OWUI Board Meeting Minutes March 20th, 2025

                                 Thursday, March 20th, 2025 6pm 

  Olga Community Center 

 

        Board Members present: Paul Groeninger, Pat Boehm, Geoff Cunard. 

        Board Members Absent: Guy Woods 

OWUI Members Present: None 

OWUI Admin, Aurora Fackler-Adams, present. 

 

Meeting Called to Order at 6:01 PM 

 

 1. Approval of Minutes 

Motion: Patrick Boehm moved to approve the February 2025 minutes with a correction to the date in the title. 
Second: Paul Groeninger seconded the motion. 
Vote: Motion passed unanimously. 

2. President’s Report 

SWSMP & Intertie Update 

  • There has been correspondence between OWUI engineer Barry and Dan Burke of EWUA. Barry described several reports needed to complete the paperwork for the intertie, but Dan clarified that many Barry recommended are not required by the state, as OWUI already has an approved Construction Manual (Water Design Manual) and extensive photo documentation. 

  • A Construction Completion Report is still required, including photos and test results. Dan will write a Request for Proposal (RFP) to submit to either Barry or HDR (Doe Bay’s engineer). 

  • OWUI and Doe Bay will share the cost of the Construction Completion Report, regardless of which engineer completes the report. 

LCRI Implementation 

  • Geoff attended RCAC’s Lead and Copper Rule training. In October 2024, Eastsound WUA conducted a baseline inventory of random OWUI system sections to assess material use. No lead components were identified. 

  • OWUI likely avoided lead use historically due to the absence of meters until more recently. 

  • If a complete inventory is completed before 2027, OWUI will not need to file a replacement plan. If not, a replacement plan and any required replacements must be completed by December 2034. 

  • Continuing random checks (20 sections per year) would allow for a full inventory over time. 

  • Geoff will follow up with the EPA training contact to clarify certain points. 

  • Pat noted the upcoming meter replacements as a practical time to perform full checks. 

  • Discussion of encouraging homeowners to perform their own lead testing. May or may not be necessary. This could be brought up at the annual meeting if deemed appropriate.. 

Water Diversion for Ecological Benefit 

  • Tessa Reeder from Washington Water Trust inquired about OWUI’s water usage, referencing a figure of 24 million gallons. Actual treated water use in 2024 was 8 million gallons (24 acre-feet), while 76 acre-feet were withdrawn. 

  • 51 acre-feet were returned to the creek, unintentionally benefiting fish habitats and reducing water diverted by other intake valves on that creek system.. 

  • OWUI may consider increasing intake and outflow to lower creek to support fish habitat during critical months. 

  • Geoff requested water usage data from EWUA to document our beneficial use of water and protect our water rights going forward. 

Community Club Letter 

  • Geoff drafted a letter to the Olga Community Club regarding the new system for charging water use to the Olga dock. Edits from other board members are pending. 

3. OWUI Administrator’s Report 

  • Aurora is developing a payments tracking spreadsheet; processing issues are being resolved. 

  • Planning to meet with Guy to draft a member letter. 
    Action Item: Aurora will reach out to Guy within the next two weeks to schedule a meeting to draft a letter requesting members indicate full-time or part-time residency. Tools like Google Sheets or other reporting methods will be explored. 

4. Treasurer’s Report 

  • A finalized report of Assessment Fees is needed, with clear allocation toward capital improvements. Aurora will finalize payment tracking so that Jazmin and Guy can correct allocations of funds towards capital improvements. 
     

  • Discussion of inactive membership fees: 
     

  • Concerns raised by members over high costs for inactive memberships. 

  • Background provided on fee increases tied to overdue capital improvements and years of underpricing. 

  • Some members have relinquished memberships due to cost. 

  • Historical lower-cost options for inactive memberships were mentioned; the board may revisit this idea, though we would be forced to recoup our losses from this elsewhere. 

  • Approx. 25 inactive memberships exist. 
    Action Item: Revisit inactive membership fee structure at the next meeting when Guy is present, since he raised the issue. 

 

  • Side Discussion: 
     

  • A cast iron water main near Olga ArtWorks is the highest-priority replacement. 

