2020-03-23 Joint Power Water Board MinutesJOINI'POWERS WA'FER BOARD MINLJTES
(VIDEO CONFERENCE)
Regular Meeting of
March 23,2020
6:00 I'M
Joint Powers W171-1
Board Members Present., Chris Kauffman, Joe Hagerty, Jfflian Hendrickson (joined at 6 ; 14 PM),
Rob Olson, Nadine Schoen, Jim Zajicek
Board Members Absent: None
Staff Present: Larry Cook, Jennifer Thomas, Andy Wes, Jon Roberts - Veolia Water
Staff Absent: None
Engineering Present: Chris Larson - SEH
Engineering, Absent. None
1, C.ALLTQ..ORDER ROLL CALL: Chairperson K�auiffman called the meeting to order.
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2ADOPT AGENDA, Motion by Hagerty, second by Olson', to adopt the Agenda as
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presented. Motion carried unanimously.
3, MINUTES:i FEBRUARY 4 2020 REGULAR BOARD tio MEETING: Mon by Haseco gerty, nd by
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Olson, to approve the Minutes of the February 24, 2020 regular Board Meeting.
Motion carried unanimously.
4. CONSENT AGENDA: Motion by Hagerty, second by Zajicek, to approve the Consent
genda below. Motion carried! unanimously.
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5. UNFINISHED BUSINESS:
A. CLARIFICATION OF FUNDING SOURCE -FOR -GENERATOR - Cook told that Board that
the Joint Powers checking account has enough money to cover the cost of a new
generator, so there is no need to use investment funds. Kauffman asked if this was
the case after paying for water main repairs required in 2019. Cook confirmed that is
correct. Olson asked if now is the time to purchase a new generator given the current
economic status due to the COVID-19 pandemic. Kauffman agreed with Olson and
confirmed with Cook that the Board would not be voting on the actual purchase of a
new generator at this time. Cook confirmed and explained that Larson will discuss his
engineering services proposal for the generator project under Agenda Item 5(B). Wu ith
the Cities growth, Olson does see the need for a, new generator but asked if this
project could be done in a different delivery method versus the typical design bid
build. For example, would it fit under a supplier design bid / contractor alternative
versus the traditional method which is being presented. This was covered more under
Agenda Item 5(B).
B. ENGINEERING 'SERVICES PROPOSAL FOR GENERATOR PROJECT FROM SEH - Larson
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said there is not a lot of engineering work involved in the purchase of a new
generator, but there is cost in connecting the generator with the existing service and
work in moving the existing generator to Wells 5, 6 or 7. He said the vast majority of
money spent will be in the purchase of a new generator. Olson asked if it made more
sense to use grant money to pay SEH $5,000 for time incurred in providing a general
description to 3 or 4 vendors and have, SEH oversee the construction project at a
savings of around $24,000, Kauffman asked Larson if the current generator is mobile
since the proposed generator is not. Larson said the current generator is not mobile.
Kauffman asked how multiple 'fells run Off Of the Current generator. Larson explained
that the generator feeds the electrical service entrance that comes into the Wellhouse
,JOINTPOWERS WATER BOARD MINUTES
(VIDEO CONFERENCE)
Regular Meeting of
March 23, 2020
6:00 PM
.Joint Poivers WTI`
next to the Water Treatment Plant ("WTP") and Cook said all pumps located at the
WTP, including the Plant itself, are wired into this service. Ahles told the Board that 4
Wells and the WTP Would all run off of the new generator. Cook reminded Board
members that part of the Wellhead Protection Plan is providing emergency generation
for Wells 5, 6 and 7, and that the Current generator would be repurposed for those
Wells, Kauffman asked for a motion to table thus topic for a future meeting. Schoen
asked why this wouldn't be dealt with now since the Current 18 year old generator
should be replaced and repurposed for the benefit and welfare of customers. Other
Board members felt this Could be tabled at this time. Motion by Olson, second by
Zajiicek, to table the generator purchase topic and address it at a future
meeting. Schoen voted against tabling this topic. The motion passed with 5
votes in favor and I vote against.
Jillian, Hendrickson joined the meeting at 6: 14 PM during 5(B) discussions,
1000011RUMMMAM
A. COVID-19 OPERATIONAL RESPONSE - Cook told the Board lie is having a clady
COVID-19 check in meeting with his staff followed by a Situational report with Veolia's
corporate leadership team, Staff is closely monitoring, chemicals, staff conditions, and
a weekly rotation of operators has been put in place to ensure a viable operator is on
staff at all times. Cook told the Board that the Joint Powers office is staffed but is
closed to customers. Customers are making payments via telephone, email, dropbox
and mail. He also said all non -emergency custorner visits are being documented and
will be handled at a later time to minimize in -person contact. All Cities have provided
a letter to Joint Powers staff giving emergency access for all employees should a
shelter in place order be put in place. Hagerty asked if there will be water shut -offs.
Larry said late fees will be assessed, but there will be no shut offs.
B, SOURCE WATER PROTECTION COMPETITIVE GRANT APPLICATION - Cook told the
Board that Marilyn Bayed with Bayerl Resources came to him with another $10,000
source water grant application. He asked for Board approval to hiire Marilyn Bayerl to
write the grant at a cost of $5I. Motion by Hagerty, second by Olson, to hire
Marilyn Bayerl with Sayerl Resources to write the $10,000 source water grant
application at a cost of $500. Motion carried unanimously.
7. ENGINEER. None.
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B. OPERATION5LQ F F.I.C.E: Ahles told the Board that the Water and Waste Water facilities have
stockpiled food and bedding in case there is a ineed for an Operator to stay overnight. He
also said the Department of Health has given leniency on when and how samples are done, so
Operators do not have to go into businesses or homes to obtain samples. Those samples can
be obtained at fire hydrants and similar locations where there is less contact with others.
9. APPROVE LISTOF CLAIMS: Motion by Hagerty, second by Hendrickson, to approve the
March 2020 Claims as presented. Motion carried iunanimously.
10. OTHER BUSINESS Cook asked the Board how they
felt about handling the meeting via vudeo. Olson thought it worked well considering the
circumstances. The Board thought it was a good way to hold the meeting given the COVID
pandemic.
JOINT POWERS WATER BOARD MINUTES
(VIDEO CONFERENCE)
Regular Meeting of
March 23, 2020,
6:00 PM
Joint Powers WTP
ADJOURN: Motion by Hagerty, second by Olson, to adjourn the meet�ing at 6:30 PM.
Motion carried unanimously.
J e n k er Thom SAS Recording secretary