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LAKEHAVEN UTILITY DISTRICT
King County, Washington
SPECIAL BUSINESS MEETING
December 15, 2005
A special meeting of the Board of
Commissioners of the Lakehaven Utility District, King County,
Washington, was held on December 15, 2005 at Lakehaven Center, 31531
First Avenue South, Federal Way, Washington, 98003.
President Stewart opened the meeting at 6:00 p.m. and asked
Commissioner Tweddle to lead the flag salute. Members/officials present
were as follows:
Ed Stewart - President of the Board
Beverly Tweddle - Vice President of the Board
Don Miller - Secretary of the Board
Tom Jovanovich - Commissioner
Don Perry - General Manager
Bert Ross - Engineering Manager
Steve Pritchett - General Counsel
Morgan Dennis - Director of Finance/Information System
Upon motion of .Commissioner Tweddle, which was duly seconded by
Commissioner Miller, the Board unanimously excused Commissioner Mayer
from the meeting as he was out of the area.
APPROVAL OF MINUTES
Upon motion of Commissioner Tweddle, which was duly seconded by
Commissioner Jovanovich, the Board unanimously adopted the
minutes of the following Board meetings: October 27, 2005, November 10,
2005, November 22, 2005 and December 1, 2005, as presented.
APPROVAL OF AGENDA
Upon motion of Commissioner Miller which was duly seconded by
Commissioner Tweddle, the Board unanimously approved the
evening’s agenda with the following change:
- Action Item #85, IUOE Contract Ratification; delete this item
from the agenda.
CONSENT ITEMS
- Accounts Payable Vouchers and Payroll Transactions with the
warrant dates of 12/7/05, 12/13/05, 12/14/05 and 12/15/05
- Tuscany Plat –Oversizing Amendment Approval
Upon motion of Commissioner Tweddle, which was duly seconded by
Commissioner Miller, the Board unanimously approved the Consent
Items as presented.
ACTION ITEMS
#079, Well 33/33T Drilling Contract: Stan French, the
District’s Water Quality/Production Engineer, provided the Board
information relative to this item. Mr. French indicated that the
engineer’s estimate was slightly low and went on to explain the reasons
for this. He then reviewed the drilling procedures for this project and
how the bid was developed. It was noted that if this project was
delayed, the District’s permit requirements could be compromised.
Upon motion of Commissioner Tweddle, which was duly seconded by
Commissioner Miller, the Board unanimously accepted the bid from
Boart Longyear Company in the amount of $712,688.98, including state
sales tax, for the Well 33/33T Drilling Contract and authorized
the General Manager to execute the contract on behalf of the District.
#80, 2003-2005 On-Call Emergency Well Pump and Motor
Rehabilitation/Repair Service Contract – Change Order No. 1: Mr.
French addressed this item as well. He explained that the nature of this
change order involves additional unforeseen service repair work recently
performed at three well sites that will result in exceeding the original
estimated budget amount under this special service contract. He then
proceeded to review the work that was performed, which caused the
contract to exceed the budgeted amount by $53,204.57. A discussion
followed as to possible reasons for the pump failures.
Upon motion of Commissioner Miller, which was duly seconded by
Commissioner Jovanovich, the Board unanimously approved Change
Order #1 to PumpTech Inc. of Bellevue, Washington for the 2003-2005
On-Call Emergency Well Pump and Motor Rehabilitation/Repair Service
Contract in the amount of $53,204.57 and authorized the General
Manager to execute the Change Order on behalf of the District.
#81, 2006-2008 On-Call Emergency Well Pump and Motor
Rehabilitation/Repair Service Contract: Mr. French began by noting
that PumpTech had been retained as the District’s On-Call Emergency Well
Pump and Motor Rehabilitation/Repair Service contractor for the past
three years. The District had advertised for the next three year
contract and PumpTech was the only contractor that responded, due to the
specifications that were included to ensure that the vendor that was
chosen could handle any issues with the District’s largest well.
Upon motion of Commissioner Miller, which was duly seconded by
Commissioner Tweddle, the Board unanimously accepted the bid
received from PumpTech, Inc. of Bellevue, Washington, in the amount of
$120,838.72, including state sales tax, for the District’s 2006-2008
On-Call Emergency Well Pump and Motor Rehabilitation/Repair Service
Contract.
#082, 2006-2007 Biennial Engineering Consultant Selection: Mr.
