Date: Saturday, July 12, 2025
Time: 6:00 PM – 7:30 PM
Location: Olga Community Center
Board Members Present: Guy Woods, Geoff Cunard
Administrator Present: Aurora Fackler-Adams
Members Present (13): Henry Woods, Curtis Wikstrom, Peter & Joyce Schultz, Dale Mattson, Ellen & Paul Lodine, Dean Stephens, Mark Mayer, Suzanne Myers, Harold Barfoot, Grace Gottlieb
1. Introductions
Meeting called to order at 6:00 PM by Geoff Cunard.
Guy Woods, Geoff Cunard, and Aurora Fackler-Adams introduced themselves to members present.
Geoff briefly explained recent administrative shifts, including a transition to Microsoft and then back to Google Workspace for operational tools.
A member asked how many people are currently on the board and whether quorum was met.
Geoff responded that quorum was not met, so no official business could be conducted at this meeting.
When asked about strategies for recruiting new board members, Geoff stated that recruitment typically occurs through board members speaking directly with community members.
Guy added that finding board members has been difficult over the past 2.5 years due to time constraints, existing commitments, and a community that is aging and increasingly part-time. He emphasized that strengthening relationships with Doe Bay could bring more leadership support in the future.
2. President’s Report
Recap of the Year:
OWUI produced approximately 800,000 gallons of water this year—a significant decrease in total water loss compared to prior years.
Key Infrastructure Updates:
Intertie & Small Water System Management Program (SWSMP):
The SWSMP was submitted to the State in January. The State recently reviewed it but reported that several required elements were missing.
OWUI confirmed those elements were included, but the State was unable to view them due to a file compatibility issue on the engineer’s end.
Once approved, the SWSMP will make OWUI eligible for funding (primarily low-interest loans, not grants).
Meter Replacement Project:
OWUI plans to replace all member water meters in fall 2025.
New meters will include radio frequency capability for drive-by readings.
Eastsound Water has agreed to install the new meters following the fall meter reading, likely in September or October.
Increased meter-reading frequency may improve water use tracking, aligning with State expectations.Guy raised the idea of implementing seasonal rates to encourage conservation, particularly in summer months.
Geoff noted this could benefit the Coho stream’s salmon run—the only wild salmon run in the San Juans.
Suzanne Myers observed that garden and yard use increases summer water demand.Geoff replied that summer use could be offset by lower winter rates.
A member asked if billing twice a year would require more frequent meter readings.
Geoff clarified only two readings would be necessary.
Guy noted current meter reading costs are around $5,000 annually; RF meters would pay for themselves in two years.
Member questions and responses:
Where will meters be installed? Geoff: At the service connection at each house. Many current meters are outdated and inaccurate.
Can members access usage data directly? Geoff: No, but members can purchase a Flume device (WiFi-connected) to monitor usage and detect leaks.Guy cautioned against members purchasing Flume devices independently, as OWUI is planning a Flume Program to allow shared monitoring and potential device subsidies.
WiFi range for Flume devices? Guy: Estimated range is up to 1,000 feet.
Water Tank Cleaning and Inspection:
Due to its age, the tank was inspected and cleaned by a diver. It was in much better condition than expected.
One internal platform showed rust and needs replacement.
A member asked if the tank would still be used after the intertie is complete.
Geoff: Yes—the Doe Bay water will fill our tank, and water will then flow from the tank to homes.
Vision for the Coming Year:
SWSMP Timeline:
Expected approval by October 2025.
OWUI plans to mothball its treatment plant for one year as a backup in case the intertie fails, then fully decommission it.
A member asked about water pressure from Doe Bay.
Geoff: Doe Bay’s pressure is higher than current inflow pressure. Multiple pressure relief valves will maintain correct tank levels.
Next Priorities:
Improved membership engagement, including formal easements for meters and backflow device tracking.
Development of an asset management plan to forecast replacement schedules and budget accordingly.
This supports financial stability by preventing unexpected rate hikes.
Water Use Efficiency Goals Update:
Leak prevention through new meters and customer-side Flume devices.
OWUI plans to create and subsidize a Flume Program once meters are installed.
Call for Participation:
OWUI is seeking two new Board members.
Geoff encouraged members to consider joining to help maintain oversight and operations.
3. Administrator’s Report
Billing Transition: OWUI is transitioning to QuickBooks Online to support monthly billing options.
Communication Improvements: Continued upgrades to communication and recordkeeping systems.
Member Engagement: Ongoing surveys to collect required State reporting information.
4. Treasurer’s Report
Financial Status:
Current bank balance: $412,000
OWUI experienced a financial crisis ~3 years ago. Member assessments helped restore stability.
The system is now financially healthy, and emergency assessments have ended.
OWUI has established a capital fund for eventual tank replacement.
Upcoming and Reserved Costs:
Engineering fund: $30,000 (pending use)
Intertie commissioning: ~$30,000
Meter installation: ~$30,000 (to be financed through a low-interest loan)Water Cost Discussion:
Member: Is the cost of the water zero?
Geoff: The water itself is free, but treating and maintaining the system costs ~$56,000 annually.
Guy: Once OWUI begins purchasing water from Doe Bay, there will be an associated cost.Geoff: However, system operation and repair expenses will decrease, meaning equal or potentially lower operational costs even when paying for water..
Outstanding Balances:
$19,000 total unpaid member bills:
$13,000 from members who have partially paid
$6,000 from members with no payment yet
Administrator will follow up on these accounts.
5. Member Q&A and Open Forum
Water Rights:
Member: Does Rosario have first rights to lake water?
Guy: Yes—Rosario is first, OWUI second, Doe Bay third. If State ecology limits lake withdrawals, Doe Bay would be affected first.
Membership Expansion:
Geoff: OWUI currently has nine available memberships.
Member: Are these available now or post-intertie?
Guy: Post-intertie. OWUI did not request expansion authority from the State in the initial project phase. After proving reduced usage, OWUI may petition for more users.
Intertie Delays:
The intertie cannot be approved without SWSMP approval.
Member: Was Doe Bay’s SWSMP completed by the same engineer?
Geoff: Initially yes, but Doe Bay later replaced the engineer, incurring delays and additional costs.
Member: Did OWUI expect this timeline?
Geoff: No—initial estimates did not anticipate such delays.
Grace added that recent budget cuts at DOH (over $800,000) and staff departures have slowed approvals.
Intertie Status:
Member: Is the intertie physically turned off at a valve?Geoff: It is essentially complete, with some final plumbing needed. The project was built before the reporting was finalized, which complicated approval.
Leak Forgiveness Policy:
Member: Will there be an appeal process for catastrophic leaks?Geoff: The current policy allows for appeals, but OWUI may eliminate this once water is purchased from Doe Bay, due to repeated abuse of the policy.
Harold Barfoot requested contact from the administrator regarding leak forgiveness. Aurora will follow up.
7. Adjournment
Meeting adjourned at 7:05 PM.
OLGA WATER USERS, INCORPORATED. owuistaff@gmail.com