings under Bookkeeper's Report, boil notices under Compliance and Reporting, board member duties under New Business. Moved by Mutch, seconded by Villavicencio, approved. Minutes from July approved.
Bookkeeper’s Report - Cindy Howell
Invoicing is now in Quickbooks. Kelly & Howell set this up. (Board Member Molly Lawson arrived at this time.) The annual fee is confusing some people; it is just additional operating expenses for maintenance. The aging summary will allow us to see who is behind.
1. Account balances:
Bank of the Sierra - rehab project 75,034.59
Bank of the Sierra - assessment reserve fund 12,000.00
Bank of the Sierra - USDA redemption fund 100,000.00
VOCU Assessment 174.522.59
VOCU checking 3,885.74
VOCU savings 1,769.11
$367,212.03
2. Past Dues list provided. Scharn, Summers, Hunt and Cabinilla past due. Howell will send shut-off notices. It is time to put a lock on Summers. We will buy locks that all function with one key. In the future, combination locks would be helpful so that keys won't get lost. Villavicencio took old copper from well #7 to The Recycle Depot and received $1260. He was reimbursed $105 for mileage. Raw water samples for the bacteriological tests will be taken to TCEH instead of FGL to save about half the cost.
3. Bills were reviewed and signed.
4. Meter Readings - some misunderstanding of decimal point placement is causing some readings to be wrong. Meters will be physically checked by Black and Bayard to discern which ones are causing the confusion. After this is determined, Howell will send out corrected bills. Routes need to be re-established - Botkin will notify Kelly that Mutch, Lawson and Botkin will also be reading meters.
Maintenance Report
1. Fox pump - not raised; still hoping Stehelin will do it. Waiting to see how much $ remaining for maintenance
2. Wagon Wheel - replaced one pump. Black and Wegley met with Bob Tracy with Calgro to review all the wells in the system. Tracy will provide a proposal to maximize functionality of all wells and pumps. 2 pumps are always necessary in the Wagon Wheel. Tracy believes the larger pump was the right choice. We need to decide which size for the second pump. For $800 we can add a pump protector to shut off the pump if the water drops too low.
3. Repairs to Well No. 7 (La Cienega) - includes a sanitary slab which Stehelin will install. Proper testing and notification to county to bring the well on line needs to be followed up on.
4. Booster leaking at Hart/Wall on Upper Skyline - this needs to be fixed/watched the most urgently. Bayard will contact Stehelin.
Compliance and Reporting
Boil notices need to be sent again. Supposed to go out every 90 days. If we put in every bill, it will go every 60 days.
Old Business
1. Northcutt - keeps requesting return of easement agreement.
2. System maintenance backup person - the one who volunteered had to back out due to family illness. Recruitment is necessary. The position takes calls about non-functioning water system and calls Stehelin, ISG, Gary Ward or others. Yahne is still watching the telemetry; Howell will ask Clay Brown. Villavicencio will talk to Greg Fox. Black will ask Bornholdt.
New Business
Resignation of board member Bob Yahne was confirmed. He will continue to watch the telemetry for us. Board member duties - Bayard would like September to be her last meeting. She has stayed so that Black wouldn't be stuck with the Project. Villavicencio will succeed Bayard as president, and will work with Botkin to prepare agendas and email to Howell for posting. Bayard will continue as Project representative.
The Project
1. Tank for upper Skyline - on hold
2. Treatment plant proposals/options - Last month we released half the retention to RS Wayne; the rest is to keep the contract active for the treatment plant. They asked for the full retention and to be released from the contract. For the next phase, we are in conversation with the USDA as to how to proceed. Wegley is preparing a budget for the treatment plant and having a hard time with it. We are caught between governmental agencies. Waiting for determination from the State - need to arrange a meeting between USDA and State.
USDA waiting upon Wegley. Black tested Wagon Wheel and the river to see if Wagon Wheel is under influence of surface water; it is not. County will advocate with the State for us on this problem.
Black, Wegley and Bayard looked at the Park's treatment plant; Wegley has had trouble with that company's products.
Memorial Board is willing to work with us and make it as easy on us as possible with regards to our treatment plant. Brunson will send a letter to the CSD and it will be forwarded to the USDA.
3. Negotiations with State - heard nothing despite repeated requests from Hemans at the County. Villavicencio will notify the State that we will seek reimbursement from the State for any and all expenses if they declare the Wagon Wheel to be surface water. It is so clear to us and to Hemans that it is not under the influence of surface water.
CSD Report - Rex Black
Election coming up in November with 3 positions open with good candidates running.
Adjournment at 9:04 p.m.
Next meeting Monday, September 19, 2011, 7:30 p.m. at CSD office
Respectfully submitted,
Jana Botkin, Board Secretary, ID#1
July 18, 2011
The meeting was called to order at 7:40 p.m. by Board President Paula Bayard. Board members present were Katie Kelly, Linda Mutch, Dennis Villavicencio and Jana Botkin. Also present were guest Tom Sparks, CSD representative Rex Black, and bookkeeper Cindy Howell.
The agenda was approved. So moved by Villavicencio, seconded by Kelly. The minutes from the June meeting were approved - moved by Botkin, seconded by Mutch.
Bookkeeper’s Report - Cindy Howell
Invoicing is now in Quickbooks. Kelly & Howell set this up. (Board Member Molly Lawson arrived at this time.) The annual fee is confusing some people; it is just additional operating expenses for maintenance. The aging summary will allow us to see who is behind.
1. Account balances:
For ID#1 operating accounts the VOCU checking account contains $9888.55 as of today and savings contains $1769.11.
The B.O.S. holds three accounts for handling the Assessment District: Project/Rehab fund is currently $106,967.16, (another payment will be made from this in September) the Reserve fund $12,000, and the Redemption Fund $100,000. A fourth, holding monies received by the CSD from the tax collector from assessments and from property owners who chose to pre-pay their assessments, is now with VOCU in a money market account of $247,608.54. All these total $492,308.75.
