Thursday, January 16, 2025 | 6:00 PM
Olga Community Center
Board Members Present: Geoff Cunard, Paul Groeninger, Patrick Boehm
OWUI Administrator Present: Aurora Fackler-Adams
OWUI Members Present: Grace Gottlieb
Board Members Absent: Guy Woods
Meeting called to order at 6:04 PM.
1. Approval of Minutes
December Meeting Minutes
Minor corrections were discussed, including changes to clarify terms such as "parcels" instead of "addresses,” and adjustments to language regarding the sand filters, clarifying the maintenance situation.
Motion: Pat moved to approve the edited minutes. Paul seconded. The motion passed unanimously.
2. President’s Report
Small Water System Management Program (SWSMP) Update:
The SWSMP has been filed with the Department of Health by the engineer Barry after he resolved issues he was having with accessing the online portal.
A thumb drive containing the document will be sent to Geoff in Seattle.
Intertie Update:
Bill Hoyt from Earthworks is investigating leaks in the final 1,000 feet of the pipeline. Due to wet conditions, excavation had to be paused and will resume in drier months.
RCAC Training Opportunities:
The Rural Community Assistance Corporation (RCAC) offers resources and funding for small water systems. Geoff highlighted a guide titled "Formulate Great Rates" to assist with rate-setting practices and create more systems around assessing our rate creation.
Key recommendations:
Charge the Olga Community dock for water as it generates income; the community center’s water will remain free.
Annually review water rates and apply for RCAC funding for emergencies or maintenance needs.
Look into possibilities of acquiring a grant via RCAC to repair our sand filters.
Upcoming training events: RCAC Training Events in Washington.
Top 5 OWUI Needs Exercise: Board members ranked the organization’s priorities:
Priority 1: Sand filter replacement, meter updates.
Priority 2: Intertie completion, raw water intake improvement, leak detection.
Priority 3: Infrastructure replacement plan, tank repair assessment.
Priority 4: Emergency response protocol, new meters, sand filters.
Priority 5: Transfer water rights to Mountain Lake Dam, intertie updates.
Action Items:
Geoff will contact Raquel, the DOH regional engineer, to better understand what further steps are needed from our engineer to be fully in compliance with our intertie & SWSMP.
3. OWUI Administrator’s Report
Microsoft 365 Setup: SharePoint and email systems (e.g., president@olgawater.com, admin@olgawater.com) have been established. Plans to migrate email archives and improve data organization are ongoing.
Accounts Receivable: Notable progress on overdue accounts, though follow-up with two larger accounts is pending.
Banking: Geoff signed necessary documents at Banner Bank; Aurora will secure a debit card.
4. Treasurer/Financial Report
2024 Financials: The organization stayed in the black during this fiscal year. Further details will be presented at the February meeting by Treasurer Guy Woods.
5. Operator’s Report (Eastsound Water)
No operator present. Geoff will request a written report or quarterly attendance going forward from Eastsound Water.
Missing September and November Monthly Surface Water Treatment Reports (SWTRs). These have been requested from Eastsound Water via Geoff, waiting on them now.
Administrative task: Monthly treatment reports need better year-specific organization. Management of SWTR upload and communication about this with Eastsound Water will shift from Geoff to Aurora, admin.
6. Operations Report (Pat Boehm)
Meter Replacement Discussion:
Cost estimates for new meters were presented:
Upfront Costs: $58,700 (equipment, software, and installation).
Annual Costs: Approximately $1,050 (licenses and hosting fees).
Decision to only use drive-by meters, not cellular meters. This way we will have a uniform system.
Flume devices using Wi-Fi for real-time tracking were discussed as an addition. Member agreements will be needed for installation, especially because connection to home Wi-Fi within 200 feet is required for use. An additional wrinkle is that because these require connection to Wi-Fi, we will need members to be present in their homes to install the Flumes.
It is important that we complete the meter replacement and Flume installation before the intertie is completed, because that is when water will stop being free for our org, and tracking usage correctly becomes crucial.
Paul makes a suggestion that we call a special meeting (outside of our annual meeting) so we can get members on board ASAP and begin installing now.
Grace suggested connecting this initiative with removing the leak forgiveness policy, to underscore how much more important leak tracking will be once members are fully financially responsible for all water lost.
Action Items:
Develop a member communication plan to educate and prepare for meter installation.
Board members to start drafting a letter to members to precede the annual president's letter that will detail upcoming changes (meter replacement, Flume introduction).
7. Member Input
Member input given throughout meeting.
8. New Business
No new business.
9. Next Meeting
The next board meeting is scheduled for February 20, 2025, at 6:00 PM at the Olga Community Center.
Meeting adjourned at 7:18 PM.
OLGA WATER USERS, INCORPORATED
owuistaff@gmail.com