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HomeMy Public PortalAboutJFOCM 2002-09-19 RECORD OF PROCEEDINGS JOINT F ACIUTIES OPERATING COMMITTEE MEETING REGULAR MEETING - September 19, 2002 Attendees: Winter Park West: Mike LaPorte, Jon Westerlund, Ingle Refvem (arrived late) Grand County No.1: Chris Seeman, Bob Wolf, Vince Turner Fraser Sanitation District: Ron Anderson, Robin Wirsing, Steve Sumrall (arrived late), Drew Matteson (arrived late), Alison Naschak (Secretary) Staff: John Walker, Bruce Hutchins, Joe Fuqua, Gary Cooper Others: Curt Guida and Nancy Schoen of John T. Jones Construction Rob Anderson of McLaughlin Water Engineers Chairman Mike LaPorte called the meeting to order at 6:00pm. Mike LaPorte noted two additional items for the agenda. Those items were an update on the well application and transformer installation update. Approval of Minutes of the August 22, 2002 meeting. Vince Turner asked for clarification on the discussion about the well and whether the costs of the well permit application were included in the bid price. Rob Anderson confirmed that those costs were not part ofthe bid price. Mike LaPorte asked that the wording in paragraph 2 on page 2 be corrected to read "necessary payment" instead of "payment necessary." Chris Seeman motioned and Vince Turner seconded the motion to approve the minutes. Motion carried. Construction Update: Curt Guida, superintendent for John T. Jones Construction Company was in attendance and gave the Committee an update on the progress of construction. He noted that construction was about 3 weeks behind schedule. Problems with the concrete pours were discussed and the Committee asked if these problems were the cause ofthe delay in scheduling and if any additional cost would appear as a change order. Curt advised the Committee that additional costs caused by the concrete pours would be borne by John J. Jones Construction. He also advised the Committee that they were at full staff and do not expect any problems in that area. Curt advised the Committee that he felt that they had the situation under control and that other than the concrete problems, the job is going good. Partial Pay Application Number 4: Mike LaPorte summarized the progress as indicated on the Pay Application and asked Rob Anderson ifhe would recommend payment. Rob Anderson recommended payment noting that progress was good and that they felt that there should be no problem catching ýÿ up the time from the current delays. Bob Wolf motioned and Chris Seeman seconded the motion to approve Partial Pay Application No.4 for $305,263.25. Motion carried. Old Business: Well Application Update. Rob Anderson advised that although all that was needed on the application was Ron Anderson's signature, with their findings today, he recommended that the application be delayed for further research into the situation with the well. The Committee expressed concerns about the costs related to the well development already and how much more it would take. Mike LaPorte noted that a solution to the situation was needed before any more money is spent. Rob recommended that the JFOC hold off applying for the permit for another month to allow McLaughlin to determine the best way to proceed. John Walker was in agreement with Rob Anderson's recommendation. The Committee asked Rob to prepare a synopsis on the situation and report back at next months meeting. Transformer Update. Joe Fuqua advised the Committee that the transformer has been paid for and is on the list for installation. Joe felt that installation would take place as scheduled. Deed for Conveyance of Joint Facilities. John Walker advised the Committee that Bailey & Peterson, Fraser Sanitation District's legal counsel, recommended to Fraser not to execute the Deed at the Board meeting in September due to several housekeeping matters that needed to be taken care of Ron Anderson noted that it was recommended that Fraser send notice to the Colorado Water Resources and Power Authority prior to any action. Ron advised that a letter has now been sent. John Walker advised the Committee that the Deed could be presented to Fraser at their next Board meeting and that if everything was in order Fraser may act on it at that time. Winter Park West Remittance. Mike LaPorte noted for the record that Winter Park West has now paid the funds owed for prior bills. New Business: 2003 Annual Operations and Maintenance Budget. Robin Wirsing, as Treasurer for Fraser Sanitation District, gave a presentation to the Committee regarding the 2003 operating and maintenance budget for the new plant. A breakdown was given on percentage of ownership based on EQR's and current plant construction percentages to determine each Districts expenses. Mike LaPorte asked if each District was now reporting EQR's on a quarterly basis as called out in the contract. It was noted that Winter Park West and Fraser report EQR's based on their current operating agreement. Grand County Committee members questioned whether they were required to report EQR's at this time since they are not yet using the plant. It was noted in discussion that once the plant is completed, each District is required to do an EQR audit and that those numbers would be the actual numbers used to figure the correct percentage of ownership and operating costs. Mike LaPorte emphasized that he felt that McLaughlin should review the budget numbers before anything is finalized. Joe Fuqua advised that McLaugWin has provided much of the information and that he has also used numbers from Granby Sanitation District as a comparIson. The Committee advised that they would like to see a separate budget for the WWTP rather than look at the numbers as included with Fraser Sanitation District's regular yearly budget. Robin noted that her separate spreadsheet provided this breakdown. She advised that she would check with Fraser's auditors to see how and if the two budget processes could be separated. The budget numbers presented also provided a basis of numbers for purposes of reimbursement to Fraser as the Manager for it's services. Robin noted that once there is some agreement as to the budget formula, compensation to Fraser as the Manager would be based on this formula but that any additional suggestions would be considered. The Committee advised that they would like to see more detail for the line items representing the breakdown on salaries associated with the JFOC for Joe and Alison and suggested that Joe and Alison should be logging their time for work associated with the JFOC. Alison noted that they are doing this and that justification would be provided to the JFOC for the figures represented. The Committee commended Fraser on their first attempt on the budget and decided to continue the matter to the next meeting. Robin advised that she would work to pull together answers to the questions asked and numbers for each District prior to their respective Board meetings. Robin Wirsing left the meeting at 7:00 p.m. Shortly after Robin left Mike LaPorte noted that a discussion that did not take place was with regards to the Capital Replacement Fee Reserves and Operating and Maintenance Reserves as provided for in the WWTP Agreement. The Committee agreed that since the plant is not operating it is very difficult to determine these figures for 2003 at this time. They agreed that it would be appropriate to defer the inclusion of these two funds until the second quarter of 2004 as that would give an approximate 6-month operating time. Vince Turner made a motion to defer the inclusion of Capital Replacement Fee Reserves and Operating and Maintenance Reserves until the second quarter of2004. Bob Wolf seconded the motion. Motion carried. Manager Report: Ron Anderson deferred to Joe Fuqua. Further discussion took place on the problems with the various concrete pours. Joe advised that they are now testing each truck for the correct temperature and that they have turned several trucks away. The Committee expressed concern over the experience ofthe manager at the concrete company. Curt Guida advised that John T. Jones is addressing concerns with the concrete company and will switch to another company if quality does not improve. Joe also advised that the engineers are monitoring the concrete pours and checking the concrete on a daily basis and are making recommendations on how to fix or cure any existing problems. Attorney Report: John advised that the CDPHE will do an inspection at the building site next week as part of their regular monitoring process. He recommended that only the people absolutely necessary should be there. He also advised the Committee that he would be available if needed. Board Choice: Mike LaPorte advised that Winter Park West hired Kirk KJancke as Assistant Manager. Ron Anderson motioned and Ingle Refvem seconded the motion to adjourn the meeting at 8pm. Motion Carried. Next meeting is October 17,2002. ATTEST: d!'*'- ~~~chvlc ecretary ýÿ