Dugualla Community, INC, Board Meeting Minutes
November 17, 2021
Attending: Larry Caton, Clint Christensen, Steve Hucke, Danny Kaiser, Nadia Kent, Myron Parryz Chris Johnson
Absent: Mike Legere, Shawn Albert, Graig Haberman
Guests: Mickie Hucke
1.The meeting at the clubhouse was called to order at 6 PM by President Steve Hucke.
2.Minutes from 10/20/2021 Board Meeting were approved. Passed unanimously.
3.Treasurer's Report: Clint Christiansen - See attached report.
a.Bank balance as of November 17, 2021 is $448,340.20, savings account, $390,364.07 money market account, $57,976.13 checking account. See attached report.
b.DC' is due a refund as the band was cancelled for the 9/18/2021 Members Meeting. From 10/20/21 Board Meeting Steve Hucke with follow up. Resolved.
c.Late payment issues. As of 11/3, there were five residents over 90 days past due.
Letters were sent to them stating that if their bill was not paid in full by December 1, 2021, a late fee would be added and their account would be turned over to a collection agency. There were 16 residents in the 30 to 89 days past due range. Letters were sent to them stating that if their bill was not paid in full by December 1, 2021, a late fee would be added.
a.The Board discussed the water system improvement and pipe replacement project, noting that August 2023 is the earliest we could receive funding from the Drinking Water State Revolving Fund (DWSRF). Construction would likely start in good weather the following year. Larry Caton to meet with Coffman Engineering to more specifically determine next steps as well as being to define the duration, order and estimated costs for each step to complete the project. The Board recognized that Larry Caton has an excellent background to manage this type of project and that the Board should consider reimbursing Larry for his costs as he continues this project.
The Board approved a motion to adopt tiered rates for water usage at the
10/20/2021 Board Meeting, The rates approved included quarterly invoices.
The Bylaws state (Article IX, Section 2) a billing notice will be mailed to each Member every two months." So, the rates passed at the 10/20/2021 meeting contradict the Bylaws.
ii. Restating the approved rates to include mailing invoices to Members every two months would make the10/20/2021 approved rates consistent with the Bylaws. The rates would then be stated as follows:
a.Flat rate of $100 per two-month period for up to 10,000 gallons per two-month period
b.$0.015 per gallon more than 10,000 gallons and up to 20,000 gallons per two-month period
c.$0.030 per gallon for more than 20,000 gallons per two-month period
a.Rates effective 1/1/2022
b.Will be billed every two months with individual meter usage stated on each bill in gallons
c.The first two-month period of 2022 (January to February), everyone will receive their bill with a meter reading and everyone will only pay the Flat Rate of $100.00. This will give owners time to identify their usage and fix leaks, if needed.
d.Property owners are responsible for clear access to meters for the readers. Homeowners will be charged an additional fee if action must be taken to clear access.
iii.Myron Parry reviewed the rates stated above with the Board and a discussion followed.
iv.As the rates approved at the 10/20/2021 meeting contradict the Bylaws, Myron Parry moved to amend the rates at the 10/20/201 meeting to include mailing invoices to Members every two months. Danny Kaiser seconded. Passed unanimously.
a.Steve Hucke presented the letter (copy attached) explaining the rate changes that will be sent to each water customer with their 1/1/2022 water invoice (for November and December, 2021).
b.Myron Parry and Chris Johnson reviewed notebooks that document the design and operation of the water system. Myron suggested obtaining electronic copies of these notebooks so that they can be easily passed on to future Board Members. Myron to accompany Steve Hucke to a meeting with King Water later this month.
c.Danny Kaiser reported that there are nine water customers outside of DCI Zones 1 — 9. That is, the DCI water system supplies these customer's properties with water, but these properties are not located within DCI Zones I —9. Clint Christensen to confirm that these customers have been invoiced for water since they were connected to the DCI system. After determining each customer's billing status, the Board will confirm that there are meters installed on each of these customer's service.
d.Steve Hucke reported that Absolute Pest is responding promptly to questions and concerns.
e.Steve also reported that the generator at the pump house turned on automatically and continued to run when the electrical power was out on November 15.
f.Clint and Steve met with Jones Accounting and let them know that King Water we will be providing DCI with accounting and invoicing services effective 1/1/2022. Jones Accounting stated that they are very willing to work with us through the transition to King Water. As part of the transition, Jones Accounting will submit DCI taxes ending at 12/31/2021 so that there is a clean cut off.
g.The lagoon inlet/outlet pipe was last cleaned out on August 26, 2021 by Herron Valley,
Inc. The next clean out should be done approximately six months from that date. Chris Johnson to schedule and be there for the clean out.
h.Myron presented an updated list of Board Committees. While the list was correct with respect to Board Members assigned to Committees, contact information needed to be corrected. Myron to update and email the list to the Board Members.
Danny Kaiser reported that there may be WA state money available to fund salmon habitat improvements at the lagoon. Nadia Kent to develop specific information, The board also discussed the pros and cons of pursuing these improvements.
6.Next Meeting: Wednesday, December 15, 2021 at 6 PM.
7.Adjournment: 6:55 PM
Respectfully submitted, Myron Parry, Board Secretary
DUGUALLA COMMUNITY, INC
MONTHLY BOARD MEETINGS
Date:(f— / 7— eoz-r
Board Member Attendees:
Dugualla Community Water Information
Changes as of January 1, 2022
King Water will be doing regular billing (transition from Jones Accounting). Meters will be read every other month (bimonthly), coinciding with bimonthly billing statements to property owners.
Bimonthly will allow coordination of the meter reading and water billing functions.
Payments will continue to: Dugualla Community, Inc.
P.o. Box 1368, Oak Harbor, WA 98277
** First Bimonthly transition period (early March billing). Everyone will receive their bill with a meter reading for January-February and will still pay the same Flat Rate of
$50/month = $100.00. This will give owners time to identify their water usage levels.
Homeowners will be charged if action must be taken to clear access to their meter.
** Second Billing period and going forward
1.Flat rate $100 bimonthly ( = $50/month) for first 10,000 gallons/bimonthly
Most homes will not experience a change in water costs because they use this amount or less.
**Amounts above 10,000 gallons, will be charged by actual gallons used. This will cause your bill to vary based on your useage over the initial 10,000 qallons EACH 2-month period.
2.Usage between 10,000-20,000 gallons/bimonthly is added at 1.5 cents per gallon
3.Usage above 20,000 gallons/bimonthly is added at 3 cents per gallon
Costs to pump water, treat water, and repair/replace aging equipment continues to rise. Very expensive replacement of concrete asbestos water lines and installation of pressure gradient valves needed in our community.
In order to qualify for future loan(s) and/or possible grant(s) we must demonstrate sound financial practices and stability along with responsible stewardship of our water service.