Trout Gulch Mutual Water Company
General Manager
1. HALF-TIME POSITION
2. SALARY: Depending on Experience
3. LICENSING & REQUIREMENTS
This position requires:
· State of California Drinking Water D1 license or in pursuit of a D1 license.
· State of California driver’s license.
· Personal vehicle use for the company with mileage reimbursement
· Personal cell phone use for the company with a monthly stipend.
4. GENERAL OPERATIONS
5 TGW areas need to be maintained, fixed, and upgraded: Meadow Ranch Well Yard, Meadow Ranch Tank Yard, Norman Yard, Skyward Pump Station & Skyward Tank yard, and 5 miles of Distribution. A yard or area gets assigned primarily every month to finish the project and perform maintenance. There is a Project and Maintenance file that has to be updated monthly with what has been completed and what is to be assigned for the next month. The Maintenance list is not completed, and requires participation from the operators to identify what needs to be maintained and when to be scheduled. The challenge is getting the operators focused. In addition, each operator is assigned an area and fills out a Maintenance check list. The operators are rotated each month, which is posted on the Ops board. A weekly Ops meeting is held on Mondays to assign the weekly project and maintenance jobs for the monthly location being worked. Other location priorities may pop up and need to be addressed, so it is important to stay flexible and not run crew overtime.
5. MANAGE PERSONNEL & ADMINISTRATION
Ability to direct employees on assignments, troubleshoot operations issues. Deal with employee issues. Ensure company policies and state laws are being followed. Stay within budget. Approve time sheets and process payroll.
Ensure the Monthly Board Agenda Packet, general finance, oversee bookkeeping & billing contractors, perform billing, invoice, payroll, and website duties. Billing must be performed in-house for check entry, deposit,s and invoice payments.
6. HOLD WEEKLY OPS MEETING
6.1. Ensure Project and Maintenance lists are updated weekly.
6.2. Assign weekly ops tasks related to the area assigned.
6.3. Ensure Bi-Daily Chlorine residual are being taken.
6.4. Review SCADA graphs with operations.
6.5. Ensure that the Weekly well readings and monthly well gpm are being taken and put into the online report.
6.6. Ensure operations are reading and signing weekly safety sheets.
7. OPERATIONS DUTIES
a) Understand the TGW water syste,m such as wells, SCADA components, tank divers, Mercoid settings, pipelines, pumps, hydrants, valv,es and system water flow, electrical/mechanical systems, and chlorination disinfection system.
b) On SCADA, ensure TGW operations are adjusting, troubleshooting, adjusting and monitoring as needed.
c) Provide Emergency Support: Optimize delivery of water to members to the maximum extent possible given the extent of the emergency, e.g., turning on generators, shutting off valves, mains, providing secondary emergency water delivery, etc. Such duties will be executed according to TGW emergency procedures and protocols.
d) Ensure Hydrants, dead ends are being inspected, flushed and logs are updated.
e) Manage the underground water mains and service lines to meet the requirements of Underground Service Alert (811)
f) Assist when necessary in flushing, valve exercising, generator exercising, and take chlorine residuals during flushing
g) Ensure Customer/Member complaints, field assignments, and calls are addressed
h) Ensure meter change-outs, flushing, member complaints,and water quality information are all logged.
i) Ensure projects, tank inspection/cleaning, repairs, and maintenance are being performed
j) Ensure all necessary reports and logs are being completed.
k) Report in writing and verbally to the board monthly on operations status.
l) Ensure to schedule operations on call duty, call-back, and emergency work
m) Ensure operations are using lock out-tag out procedures
n) Ensure that operations are performing. Shut off water services as necessary
o) Adress Other related duties as they arise
p) Inform members through the communication system of operation activities that might impact them, such as flushing, main repairs,and water shut off.
q) Ensure that operations are physically posting 2nd past due, 7-day Water Shutoff/20-day Lien Notices.
8. WATER QUALITY
8.1. Make sure an annual Sampling schedule is made with associated lab costs and due dates by checking SDWIS. This schedule is to be followed each month.
8.2. Schedule monthly for Water Quality sampling requirements. Check monthly SDWIS for any new updates; it is the responsibility of the water company to check the system-they will not notify you of new test requirements!
