AGM 2019 & Special Meeting "Our mission is to provide - - PowerPoint PPT Presentation

AGM 2019

& Special Meeting

"Our mission is to provide treated water to its share users within the guidelines of fiscal and ecological responsibility."

AGM Agenda (30 minutes)

S Chairman’s Welcome & Opening Remarks - David S Introductions / WWWU Administrative Overview - David S Approval of Minutes of 2018 AGM – David & Darwin S 2018 Financial Report – Chantal S Approval of Financial Report – Chantal S Operations Report (2018) - Duncan S Licenses - David S RCR Report – Pat & Alf S New Business - David

Special Meeting (45 minutes)

Ø Collector Tank & Intake – Duncan Ø Supplemental Pump & Trucking Ø RVC Connection Plan Ø Considerations – David Ø Summary of Long Term Options –Duncan & Darwin Ø Community Feedback – ALL Ø Next Steps – Board

Introduction of Board Members

Ø David Deere

Chairman

Ø Darwin Perrier

Vice Chair

Ø Duncan O’Nions

Operations Manager

Ø Chantel Yarema

Treasurer

Ø Tim Grant

Secretary

Ø Patrick Majer

RCR

Ø Alf Beaudry

RCR

Ø Cindy Wilson

Accountant

Ø Ben Plumer

Accountant

Roles & Responsibilities (WWWU Board):

² Manage the WWWU Administrative and Operational duties in accordance with regulatory guidelines, established procedures and approved Bylaws. ² Monitor and report on condition and function of WWWU infrastructure from source to tap. ² Advise membership of any safety concerns, service interruptions or water conservation orders.

Roles & Responsibilities (Members):

² Understand what a Water Coop is. ² Be familiar with WWWU policies & procedures. ² Follow any conserve or boil water orders. ² Advise board of any safety concerns, service interruptions or water conservation orders. ² Pay water fees prior to deadline www.wintergreenwater.com

2018 AGM Meeting Minutes

2018 AGM Meeting Minutes

• ACTION: provide WWWU Insurance Informa3on on Website

Motion To Accept 2018 AGM Meeting Minutes

Financial Report

Statement

• f

Financial Position

2018 2017 ASSETS CURRENT Cash $ 140,466 $ 147,994 Restricted cash – reserve 177,791 157,203 Accounts receivable 17,840 16,080 GST receivable 2,467 5,508 Prepaid expenses 2,372 2,257 TOTAL CURRENT ASSETS 340,936 329,042 CAPITAL ASSETS 256,483 283,335 TOTAL ASSETS $ 597,419 $ 612,377 LIABILITIES CURRENT Accounts payable and accrued liabilities $ 14,191 $ 24,047 Deferred revenue 53,450 53,450 TOTAL CURRENT LIABILITIES 67,641 77,497 DEFERRED CONTRIBUTIONS 177,791 157,203 TOTAL LIABILITIES 245,432 234,700 NET ASSETS Net assets invested in capital assets 256,483 283,335 Unrestricted net assets 95,504 94,342 TOTAL NET ASSETS 351,987 377,677 TOTAL LIABILITIES & NET ASSETS $ 597,419 $ 612,377

Statement of Operations

2018 2017 REVENUE Revenue $ 126,920 $ 126,250 RCR maintenance reimbursement 4,277 2,380 Other revenue 75 25 Interest

• 25

131,272 128,680 EXPENSES Repairs and maintenance 78,434 75,273 Utilities 17,578 19,857 Professional fees 8,400 8,400 Insurance 2,572 2,377 Telephone 1,240 1,135 Memberships and subscriptions 880 880 Office and general 779 430 Interest and bank charges 227 198 110,110 108,550 EXCESS OF REVENUE OVER EXPENSES BEFORE RESERVE 21,162 20,130 TRANSFER TO RESERVE (20,000) (20,000) EXCESS OF REVENUE OVER EXPENSES $ 1,162 $ 130

Financial Report

Statement of Changes in Net Assets

Financial Report

UNRESTRICTED RESERVE TOTAL 2018 TOTAL 2017 Balance, beginning of year

$ 94,342 $ 157,203 $ 251,545 $ 244,603

Operational surplus

21,162 588 21,750 6,942

Transfer to reserve

(20,000) 20,000

• Balance, end of year

$ 95,505 $ 177,791 $ 273,296 $ 251,545

WWWU Reserve minimum $ 176,412

Reserve Replenishment

S Valuation of Utility (2014) $5,040,340 S Reserve Guidelines @ 2.0% $ 100,807 S WWWU Reserve Minimum @ 3.5% $ 176,412 S Reserve balance at Dec 31, 2018 $ 177,791 S Reserve excess at Dec 31, 2018 $ 1,379

