Duties

• Management, maintenance and improvement of the water distribution system and facilities, community park and beach, acquisition of public lighting, acquisition and management of buildings and property for community educational and recreational facilities.

• Establishment and collection of assessments from members, per the bylaws.

• Hiring, dismissal and supervision of personnel necessary for the maintenance and operation of the association, including special operations or projects and committee oversight as assigned by the board.

• Election of replacement Trustees to fill vacancies.

• Election of officers of the corporation.

• Audit all financial records and funds of the corp­oration at least once each year, and no later than September 1 of each year.

• Conduct an annual meeting of the members on the second or third Saturday in September. Ensure the member sign-in sheet is complete. Audit members present and voting by proxy to verify voting eligibility.

• Establish categories of assessment for rates based on use of water and facilities with the objective of establishing equitable rates of assessment for all members for the use of water and replacement, maintenance and improvement of the facilities.

• Monitor SVWA’s phone and voicemail on a rotating basis.

Communications volunteers help keep members updated on upcoming events.

Time requirements: Time requirements: about 2-3 hours in July for a Annual Meeting mail drop by August 1. As needed to support special meeting mailings.

• (Optional) Printing mailing labels and/or picking up materials from printer

• Stamp & Label envelopes

• Collate & insert materials

• Fold, stuff & seal

• (Optional) Drop mailing(s) off at Post Office

The Conservation Committee supports the protection and efficient use of the association’s limited water supply, with a focus on practical, low-cost solutions appropriate for a rural system. The committee works closely with the Board and system operator to help ensure reliable water service, especially during peak demand and dry seasons.

Because rural systems often rely on wells or small surface sources, the committee plays an important role in helping the community avoid shortages, reduce system strain, and plan ahead for drought conditions.

Time requirements: provide community outreach as a conservation ambassador or dig in a bit deeper and meet regularly with the chairperson and other committee members to develop strategy, identify issues, and assist the Board with policy and planning.

Purpose

• Protect limited water resources

• Reduce unnecessary water use and system strain

• Help prevent costly infrastructure expansion

• Support drought preparedness and response

• Promote a shared sense of responsibility among members

Committee Structure & Expectations

• Comprised of volunteer members from the community (or appointed members)

• Meets regularly (e.g., monthly or quarterly as needs ebb and flow)

• Works closely with Board members and water system staff

Core Tasks & Duties

1. Water Use Monitoring & Analysis

   • Review monthly and annual water usage reports

   • Identify unusual usage patterns or system inefficiencies

   • Watch for seasonal spikes and peak usage periods (especially summer irrigation)

   • Educate residents to enforce summer lawn irrigation ban

   • Assist in setting conservation targets or benchmarks

2. Leak Awareness & System Protection

   • Encourage members to check for household leaks

   • Help report visible leaks (lines, meters, hydrants)

   • Support quick response to breaks or system issues

   • Promote winterization practices to prevent pipe damage and hose bib leaks

3. Recommend Practical Conservation Measures

   • Watering schedules (odd/even days or limited hours)

   • Lawn irrigation ban during July, August & September

   • Using drip irrigation or soaker hoses

   • Encourage use of water-efficient fixtures where feasible

   • Help prioritize conservation over costly capital improvements when possible

4. Policy & Planning Support

   • Coordinate with the Board to draft or review conservation-related policies and rules and relay community concerns about water use or shortages

   • Assist with drought contingency plans and water shortage responses

   • Recommend enforcement strategies for conservation measures if needed

   • Support updates to bylaws related to water use

5. System Efficiency Support

   • Coordinate with system operators on leak detection efforts

   • Advocate for infrastructure improvements that reduce water loss

   • Review opportunities for system upgrades or technology adoption

6. Community Outreach

   • Share conservation tips through:

     • SVWA’s website

     • Email or newsletters

     • Annual meeting

   • Talk directly with neighbors when appropriate (informal outreach)

Desired Skills & Qualities

• Interest in environmental stewardship and sustainability

• Basic understanding (or willingness to learn) about water systems

• Strong communication and collaboration skills

• Analytical thinking and problem-solving ability

• Commitment to serving the community

Mission

The Emergency Preparedness Committee identifies and organizes the resources, skills, and plans our neighborhood needs to survive and recover from a major disaster — on our own, if necessary — until outside help arrives. 