2. Past Dues: Cabinilla $376.50, Scharn $238.13, Summers $838.20, Northcutt $228.84.
3. List of due bills was provided for board approval and initialing.
CalGro replaced one of the Wagon Wheel pumps; $549.53 spent on meters installed by Black and Travis Vickers; $500 deductible to insurance for Northcutt driveway; ISG for Wells 3 & 7 $375; CSD $300 quarterly billing; County; Fruit Growers Lab; telemetry; SCE; yearly audit soon due - $10,000, which can be paid through the Project; Stehelin for the weekend we ran out of water - Board Member Yahne paid it himself and asked for reimbursement.
4. As a board, we determined that all bills would be reviewed at monthly meetings and then be paid after the meeting. Yahne relayed that Stehelin asked to be paid as soon as the work is completed. Bayard sent an email asking how to respond to this request and only received one response. Without any response, Yahne paid from his own pocket. The bills must be reviewed and approved, and Howell shouldn't be expected to make those decisions.
In conclusion, Stehelin's bills must come through a licensed fully insured contractor (ISG or Dirtworks are fine) and we will review via email out of sequence of regular meetings. PLEASE RESPOND TO THESE EMAILS.
We are the managing board of ID#1 and work as a committee under the CSD. They have asked us to hire people who are licensed and fully insured because it is a requirement of the State. A citation and fine can be levied if a non licensed/non fully insured worker is hired.
We are authorizing payment to Yahne to reimburse him. Bayard will send a letter to Stehelin stating that all his bills need to come through the appropriate contractor so that we don't run into this problem in the future.
The volunteers on the board are covered by insurance when carrying out duties; SDRMA is the insurance company.
Maintenance Report
1. Fox pump - still not raised
2. Wagon Wheel - replacement/repair of one of the pumps. One has been replaced by a bigger pump; it needs a pump protector in case the well goes dry. Bayard will ask CalGro if it has one and if not, what can be done. Should have replaced with the same size pump but made the decision to use a larger pump. A second pump needs to be installed in the Wagon Wheel for $3500.
3. Repairs to Well No. 3 (Caprio) - finished
4. Repairs to Well No. 7 (La Cienega) A pump needs to be installed for $10,000 because it isn't functional. Villavicencio will organize the salvage of the copper wire.
5. Well #6 is not working - Gary Ward thinks it is out of water but it isn't known for sure.
Compliance and Reporting
Botkin needs to mail report to County monthly.
Public Comment
Tom Sparks: "When hiring people from within the community want to be very careful about making it an arm's length transaction. Want to be sure we are not making exceptions or assumptions for those we know."
"What you've done as a group here getting to where you are today has been a major accomplishment. Some people in the County would like to showcase us as a big success as volunteers."
Old Business
1. Northcutt - keeps requesting return of easement agreement. This is a non-reversionary easement. If he would like it back he can make a request to the board.
2. System maintenance backup person - Dennis Reisinger has responded to Black's letter to learn the system. Black, Mutch and Lawson will coordinate with Reisinger for a tour of the system for Sunday, July 31 at 8 a.m.
3. Bayard needs to finish filing with Botkin and would like to get the treatment plant project underway before her resignation takes effect.
New Business
Accounting oversight to protect Howell from the "hot seat" - Howell to write checks while meeting is going on but no longer be a signatory. Kelly look over Quickbooks, checkbook and statements quarterly. Mutch will be added as a signatory.
Currently getting a late fee from SCE. Howell will set it up as an automatic debit.
The Project
1. Tank for upper Skyline - on hold
2. Treatment plant proposals/options - still in state of flux.
USDA waiting upon Wegley. Black tested Wagon Wheel and the river to see if Wagon Wheel is under influence of surface water; it is not. County will advocate with the State for us on this problem.
Black, Wegley and Bayard looked at the Park's treatment plant; Wegley has had trouble with that company's products.
Memorial Board is willing to work with us and make it as easy on us as possible with regards to our treatment plant. Brunson will send a letter to the CSD and it will be forwarded to the USDA.
3. Letter from USDA re: treatment plant -
4. Monthly Outlay Report - in the warranty phase and SLIGHTLY UNDER BUDGET. Grant money is still available.
CSD Report - Rex Black
Adjournment at 9:05 p.m.
Next meeting Monday, August 15, 2011, 7:30 p.m. at CSD office
Respectfully submitted,
Jana Botkin, Board Secretary, ID#1
June 20, 2011
The meeting was called to order at 7:40 p.m. by Board President Paula Bayard. Board members present were Katie Kelly, Linda Mutch and Jana Botkin. Also present were CSD representative Rex Black, and bookkeeper Cindy Howell.
The agenda was approved. So moved by Kelly, seconded by Mutch. The minutes from the May meeting were approved - moved by Bayard, seconded by Kelly.
Treasurer’s Report - Cindy Howell
1. Account balances:
For ID#1 operating accounts the VOCU checking account contains $8469.38 and savings contains $1769.11.
The B.O.S. holds three accounts for handling the Assessment District: Project/Rehab fund is currently $106,967.16, the Reserve fund $12,000, and the Redemption Fund $100,000. A fourth, holding monies received by the CSD from the tax collector from assessments and from property owners who chose to pre-pay their assessments, is now with VOCU in a money market account of $247,608.54. All these total $476,814.19. These monies are in 2 banks so that they are insured by FDIC. Bank of the Sierra is paying no interest; Valley Oak Credit Union does pay interest on the money market.
2. Past Dues:
a. Perez paid in full (old Anderson house)
b. Scharn paid $150 on May 25.
c. Young has fallen behind so Howell sent her a certified notice that if she doesn't pay, a shut-off notice will follow.
d. It is expected that Summers will be in her former house for awhile and is using water despite owing $688.20. To file a lien is a complicated process according to Lemon Cove Sanitary District. They recommend that we be quick about shut-off when someone moves out owing. According to Cal Water, we do have the right to shut off for non-payment. (Board member Lawson arrived at this time.) Consensus is to ask Villavicencio for the lien form against the property.
3. New owner of Schein came to CSD to provide name and billing information. When he is settled, he will consider getting involved on the board.
4. List of due bills was provided for board approval and initialing. We need coagulant; Kelly will find the supplier; she and Howell will order it.