Motion To accept the 2018 Financial Report as presented

2019/2020 Budget

2019/2020 Budget 2018 Actual REVENUE Revenue $ 140,000 $ 126,920 RCR maintenance reimbursement 3,300 4,277 Other revenue

• 75

143,300 131,272 EXPENSES Repairs and maintenance 94,000 78,434 Utilities 18,000 17,578 Professional fees 8,400 8,400 Insurance 2,400 2,572 Telephone 1,284 1,240 Memberships and subscriptions 880 880 Office and general 800 779 Interest and bank charges 240 227 126,004 110,110 EXCESS OF REVENUE OVER EXPENSES BEFORE RESERVE 17,296 21,162 TRANSFER TO RESERVE

• (20,000)

EXCESS OF REVENUE OVER EXPENSES $ 17,296 $ 1,162

WWWU 2019 Water Fee Payment Schedule

For the period July 1, 2019 – June 30, 2020

• One time payment of $1800 (first increase since 2012)
• Recovers less than this winters added water costs
• 4x $470 quarterly payments (post dated cheques)
• 10x post dated cheques for $200 / month

(cheques received by June 30, 2019)

• r
• 12 monthly cheques $180
• Vacant lot
• $400 one time payment

Motion To accept the 2019 Budget and fees as presented

Operations Report

S Compliance Inspection Dec 2018 by AB Environment passed with an

• verall rating of 94%

S Pump House – Space heaters needed replacing this winter $5,000 S Replaced multiple pumps in river (Jan-Mar 2019) - $3,000 S Delivery of Supplemental Water – Trucking from RVC - $20,000 S Investigation of options – Hydrovac collector tanks ($2,000), engineer, Rocky View County meetings, Alberta Environments dialogue, specialist consultations

License to Operate (July 2019)

S 10 years – to 2029 S Outlines conditions, minimum standards, required tests S Public Notice – 30 days (May 16) S Draft Approval! – MAC specified in Guidelines for Canadian Drinking Water Quality and Potable Water Regulation S 5-year compliance if < MAC

License to Divert Water (no expiry date)

S 3 licenses to divert water S Wintergreen Woods S Wintergreen Way S RCR – original use for snow making component of ski hill S Licensee: Wintergreen Woods Water Utility No longer issuing surface water diversion licenses

New Business

Special Meeting

• Collector Tank & Intake Issue
• Supplemental Pump & Trucking
• RVC Connection Plan
• Long Term Options

WWWU System Overview

Collector Tanks Pump House Treated Water Distribution Lines Raw Water Feed Lines Elkana

Wintergreen

Resort

Golf Course

Relief Air Valves

Our Lady Queen of Peace Ranch

N

E

S

W

MD

Intake Galleries S Elbow River Intake Galleries are essentially dry. S Reduction in flow due to:

S Seasonal Frazil Ice in winter S Shifting water flow & embankments S 2005 & 2013 Floods - permanent (for now)

2005 2013 Winter Frazil Ice Floods

2004 Today

Previous Water Level Gravity Feed Pipe to Pumphouse

Rocky View Water Intake – Johnson Screen Pipe

This winter…

S Lost multiple pumps in the river, unable to replace pumps when unsafe S Forced to truck in water from Rocky View County Water Treatment Plant S Rocky View County helped us short term with water from their pump house (license incongruity?) – less cost and less travel time for trucks

This winter…

S Hydrovac one collector tank (2 days) to determine no flow and bedrock underneath without flow S Quotes and suggestions from multiple engineering companies S Many, many hours or exploration of options

Options…Short Term

• 1. Status Quo – not sustainable
• 2. Repair Intake

S Hydrovac Collector Tank – dry! S Engineering Options S From 4 estimates: $265,000 - $1M S Would need a full engineering study first - $50K S Would need approval from Department of Fisheries and Alberta Environment before proceeding. S Entire process 14-18 months (with no changes). If AE or DFO needs changes it extends by almost a year

• 3. Connect to RVC Water Treatment plant
• bulk water purchase & supply

Options

• 1. Status Quo – pump year

round, truck as required (winter)

• 2. Full installation of new intake
• infrastructure. Maintain Ownership,

Licenses, Maintenance & Admin.

