MINUTES OF REGULAR MEETING

OF THE BOARD OF COMMISSIONERS OF

COAL CREEK UTILITY DISTRICT

OF KING COUNTY, WASHINGTON

 

Held November 14, 2007

 

            A regular meeting of the Board of Commissioners of Coal Creek Utility District was held at the District Office, 6801 132nd Place S.E., Newcastle, Washington, on November 14, 2007.  The meeting was called to order by President Kunkel at 5:00 p.m.  Commissioners Anderson and Martin were present.  District staff Tom Peadon and Pam Nelson were also present.  Marty Penhallegon, PACE Engineering, and John Milne, general counsel, were also present. 

CONSENT AGENDA

            Approval of Minutes – Regular Board meeting of October 24, 2007.

            Martin made a motion to approve the Consent Agenda.  Anderson seconded the motion which was carried unanimously.

CITIZENS' COMMENTS AND CONCERNS

            There were no citizens in attendance.

LOWER MAY CREEK / WINDTREE SEWER PROJECT

            Peadon and Penhallegon reported on the status of the project which was almost completed.  Peadon advised that all construction work had been completed and testing was now being completed.  Peadon recommended that the District now adopt a special connection charge which would be assessed to all parties seeking to connect their property to the sewer improvements once granted final acceptance.  However, he recommended that the District first have an open house to provide information to parties who may be interested in connecting their property to the system.  Following discussion, the Board scheduled an open house at the District office to be held on Tuesday, November 27, 2007, between the hours of 5:00 – 7:00 p.m., and to hold a hearing on the proposed adoption of special connection charges related to the project on Thursday, December 6, 2007, commencing at 5:30 p.m. at the District office.  The staff and the Engineer will now prepare and send out a letter to all affected property owners and notice of the hearing will be published.  Penhallegon also provided the Commissioners with copies of a preliminary cost allocation for the project. 

COAL CREEK PARKWAY WIDENING PHASES  2 & 3

            Peadon reported on the status of the City of Newcastle Coal Creek widening projects.

DOH SANITARY SURVEY

            Peadon advised that the State Department of Health (DOH) had recently completed its survey of District’s wastewater system and had been complimentary of the status of the system and its operation and maintenance.

KING COUNTY CHARTER REVIEW COMMISSION

            Peadon and Milne reported on their testimony presented to the King County Regional Governance Committee regarding certain issues relating to the King County Regional Water Quality Committee (RWQC).  King County staff proposed that the representation of sewer districts on the RWQC be reduced by one, and that the representative be given to Snohomish County sewer utilities with wastewater disposal contracts with King County.  He provided the Commissioners with a copy of a position paper that he presented at the recent Governance Committee meeting.  Martin also reported on her recent meeting with Bob Hirsch, King County staff, regarding the various issues.  Peadon advised he would now send a follow-up letter to the Regional Governance Committee summarizing his presentation. 

HAZELWOOD PUMP STATION EMERGENCY PUBLIC WORKS PROJECT

            Peadon advised that a water main had failed at the District’s Hazelwood Pump Station, which required emergency repair.  He advised that he had utilized the services of LaValley Backhoe, LLC, off the District’s small works roster for the repair work which cost approximately $10,000.  He requested that the Board declare an emergency to waive the formal bidding requirements and ratify the contract with LaValley for the emergency repair work.  Following discussion, Martin so moved by the adoption of Resolution No. 1701.  Anderson seconded the motion, which was carried unanimously.

RENTON INTERTIE

            Peadon and Penhallegon recommended that the project work be awarded to Gary Harper Construction, Inc., in the amount of $159,209.62, including tax, as the lowest responsible bid for the project work.  Following discussion, Anderson so moved.  Martin seconded the motion which was carried unanimously.  Staff will keep the Board advised of progress on the project work.

CROSS CONNECTION CONTROL PROPOSAL

            Peadon advised he had received a proposal from George Herbison, dba Smart Water Systems, to undertake certain work to update the District’s Cross Connection Control Program, including the drafting of a new District Cross Connection Control Resolution, preparing standard operating guidelines and preparing a written “Premises Isolation” Cross Connection Control Program at a cost not exceeding $1,750.  Peadon advised that District staff had worked with Herbison to prepare the scope of work and recommended a contract with Herbison in the identified amount now be approved to undertake the work.  Following discussion, Martin so moved.  Anderson seconded the motion, and it was carried unanimously.  Peadon was then authorized to sign the contract with Herbison and to issue notice to proceed with the work when appropriate.

ATTORNEY’S COMMENTS

            Milne presented a proposal dated November 13, 2007, to adjust fees and charges for legal services effective January 1, 2008.  Following discussion, Martin made the motion to approve the adjusted fees and charges for legal services as proposed by Milne.  Anderson seconded the motion, which was carried unanimously.  Milne thanked the Board for the adjustments in his fees and charges.

ENGINEER'S COMMENTS

            Penhallegon reported on the District’s need to comply with the water use efficiency rule adopted by the Washington State Department of Health related to the 2003 Municipal Water Law.  He advised that the District could adopt its own conservation goals following public input or adopt conservation goals which already had been adopted by Seattle Public Utilities, the District's wholesale water purveyor. In the event the District determines to adopt its own conservation goals, a public hearing will be scheduled for the first meeting in January, 2008.  Otherwise, a resolution adopting Seattle’s conservation goals will be prepared and presented to the Board for consideration. 

