OWUI Meeting Minutes, February 15, 2024

Thursday, Feb. 15th, 2024, 5:00 pm — Olga Community Center

  1. Call to Order: 5:02 PM

    • Attendees:

      • Board Members, present:

        • Geoff, President

        • Guy, Treasurer

        • Paul, Secretary

        • Dave, Vice President (appeared telephonically).

      • Board Member, absent:

        • Pat, Director of Operations.

      • Operator Representative Sam/EWUA was absent.

      • Sue was present on behalf of Administration.

  2. Approval of Minutes:

    • Guy moved to approve Board Meeting Minutes for January 2024; Dave seconded.

    • All present Board Members voted on motion in approval. Motion was adopted and approved for Sue to publish January 2024 Meeting Minutes.

  3. OWUI Operator’s Report

    • Geoff presented the Operator Report received from Operator Representative Sam and EWUA, as follows:

      • Raw Intake Freeze

        • The freezing of the raw water intake further exposed the vulnerability of the aboveground section of the raw water line.

      • Sanitary Survey

        • Dept of Health (DOH) conducted a sanitary survey on Jan. 31st, 2024.

        • Operator is still waiting for DOH official report. However, DOH’s verbal commentary immediately following the survey was very positive.

        • DOH noted several points that will require either action or comment by OWUI and are expected to be listed on their survey report.

          • Continuing our efforts to reduce distribution system leakage.

            • DOH would like to see a 3-year average of below 10%

            • Including an E. Coli response plan in OWUI's Coliform Monitoring Plan

              • Operator recommend the Board appointing a representative or committee to work with Operator EWUA to cooperatively draft a response plan.

            • Update the Operations and Maintenance Manual

              •  Last Updated 2018

              • Review and Update as needed:

                • Cross-connection Control Program

                • Valve & Main Flushing Program

                • PRV Maintenance

                • Instrumentation Settings and Alarms

            • Modify tank hatch

              • The access hatch on the water tank needs modifications to improve the seal.

              • Consider hydraulically disconnecting smaller tank and/or lower shed

      • Active Distribution Projects

        • Removal of 'Sofaer Hydrant'

          • Island Ex was tasked with deleting the hydrant at 448 Pt Lawrence Rd

          • A wider section of the distribution system will need to be depressurized to complete this removal. Operator would like to set a date for the work to be completed and have the OWUI admin send out customer notification of the upcoming outage.

          • While this section of main is depressurized, Operator would also like to relocate the water service meter at 448 Pt Lawrence Rd. The current location is susceptible to freezing.

        • Replace the setter at 73 Olga Park Ln

          • Working with Island Ex to dig back the main to replace the entire service line and setter.

        • Filter Scrape

          • Both filters at the treatment plant are due for scraping .

          • Operator plans to perform the scraping and ripening process over the next few weeks

    • Geoff noted to the Board the following follow-up items:

      • E. coli Response Plan

        • Geoff to look into E. coli data and response plan requested by DOH. Geoff received template from DOH, and Geoff to work on response plan with Operator Sam and EWUA.

      • Standard Operating Procedures

        • DOH asked OWUI regarding its standard operating procedures. Because OWUI’s operations are contracted out to EWUA as the Operator for OWUI, OWUI responded to DOH that EWUA is responsible for performing operations safely. Guy suggested to the Board to request a copy of EWUA’s official Standard Operating Procedures, as these procedures are not itemized in the Operations & Maintenance agreement with OWUI.

      • Tank Hatch

        • Geoff will reach out to Sam and let Paul know that Paul can handle sheet metal fabrication to save money.

  4. OWUI Administrator’s Report

    • Sue presented the following on behalf of Administration:

      • Member Billing / Receivables

        • 2024 Receivables to date:

          • $139,092 deposited to date:

            • $47,800.36 in past 3 deposits

          • Outstanding Member Accounts:

            • Will need to follow up with over 40 members regarding payment; Sue to re-email outstanding members with bill reminder.