8.3. Schedule the Water Sampling with Operations and ensure they are filling out the COC correctly and handling the samples with clean hands; the County will charge TGW if the COC is not correct!
8.4. Review emails and State and County Websites for Water Quality information. Informthe board of any requirement changes and budgeting.
8.5. Ensure meeting cross connection requirements as mandated by the State of California.
9. OPERATIONS REPORTS
9.1. Bimonthly Safer Reports: After billing is completed, 2 months of reports need to be done at this time due to bimonthly billing. Take the data from the online weekly well readings report-safer tab and fill in the data. Get the billing water usage number from the billing software edit list report to enter into the Safer Report. When reports are completed, review, approve, submit, and print reports.
9.2. Annual EAR Report Jan-Apr 30th: The report should be available online by January. Enter the data required for the report. The data can be found in different files that Operations should be maintaining. Ensure data is correct, and reconcile any ops reporting issues.
9.3. Annual CCR/Newsletter Jan-June: In January, download the CCR information and CCR template from the State Water Resources Control Board. Review to see if there are any new changes. Update excel calculation worksheet for the prior year CCR. Go through each test and determine if the calculation is the same or needs to be changed accordingly, and enter new data into spread sheet. Download the previous CCR/Newsletter Word document and change to new fiscal year. Update the data for the tests. Add any new tests as required. Verify data is correct before publishing in June.
Add Operations accomplishments to the Newsletter. CCR must be published the day after the June member’s meeting, before June 30th. Send out CCR/Newsletter via Onecallnow, post on bulletin boards, and website. In July, fill out the CCR Certification form and submit online at the EAR website.
9.4. Cross Connection/Annual Backflow Testing Letters: Send out Annual Backflow Testing Letters to members with testable backflows as per company procedures. All testing must be completed by December and reported in the EAR report.
Ensure Cross Connection Hazard Assessments are completed by: 7/1/2031 per CCC plan. Check the State Water Resources Control Board for requirement updates and changes.
9.5. Asset Management Spreadsheet: Update the Asset Mgmt. Spreadsheet as needed.
9.6. TGW System Info Binder: Update information in the binder as needed.
9.7. Flushing, Water Complaint, Chlorine Residual Logs: Ensure these logs are being updated accordingly.
10. BIMONTHLY METER READING/2ND PAST DUE NOTICES/CUSTOMER SUPPORT
a) Ensure the meter read device is charged up, updated, and working.
b) Upload the billing app file to the meter app for Operations. Ensure it has been uploaded to the Beacon/badger site.
c) Assign 2 people for meter reading; 1 driver and 1 holding the meter reading device to ensure reads are downloading (approx.2 hours)
d) Download meter reads to the meter read app, then tothe billing software, review reads,
e) Assign 1 person to go out and reread meters that did not take or have erroneous numbers for the billing.
f) Assist with any billing issues as needed.
g) Add billing note to members.
h) Go through the billing software Service Charge and Water rates
i) Review final edit list for high usage or odd numbers, edit as necessary, and approve final Edit Report.
j) Prepare billing envelopes in advance of billing. PDF print bill file for records.
k) Email bills as per instructions. PDF email file for records before the billing software email process.
l) Envelope bills. Keep track of the number of paper bills to ensure all have been printed.
m) Order bill mailing material as needed.
n) Assign operator to hand out 2nd past due, 7-day water shut-off notices.
o) Assign operators to member field issues via the answering service. Policy: Operators are not to cross-diagnose past the meter. Members may be confused about their role and may file an insurance claim against TGW if that boundary is crossed.
11. MONTHLY BOARD PACKET:
a) Create the board agenda and finalize the Friday before the board meeting. Post the final Agenda on the TGW website.
b) Put together the required reports for the board packet.
c) Get final draft of previous month’s board minutes; wordsmith and format, add to packet.
d) Prepare and finalize Financial Reserves Report and Reconciliation reports, and add to the packet.
e) Prepare and finalize Well 4 Level and Water Production vs Billing (bimonthly) charts, add to board packet
f) Add Bookkeeper (bimonthly) Budget performance report to the packet or Exceptions report.
g) Add Operations Report to board packet
h) Add special information items such as Audit status or Administrative type information, set Members meeting, etc., that the board needs to be informed about or scheduled.
i) Host Zoom board meeting, and make sure Zoom is scheduled.
j) Annual Member’s meeting; send out Board Candidate Request letter, Board Candidate Statements, create Board Ballot with billing and Board ballot eVote. Prep Member meeting PowerPoint and CCR Newsletter for June meeting.
