| 28 June 2011 Minutes - Approved |
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MINUTES OF THE MEETING OF THE COMMISSION
June 28, 2011
• Approval of the Meeting Minutes and Claims
• Resolution No. 629 - Cancellation of Warrant ACTION: Commissioner McClure motioned to approve Resolution No. 629 authorizing cancellation of warrant that is more than a year old. Commissioner Murphy second the motion. Motion passed unanimously.
Pursuant to RCW 42.56.120, records will be made available for viewing during customary work hours. No fee shall be charged for inspection of the documents; however, costs were established for photocopying, faxing and copying records on to CD in Resolution No. 580. All costs shall be published on the records request form. If Resolution No. 630 is approved, the policy change would add a deposit requirement for providing copies: The PUD may require that the requester make a ten percent (10%) deposit of the estimated cost of providing copies when the PUD has estimated these costs will exceed one hundred dollars ($100.00). Sitkin said this will give the District the option of charging a deposit, mainly to be used for exceedingly large document copying requests, in the expectation that the requestor does in fact want the documents will pay a deposit upfront and the District can proceed with the document search and copying. There is no fiscal impact to the District. ACTION: Commissioner McClure motioned to approve Resolution No. 630 amending the policy and procedure for public access to the District's public records. Commissioner Murphy second the motion. Motion unanimously passed. • Resolution No. 631 - Approve Public Records Retention Policy The term "public record" is inclusive of the definition of a public record under Chapter 40.14 RCW and RCW 42.17, and includes all emails, voice mails, and text messages received or sent by the PUD's computer, phone or other systems. Generally, and without limiting the definitions of a "public record" under state law, the content and function of a record generally indicates whether a record is subject to these guidelines. Unless modified as provided herein, the PUD shall follow the record retention and disposition schedule as recommended by the State of Washington as of 2011 ("Schedule"), which provides generally that PUD records should be maintained for a period of six (6) years. This Schedule specifies how long records must be kept and when records are to be destroyed or transferred. From time to time the State of Washington may update or modify the recommended record retention and disposition schedule. The updated and/or revised State of Washington recommended record retention and disposition schedule shall be the schedule that the PUD shall comply with. There is no fiscal impact to the District. ACTION: Commissioner McClure motioned to approve Resolution No. 631 establishing the policy for the retention of Public Utility District records. Commissioner Murphy second the motion. Motion unanimously passed.
On June 20, 2011 the District received and publicly read aloud six (6) bids submitted for this project. The results are as follows:
The above totals include Washington State Sales Tax Interwest Construction, Inc. has correctly completed and included all of the required bid forms. The total amount of their bid is less than the engineer's estimate. Staff's recommendation is to accept Interwest Construction Inc's bid proposal as the lowest cost responsive bid for the total cost not to exceed $329,981.05 Commissioner Murphy inquired about once the sediment is removed where will it be taken? Holden said Interwest has two sites, one off of the Slater Road and the other is at Granite Construction. Commissioner Kenner asked if there were any road-use requirements from the City of Ferndale or County. Holden said he has obtained a "haul route" permit from the County and is working with Janice Marlega at Ferndale's Public Works. An insurance bond of $25,000 per mile is required. Commissioner McClure asked if there would be any anticipated road damage this time of year. Holden said he doesn't suspect there will be damage. Commissioner Murphy wanted to make sure truck drivers and neighbors are aware as there are children residing in the area. Holden said the District sent out information letters to property owners within 1,000 feet of the District and also held a public hearing/information meeting. Holden noted there will be flaggers at the intersection of Trigg and Portal Way. Commissioner Kenner asked how long the project will take. Holden said the due date to have all the soil hauled out is September 6, 2011, just before school starts. There is no fiscal impact. This work is included in the 2011 Capital Improvement Plan and included in the 2011 budget and the award is for a bid under the budgeted amount. ACTION: Commissioner Murphy motioned to award the bid to Interwest Construction, Inc. and authorize the General Manager to sign and execute the contract for the 2011-Plant No. 2 East Pond Solids Removal Project (RW-M-2).sales program. Commissioner McClure second the motion. Motion passed unanimously. • 2012 Budget Process Calendar McClure noted that he will be absent on the August 9, 2011 meeting. ACTION: Commissioner Murphy motioned to approve the 2012 Budget Development Schedule. Commissioner McClure second the motion. Motion passed unanimously. • Resolution No. 632 - Declaring Surplus of Equipment The new vehicle purchase and delivery is complete and it is the intent of the District to surplus the Dodge Ram pickup. This vehicle is reaching its useful life based on the amount of mileage and determined need for maintenance. Resolution No. 632 and Schedule A list the vehicle to be declared surplus and disposed of either through a state or local surplus action sale. If approved, Resolution No. 632 which would authorize the disposal of the 2001 Dodge Pickup will have no fiscal impact on the District other than a small amount of revenue from the sale of the vehicle that was not budgeted for. The purchase of the new replacement vehicle for water operations is included in the 2011 budget. ACTION: Commissioner McClure motioned to approve Resolution No. 632, declaring certain property to be no longer functional and of little or no value for the operations of the District system and authorizing the disposal thereof in accordance with RCW 54.16.180. Commissioner Murphy second the motion. Motion passed unanimously.
Mt. Baker Foothills Telecom - EDI Application Water Supply Planning - EDI Application Jilk is meeting later this morning with the County for this EDI application. He feels confident that the process should move quickly now that there is support from all the cities' mayors, the County, Western Washington University, the Ag Preservation Committee and Farm Friends. Two council members from East County also have indicated their support on the project. Puget Sound Energy - Substation and 115kV Transmission Line Purchase The District currently pays about $12,000 per year in membership fees. Murphy said he feels the membership is beneficial but questions whether this money can be used elsewhere. Murphy has attended several water workshops with WPUDA. Jilk said he would not recommend terminating the District's membership on his own; however, the District is not that involved with the WPUDA. Other associations' memberships that the District is more involved with are (1) Washington Water Utility Council and (2) American Water Works Association. On the electric side of the business, Jilk feels there is greater support through the Public Power Council vs. the WPUDA because the District is so unique. Murphy added the benefits of Energy Northwest-receiving information on power issues around the nation. McClure said it is difficult to get dollar-for-dollar value with some memberships and indicated he would prefer to stay active with WPUDA, as long as membership fees stay within a reasonable amount of increae. WPUDA membership costs for 2012 have not been determined. The fees are collected after PUDs opt-in for membership. Jilk said he does not expect dues to go up dramatically, maybe in the 10 to 15% increase rate. • There being no further business for the regular meeting, the Commission adjourned the regular meeting at 8:38 a.m. President/Commissioner Secretary/ Commissioner Commissioner
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