Maintenance Report
1. Fox pump not raised.
2. Wagon Wheel - replacement/repair of one of the pumps. Not done. It is only producing 8-14 gpm. Bayard will suggest to Yahne that it is more expedient that we call Kaweah Pump.
3. Repairs to Well No. 3 (Caprio) - it hasn't been working for a year or two and has been turned off.
4. Repairs to Well No. 7 (La Cienega) The new tank went empty on Sunday. Yahne contacted Bayard and Stehelin. Well #3 (Caprio) and #6 (Prewer, near Lawson) were also not working. Many of the neighbors were called and asked to stop using water. ISG will try to determine whether an electric problem or a pump problem. The equipment needs protective covering; there is evidence a car bumped into the well.
Compliance and Reporting
1. We are in the river well and the County has been notified and in turn talked to Krumdick.
2. Boil water notices were mailed. Botkin needs to mail report to County monthly.
3. Meeting with the California Department of Public Health, referred to from here on as The State - testing of Wagon Wheel well. Wegley organized a meeting with The State - attended by Villavicencio, Yahne, Black and Bayard. The State is taking over systems our size; they believe the Wagon Wheel well is under the influence of surface water and put us on a program for sampling. Black will draft a plan for sampling to test it weekly for one year to see if it is under the influence of surface water. The water in the Wagon Wheel has to be compared with river water to see if they appear to be the same. Hemans, the USDA engineer and Wegley don't believe it is; only The State does. If we have to filter it, it has to be included in the treatment plant along with the river well. USDA said they cannot give us money for something we cannot prove that we need; our loan will cease to be available in June 2012. It will cost us more engineering fees because will need to be redesigned and rebid, according to our lawyer. A preliminary test has been done by Black for 5 days and it shows that the waters are completely different. Hemans will advocate for us with The State based on these preliminary tests.
Old Business
1. Northcutt - return of easement not currently pertinent.
2. Northcutt - insurance payment for driveway repair; Howell authorized to pay deductible of $500. Dirtworks estimate was $11,350.
3. Well meter readings - Black said the meters can come from Gronigen in Fresno - Kelly will call Travis Vickers at 212-0430 to ask for the manufacturer.
4. System maintenance - recruiting will done for someone to back up Yahne.
New Business
Bayard is resigning. Her goal was to bring the new system to completion and that has been accomplished. She will try to finish the current items by the next meeting.
The Project
1. Tank at Hart residence - in a holding pattern because Bill Hart is hospitalized at this time.
2. Treatment plant proposals/options - will meet with a Park employee to visit their treatment plant July 5 9:30 a.m. at Ash Mt.
3. Letter from USDA re: treatment plant - not covered in the meeting.
4. Substantial completion of distribution system and release of funds. The USDA will close out that part and the treatment plant will be opened as a new project. We are now in the warranty period. The chlorine is pooling at the lower addresses and none is at the higher addresses according to Krumdick - too much chlorine is "hot". An LMI chlorine pump will be installed to correct the problem at Well #7.
CSD Report - Rex Black
Nothing to report at this time
Adjournment at 9:11 p.m.
Next meeting Monday, July 18, 2011, 7:30 p.m. at CSD office
Respectfully submitted,
Jana Botkin, Board Secretary, ID#1
May 16, 2011
The meeting was called to order at 7:33 p.m. by Board President Paula Bayard. Board members present were Bob Yahne, Katie Kelly, Molly Lawson and Jana Botkin. Also present were CSD representative Rex Black, and bookkeeper Cindy Howell.
The agenda was approved with the addition under Maintenance Report of "Backup maintenance person". So moved by Kelly, seconded by Yahne. The minutes from the April meeting were approved - moved by Kelly, seconded by Lawson.
Treasurer’s Report
1. Account balances:
For ID#1 operating accounts the VOCU checking account contains $6346.05 and savings contains $1768.96.
The B.O.S. holds three accounts for handling the Assessment District: Project/Rehab fund is currently $83,848.61, the Reserve fund $12,000.00, and the Redemption Fund $100,000. A fourth, holding monies received by the CSD from the tax collector from assessments and from property owners who chose to pre-pay their assessments, is now with VOCU in a money market account of $247,567.16. All these total $430,530.78. These monies are in 2 banks so that they are insured by FDIC. Bank of the Sierra is paying no interest; Valley Oak Credit Union does pay interest on the money market.
2. Past Dues: (board member Dennis Villavicencio arrived here)
a. Delinquent notice sent to Perez (old Anderson house).
A shut off notice will be sent certified mail in another 2 weeks. Their balance is $600.00.
b. Scharn was sent a shut-off notice and owes $338.33. She visited CSD and said she hadn't received bills, doesn't believe she owes and don't shut her off. She was told she needs to speak to a board member; she hasn't done so. It is standard procedure to shut water off when bills aren't paid, but the board is very reluctant to take this step. Villavicencio called her during the meeting and she said she'd pay $150 by May 25.
c. Summers' realtor told her to tell the board to place a lien on the property, which she technically no longer owns. The bank took title in April. Villavicencio and Bayard will follow through.
3. List of due bills was provided for board approval and initialing.
Maintenance Report
1. Fox pump - not raised yet, should be done soon by Dirt Works and Stehelin. They will coordinate with ISG to rewire the raised booster at the same time they install the new pump protection after removing the inappropriate pump tec switch for approx. $800.
2. Wagon Wheel - replacement/repair of one of the pumps hasn't happened yet.
3. Continuing problems with booster to Upper Skyline - there is a problem with the pump tec - it was the wrong kind for a booster pump. ISG is supposed to repair the problem for approximately $475.
4. Backup maintenance person. We need to find someone to learn the technicalities of the system. Lawson is willing to learn but works in Visalia and might not be available. Board is to continue seeking someone for this volunteer position.
Compliance and Reporting
Boil water notices were mailed. Botkin needs to mail report to County monthly.
Old Business
1. Northcutt - return of easement not currently pertinent.
2. Meter Policy - According to CSD ordinances from their website, maintenance responsibility lies with the property owners.
