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
2018 2017 Financial ASSETS Report CURRENT Cash $ 140,466 $ 147,994 Restricted cash – reserve 177,791 157,203 Accounts receivable 17,840 16,080 Statement GST receivable 2,467 5,508 of Prepaid expenses 2,372 2,257 Financial TOTAL CURRENT ASSETS 340,936 329,042 Position 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
Financial 2018 2017 REVENUE Report Revenue $ 126,920 $ 126,250 RCR maintenance reimbursement 4,277 2,380 Statement of Other revenue 75 25 Operations 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 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 2018 2019/2020 Budget Budget 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) or • 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 overall 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 W S N Our Lady Queen of Peace Ranch E Wintergreen Resort Elkana Golf Course MD Collector Tanks Treated Water Distribution Lines Pump House Raw Water Relief Air Feed Lines Valves
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)
Winter Floods Frazil Ice 2005 2013
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
1. Status Quo – pump year round, truck as required (winter) Options 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)
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