Pritchett presented this item to the Board and explained this was for
selection of engineering and land surveying consultants in various
categories, rather than sending individual “Requests for Proposals” for
each and every job. It was noted that Mr. Perry and Ken Canfield, the
District’s Temporary Engineer, comprised the committee that reviewed the
submittals. Mr. Pritchett explained the process for determining the
award of a contract for the firms for each category. A discussion
followed as to this process.
Upon motion of Commissioner Tweddle, which was duly seconded by
Commissioner Jovanovich, the Board approved the following engineer/land
surveying firms, by category and rank order for inclusion of these firms
in a pool to provide “General On-call Water Engineering”, “General
On-call Wastewater Engineering” or “Land Surveying” services for the
biennial period 2006 through 2007.
Category 1 – “General” On-call Water Engineering
Design/Studies/Landscape Architecture and Wastewater Construction
Management Services
- HDR Engineering
- EarthTech
- CH2M Hill
Category 2 – “General” On-call Wastewater Engineering
Design/Studies/Landscape Architecture and Water Construction Management
Services
- EarthTech
- HDR Engineering
- Black & Veatch
Category 3 – On-call Land Surveying Services
- EarthTech
- INCA Engineers
#083, Vehicle Replacement of Unit 14: Gene Yoder, the
District’s Field Operations Manager, addressed the Board with this item.
He stated staff was asking the Board to consider two things: reject the
current bids for the replacement of Unit 14 and rebid the vehicle. He
went on to explain the history of this item and how staff proposed to
rebid for this vehicle, should the Board concur.
Upon motion of Commissioner Tweddle, which was duly seconded by
Commissioner Miller, the Board unanimously approved rejecting the
bids to replace the current Unit 14 and rebid the vehicle as recommended
by staff.
#084, Biosolids Drying Project – Brown and Caldwell Change Order
#2: Jim Fleming, the District’s Wastewater Treatment Plant
Supervisor, explained the reason for the change order and added that
Philip Wolstenholme of Brown and Caldwell was in attendance to answer
any questions. He added that there will be another change order that
will be presented to the Board; however, the second one will be for no
cost. Mr. Fleming then provided the Board a timeline of the project. He
noted that there were a few things that staff discovered during the
design phase as well as extra work that would be necessary to complete
the design of the project. A discussion then followed regarding these
issues. During the discussion, Mr. Fleming stated that as staff delved
further into the details it became clear that a change order would be
necessary. He added that he has now been assured that all the
appropriate information has been provided to Brown and Caldwell by the
selected equipment vendor; if all goes well, the consultant will be able
to finish the design and provide it back to the vendor very soon.
Upon motion of Commissioner Miller, which was duly seconded by
Commissioner Tweddle, the Board unanimously approved Change Order
#2 to Brown and Caldwell in the amount of $154,834.00 for additional
scope and budget for the Biosolids Dryer project.
#086, Pre-Application Review Fee – City of Federal Way: Mr.
Ross distributed some information to the Board that provided a summary
of typical time expenditures to the pre-application review of a project,
which included discussions among City and the Fire Department staff and
developers during the City’s Development Review Committee (DRC) meeting.
He noted that the tasks for the pre-application review for a typical
developer project take up to approximately three hours to complete. The
charge of $150 would be imposed for each project review that went
through the DRC meeting. Commissioner Tweddle noted that a member of the
City’s staff had indicated that the Fire District charges $35 and the
City charges $350, which is quite a contrast. A discussion followed
relating to the level of work that is involved by each agency. Also
discussed was the level of assistance that each developer might need,
depending on the complexity of the project and the knowledge of the
person applying for a water and/or sewer extension. It was noted that
some of the assistance is currently offered free of charge over the
Development Services counter.
Upon motion of Commissioner Miller, which was duly seconded by
Commissioner Jovanovich, the Board unanimously approved retaining
the “Pre-Application Review Fee” in the 2006 Fees and Charges
Resolution, as was approved at the December 1, 2005 Board meeting.
INFORMATION ITEMS
#1, Sewer Survey Results – Phase V (West Five Mile Lake): John
Lee, the District’s Project Engineer, presented this item to the Board.
He stated there were 51 parcels in the neighborhood surveyed, and staff
received 35 responses. There were nine “yes” votes and 14 “maybes”,
which together totaled approximately 45% of the parcels in the area. He
noted that this response was similar to the responses received last
June. A preliminary sewer system design and cost estimates to provide
sewer service were sent to the property owners along with a postage paid
return postcard. Included in the agenda packets was a map indicating the
location of property owners who had responded. It was noted that there
might be several “sub-neighborhoods” within the area that could have
sewer systems designed and built, and added he will meet with staff to
determine if this would be feasible. The Board thanked Mr. Lee for the
presentation.
