Olga Water Users, Incorporated
BOARD MEETING AGENDA
Thursday, December 19th, 2024 6pm
Olga Community Center
Meeting Start Time: 6:01 PM
Board Members Present:
Geoff Cunard (President)
David Noneman
Paul Groeninger
Pat Boehm
Guy Woods
Administrator: Aurora Fackler-Adams
Members Present: Grace Gottlieb
1. Call to Order
Meeting called to order by Geoff Cunard at 6:01 PM.
2. Approval of Minutes
Minutes from October and November 2024 were approved unanimously following a motion by David Noneman and a second by Pat Boehm.
3. President’s Report
a. SWSMP Update
Submission to the state confirmed but pending response from Barry Buchanan.
Follow-up action: Geoff will contact Barry for confirmation.
b. Intertie Update
Doe Bay terminated its contract with Buchanan & Associates.
OWUI received an overcharge reimbursement of $9,441 from DWUA.
Barry Buchanan proposed that OWUI take over the contract for the Intertie project. Steve Schaefer will continue supporting as needed.
Board discussed ongoing issues, including:
Leak location narrowed to 1,000 feet of pipeline.
Pressure and flow tests not completed due to leaks.
Remaining steps: as-built drawings, proper testing, and sanitation.
Action Items:
Geoff to request a detailed proposal from Barry Buchanan with an hourly rate cap for the remaining work.
c. Lead Service Line Inventory
One galvanized line identified, triggering a notification to affected members.
Next steps include further investigation based on guidelines from Eastsound Water.
d. Olympic View Estates Membership Status
Clarification provided on billing errors:
A member was charged for two memberships in 2023 and 2024 but only has one.
A credit has been issued for the overcharges.
Future memberships for additional parcels at this address will require separate discussions with the Olympic View Estates HOA. This membership has two meters serving separate parcels on one membership, which technically violates our bylaws.
4. OWUI Administrator’s Report
Aurora Fackler-Adams provided updates on administrative processes:
Bills for the current cycle have been sent out successfully.
Transition to Microsoft 365 is underway, streamlining document management and collaboration.
Board members point out that the billing period on the bills is incorrect
Administrator to post update on website notifying members that the billing period was written incorrectly on recently sent out bills.
New automated systems are being implemented for billing and tracking of member accounts and deposits to improve efficiency and accuracy.
Action Item:Administrator will post notice of incorrect billing period on bills on the OWUI website.
5. Treasurer’s Report
Guy Woods reported financial challenges stemming from unpaid bills to our operator, Eastsound Water, and administrative errors by the previous administrator.
Updates:
Eastsound Water’s overdue payments have been addressed.
Loan application for new meters will be submitted shortly.
Discussion on annual vs. monthly billing:
Consensus to consider transitioning to monthly billing when online payment systems are fully implemented.
Aurora Fackler-Adams to be added as an authorized signer for OWUI’s bank accounts.
Sue Min to be removed from OWUI bank accounts.
Mark Mayer and Brian Frenyea to be removed from safety deposit box access and Geoff Cunard and Guy Woods to be added.
Motions approved unanimously, with Guy and Geoff abstaining from voting to add themselves to safety deposit box.
6. Operations Report
a. Sand Filters Replacement Needed
Current sand filters are deteriorating and require maintenance:
Filters are having difficulty filling due to debris and covers in the way of the flow.
Covers and metal structures supporting the filters have failed due to storm damage in 2021 and freezing conditions in 2022.
Proposal to replace or construct a roof over the tanks to prevent debris.
Action Items:Pat and Paul to explore options for constructing a roof and provide a bid by the next meeting.
b. New Meter Quote
Discussion on upgrading to digital water meters to improve accuracy and leak detection:
Two options considered:
Cellular meters for real-time data reporting.
Drive-by meters requiring manual data collection but at a lower cost.
Estimated costs:
Approximately $300 per meter package (meter, register, and endpoint).
Total cost to purchase and install approximately 160 meters: $45,000 - $50,000.
Installation costs estimated to be about $500 per meter, bringing the total project cost higher.
Maintenance considerations:
An annual service fee of $1,000-$2,000, expected to increase over time.
Board Discussions:
Guy emphasized the importance of having consistent meter types across the system for ease of operation and billing accuracy.
Grace highlighted the improved accuracy of digital meters over analog, potentially uncovering underreported water usage.
Geoff and Grace noted faster leak detection with digital meters, reducing water waste.
Concerns raised about mixed systems if cellular coverage is not feasible everywhere.
Dave pointed out that inconsistent meter types could lead to unfair billing practices.
Testing Plan:
Geoff suggested testing a small batch of cellular and drive-by meters to determine functionality across various locations.
Grace reminded that meters are powered by water flow and must be properly installed to function.
Action Items:
Geoff and Pat to discuss options for determining how much of our system could be covered by cellular meters, discuss with Pat and see if it is necessary to install all meters before we can know if they work or if it is possible to test using a tool.
Guy to oversee financing options for the meter replacement project and confirm annual service fee structure.
Sam to be consulted about meter reading capabilities for both types.
7. New Business
Vice President vacancy to be filled following Guy Woods’ departure.
Next board meeting is scheduled for January 16, 2025, at 6:00 PM.
8. Adjournment
Meeting adjourned at 8:06 PM.
Key Action Items:
Geoff to contact Barry Buchanan for proposal details and request an hourly rate cap.
Admin Aurora to post notice on the website notifying members that the billing period on their bills is incorrect.
Pat and Paul to research roof construction options for sand filters and provide a bid by the next meeting.
Guy Woods to finalize and submit the loan application for new meters.
Geoff and Pat to assess possibility for testing cellular coverage across the system and coordinate testing of both cellular and drive-by meters. Sam to be consulted about meter reading capabilities for both meter types.
Board to discuss the feasibility of transitioning to monthly billing when online systems are implemented.