Board Meeting Minutes- January 27, 2025

Monday, January 27, 2025 at 5:00 PM | 601 Cherokee Leavenworth, KS 66048-0576

Directors in Attendance

• William Daniels
• Eric Peterson
• Nick Poff (via phone)

Directors Absent (Excused)

• Chad Lough
• Richard Gervasini

Staff in Attendance

• Joel Mahnken, General Manager
• Dana Splichal, Finance Manager
• John Hodgden, Distribution Manager
• Neil Seichepine, Treatment Manager
• Britni Huff, Staff Engineer

Others in Attendance

• None

Director Daniels called the meeting to order at 5:02 PM.

Director Daniels noted that a quorum was present.

None

None

Upon motion from Director Peterson and seconded by Director Poff, motion passed 3-0…

RESOLVED (No. 15556), that the Board approved minutes from January 13, 2025.

Upon motion from Director Peterson and seconded by Director Poff, motion passed 3-0…

RESOLVED (No. 15557), that the Board approved the consent agenda as presented.

Tabled

Tabled

Tabled

Tabled

The General Manager reported that in a recent meeting with Hettinger and MEC, the contractor requested an extension of one month for both the substantial and final completion dates regarding the Water Tank Contract #1. They noted that they have experienced delays with materials and are also waiting on a permit from KDOT. They reported that they also have experienced some constructability issues due to the terrain and existing utilities. The weather and site conditions since January 6th have also presented issues.

The original intent was to have the transmission lines in place before the tank contractor mobilized for Contract #2. Coordination between contractors should not be affected by this change. Hettinger has now received all the materials needed and has stated they need about two weeks of work to finish everything but the reseeding of disturbed areas.

McClure Engineering prepared the attached change order and is recommending its approval.

Discussion held and upon motion from Director Peterson, seconded by Director Poff, motion passed 3-0…

RESOLVED (No. 15558), that the board approve Change Order No. 2 with Hettinger Excavating for an additional one month for both the Substantial Completion and Final Completion dates and authorize the General Manger to execute the same.

The General Manager noted that the bid opening was held on January 22nd, with seven bidders submitting (tabulation presented). MCON LLC was the lowest bidder at $853,541.00. The bid was less than the Engineer’s Opinion of Probable Cost at $1,151,815 and the budget of $1,540,000. Noted that the budget was based on HDD installation of the pipe rather than the open-cut method the contractors will be allowed to use on this project.

Discussion held and upon motion from Director Peterson, seconded by Director Poff, motion passed 3-0…

RESOLVED (No. 15559), that the board approve bid of MCON LLC in the amount of $853,541.00 for the Lecompton Road Water Main Replacement project, and authorize the General Manager to execute the contract.

Administration

1. Working on W-2's with Paycor
2. Working on 1099's
3. Personnel manual
4. Working with KMU to services offered and benefits we receive as members
5. Prep of financial statements for December 2024
6. BS&A Software
   1. First of several data extractions was sucessful and performed on January 17th
   2. Began review of data with conversion team
7. Contacting vendors to research outsourcing of printing and mailing of bills
8. Preparing for audit
9. Rate announcement for public

Distribution

Water Distribution Projects

1. Lead & Copper Service Inventory1 Galvanized service replaced; Unknown/Galvanized on WMR Selection Criteria
2. Lecompton Water Main Replacement (2023)Pre-Bid and Bid complete
3. Mount Olivet Main LinesStill have 73 HWY Tie

Water Distribution Operations

Between January 9th, 2025 and January 23rd, 2025, the following water-distribution activities have occurred:

Water Treatment

Ohio Street Booster Station

1. Nothing new to report.

North Plant Summary

1. C & B (Douglas Pump) pulled the east ice pump and replaced it with the back-up pump.

South Plant Summary

1. Mid-American valve started C.I.P project. Replacing 15 valves.
2. R.E. Pedrotti installed a new pulse meter for plant water usage. (2025 C.I.P.)

General Manager

• Water Tank Project
  • Contract #1 Pipeline: Met with Hettinger Excavating and MEC on progress and Pay Request.
  • Contract #2 Tank: DN Tanks has provided a schedule for the upcoming work. Sitework to start the week of February 24th. They expect completion on December 12th.
• South Treatment Plant Resiliency Project
  • Tenpenny Law continues to work on project grant funding. Met online with LCDC Executive Director and Chairman to request letter of community support to Congressional Delegates for CDS Grant.
  • Gathering information for the BRIC grant application.
  • Continuing to review other funding sources
• The Lecompton WMR project bid January 22nd.
• Worked on management specific Performance Evaluation forms.
• Listened to KWO webinar on the Governor’s water plan and proposed budget.
• Appointed to the Leavenworth County Development Corporation’s Board of Directors for a 3-year
  term.

Upon motion from Director Peterson, seconded by Director Poff, motion passed 3-0.

Director Daniels adjourned the meeting at 5:38 PM.