12. Billing Payment Processing
a) Ensure mail is collected and payments from the post box and drop box are processed through billing software (Tues & Friday). Process online payments and recurring payments through bill software. PDF and print closing reports. Go to the bank, make a deposit, and finalize closing reports. Attach the bank deposit slip to the associated closing report and file.
b) Prepare and mail 1st day past due notice postcards to members.
c) Prepare 2nd past due & 7-day water shut off/220-dayLien paper notices and give to specified Operations to post on doors.
d) Assist Board and Bookkeeper with Water Rates and Budget.
12.1. Invoices
a) Review and Approve invoices with approval stamp.
b) Write out checks, copy approved invoices for the supplier, scan a copy for the bookkeeper file, file the original invoice in file cabinet, and prep envelopes, put the check and copy in the Treasurer’s folder. Notify the treasurer to sign checks when a batch(~5) is ready. Mail signed checks with copy invoices.
c) Scan or download credit card invoices and put them in the Bookkeeper shared folder. Printed or originals go in the Credit Card folder. Reconcile the credit card statement with the originals and scan to ensure they are all accounted for.
12.2. Reconciliation Reports
a) Monthly: Download bank statements and put them in the bookkeeper’s shared files. Copy each bank summary statement and copy the bookkeeper bank reconciliation on word document and compare. Address is information does not match the bookkeeper. Save file, then save as PDF, sign, and download to board packet.
12.3. Financial Reserves
a) Monthly: Take bank statement information and update to excel financial reserve file and rename or reporting month. Change Target reserve information for USDA reserves. Save file,e then savea PDFf and download to the board packet.
12.4. Timesheets & Payroll
a) Payroll is processed on the 15th and 30/31st, or as stated by payroll application:
b) On the timesheet application, review and approve timesheets, download, and file.
c) Enter hourly information into the Payroll application. Verify cell phone reimbursement and any SCADA or Retainer information is present. Preview, check, and download, print, and review to ensure the numbers are correct. Submit payroll.Download the complete folder when available.
d) Download paycheck copies and email to employees.
e) Download Payroll Journal to the Bookkeeper’s shared file.
13. UPDATE POLICIES & DOCUMENTATION
a) Update Policies as needed, put in board packet for approval.
b) Update other documentation and organize files.
14. UPDATE WEBSITE MONTHLY
a) Update website with announcements, monthly Bacti stop light chart, and Quarterly Manganese chart.
15. OFFICE/EQUIPMENT MAINTENANCE
a) Periodically clean and organize the office.
b) Keep track of electronic equipment. Set up repairs and updates as needed.
16. TYPICAL PHYSICAL ACTIVITIES:
a) Must be able to carry, push, pull,l reach, and lift equipment and parts.
b) Stoop, kneel, crouch, crawl, and climb during field maintenance and repair work
c) Work in an environment with exposure to dust, dirt, mud, water, humidity, and significant temperature changes between cold and heat
d) Computer work, stand or walk for extended time periods
17. ABILITY TO:
a) Work with Board members, contractors, and employees. Good communication and presentation skills. Ability to work in a small space with others.
b) Maintain and update system records and logs
c) Establish and maintain cooperative working relationships
18. KNOWLEDGE OF:
a) Methods, materials, procedures, and equipment used in water distribution operations and maintenance work
b) Laws, codes, rules, and regulations about water distribution system operation
c) Methods, procedures, and precautions for handling, transporting, and storing potentially hazardous chemicals, proper safety standards, work practices, and PPE.
d) Standard water quality tests, test data informatio,n and requirements
e) Operations and maintenance of water system equipment
f) Company policies and procedures. General organizational skills, company, human resource ,es and website knowledge.
g) SCADA systems, email, photos, and drive
h) Word, Excel, PowerPoint, and Google equivalent
Billing, Budgeting, Contracts, Bookkeeping, Payroll, and timesheets.