Minutes for the Regular Meeting of the Board of Trustees of Cherry Creek Waterworks District

MINUTES: September 13, 2017

MINUTES FOR THE REGULAR MEETING OF THE BOARD OF TRUSTEES OF CHERRY CREEK WATERWORKS DISTRICT HELD September 13, 2017

Present: Chair: Trustee Hill, Trustees: Trustee Haggard, Trustee Super. Administration: Caroline Stillinger, Loreen Brown.

Regrets: Vice Chair, Ron Crema and Trustee; Bert Budding.

Delegations: Mike Lange, McGill Engineering Ltd., arrived at 7:30pm. to give a verbal update on current projects to the Board of Trustees. Mike Lange and Joe Woolls, (IFC) – start engineering process for replacement of the pipe in the chlorination building.

1. The meeting was called to order at 6:35 pm.

2. Introduction of late items and adoption of Agenda.

Motion - “THAT the Agenda including any late items is adopted by the Board of Trustees.”

Moved: Trustee Hill Seconded: Trustee Super CARRIED

3. Requests to address Board. None

4. Adoption of Minutes from the previous meeting.

Motion – “THAT the minutes from the regular board meeting held on August 16, 2017, be adopted by the Board of Trustees”

Moved: Trustee Super Seconded: Trustee Haggard CARRIED

Motion – “THAT the minutes from the closed meeting held on August 25, 2017, be adopted by the Board of Trustees”

Moved: Trustee Super Seconded: Trustee Hill CARRIED

Motion – “THAT the minutes from the closed and special meeting held on August 30, 2017 be adopted by the Board of Trustees”

Moved: Trustee Super Seconded: Trustee Hill CARRIED

1 MINUTES: September 13, 2017 MINUTES: September 13, 2017

5. Maintenance Report: Island Flow Control Water Solutions Ltd. Joe Woolls, Owner and Operator

Motion – “THAT the Board of Trustees accept the maintenance report as presented.”

Moved: Trustee Haggard Seconded: Trustee Super CARRIED

6. A. Fire Chief Report: Fire Chief Banton arrived at 7:00 pm.

Date: Sep 13, 2017

1. 16 active members, 2 probationary and 4 juniors. 2. We had 13 calls this past month, total paid on call expense $1,100. a. 7 Duty Officer b. 5 Fire c. 1 Motor Vehicle Incident d. 0 First Responder (no cost for paid on call)

3. July had 8 calls at a cost of $730 4. 2 Fire Ban Fines were initiated ($1,150.00 each)

Meetings

1. Valley Chiefs meeting – We discussed lessons learnt on the Williams Lake deployment and how to better prepare the valley and Cherry Creek. We will use the Fire Smart grant that Port Alberni successfully applied and received too promote education in the Valley. 2. Multiple interviews with the paper articles are attached and it was very successful in raising our profile. 3. Met with Joe Woolls (Island Flow Control Water Solutions Ltd.) and discussed system constraints, timelines for flushing and how the fire department can help with flushing the system during practices. 4. Assisted water district administration during transition New Business

 Verbal report on the request from the province to provide resources for BC Wildfires.  Discuss budget and building.  Purchase a new TIC camera to replace the old 2K, computer system upgrades and cell phone  Water usage for practice and water supply

Old Business  Project work  AMA agreement is being amended  One year completed and review of Chief position

 Replacing #32  New hall plans

B. Fire Department Correspondence for Information: 1. FireSmart Protection Plan informational newsletter for Cherry Creek residents. 2. Alberni Valley News articles: June 29, July 20, August 10 and August 25, 2017.

C. Fire Department Correspondence for Action:

1. AUTOMATIC AID AGREEMENT.

Motion – “THAT the Board of Trustees approve of the Alberni Valley Automatic Aid Agreement Between the City of Port Alberni and the Alberni-Clayoquot Regional District and the Cherry Creek Waterworks District.” Moved to amend “up to a two-year term”.

Moved: Trustee Haggard Seconded: Trustee Super CARRIED

7. Financial Report:

Scotiabank: CCWD (00350-17) $682,715.57 Scotiabank: FD (00351-14) $222,889.43 Scotiabank: VIHA (00683-14) $195,438.57 Scotiabank: F/D int. bearing (00086-16) $227,938.70

8. Balances as of Meeting night:

Investment Accounts: As of March 31, 2017 As of June 30, 2017 7264310 [Renewal Reserve]: $176,374.76 $179,611.30 7177249 [Capital Levy]: $50,935.46 $52,100.76 7264286 [F/D Capital]: $203,484.67 $203,843.82 15220690 [Dol/Zeal]: $31,328.64 $31,380.83 26305310 [Visa Security] $11,211.92 $11,226.42 Scotiabank:4321 GIC (51415002) $344,594.84 $345,178.10

Motion – “THAT the Board of Trustees accept the Financial Report as presented.”

