OWUI Meeting Minutes, January 10, 2024

Wednesday, Jan, 10th, 2024 5-6:30 pm — Olga Community Center 

  1. Call to Order: 05:04 PM 

    1. Board members present: Pat Boehm, Guy Woods, Geoff Cunard, Paul Groeninger, Dave Noneman

  2. Approval of minutes for December

    1. Approved.

  3. OWUI Operators Report 

    1. Production 

      1. Olga plant has remained stable at an average of 9 GPM for the month.

      2. With production remaining stable, no new significant leaks have developed.

    2. Cold Weather

      1. In preparation for below freezing temperatures this week, team will be ready to perform meter shut offs as needed. 

    3. Repairs

      1. Found compromised infrastructure on the main side of the meter at 73 Olga Park Ln. Will go back to the main and replace the service line and setter.

    4. Intake Monitoring

      1. Due to potential clogs from the recent rains and high winds, inspected raw water intake in Cascade Stream. 

      2. Intake is currently free flowing. Will continue frequent inspections throughout the winter.

    5. Chlorine Deposit Refunds

      1. Chlorine container deposit refunds were being incorrectly credited; issue was resolved. 

      2. Olga was credited with the correct deposit refunds. Operators contacted Cascade Columbia to avoid this issue in the future.

  4.  OWUI Administrators Report 

  1. New administrator onboarded as OWUI staff: Susan Min

  2. Deposits

    1. Checks have been deposited by Geoff, will continue to deposit this week.

  3. Banner Bank

    1. Signature cards

      1. Bank requires updated signature cards from the Board.

      2. Guy moved for Susan to receive online access to Banner Bank, to make deposits, and to receive Banner Bank signature card for Susan to use Banner Bank account to pay for administrative expenses incurred for OWUI. Geoff and Pat seconded motion. Approved by entire Board.

  1. Treasurer/Financial Report

    1. Budget Review for 2025

      1. Guy presented proposed budget for 2025.

      2. Board reviewed line items and discussed reasonable budget cuts to improve bottom line.

      3. Guy to adjust proposed budget and present for final board approval in February.

    2. Certificates of Deposit (CDs)

      1. Guy advised to expand OWUI’s financial portfolio by executing CDs while the rate remains favorably high.

      2. Dave moved for Guy to execute CDs with rates higher than 4.5%; Geoff seconded. No opposition; Board fully approved.

6. OLD Business: 

a. Intertie Update 

i. SWSMP update: 

As directed earlier, Dave contacted Doe Bay regarding the status of the intertie. Doe Bay does not know status at this time. As of December 14, 2023, Doe Bay was still waiting to receive its approval from WA Dept. of Health that Doe Bay has the capacity to take on the intertie.

 Geoff to contact Barry for a reasonable timeline.

        7. New business 

a. Operations and Maintenance Report

i. Fish population:

Pat met with Jenny DeGroot regarding potential project involving scientific study of fish population in Olga water. No further progress on this matter was made nor is scheduled at this time.


ii. Sand filters:

In preparation of plant deactivation in relation to intertie project, Board discussed best practices to shift the active plant to dormant status, including maintaining flow through sand filters and contracting out periodic meter reading.

  1. Leak update:

There was a pipe leak going to the valve at the fire hydrant at David Sofaer’s. Island Excavating addressed the leak today; it is now being repaired. Hydrant does not need to be capped.

There was a half-gallon/minute leak at Pat’s. Pat believes this to be a frost freeze leak. Will investigate.

  1. Flume/Smart Meter:

Board discussed benefits to OWUI members using a flume device or “smart” meter reader to have better awareness of potential issues and mitigate losses. Paul to prepare a draft summary to promote use of a flume device; Board to receive Paul’s draft and review for Board approval before distributing to OWUI members.


  1. Vendor Billing

To improve OWUI organizational practices, Dave would like Board to consider adopting a new vendor billing policy that would have vendors (e.g., outside contractors, service providers, etc.) bill OWUI within 45 days of work/service performed. Bills submitted after 45 days may be subject to Board review or require Board approval, as proposed by Dave. Board engaged in robust discussion about how external billing practices may not be readily influenced by OWUI policies. Geoff directed Board to pause further discussion of the matter until Dave prepared a draft policy for Board review. Dave to prepare draft and present at next Board meeting.


  1. Alternative Board Meeting Locations

Board continues to explore options for alternative locations to hold the monthly board meetings, as the current location is not wi-fi enabled, which prevents some members from being able to attend. Having wi-fi and internet during these meetings will allow increased participation by the Board and the community.

The newly remodeled Olga Store building has an internet/wi-fi enabled conference room, which may become available for non-profits to hold meetings. Geoff to ask Selby about availability of the Olga Store conference room.

 8. Public Access No public members present.

9. Next meeting time February 15, 2024  5:00PM 

10. Adjournment 6:33 PM