"Policy Regarding Installation and Maintenance Expenses:
In conformance with the Community Services District Ordinance No. 040704-1 and applicable State of California laws and regulations the Policy regarding Installation and Maintenance Expenses is as follows:
1)Except as otherwise directed by the District, the District will install all new service connections and main distribution line extensions as required and charge the property owner for the cost thereof. This installation will terminate at the property line adjacent to the roadway or easement right of way and conform to the specifications and procedures in Ordinance 040704-1. After the initial installation and acceptance by the District, the District will own and bear the cost of maintaining the necessary mains, services, and other facilities needed to supply water up to that property line / meter. Please refer to Ordinance No. 040704-1 for procedures and costs regarding abandonments, relocations, and other special circumstances.
2)In accordance with State requirements all water use must be metered. It is the responsibility of the property owner to furnish and maintain this meter in an accurate condition. The meter shall be installed at the termination of District facilities at the property line adjacent to the roadway or easement right of way. It is also the responsibility of the property owner to install and maintain all water lines and fixtures from the termination of District facilities at the property line to his residence, structures, and throughout his parcel including the meter in a leak free condition.
3)Meters determined to be inaccurate, not recording, or otherwise defective must be replaced or repaired in a timely manner by the property owner. If after notice the property owner fails to promptly repair or replace, the District may replace the meter and charge the property owner for the cost thereof."
After reading the policy, we agreed it is unenforceable. A motion was made by Villavicencio to change the policy so that the District facilities include the meters rather than only up to the meters. Any facilities or service lines beyond the meter will remain the responsibility of the homeowner. The cost of installation and maintenance of new meters whether for new homes or unimproved lots will belong to the District. This means the District will be responsible for installing new meters or repairing old ones. The motion seconded by Yahne and passed unanimously.
3. Meter readings - who will read meters, system for reporting. Kelly read all the meters except for the ones she, Bayard, Mutch and Botkin couldn't find - We Three Bakery, Young, Craik (top of La Cienega). Menenez needs a meter because they are preparing to build. Question arose as to who can install the meter and if there are any available left over from The Project. It was suggested that Stehelin could do the installation, and as previously agreed it was mentioned that whenever he does the actual work it should go through Dirt Works, since Stehelin's contractor's license has expired. No plan for meter reading was decided at this meeting.
New Business
System maintenance - who will maintain current system, oversee river well, etc. This item wasn't discussed.
The Project
1. Harts have purchased the property next to them. The property is not in the district but they are willing to negotiate for an easement to allow the district to install a tank there. The discussion is continuing with them to determine if the proposal is economically feasible. Bayard is preparing a letter to the other property owners on upper Skyline to inform them of the issues, the need for their cooperation and to explain to them that this is a golden opportunity for action. According to the engineer's report, they are in a different pressure zone.
2. Treatment plant proposals/options - met with USDA reps on Friday a.m. We can wait a couple of months before making any decisions. Flow meters need to be installed immediately on all the wells so that we can collect good data through the summer about peak flow and peak demand. All the well meters need to be read daily throughout the summer in order to learn peak month and peak day usage.
3. Punch list items were completed. It is time to give R.S.Wayne a partial payment on the 10% retention money. They will return for the treatment plant and the top of Skyline tank.
4. Yahne, Bayard, Black and Wegley will be meeting with State Public Health officials on Wednesday in regards to our Wagon Wheel well.
CSD Report
None at this time.
Adjournment at 8:45 p.m.
Next meeting Monday, June 20, 2011, 7:30 p.m. at CSD office
Respectfully submitted,
Jana Botkin, Board Secretary, ID#1
April 18, 2011
The meeting was called to order at 7:40 p.m. by Board President Paula Bayard. Board members present were Bob Yahne, Katie Kelly, Linda Mutch and Jana Botkin, Also present were CSD representative Rex Black, guest Tom Sparks, and bookkeeper Cindy Howell.
The agenda was approved with the addition under New Business - accounting overseeing and ID#1 filing system. So moved by Botkin, seconded by Kelly. The minutes from the March meeting were approved - moved by Kelly, seconded by Yahne.
Treasurer’s Report
1. Account balances:
For ID#1 operating accounts the VOCU checking account contains $4634.05 and savings contains $1768.66.
The B.O.S. holds three accounts for handling the Assessment District: Project fund is currently $64,432.59; the Reserve fund at $12,000.00; and the Redemption Fund with $100,000. A fourth, holding monies received by the CSD from the tax collector from assessments and from property owners who chose to pre-pay their assessments, is now with VOCU in a money market account and has $247,546.14. All these total $430,381.44. These monies are in 2 banks so that they are insured by FDIC. Bank of the Sierra is paying no interest; Valley Oak Credit Union does pay interest on the money market. (This account has made $21 in interest). Further explanation of these accounts as detailed below was provided:
a. The Project account receives funds from the USDA loan and disburses them to pay bills each month as the water rehabilitation project work progresses. Once the project is complete it will be used to pay back the loan.
b. Assessment Reserve Fund is a mandatory account to cover potential homeowner tax defaults - we are to add 6% to it annually from the collected assessments until a full year's payment for the entire district is available. (Board member Molly Lawson arrived at this time.) This would take about 15 years to accomplish.
c. Redemption Fund is money from property owner assessments collected each year through their property taxes. That will continue for the term of the loan until it is completely repaid. $100,000 is now set aside to make the first year's payments (approximately $85,000 each year).
d. Approximately $176,000 of the V.O.C.U Assessment money will be used as was designated by the USDA bond council to be used to pay for a portion project related expenses.
2. Past Dues:
a. Shut off notices typed for Scharn and Sommers. Sommers will be moving soon.
b. Valerie Seals has moved out without paying and Jim Wells, the homeowner will have to receive a bill. An email will be sent to him to inform him that the bill will be forthcoming.
c. It is not known who lives at the former Anderson house and nothing has been paid; a letter requesting contact was left at the house, and a shut off notice will be coming soon.
d. Glucksterns have a new renter; we don't have contact info for them.
Pursuant to the CSD operating ordinance we are no longer willing to bill renters for water but we will bill the owners; if renters are to be billed, a deposit is required.