  • The board will determine which homes are serviced by this main. 

5. Operator’s Report (EWUA) 

  • Dan Burke could not attend due to a scheduling conflict. He plans to attend the April 16, 2025 meeting. 

6. Operations Report (Pat Boehm) 

  • Pat contacted Bill at EarthWorks, who is interested in performing the meter replacement project. He will submit a bid and estimate. 

  • A recent meter replacement by Sam Prado was noted as the new standard. 
    Action Item: Increase supervision of system work moving forward to establish consistent standards. 

7. Member Input 

  • No members present. 

8. New Business 

  • No new business introduced. 

Next Meeting 

Date: Wednesday, April 16, 2025 
Time: 6:00 PM 

Adjournment 

Meeting adjourned at 7:14 PM. 

OLGA WATER USERS, INCORPORATED 
admin@olgawater.com 

 

OWUI Board Meeting Minutes February 20, 2025

Thursday, February 20, 2025 | 6:00 PM 

Olga Community Center 

Board Members Present: Geoff Cunard, Paul Groeninger, Patrick Boehm, Guy Woods

OWUI Administrator Present: Aurora Fackler-Adams 

OWUI Members Present: None 

Board Members Absent: None 

Call to Order 

Meeting called to order at 6:19 PM. 

1. Approval of Minutes 

Motion: Patrick Boehm moved to approve the minutes for the previous meeting.

Second: Paul Groeninger seconded the motion. 

Vote: Motion passed unanimously.

2. President’s Report 

SWSMP Update 

• An issue with opening the SWSMP document has been resolved, making it accessible  on both Mac and PC. More on this in the Administrator's report. 

• The SWSMP has been submitted to the state. The review process will take 90 days,  after which the state may request edits. 

• Barry giving us cost estimates for the finalization process are pending until state  feedback is received. 

• Most of the review will go through Raquel, our regional engineer. Geoff will schedule a  meeting with Raquel once we are a bit further along and have an idea of what else is  needed to complete the process. 

• Action Item: Geoff will reach out to Raquel after further progress is made to assess the  next steps. 

Intertie Update 

• A planned meeting between Geoff and Dan to outline next steps was canceled but will  be happening soon. 

• Dan, Sam, Earthworks, and possibly Island Excavating will be involved in finalizing  plans. 

• Discussion regarding plant maintenance: a survey conducted a year ago suggested  changes that were delayed due to expectations that the intertie would be completed.  Since completion is not imminent, the board must decide how to maintain the plant.

Discussion: 

o Pat noted that sand filters previously lacked covers, which are now causing  issues. Simply removing them may be a cost-effective solution. 

o Geoff will address sand filter issues in discussions with Dan. 

o Documentation (as-builts, method sheets, parts lists) will be required once the  SWSMP is approved for the intertie’s finalization. 

o Construction requirements for intertie completion: 

▪ A blowout filter for pressure failsafe at the EJ Young filter. 

▪ Plumbing adjustments ($10-15K) to the tank, including a float valve to  prevent overflow. 

o Action Item: Seek a second opinion on engineering requirements before  proceeding. 

Member Communications Discussion 

• The board will engage in member outreach through quarterly updates and  announcements to encourage participation and seek new board members.

Action Item: Aurora and Guy will draft a letter notifying the Community Club about  charging the dock for water usage, with a minimum six-month notice period.

3. OWUI Administrator’s Report 

Administrative Tasks for Q2 2025: 

• Billing Cycle Preparation: 

o Optimization of meter reading lists for efficiency. 

o Researching new payment systems, including QuickBooks, and considering a  transition from annual to monthly billing. 

• Member Communication: 

o Drafting board-reviewed communications. 

o Developing a comprehensive communication plan. 

o Exploring Mailchimp and other communication tools. 

• Microsoft 365 Implementation: 

o Ensuring the system is fully integrated and operational. 

• RCAC Engagement: 

o Researching funding and educational opportunities for board and staff  development. 

o Action Items: Board to consider potential areas of focus for administrator and  come to the next meeting/reach back out with feedback on board priorities. 

