Tuesday, December 15, 2009

FIRGROVE MUTUAL WATER COMPANY
Regular Meeting Minutes
Date: 12/15/2009 Time: 6:00 p.m.


I. Call to Order and Roll Call. S. Salmon called the meeting to order at 6:05 p.m. Board Present: S. Salmon, N. Donovan, S. Williams, H. Keith, and M. Hinds. Staff Present: L. Jones and L. Triplett. Staff Absent: M. Gipson.

II. Approval of 11/17/09 Minutes: S. Salmon called for review of the meeting minutes. S. Williams moved to accept the minutes as written. H. Keith seconded the motion. Motion passed 5 to 0.

III. Resident/Customer Comments: None.

IV. General Correspondence and Articles: L. Jones distributed a laminated Firgrove contact list with phone numbers.

V. Action Items:
A. Water System Plan – L. Jones reported that he had received a proposal from Pace to complete the Water System Plan. A proposal from HDR was requested, but they were unable to submit. L. Jones distributed Pace’s proposal for review. After discussion, N. Donovan moved to have L. Jones execute the agreement with Pace not exceeding $71,765 to complete the Water System Plan. S. Williams seconded the motion. Motion passed 5 to 0.
B. COLA – L. Triplett distributed an annual Consumer Price Index for the Board to review. For the year ending October 2009 the index showed an increase of 0.2 percent. H. Keith read an article that reported that on the national level, including social security benefits, there will be no COLA adjustment. After much discussion, S. Williams moved that we bank the 0.2 percent COLA for 6 months and revisit the matter at that time. M. Hinds seconded the motion. Motion passed 5 to 0.
C. Signature Cards for Washington Federal Savings – L. Triplett distributed a signature card form for Board members to sign.

VI. Staff Reports:
A. Finance:
• Cash Sheet – L. Triplett called for questions regarding the Cash Sheet. The Board had no questions.
• H. Keith reported the Finance Committee met on December 10. He reported that Firgrove’s investment returns could be slightly better with a reallocation. Once cash flow timing and amounts for the new tank are finalized, Firgrove can reallocate investments accordingly.
B. Operations:
• Well 22 – S. Williams asked how the testing had turned out on Well 22. L. Jones reported that it had exceeded the 910 gpm requirement. The well pumped 1,020 gpm, which will be the number shown on the pumping record.
C. Administration:
• Water Rights – L. Jones reported that he had received a letter from the Washington Department of Ecology and met with them about the appropriation of three wells (20, 21, and 22). L. Jones created a spreadsheet of all the company wells and production statistics. In 2009, we over pumped Firgrove’s Annual QA by 100 ac/ft. L. Jones requested an extension from Ecology to perfect the rights of the wells and identify operational flexibility. Ecology agreed to the extension and L. Jones will continue to evaluate and adjust pumping accordingly. He also discovered that we still have a New Water Application on file with Ecology. Another issue to reconsider and discuss at a later date is involvement with the USGS model.
• Organization Structure – L. Jones distributed a new organization chart and discussed the changes in operations, service, and development. The Board concurred with the reorganization.
• Valley Bank/T-Mobile Share Charge – L. Jones distributed a letter from Tarragon requesting a waiver of the required 1.5-inch water meter size at the building previously known as the Valley Bank on Meridian, which is now being remodeled for T-Mobile. After discussion, H. Keith moved to grant Tarragon’s request to defer the upgrade of the meter and share charge based upon the fact that the building footprint and water usage will not change. For any redevelopment in the future, the property will be subject to the then current development charges at the time. S. Williams seconded the motion. Motion passed 5 to 0.
D. Board:
• H. Keith asked if staff has researched all possible funding for the new reservoir project. He requested that staff contact our state legislators to see if they can help in any way. L. Jones reported that he can do that through the Co-op. We will receive $3 million from the State Revolving Fund and L. Triplett has met with the US Department of Agriculture about low interest loans. Staff will continue to look for other funding opportunities.

VII. Informational Items:
• Water Rate Comparison – L. Jones distributed a local area water rate comparison wherein Firgrove is currently the second lowest priced water purveyor for non-peak residential use. After the spring rate increases, Firgrove will be seventh in the list of 20, assuming no rate increases by other purveyors listed.
• Community Chest – L. Triplett reported that staff had decided to donate to three charitable organizations during the holiday season. Money, food items, and toys will be collected and distributed according to individual preference of organization.

VIII. Executive Session: None.

IX. Adjournment and Next Meeting: The next Board meeting will be on Tuesday, January 19, 2010. A tentative meeting was set for February 16, 2010. S. Williams moved to adjourn the meeting at 8:33 p.m. and H. Keith seconded the motion. Motion passed 5 to 0.

X. Pending Items: Nothing added, subtracted, or changed.

XI. Board Committees: Nothing added, subtracted, or changed.