        • At next Board Meeting, Sue to present updated Member Billing summary.

    • General Administration

      • Proposed Upgrades

        • Overall, OWUI’s current operating systems and administrative processes need updates to increase standardization, efficiency, and security, as well as to provide clearer communication and collaboration methods between Administration and Board Members.

        • OWUI physical filing also needs assessment for archiving.

        • Prior to next Board meeting, Sue to submit detailed proposal for proposed Administration upgrades for Board to evaluate and discuss at next regular Board Meeting.

  5. Treasurer/Financial Report

    • As Treasurer, Guy presented the following regarding OWUI’s finances:

      • Financial Reporting

        • Bookkeeper

          • OWUI has retained a new bookkeeper, Jazmin Cicotti of Avid Accounting

          • Jazmin received OWUI’s reports and other financial information from Jerry Noesen, and Jazmin will be issuing reports to Guy each month.

        • Bank Accounts

          • Overall, OWUI has about $319,000 in total across accounts at WaFd and Banner Bank.

          • As approved earlier by the Board, Guy reported he created a high-yield account at Banner Bank to generate additional income for OWUI.

          • Guy was also previously approved to close WaFd account, and Guy reported he would proceed with the WaFd closure and then consolidate accounts at Banner Bank.

        • Accounts Payable/Bill Pay

          • Guy noted to the Board that bills were recently received by OWUI for T&M fees from Operator EWUA. Guy directed Sue to process bill payments via ACH.

      • Payroll

        • Due to the bookkeeper change, payroll was inadvertently no longer an automated process and temporarily lapsed at the end of January into early February.

        • Guy to connect with Jazmin and help ensure payroll processing occurs timely and on an automated schedule.

      • Upcoming Expenses

        • Guy asked the Board for any updates from Operator EWUA regarding potential T&M billing specific to the frost emergency.

        • To date, to Board Members had received any official estimates from Operator EWUA, and no such billing had been received.

        • Board members to evaluate Operator EWUA billing, if any such bill is received, and may take on further inquiries with Operator EWUA to have better visibility on costs.

      • Funding for meter replacement

        • Guy reported that funding for meter replacement may be available via Department of Health (DOH) or USDA, through a rural water low-interest revolving loan. Guy requested Geoff to contact DOH to look into whether “technical assistance” inquiries about the meter replacement need to be initiated online through DOH’s portal or can be otherwise communicated to DOH. Geoff agreed to contact DOH regarding OWUI’s assistance inquiry.

  6. Operations and Maintenance Report

    • In Pat’s absence, Geoff relayed Operations report as noted above.

  7.  Old Business:

    • Intertie Update

      • February 1, 2024, OWUI had a meeting with the Department of Health regarding the intertie project. Connecting to DOH was important for the intertie project, as DOH has previously and continued to encourage OWUI to engage in active communication with DOH and continued to welcome inquiries from OWUI. Overall, DOH expressed its need to receive additional data regarding the intertie. OWUI requested recordation of February 1 meeting, but DOH was unable to record the streaming video meeting due to a computer issue.

    • Next steps, smart meter effort with DBWUA

      • In reviewing smart meter upgrade plans, OWUI Board to shift to first prioritizing SWSMP and general “take care plan” for the intertie project, as DOH inquired about OWUI’s systems operations during DOH’s site visit on January 31, 2024 and DOH will need additional data for any next steps with intertie.

      • Geoff, Guy, and Dave agreed that meter updates are important to improve meter accuracy and leak detections.

      • Board to continue to keep smart meter/electronic meter upgrades in short-term goals for Board to accomplish.  

    • SWSMP status/strategy

      • In prioritizing SWSMP and intertie project, Board evaluated options for receiving guidance on current SWSMP and improvement plans.

      • Dave suggested that the Board contact Tom Walker and/or other parties for additional information on SWSMP implementation and best practices with inter-agency projects involving consultant(s) like Barry Buchanan, EWUA, DBWUA, Department of Ecology (ECY), and DOH.