3. List of paid bills was provided. It was noticed that our utility bill is getting lower.
Maintenance Report
1. Booster pump B at the Wagon Wheel cost almost $1000 and has been reinstalled.
2. Fox pump needs raising. Stehelin has been instructed to proceed.
3. Wagon Wheel - replacement and/or repair has been discussed with David McDermott and Stehelin who will follow up.
4. Hart tank - Black put a sight gauge on the tank. Bayard will check it on Tuesdays and Saturdays; Mutch can check a day or two during the week.
Compliance and Reporting
Turbidity fines from the County were waived for the duration of the project.
Old Business
None at this time.
New Business
1. Northcutt - submitted bill for driveway repair to the insurance company and will address his easement after the Project is completed.
2. Meter policy - tabled once again.
3. Meter readings - Board went into closed session to discuss Peggy Hunt's continued board membership. Came out of closed session with the decision that Hunt has been dropped from the board for her inability to attend the meetings.
4. Accounting oversight - for Howell's protection, it was suggested that she contact a board member to initial all bills before paying. This would apply to the checks for our normal operating expenses, not Project expenses. During discussion however it was determined better to simply follow the previously approved policy (for Cindy) to hold all bills received during the month and then at each meeting for the entire Board to consider and approve payment for those.
5. Filing System - Botkin and Bayard created a filing system. The files will be moved to the CSD office and everyone has a copy of what is filed where. If changes are made to the master list, contact Botkin. Project files system will come at the next meeting.
The Project
1. Copies of the project budget and current change orders were passed around.
2. Tank at Hart residence - Mr. Hart has reservations about putting the tank on his property. Upper Skyline needs to have a separate meeting to examine their options. The USDA is obligating us to prioritize spending for the treatment plant because that is part of the original project proposal. The tank replacement on upper Skyline is being added if the funds are available. This area, consisting of 13 homes, has already received a change to reroute and add pipeline, has a pending change to raise the pressure to better serve the higher elevation homes, and also has over the years had a disproportionately higher operating cost due to the electric power needed to boost the pressure to serve them and to repair the substandard pipe originally installed by their developer.
3. Treatment plant proposals and options - We don't know when it will be finished. It may need to be put out to bid in a separate bidding process. We are waiting for Wegley's proposals which may include: another clarifier tank on our old system, or a slow sand filter or a ready built treatment plant that meets all the standards that is skid-mounted with a metal building over it for around $350,000. This means we will go through another summer without potable water. We should notify the neighborhood of the status of the project and issue an Unsafe Water Notice in anticipation of needing to use the river well as warmer weather and increased water use occurs.
4. Punch list isn't finished; it is supposed to be finished this week. Funds are not dispersed until the punch list is completed. After it is completed, we will send a letter to the neighborhood outlining status of the project: the pipes, the treatment plant and the tank that serves upper Skyline.
CSD Report
None at this time.
Adjournment at 9:40 p.m.
Next meeting Monday, May 16, 2011, 7:30 p.m. at CSD office
Respectfully submitted,
Jana Botkin, Board Secretary, ID#1
March 21, 2011
The meeting was called to order at 7:37 p.m. by board president Paula Bayard. Board members present were Katie Kelly, Linda Mutch and Jana Botkin, Also present was CSD representative Rex Black, and bookkeeper Cindy Howell.
The agenda was approved - so moved by Botkin, second by Kelly. The minutes from the February meeting were approved - moved by Kelly, seconded by Mutch . Board member Yahne arrived at this time.
Treasurer's Report
1. Account balances: Checking account contains $2959.57; savings contains $1,768.66 for a total of $4728.23.
2. Past Dues: same as last month. Scharn $338.33, Cabanilla $450, Seals $225 (making payments), and Summers $613.20. With the current bills a notice went out to let these folks know a shut-off notice would come in a month. (Board member Villavicencio arrived at this time.)
3. List of paid bills was provided.
4. How do we learn who is a new owner when a house changes hands? Bayard will write a form letter and post it on houses that get new occupants.
5. Hunt presented a bill for $250 for meter reading. From the 12/15/09 minutes "The current readers are having trouble getting their work finished quickly; it was agreed that Hunt will read all the meters for the next billing. She is to keep track of her time the first time; appropriate compensation will be decided after it is known how long it will take." It was moved to hold the bill until Hunt can attend a meeting to discuss her fees. Motion passed. It was noted that she no longer lives in the neighborhood.
6. Meter reading in the future - volunteers don't seem to be able to read in a timely manner. Villavicencio will bring one of his employees to meet with Kelly to learn where the meters are, and we will pay $15/hour. It is estimated the job will take no more than 5 hours.
Maintenance Report
1. Booster pump B at the Wagon Wheel cost almost $1000 and has been reinstalled.
2. Fox pump has been repaired for about $700
3. Yahne authorized Stehelin to raise the Fox pump off ground level; his estimate is $350 for that work.
4. Continual water outages at the top of Skyline - how can we know the tank is empty before people run out of water? An alarm on a float valve can be installed. We need a volunteer to check the tank level and turn the pump on if the tank needs to be filled until the electrical signal can be installed. Bayard will talk to Gary Ward about a system. Mutch will ask a co-worker who lives at the top of Skyline.
Compliance and Reporting
Howell will talk to Chuck Hemans about getting the turbidity fines waived.
Old Business
Agreement with downstream water users has been signed.
New Business
1. Maintenance and operating budget - requirement of USDA that we put aside $2500 per year for this purpose.
2. Repair of Northcutt Driveway and request for return of easement. Northcutt has requested that we repair his driveway after a large blow-out caused a large hole. Bayard asked Boykin/RS Wayne and Dirtworks for estimates. Black suggested we get the money from the USDA loan. Northcutt gave us an easement to go up the hill behind his house and The Project went another way. Now he would like the signed easement returned; we tabled this item until next meeting after we have estimates.
3. Meter policy - do we revise our policy so that the board maintains them rather than the homeowner? Subject tabled for the next meeting so we have all the pertinent paperwork.