Moved: Trustee Hill Seconded: Trustee Haggard CARRIED

9. Accounts submitted for payment Water Board:

Trustees 5 X 300.00 1,500.00 Minister of Finance-Water Act 501.52 Hach Sales and 349.67 Hach Sales and Service Lp – 6 108.64 Service Lp – 4 stir bars/chlorine analyzer 3 MINUTES: September 13, 2017 MINUTES: September 13, 2017 chlorine reagent Alberni 98.56 Acme Supplies – chlorine 165.58 Communications – computer p/w changes Alberni Landscaping – 231.00 Stillinger, Caroline – cell 50.00 brushing x 2 office Corix Water Products 78.50 Maxxam Analytics – 6 water 346.50 – 1- 6’valve keys samples LB Woodchoppers – 250.74 Clydesdale Automotive – water 109.37 Pitney Bowes – postal 176.99 563.33 lease

Accounts paid since last meeting: CCWD:

Receiver General 2,517.29 Chase Paymentech 66.65 Black Press – Administrator posting 155.58 Pitney Works – postage 1,590.80 Staples – office supplies 70.26 Telus 312.59

Water Board Scotiabank Visa Total 328.47 Telus Mobility – Emergency After Hours Cell Phone 50.40 Staples – office supplies 50.97 Agile Tracking – cancellation payment 39.20 McPhee Enteprises 187.90

Sierra Systems Group Inc. TOTAL $15,203.94 Consulting Services July 1-31 standard operating 15,003.19 procedures & power point presentation Mileage & per diem meeting with office staff 200.74

Deer Bay Contracting Ltd. TOTAL $1,615.95 Water leak – Cottam Road 620.55 5786 Albert St – install water service 995.40 Deer Bay Contracting-5190 Batty Rd 1,682.10

Deer Bay Contracting-Linton Ave Leak Repair 1,531.69 MCGill Engineering Ltd. August 4, 2017 TOTAL $5,627.67 4321 Standards 332.06 General Engineering 576.56 Moore Rd Watermain replacement 4,716.05

Island Flow Control Water Solutions Ltd. TOTAL $8,074.50.73

Monthly stand by rate – July paid 2,037.00 Monthly Maintenance agreement – July - paid 6,037.50 Monthly stand by rate – August 1,974.00 Monthly Maintenance agreement – August 6,037.50

Island Flow Control Water Solutions Ltd. TOTAL $2,700.60.83 Repair leak: Strathcona & Moore Rd, Renton Rd, Prv repairs

Motion – “THAT the Board of Trustees receives and approves the Water Board accounts to be paid as presented.”

10. Accounts submitted for payment Fire Department:

City of Nanaimo – 3 first 299.25 LB Woodchoppers 48.35 responder manuals Associated Fire & Safety – 921.38 streamlight

Accounts paid since last meeting: F/D:

Receiver General (BC Wildfire Only) 9,753.76 Shaw Cable – Internet 115.25 BC Hydro – transfer to w/b 3 payments 2,305.45 Acklands Grainger – 12 cone reflectors 185.21 Jal Designs & Graphics Inc – 30 gilden ts printed 562.24

Fire Department Scotiabank Visa Total “see attached” $652.96

Motion – “THAT the Board of Trustees receives and approves the Fire Department accounts to be paid as presented.”

11. Applications for Continuation of Water

a) 5060 Arden St. b) 5770 Albert St.

12. Applications for New Water Service Connection:

a. 5786 Albert St. b. 5190 Batty Rd. 5 MINUTES: September 13, 2017 MINUTES: September 13, 2017

c. 4850 Batty Rd. d. 3078 Durham Rd.