Financial System Update 

• Discussion on Payment Systems: 

o The board discussed options for payment system management, comparing  QuickBooks and Caselle. The board also discussed plans to transition from  annual to monthly payments once a payment processing system is in place. 

o QuickBooks: A more affordable, general-use accounting software that is not  specifically designed for utility companies but could be customized to meet  OWUI’s needs. 

o Caselle: A specialized utility management software designed for small utility  systems, offering robust features for billing, tracking, and reporting. However, it  is significantly more expensive and may be excessive for OWUI’s size and  operations. 

o Concerns were raised about the potential complexity and cost of Caselle versus  the more straightforward implementation of QuickBooks. 

o The board agreed that QuickBooks is a viable and cost-effective option for  OWUI’s immediate needs.  

Motion: Guy Woods moved to authorize Aurora to purchase QuickBooks when necessary. Second: Paul Groeninger seconded the motion. 

Vote: Motion passed unanimously. 

• Action Items: The board will discuss with Jazmin’s team how QuickBooks  implementation will affect current financial services.

4. Treasurer’s Report 

• 2024 Financial Summary: 

o Revenue: $234,000 

o Expenses: $198,000 

o Net Revenue: $36,000 

o Interest Earned: $8,500 

o Total Surplus: $45,000 

• Despite increased assessment fees, revenue declined due to a loss of three  memberships and overall lower member water usage. 

• Guy Woods mentions importance of keeping in mind that for some of our members, the  OWUI bill presents real financial difficulty. 

• Approximately $200,000 earmarked for meter replacement. 

• Action Item: Guy will generate a 2025 budget based on actual spending throughout  the year so far. 

5. Operator’s Report (EWUA) 

• No operator present. 

• Action Item: Geoff will request an access pipe installation on the recently repaired 3rd  Street valve for easier access, and mentoin importance of this going forward. 

6. Operations Report (Pat Boehm) 

• Two "No Parking" signs installed near Pt. Lawrence; vehicles have been removed by  their owners. 

• Awaiting meter replacement funding approval. 

• Action Item: Pat will obtain a bid/estimate from EarthWorks for meter installation. • Discussion re: will the last manual meter read will be in September before switching to  the new meters, or will we try to switch to new meters before that meter read takes  place? 

• Board decides to try to switch before meter read if possible- if it ends up being  unfeasible, will can do one last manual meter read. 

• Discussion regarding pressure release valves (PRVs) with new meter installations: o Adding PRVs complicates plumbing but should be standard. 

o The board needs to determine if PRVs will be owner or utility responsibility. o Action Item: Pat will ask EarthWorks for an estimate on PRV installations.

7. New Business 

• Water Monetization Proposal: 

o Jenny (salmon restoration in Coho) proposes applying to GiveOrcas for  ~$500/month to pay OWUI for water diversion into Coho Creek. 

o Proposal involves using .25 cubic feet per second from OWUI’s surplus of .3  CF/sec. 

o Board acknowledges this as a potential revenue stream but will review logistics. 

Next Meeting 

Date: Thursday, March 20, 2025 

Time: 6:00 PM 

Adjournment 

Meeting adjourned at 7:59 PM. 

OLGA WATER USERS, INCORPORATED 

admin@olgawater.com

OWUI Board Meeting Minutes January 16, 2025

Thursday, January 16, 2025 | 6:00 PM 
Olga Community Center 

Board Members Present: Geoff Cunard, Paul Groeninger, Patrick Boehm 
OWUI Administrator Present: Aurora Fackler-Adams 
OWUI Members Present: Grace Gottlieb 
Board Members Absent: Guy Woods 

Meeting called to order at 6:04 PM. 

 

1. Approval of Minutes 

December Meeting Minutes 

  • Minor corrections were discussed, including changes to clarify terms such as "parcels" instead of "addresses,” and adjustments to language regarding the sand filters, clarifying the maintenance situation. 

  • Motion: Pat moved to approve the edited minutes. Paul seconded. The motion passed unanimously. 

 

2. President’s Report 

Small Water System Management Program (SWSMP) Update: 

  • The SWSMP has been filed with the Department of Health by the engineer Barry after he resolved issues he was having with accessing the online portal. 

  • A thumb drive containing the document will be sent to Geoff in Seattle. 