The Project
Craig Ranch water purchase is being abandoned because we will be using Project money for the treatment plant and the Craig Trust hasn't returned any calls.
Status Report of project
Project budget & current change orders supplied for board members perusal. Installation of meters being done.
Tank at Hart residence - Wegley will get together with Harts to determine best configuration. Talisman drive has been repaired except for the bottom part.
Tank at Talisman residence is finished. Treatment plant proposals/options - slow sand filter? A specific meeting with Wegley will be necessary to solve this. Memorial Building is requesting that the treatment plant look presentable and some remuneration for having it be on their site.
Complaints: Wall - board not yet repaired but dirt appears to be replaced; Bayard asked Howell for the Walls phone #.Reed/Caprio-Mutch: Caprio met with Travis; a slurry seal is an acceptable repair and has to wait until warmer weather. Reed was apprised of the agreement.
Yahne got a call from Delgado about water running down Skyline; the source was a 2" electrical conduit line at Beckwith that couldn't withstand the pressure. Yahne called Beckwith; she has asked Boykin to put a new line in after the project is complete.
Each board member needs to recruit one volunteer to watch over the pumps and tanks of the new system and be willing to be called and turn on the pumps.
CSD Report
Black had none.
Adjournment at 8:51 p.m.
Next meeting Monday, April 18, 2011, 7:30 p.m. at CSD office
Respectfully submitted,
Jana Botkin, Board Secretary, ID#1
February 21, 2011
The meeting was called to order at 7:43 p.m. by board president Paula Bayard. Board members present were Jana Botkin, Katie Kelly, Bob Yahne, Also present was CSD representative Rex Black, guest Linda Mutch and bookkeeper Cindy Howell.
The agenda was approved - so moved by Botkin, second by Kelly. The minutes from the January meeting were approved with the addition of the past dues - moved by Kelly, seconded by Yahne.
Treasurer’s Report
1. Account balances: Checking account contains $4,348.49;
savings contains $1,768.52 for a total of $6,116.91
2. Past Dues: same as last month. Scharn $263.33, Cabanilla $375,
Seals $75 (making payments), and Summers $538.20.
3. Shut off policy reviewed; bookkeeper will print from the website and enclose with the bills on March 10. Bookkeeper will verify the number of cycles each past due is behind, mail the shut off notice and coordinate with Villavicencio. If any board member receives a call from a shut-off notice recipient, tell them to fill out the paperwork for the CSD or just pay the bill.
4. List of paid bills was provided.
Maintenance Report
1. Overhauled booster pump at the Wagon Wheel – is working now
2. Booster pump B at the Wagon Wheel is waiting for estimate from George Smith of D&D for cost of new impeller. Stehelin has to remove it so Yahne can deliver it to D&D for the estimate. Yahne will check with Stehelin.
3. Fox pump is repaired. It is sitting too low and is subject to flooding. If it has a concrete pad and plumbing work that will raise it above the level of the potential run-off from rain. Bayard will email Wegley to make a change order for it.
4. Well #3 at Caprio/Mutch residence - replaced check valve, pressure relief valve and pump protector switch. Work done by Stehelin.
Compliance and Reporting
Not in the river at this time. We passed the first set of tests for Bact T; waiting results of the second set of tests. It would be prudent to keep the boil notice in place because we cannot time notification about surface water being turned on and our treatment plant is not yet adequate.
Old Business
Status of agreement with downstream water users - Villavicencio signed it for ID#1 and mailed it to the downstream users. We are waiting for their signatures. When it gets returned, we will send it to the SWRCB to issue us a permit.
New Business
Maintenance and operating budget was provided last meeting and was given to Bayard. She will review if there are legal requirements to save for future capital improvements.
Linda Mutch was nominated and approved to join the ID#1 board.
The Project
Negotiations for purchase of water - no action. Wegley has been in contact with the trustee; the Craig Trust is looking for a lawyer so they can continue negotiating with us. If nothing happens soon, it will be too late for The Project.
Status Report of Project:
Project budget & current change orders - plenty of money still available in budget for water acquisition (cannot find water for new wells) and treatment plant.
Tank at Hart residence – will replace 7500 gallon tank with a new tank with the capacity of 20,000 gallons. Soils compaction tests results in.
Talisman drive – driveway completed. Rain damaged the lower part and it will need repair.
Tank at Talisman residence - altitude valve not functioning properly but representative will come to repair it this week.
Completion date extension because of rain and added work - the end of March.
Treatment plant proposals/options are in and Wegley is reviewing them. He would like to present them to the board at a special meeting that will be called in 1 or 2 weeks.
Telemetry - Gary Ward installed at La Cienega tank and functional but not its permanent location, installing at all wells.
Complaints: Wall, Reed/Caprio-Mutch. Bayard met with project manager Travis Vickers. They visited Wall at the top of Skyline. Concerns are valid. County culvert was plugged by moving decomposed granite. Sent an email to the Walls that the board in the fence can be replaced and primed. The culvert will be flushed, and native soil will be used. Caprio/Mutch's road is being investigated. Caprio should meet with Vickers to discuss.
Talisman driveway is completed but there is some water damage that will have to be repaired.
CSD Report
No report.
Adjournment at 8:47 p.m.
Next meeting Monday, March 21, 2011, 7:30 p.m. at CSD office
Respectfully submitted,
Jana Botkin, Board Secretary, ID#1
October 18, 2010
The meeting was called to order at 7:40 p.m. by board president Paula Bayard. Board members present were Jana Botkin, Bob Yahne, Dennis Villavicencio. Also present were guests Molly Lawson and Tom Sparks, CSD representatives Vince Andrus and CDS General Manager Julie Doctor.
The agenda was approved - so moved by Yahne, second by Villavicencio. The minutes from the September meeting were approved - moved by Villavicencio, seconded by Yahne.
Treasurer’s Report
Treasurer absent but provided a report as follows:
- Account balances: Checking account contains $4575.60; savings contains $1767.84
- Past Dues: Scharn $38.33, Summers $463.20 Bayard will ask Howell if she sent shut-off notice to Summers.
- Presentation, discussion and approval of bills: $1646 from Dirt Works not on list of past dues but authorized to be paid.