            Penhallegon presented a report on the status of the various District engineering projects, as set forth in a memo dated November 14, 2007. 

            Penhallegon also reported on the status of the Metcalf Sewer Feasibility Study and the two options to provide sewer service to the subject properties.  The Board previously discussed the proposal at the October 24, 2007 meeting.  Both sewer options may require easements over private property, or a right-of-way permit.  Penhallegon and Peadon will keep the Board further advised.

            Penhallegon and Peadon reported on a proposal being considered by the District for access to diesel fuel during emergencies.  A local gas station is now being remodeled and the District could install a “pig-tail” at its expense, receive a discount on diesel service, and have priority access to fuel during emergencies.  Peadon will keep the Board further advised.

OFFICE MANAGER’S COMMENTS

            Nelson advised that an exit conference with representatives from the State Auditor’s Office would be held on November 28, 2007 during the regular Board meeting.

            Nelson advised that the location of the December 21, 2007 employee recognition lunch had been changed to the River Rock Restaurant at the Maplewood Golf Course.  The luncheon will be for District employees, Commissioners and invited consultants.  The Board also scheduled a retirement luncheon for District employee John Waltman for Friday, December 28, 2007, at Noon to be held at the District office.

GENERAL MANAGER’S COMMENTS

            Peadon reported on his attendance at the Newcastle Chamber of Commerce meeting which had been held that day. 

            Peadon reminded the Commissioners that next East King County Regional Water Association meeting would be held at the District office on December 13, 2007, at 7:00 p.m.

COMMISSIONERS' COMMENTS

            Martin advised that she had discussed the use of a fire hydrant in the Windtree area with Peadon. The hydrant is being used by the contractor for the Coal Creek Parkway widening project.

            Martin reported further on her recent meeting with King County staff Bob Hirsch.

            Martin provided her expense report to District staff.

            Martin provided a disk of information she had received at the ACE conference for staff use.

            Anderson had questions regarding District credit cards.  Nelson advised that staff were still working on obtaining new credit cards with existing credit limits. 

            Anderson suggested that pictures of the District Commissioners and management staff be placed in the District’s entryway.  Following discussion, Martin so moved.  Anderson seconded the motion, which was carried unanimously.  Staff will advise the Board of the project status. 

            Kunkel reported on his attendance on the October 25, 2007 East King County Regional Water Association meeting.

EXECUTIVE SESSION – PERSONNEL

            Peadon and Milne advised that Peadon’s employment agreement would expire on December 3, 2007, if not extended following that date.  Peadon was compensated on an hourly basis pursuant to the agreement, and could work up to but not exceed 1,500 hours in a calendar year under the contract.  Peadon also advised that Nelson’s employment contract would expire on December 31, 2007, if not extended after that date. 

            Following discussion, Martin made the motion to convene an executive session to discuss employee performance and compensation matters.  Anderson seconded the motion, which was carried unanimously.  Before convening the executive session at 7:15 p.m., Kunkel advised that the executive session would be concluded at approximately 7:30 p.m.  The three Commissioners, Peadon and Milne then attended the executive session.  At 7:30 p.m., the executive session was concluded, and open public meeting was reconvened.

            Following discussion, Martin made the motion to extend Peadon’s employment contract to December 31, 2008, to approve an increase in his hourly compensation rate in the amount of the increase in the Seattle/Tacoma area CPI for Urban Workers (CPI-W) which would be available in February 2008 with that rate commencing January 1, 2008, and that a performance review be undertaken of his performance by the Board in early 2008.  Anderson seconded the motion which was carried unanimously.

            Anderson made the motion to extend Nelson’s contract until December 31, 2008, with the contract modified to have the General Manager undertake her performance review in early 2008, and not the Board of Commissioners, and that Nelson’s compensation and benefits would be reviewed in January 2008 for possible adjustment.  Martin seconded the motion which was carried unanimously.

            Milne was then directed to prepare amendments to Peadon and Nelson's contract with the modified and extended terms and conditions for consideration by the Board at the next regular Board meeting.

            Peadon and Nelson expressed their appreciation to the Board for the extension of their contracts.

APPROVAL OF VOUCHERS

The Board approved for payment Water/Sewer Maintenance Fund Voucher Nos. 37775 through 37815 in the amount of $213,965.56.

The Board approved for payment Water/Sewer Maintenance Fund Voucher No. 7323, in the amount of $25,765.50.

The Board approved for payment Water/Sewer Maintenance Fund Voucher Nos. 7324 through 7346, in the amount of $63,881.50.

The Board approved for payment Water/Sewer Maintenance Fund Voucher Nos. 7347 through 7359, in the amount of $12,215.

OTHER DISTRICT BUSINESS

            As there was no further business or persons to be heard, on motion duly made, seconded and carried unanimously, the meeting was concluded at 7:40 p.m.

 

 

                                                                       

Richard D. Anderson, Commissioner                          Pamela A. Martin, Commissioner

 

 

 

                       

Douglas C. Kunkel, Commissioner