COMMITTEE REPORTS/COMMISSIONER COMMENTS
Commissioner Tweddle reported she had received a call from a lady in
the East North Lake area. She added that she, along with Mr. Ross and
Mr. Lee, had met with some residents in that area and added that she and
Mr. Ross would be visiting the area during the next week.
STAFF REPORTS
GENERAL COUNSEL: Mr. Pritchett reported he had provided
the Board with a copy of the decision in the unemployment
compensation hearing that was held two weeks prior and added that
the claimant will not be receiving unemployment benefits. He thanked
Mr. Yoder for his assistance in this matter as he felt Mr. Yoder had
done a very good job testifying during the hearing. Mr. Pritchett
then distributed a 2006 conference schedule to the Board that had
been prepared by Mr. Hupperten. The schedule included all the major
conferences that are normally attended by the Board and staff. Next,
Mr. Pritchett referred to the memorandum he had provided to the
Board relative to the Holmes Harbor decision. He noted that it
appears the District has approximately 200 customers or less that
are impacted by this decision. He went on to discuss the decision
that had been made and added the impacts would be found in areas
where sewer ULID’s were formed.
DIRECTOR OF FINANCE/INFORMATION SERVICES: Mr. Dennis
reported that when the District had contracted with the Financial
Solutions Consulting Group (FSCG) earlier in the year, staff had
contemplated spending a certain amount of money. Mr. Cebron was able
to perform a large amount of work for approximately half of the cost
that was anticipated. Mr. Dennis stated that since there is money
left on the contract he would like to be able to call on Mr. Cebron
for future budgets. He added he would also like to perform a
comprehensive rate study. Mr. Dennis next reported staff will soon
be developing the wet month calculations for 2006. This involves
depending on data from surrounding entities, such as the cities of
Kent, Auburn, Des Moines and Tacoma. Tacoma will be charging the
District for providing the required information so staff can
calculate the wet month billing for the customers who receive water
service from Tacoma and sewer service from Lakehaven. He added the
charge will be $1,000 for 2,800 customers. He went on to state that
both agencies help one another from time to time and asked the Board
to consider discussing this issue with the elected officials
representing Tacoma. Commissioner Jovanovich suggested drafting a
letter for the Board to sign regarding this issue. It was noted that
staff would discuss this issue and bring it back to the Board as it
will be a few months before staff will need the information. Mr.
Dennis next distributed information to the Board relating to payroll
dates for 2006.
ENGINEERING MANAGER: Mr. Ross reported that there now
seemed to be interest from property owners in the upland portion of
the Lakota Beach neighborhood for sewer service. He added some of
the residents had spoken to representatives of PACE, who will be
developing a proposal for design services for them. Mr. Ross noted
he would report back to the Board as he obtains more information.
Next, Mr. Ross reported the City of Federal Way would be replacing a
small wooden bridge across the Hylebos Creek at South 373rd Street,
east of Pacific Highway South with a large concrete box culvert,
which will also require relocating a water main. He noted this
project will come before the Board soon.
GENERAL MANAGER: Mr. Perry reported that he, along with
Mr. Ross and Mr. Hill had met with members of the Chamber of
Commerce two weeks prior. During the meeting they had reviewed the
timelines involved with submittals for projects and other
information. Mr. Perry noted that he felt it had been a good meeting
and well worth the time spent. He added he would keep the Board
informed. Mr. Perry next gave the Board a status report on the
amount of flow that the District is taking from the Second Supply
Project pipeline. He noted that the amount of available water has
been temporarily reduced due to the turbidity of the water, which
was caused by the amount of construction at the Howard Hanson Dam.
Mr. Perry then stated staff would be submitting the paperwork
necessary to the Public Works Trust Fund to receive funding for the
Redondo Wastewater Treatment Plant outfall pipe project.
EXECUTIVE SESSION/COLLECTIVE BARGAINING
At approximately 8:50 p.m., the regular session was recessed in order
to conduct a Closed Session for discussing negotiations in Collective
Bargaining. It was stated that the Closed Session would last
approximately 10 minutes. At approximately 8:59 p.m., the Closed Session
was adjourned and the regular meeting was reconvened.
ADJOURNMENT
There being no further business to come before the Board, the meeting
was adjourned at approximately 9:00 p.m. |