Maintenance Report
Nothing to report.
Compliance and Reporting
Bayard asked Chuck Hemans via email for turbidity fines to be waived during the Project. (We are under the Boil Water notification for the duration of The Project.) Our chlorinator needs to be replaced - Villavicencio will order a peristaltic pump or perhaps an adjustable one along with some backup supplies, as suggested by Doctor. It is estimated that it will cost $650. So moved by Botkin and seconded by Yahne. Villavicencio will see that it gets installed, perhaps with the help of Doctor or Hunt. (Doctor left after this decision.)
Old Business
Proposal from Larry Dotson - Villavicencio will add a few things to the agreement for us to purchase water from them at a per acre foot rate. (Water that we use from the river.) He will return the agreement to Dotson sometime this week and let him know it has to be approved by ID#1 and the CSD.
New Business
1. Changes in board members: Villavicencio moved to approve Lawson for the ID#1 board; seconded by Yahne, and passed unanimously without discussion. David Fireman resigned from the board because he moved away.
2. Water Board information from the Community Water Center was passed out to all present at the meeting. It is necessary for ID#1 to follow the Brown Act. A quorum of board members cannot informally discuss board business outside of meetings. All board members need to fill out a Form 700, a county Conflict of Interest form saying none of us are profiting from being on the Board. An ethics test will be required by board members once a year. The information also includes information on how to increase rates.
The Project
1. Mathias, lawyer of the Craig Foundation, responded to Black's letter asking for a meeting. Needs to be scheduled.
2. Contractors are moving up La Cienega and may reach the future storage tank later this week. They will move to Skyline next.
3. Last meeting a decision was made to go up the Northcutt property with the up pipe to the new storage tank; Wegley revisited the decision and is discussing with the contractors the possibility of going up Skyline instead. Contractor quoted $24,000 difference to change back to Skyline from Northcutt. $18,000 could be saved in another area of The Project to defray the cost of the proposed change.
4. There was a very high bid for the repaving of the Talismans' concrete driveway; a new bid will be gotten for asphalt. We are working with the very cooperative Talismans to resolve the problem.
5. Hookup for Briggs, Young, Schein and Botkin properties: pipe from storage tank at Wells property down to these places is a service line that is now abandoned. Scheins will need a new service line. Black, Wegley and Bayard are proposing 2 lines up the easement drive by Bayard, around the front of the Schein house and hook up at the back of the house. The line going up will be theirs to maintain but will be installed by ID#1. USDA has given permission to do this on the loan. Botkin: 2 meters, neither serviced off Alta Acres but from a line that will be abandoned.
6. The Lincolns up Skyline had low and surging water pressure. Our new system was designed to address delivery and potability rather than pressure. Bayard will draft a letter to them letting them know their concerns will be forwarded to the engineer.
CSD Report
Andrus had no report but wanted clarification about the river well. There was discussion but no conclusions or proposals or voting.
Additional discussion
Tom Sparks reported that the County will repave Alta Acres Drive and Skyline to Highway 198. That is all in the County budget for paving this year. Skyline has priority for next year's paving. Someone from ID#1 needs to attend the January County Board of Supervisors meeting in 2011 to ask for this. Sparks will send a reminder email to Bayard when it is time.
Meeting adjourned at 9:09 p.m.
Next meeting Monday, November 15, 2010, 7:30 p.m.
Respectfully submitted,
Jana Botkin, Board Secretary, ID#1
September 16, 2010
The meeting was called to order at 7:32 p.m. by board president Paula Bayard. Board members present were Katie Kelly, Jana Botkin, Bob Yahne, Peggy Hunt and David Fireman. Also present were bookkeeper Cindy Howell, guests Molly Lawson, CSD representative Rex Black,
The agenda was approved..
Minutes from previous meeting were approved.
Treasure''s Report
- Account balances: Checking account contains $4640.47 (including the check from CSD); savings contains $1767.62
- Past Dues: total $501.53 – Summers $463.20, Scharn $38.33. .Villavicencio arrived at 7:44) Howell will send another shut off notice to Summers
- Presentation, discussion and approval of bills: CSD gave $2509.64 to ID#1 for repairs to the pipes that occurred due to the construction. The money is from the USDA loan that will need to be repaid. Howell paid the electricity bill without approval to prevent the power from being shut off. Chlorine usage was up; we were advised to use more chlorine due to a spill in the Park. August bills paid were $4280.02; deposits $2990.26. Bills submitted for approval were approximately $2000 – payment approved.
- Other: A handful of people had $1800 readings that have never had large bills before; catastrophically off! Howell made adjustments due to construction to bring them back into order with the normal usage. According to Doctor, air flowing through the pipes spins the meters. Some of the meters are missing; Howell is to use average usage from previous bills. Meters will be in place as The Project is completed.
- Bayard asked Howell to put notice of board meetings on the bottom of the bills.
Maintenance Report
- Leaks along Skyline slowly and surely getting leaks fixed, mostly by Boykin
- Water pressure problems at Lucero– Boykin took out the line from the street, the old system Main and put a new line in. Owner Castellano paid Boykin.
- Pfister's renter's leak repaired; Everson got water to the kitchen but the renters still don't have water to the shower. Yahne advised that the renters speak to the landlord.
Compliance and Reporting
- Notices to water users about the river well usage went out July 10 and August 18. Botkin is supposed to send the form to the County every 2 months and Howell can provide the dates of notification. Boil notices are in effect until at least October. Boil notice went out August 3.
- Fire Dept. request for water information – Villavicencio told them the info would be supplied when the new system is in place.
- River well testing and monthly reports to county – Doctor is doing this.
- Doctor said she received a penalty notice of $105 from the County for high turbidity; Bayard will call and explain that it is due to the construction and there is nothing we can do to change it.
Old Business
Proposal from Larry Dodson was not acceptable according to Villavicencio especially with regards to the permit. Villavicencio has not drafted a new proposal but has plans to do this.