13. Overage Adjustment Requests: None.

15. Line Locates:

a) BC One, FortisBC Gas; 3985 Cowley Rd. b) BC One, Fortis BC Gas; 5030 Mann Rd. c) BC One, Fortis BC Gas; 5766 Strathcona St. d) BC One, Fortis BC Gas; 6211 Cherry Creek Rd. e) BC One, Fortis BC Gas; 3526 Milligan Rd. f) BC One, Island Timberlands; Approximately 4km NE of Port Alberni. g) BC One, IFC Water Solutions; 5190 Batty Rd. h) BC One, IFC Water Solutions; 6152 Cottam Rd. i) BC One, IFC Water Solutions; 6110 Linton Ave. j) BC One, IFC Water Solutions; 4850 Batty Rd. k) BC One, BC Hydro; 2840 Alberni Hwy. l) BC One, P. Rasmussen; 6333 Cherry Creek Rd. m) BC One, WSP Canada Inc.; l/s of Maebelle Rd & Alberni Hwy ext.

16. Water Sample Results:

Environmental Health Officer; Stephanie Bruvall; Notified Cherry Creek Waterworks District; the McLean Mill (Cherry Creek) Port Alberni, BC water sample taken August 23, 2017 results “EST 170” is L1 (The Results Were Posted Incorrectly).

VIHA: Facility Sampling History: Location Date Total Coliform E. Coli

District Office, 5920 Cherry Creek Road, Port 23-Aug-2017 L1 L1 Alberni, B.C. Hollies Golf Course, Cherry Creek WS, Cherry 23-Aug-2017 L1 L1 Creek Water System Info Centre, Port Alberni, B.C. 23-Aug-2017 L1 L1 McLean Mill (Cherry Creek) Port Alberni BC 23-Aug-2017 EST 170 L1 MCLEAN MILL (City), SMITH ROAD 22-Aug-2017 L1 L1

17. Water Board Correspondence for Information:

a) Public Health Engineer, Murray Sexton P. Eng.: Watermain Replacement Moore Rd; re: email-design revision to pipe size; no change to the construction permit. b) Island Flow Control Water Solutions, Joe Woolls; Email August 30, 2017 (Lacy LakeLevels) water conservation. c) Island Flow Control Water Solutions, Joe Woolls; Email August 30, 2017 (Fire Hydrant use. 6 MINUTES: September 13, 2017 MINUTES: September 13, 2017

d) Linton Ave, service leak, September 8, 2017. Repaired; IFC Water Solutions Ltd. & Deer Bay Contracting Ltd; weekend call-out.

Motion – “THAT the Board of Trustees receive the Water Board Correspondence.”

Moved: Trustee Hill Second: Trustee Super CARRIED

18. Water Board Correspondence in Progress:

a. Park Property. (Board approved August 16, 2017; Dorothy Clarkstone) b. Zeal Holdings (Ray Dol). (June 2016; no new report) c. Gas Tax Funding. (ACRD Board meeting Sept. 13, 2017) McGill Eng. Ltd., Mike Lange; letter to Manager of Finance Teri Fong, re: financial plan containing class “c” cost estimate on behalf of ccwd. d. Estimate for Water main from Lake to Reservoir. (McGill Eng.Ltd.) e. Reservoir Dredging Tender f. Moore Road – Watermain replacement & Trail (Invitation to Tender September 6, 2017, McGill Eng. Ltd., Mike Lange; cc. to ACRD, Andrew McGifford) g. 4-3-2-1 Treatment h. Golder Associates Ltd, Martin Vogel. (Board approved August 16, 2017; change order #01 request for Process Design for Water Treatment Plant) McGill Eng. Ltd, Mike Lange confirmed the change order fee covers the increased charge out rate) i. PRV Maintenance. (IFC Water Solutions Ltd. 85% complete) j. Chlorination Building; Water main pipe replacement. (Board approved August 16, 2017) k. Mainline extension: Wednesbury St. (Administration to contact Island Health, CCWD Bylaws & Murray Sexton; Public Health Engineer). l. Emergency Response Plan. (Administration & IFC Water Solutions) m. Sierra Systems Group Inc., Blaine Bey: (Teleconference meeting date to review consultants powerpoint presentation and high-level questions) n. First Aid Level 1. (Administration staff/November) o. Strategic Plan Meeting (Ron Crema/October)

19. Water Board Correspondence for Action:

a. 6781 Debeaux Rd Service connection. b. Wednesbury Rd mainline water extension.

Motion – “THAT the Board of Trustees adjourn the regular Board meeting of September 13, 2017 at 9:20 pm.”

______Paige Hill, Chair Caroline Stillinger, Administrator

8 MINUTES: September 13, 2017