Connect to RVC Water Plant to supply bulk water

Bulk Water Purchase & Supply S RVC has a levy to pay for the cost of their system S Current levy bylaw is $14,000/cubic meter ($8,750 per member) S New bylaw and levy is coming in at month end (anticipated to at $25,000/ cubic meter) ($16,000 per member) S RVC has proposed waiving the current levy if we sign up prior to the new levy becomes in force (if WWWU pays to cost of the connection) S Investigating AE or other funding to assist with the cost of the connection S If signed up prior to new bylaw , we may avoid a levy for the cost of the system (May 30). S Cost of connection is ~ $50K-$80K, Water cost alone from this connection would be around $90k / year S Potential for plant changes to reduce our overall operations cost (distributor rather than plant)

Considerations – Long term solution

• 1. Safety & Quality
• 2. Operational & Maintenance
• 3. Policies, Exemptions &

Expectations

a. Entire change in Policies b. As per MD RV

• 4. Financial

a. Fee structure, One-time & Ongoing b. Payment method

• 5. Cost Uncertainty vs Stability

a. Full or partial repair b. Full or partial tie-in to MD

6. Oversight / Control / Liability

• 7. Impact on Property Value
• 8. Reliability
• 9. Timing
• 10. Responsiveness in outage or

quality concerns (e.g. high turbidity in spring)

Long term options:

• A. Continue to buy water from RVC (in bulk)
• B. Takeover of whole system, licenses and
• perations by RVC
• c. Repair river intake

Option A: Continue with Bulk water & Maintain Water Coop Status

PROS CONS COST – ANNUAL COST – Capital Upgrade

• Fully functional

intake system

• Smaller capital
• utlay
• Reduced Maint

reqmts

• Maintain control

& ownership of Utility & licenses (TBC)

• No levy if RVC

takeover in the future

• Cost higher

than historical cost but less than repair or trucking

• Similar cost to

today

• Distribution repair

activities could have possible increase due to unforeseen expenses

• Funds to connect to

RVC piping already covered in initial repair

Option B: Join RVC Municipal Water System

PROS CONS COST - ANNUAL COST – Capital UPGRADE

• Fully functional

system

• Proportionate fees

base on property use

• Volunteer Board

not needed

• Can use reserve

for all or portion of any added cost

• Possible sale of

assets to offset connection costs

• Need to fully

determine costs as RVC require system audit

• Have to assess all

considerations & impact assessment

• Special community

meeting required

• AE regulatory

requirements TBD

• Will take time
• Potential for reduced

annual fees (since we avoid the levy), can offset some joining costs with reserves

• Meters $700/home
• $40,000 distribution line test

audit cost by RVC

• Potential for plant changes (if

not completed with the bulk water purchase repair)

• Engineering costs (RVC

hopeful to pay)

Option C: Repair Intake as WWWU

PROS CONS COST - ANNUAL COST – Capital UPGRADE

• Maintain control &
• wnership of

Licenses and system

• Large Repair Bill

approx $300 to $500K to be funded by members - funding, (AE?) (update to follow)

• System aging

liability

• Volunteer Board
• 15 months to

18months repair and approval time

• Hopeful bills to remain as

is for now but with future repairs unknown on aging system over 40 years old.

• Large Repair Bill approx $300

to $500K to be funded by members of loans, maybe AE (update to follow)

Annual Fee Summary*

A – Connect to RVC, Bulk Transfer B- Full connec3on to RVC C- River In take Repair bill $1824 $1269 – possible $1129 if

• ffset of reserves

$1800 PLUS probable repair funding requirement of $3-6000 per property

Estimated Annual Fee Option

Funding Options

ü Reserve Funds ü Water Treatment Plant ü Building ü Licenses ü Financial Loans or Mortgage ü Cash Call ü New Levy

Community Input/Feedback

Ø Other considerations or options to assess? Ø Any items needing to be done prior to end of May commitment to buy bulk water? Ø Priorities – what is most important to you?

Next Steps

Ø Continued engagement with RVC & RCR Ø Further assessments & cost analyses Ø Investigate financing options Ø Communicate all findings to community Ø Decision to proceed with full tie-in and dissolution of WWWU will be preceded by Special Meeting with members

Thank you for your support!