The Project
- Seismic well testing reports – 6 gpm at Reid's, at Fireman's and at the well on the Craig Ranch. The technology may not be accurate with regard to the Craig well. a decision need to be made: Do we take the pipe up Northcut's hill to the tank at Hart's or do we boost it up Skyline? After discussion, it was recommended to stay with the original plan to go up the Northcutt hill.
- Testing well on Craig Ranch – We need a response from foundation lawyer Mathias before spending approximately $15,000 to test. Wegley will be arranging a meeting with the trustees on the issue – Bayard will check on the progress. (An aside: River well produces 35 gpm and storage would be a helpful solution.)
- Status report on project was passed around for all to peruse. Bayard meets with Black and Wegley each Friday and any of ID#1 is welcome.
- Report on water pressure tests been superseded by a plan to put pressure regulators on lower Skyline and Alta Acres. Need to discuss the areas above those with Wegley. 60 psi is the norm.
New Business
Fireman is resigning due to a new job – Chief Ranger at Bryce Canyon in southern Utah.
CSD Report
No report from Black.
Meeting adjourned at 8:39 p.m.
Next meeting Monday, October 18, 2010, 7:30 p.m.
Respectfully submitted,
Jana Botkin, Board Secretary, ID#1
The meeting was called to order at 7:40 PM by Jana Botkin, board secretary. In addition, board members Peggy Hunt, Katie Kelly, and Bob Yahne were present, along with Cindy Howell, bookeeper, Rex Black, CSD representative. Board members Paula Bayard and Dennis Villavicencio arrived at 7:55 and 8:00, respectively.
The agenda was approved with the deletion of 2 old maintenance issues from a previous agenda and the minutes from the previous meeting were approved.
Treasurer's Report
Total of $10,617.86 in checking and savings accounts. Howell met with the auditor who made two recommendations: 1. all checks paid out have 2 signatures; Kelly will co-sign with Howell, and 2. a simpler version of a current treasurer's report be provided monthly. Past dues : Chavez of We Three paid $1000 so they have a credit; Summers is unavailable by phone; Hunt is working off her bill; only Vasquez is overdue. A list of paid bills was provided. Hunt did work for $87.50 and it was voted to accept these bills in lieu of equal past due on her account. Stehelin was paid for repairs – Yahne found the charges acceptable for work completed.
Maintenance Report
1. Black wrote letter to Kaweah Pump disputing charges; no response.
2. Small leak at Fox residence declared “not worth fixing” by Stehelin because there is no shut off valve.
3. 2 smaller leaks on La Cienega will be done on or around 8/19.
4. Leak at Well No. 1 is in sand filter and the lines that are welded in place. It was patched and will be expensive to be replaced.
In addition, the subject of broken meters was revisited. It was concluded that Howell will include a note in the bills when she sees that the meter reading numbers have not changed. It will read as follows: “Your meter is apparently not recording your water usage. Meters are the property owners responsibility; yours needs to be repaired or replaced by the next billing cycle. If you don't repair or replace your meter, Improvement District #1 will do so and the cost will be included on your next bill. Please call Peggy Hunt at 561-4648 for assistance or with questions.”
Board policy of water users responsibility for meters was reaffirmed. A motion was made, seconded and passed to buy 5 meters to have on hand for replacements. Hunt will work with Stehelin to get this done; for security reasons the meters will be stored at Hunt's home rather than with ID#1's supplies.
Compliance and Reporting
1. Currently in river well..
2. Hunt contacted Chuck Hemans at the County regarding the new requirement for meters at each water source by July 1. He received a letter from us about our Project. It was agreed to pursue meters on our wells.
3. Drought Contingency Plan: Bayard sent letter to Hemans 7/27/09 requesting a variance. A copy will be attached to these minutes.
Old Business
1. Negotiations with downstream water users is awaiting a written proposal from Dotson, as requested in last month's meeting. Villavicencio will ask him again. He will also look up info on water rights as per Hunt's sugggestion.
2. No answer from Gessell on permission to test water. Bayard will send another letter.
Project
28 Right of Way Easements were delivered to Anne Lang for water users to sign and have notarized. There are 8 remaining to be signed; these were divided between Bayard and Botkin to follow up with reminder calls.
New Business
The County notifed ID#1 that encroachment permits are required whenever our repair work is in the road or the shoulder. The permit is free and one will suffice for an entire year. Yahne will ask Stehelin to comply with this requirement.
CSD Report
Black reported that Pares informed him that the Auditor suggested ID#1 post its meeting minutes on the CSD website. Villavicencio moved to allow the minutes to be posted with the exception of sensitive material and that which pertains to litigation issues on a going forward basis. Botkin will type these sensitive parts in red for Pares to not post.
The meeting was adjourned at 9:10.
Next meeting: Tuesday, September 15, 2009, 7:30 p.m. at CSD Office.
Respectfully submitted,
Jana Botkin
Secretary
Charles Hemans, R.E.H.S.
Environmental Health Specialist
TULARE COUNTY HEALTH & HUMAN SERVICES
Re: Improvement District #1, Three Rivers Community Services District
Dear Mr. Hemans:
This is to follow up on your July 22 phone conversation with Peggy Hunt. As you are aware, Improvement District No. 1 is in the process of a complete and substantial upgrade of our water system. We and our engineers are just finishing up the design phase of our project and hope to have it out to bid within the next couple of months. We are doing all we can to ensure that our upgraded water system will comply with the numerous federal, state, county, and other regulatory requirements. At this point, we are asking for a variance from the requirement of supplying the County with our Drought Contingency Plan until we are able to accurately assess the Improvement District's usage and thereby accurately prepare a Drought Contingency Plan.
With regard to the requirement to install flow meters on all wells, we are in the process of determining the feasibility of compliance and we respectfully request an extension of time to either comply with the requirement or request a variance, if necessary.
Thank you for your cooperation and continued courtesy to us as we work to diligently complete our upgrade and comply with pertinent regulations. If you have any questions, please do not hesitate to call or write to either me or the Improvement District's Vice President, Dennis Villaviciencio. I can be reached at 559-561-4218 and Dennis can be reached at 559-561-5900.
Sincerely,
Paula Bayard
President
Improvement District #1 Management Committee