      • Geoff agreed and is to contact Tom and DOH regarding SWSMP in support of getting SWSMP up and running.

  8. New business

    • Frost emergency/ response plan

      • Geoff addressed the large frost emergency faced by OWUI members due to extreme weather conditions in Olga and across the island.

      • Dave suggested that OWUI contact Operator EWUA to professionally advise on any frost prevention processes to activate prior to the next near-to-below-freezing weather forecast. Guy and Paul agreed that OWUI should ask for prevention procedures or other specific steps to prevent severe frost in the future. Geoff to contact EWUA and ask.

      • Upon receiving response from EWUA, OWUI Board to review process to expedite frost response, as suggested by Dave, and consider standardizing such communication to OWUI members, as suggested by Guy.

    • Board public statement to acknowledge EWUA’s work during emergency

      • Prior to next Board Meeting and on behalf of OWUI Board, Geoff to draft acknowledgement statement and circulate to Board for review/approval before publishing.

  9. Public Access: No other members of the public were present.

  10. Next meeting time was scheduled for March 21, 2024, 5:00 PM

  11. Adjournment: 6:28 PM


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

OWUI Meeting Minutes, December 12, 2023

BOARD MEETING MINUTES


Tuesday, Dec 12th, 2023 5-6:30 pm — Olga Community Center 

Board members present: Geoff Cunard, Pat Boehm, Guy Woods

Operator, Sam Prado

Admin job candidate, Susan Min

1. Call to Order: 5:08PM 

2. Approval of minutes for November: Board approves.

3. OWUI Operators Report  production is down currently  8gpm. Last November production was 17gpm. A number of large leaks have been fixed since then. Discussion of water use efficiency tracking. Is the Fire Department filling their trucks at our hydrants and if so, are they recording the amount of water used?  Geoff will research. Because use is very low, the operator is needing to open valves at the system ends to keep chlorine up to minimum standard. The amount of water used for this purpose is being recorded for WUE tracking. Sam informed us of new EPA lead and copper regulations that require us to compile an inventory of service lines on both the distribution side and customer side.  By Oct 2024 we need to have an inventory of at least 20% of the service lines, and more each year until the inventory is complete.  The method would be to expose the underground meter setter at each meter location, where both the distribution line and customer service line can be viewed.  This will require excavation at meter locations. EWUA is developing a technique to do this using a Shop Vac. We hope to contract with EWUA to do this work for us in April or May.  Guy suggests we pursue DWSRF funding for this. Sam has asked for a finished water production meter for our plant. Board approves.  Pat shares with Sam his new position as director of operations and project management. Pat asks Sam to notify him any time EWUA works on our distribution system.

a. chlorine update   See above.

4. OWUI Administrators report: All bills are prepared and ready to email on Dec 15. The Board Letter is ready to include with the bills.  We now have email addresses for all but a handful of members.  Those members without email will receive their bills via snail mail. Geoff has shared the Admin job description with two candidates.  He interviewed one yesterday, and the other one is here at the meeting tonight.  Board interviews Susan Min and hires her with a starting date of Jan 11,2024.

5. Treasurer/ Financial report 

No major changes.  We still have plenty of cash on hand, and Guy will work on a 2024 budget to present at the January board meeting. 

6. OLD Business: 

a. Intertie Update: No update since last month.

i. SWSMP: No update.

b. Leak Detection Update Pat will finish repairs at David Sofair’s house.  The leaking hydrant will be removed. Pat has spoken to the fire Marshall who told him that the Fire Department does not use hydrants on 3” lines, because the volume is inadequate.  Therefore there is no plan to replace the hydrant.

        7. New business Pat will meet with Jenny DeGroot and Peter Guillozet tomorrow regarding  providing more water for the fish in Cascade Creek. Is there money available for us to lease a portion of our excess water rights for fish conservation?

 8. Public Access No members present. 

9. Next meeting time January  10, 2024 5:00PM 

       10. Adjournment 6:29PM