Intertie Update: 

  • Bill Hoyt from Earthworks is investigating leaks in the final 1,000 feet of the pipeline. Due to wet conditions, excavation had to be paused and will resume in drier months. 

RCAC Training Opportunities: 

  • The Rural Community Assistance Corporation (RCAC) offers resources and funding for small water systems. Geoff highlighted a guide titled "Formulate Great Rates" to assist with rate-setting practices and create more systems around assessing our rate creation.  

  • Key recommendations: 

  • Charge the Olga Community dock for water as it generates income; the community center’s water will remain free. 

  • Annually review water rates and apply for RCAC funding for emergencies or maintenance needs. 

  • Look into possibilities of acquiring a grant via RCAC to repair our sand filters. 

Top 5 OWUI Needs Exercise: Board members ranked the organization’s priorities: 

  1. Priority 1: Sand filter replacement, meter updates. 

  1. Priority 2: Intertie completion, raw water intake improvement, leak detection. 

  1. Priority 3: Infrastructure replacement plan, tank repair assessment. 

  1. Priority 4: Emergency response protocol, new meters, sand filters. 

  1. Priority 5: Transfer water rights to Mountain Lake Dam, intertie updates. 

Action Items: 

  • Geoff will contact Raquel, the DOH regional engineer, to better understand what further steps are needed from our engineer to be fully in compliance with our intertie & SWSMP. 

 

3. OWUI Administrator’s Report 

  • Microsoft 365 Setup: SharePoint and email systems (e.g., president@olgawater.com, admin@olgawater.com) have been established. Plans to migrate email archives and improve data organization are ongoing. 

  • Accounts Receivable: Notable progress on overdue accounts, though follow-up with two larger accounts is pending. 

  • Banking: Geoff signed necessary documents at Banner Bank; Aurora will secure a debit card. 

 

4. Treasurer/Financial Report 

  • 2024 Financials: The organization stayed in the black during this fiscal year. Further details will be presented at the February meeting by Treasurer Guy Woods. 

 

5. Operator’s Report (Eastsound Water) 

  • No operator present. Geoff will request a written report or quarterly attendance going forward from Eastsound Water. 

  • Missing September and November Monthly Surface Water Treatment Reports (SWTRs). These have been requested from Eastsound Water via Geoff, waiting on them now. 

  • Administrative task: Monthly treatment reports need better year-specific organization. Management of SWTR upload and communication about this with Eastsound Water will shift from Geoff to Aurora, admin. 

 

6. Operations Report (Pat Boehm) 

Meter Replacement Discussion: 

  • Cost estimates for new meters were presented: 

  • Upfront Costs: $58,700 (equipment, software, and installation). 

  • Annual Costs: Approximately $1,050 (licenses and hosting fees). 

  • Decision to only use drive-by meters, not cellular meters. This way we will have a uniform system. 

  • Flume devices using Wi-Fi for real-time tracking were discussed as an addition. Member agreements will be needed for installation, especially because connection to home Wi-Fi within 200 feet is required for use. An additional wrinkle is that because these require connection to Wi-Fi, we will need members to be present in their homes to install the Flumes. 

  • It is important that we complete the meter replacement and Flume installation before the intertie is completed, because that is when water will stop being free for our org, and tracking usage correctly becomes crucial. 

  • Paul makes a suggestion that we call a special meeting (outside of our annual meeting) so we can get members on board ASAP and begin installing now. 

  • Grace suggested connecting this initiative with removing the leak forgiveness policy, to underscore how much more important leak tracking will be once members are fully financially responsible for all water lost. 

  • Action Items: 

  • Develop a member communication plan to educate and prepare for meter installation. 

  • Board members to start drafting a letter to members to precede the annual president's letter that will detail upcoming changes (meter replacement, Flume introduction).  

 

7. Member Input 

Member input given throughout meeting. 

 

8. New Business 

  • No new business. 

 

9. Next Meeting 

The next board meeting is scheduled for February 20, 2025, at 6:00 PM at the Olga Community Center. 

 

Meeting adjourned at 7:18 PM. 

OLGA WATER USERS, INCORPORATED 
owuistaff@gmail.com