Core priorities:

• Community Safety: 
Provide first aid, triage, and resource coordination for residents in the immediate aftermath of a disaster.

• Safe Water: 
Ensure our community water system continues to deliver safe, potable water to members and residents through any emergency scenario.

Time Commitment

We respect that your time is valuable. Committee meetings are expected to be held quarterly, with occasional working sessions for plan development. During an actual emergency, your commitment is as much as you can safely give. No prior emergency training is required for technical and planning roles — just a willingness to prepare.

Plan for Disaster Scenarios

• • Wildfire

  • Earthquake / Tsunami

  • Extended Power Outage

  • Water Contamination Event

  • Infrastructure Damage

  • Terrorism / Vandalism

Volunteer Roles

Medical & First Aid Responders

• CERT-trained volunteers, first responders, firefighters, EMTs, nurses, physicians, veterinarians.

• Provide first aid and triage to injured residents following a disaster.

• Assess and prioritize medical needs across the neighborhood.

• Communicate status and resource needs to SVWA’s Board and county first responders.

• Coordinate with veterinarians for pet care needs.

• Help develop neighborhood medical response protocols and supply caches.

Disaster Scenario Planners & Project Managers

• Organized thinkers, project managers, emergency management professionals.

• Evaluate each disaster scenario (fire, earthquake, power outage, contamination, etc.) and its impact on our community and water system.

• Develop written response plans for each scenario including priorities, resources, contact information, and decision trees.

• Establish and document a clear chain of command so SVWA’s Board, members of this committee and every resident knows who is handling what.

• Coordinate planning across all committee roles and report progress to the Board.

• Identify gaps in preparedness and propose solutions.

Technical Specialists

• Engineers, electricians, construction professionals, mechanics, IT / communications.

• Assess vulnerabilities in our water system infrastructure under each disaster scenario.

• Develop technical contingency plans (e.g., backup power, emergency repairs, alternative water delivery).

• Assist with hands-on response during and after a disaster.

• Advise on procurement of emergency equipment and supplies (generators, fuel, hand tools, communications).

• Help design and test communications systems for use when normal infrastructure fails.

Neighborhood Communications & Logistics Volunteers

• Organized communicators, ham radio operators, drivers, neighborhood connectors.

• Maintain a current registry of neighborhood skills and resources.

• Establish communication trees and check-in procedures for residents during an emergency and coordinate reach-out to elderly or vulnerable residents.

• Coordinate logistics: food, water distribution, transportation for vulnerable residents.

• Help create and distribute preparedness materials to the broader neighborhood.

Time requirements: about 1 hour in September for the Annual Meeting.

• Distribute member materials.

• Donate snacks or drinks.

• Help set up or tear down meeting rooms.

Communications volunteers help keep members updated on events.

Time requirements: 1-2 hours per year, depending upon needs.

• Help with light weed backing or brush cutting and/or disposal / dump run.

• Fence repair, pump house cleaning or other upkeep tasks.

• Take lawnmower into Mount Vernon for yearly service.

Serve as a  friendly Neighborhood Ambassador to welcome new residents.

Time requirements: about 6 hours per year.

Core Tasks

• Educate residents about the water system:

  • Handout a welcome packet and SVWA Bylaws. 

  • Explain water dues, October 1 billing cycle, monthly water allotment & overage fees and online water readings

  • Part ownership and voting rights, Annual meeting in September

  • How to turn water off at meter

  • No lawn watering July, August & September

  • No laundry on last Tuesday of the month when system is flushed

  • Beach rights and parking permit

  • Gather census information and back flow / cross-connection control survey

  • Website URL, Contact Us form and how to request access to online files

• Forward completed Census forms and Cross-Connection Control Surveys to the board.

• Monitor inventory of Welcome Packets, envelopes, SVWA brochures, Bylaws and Beach Permit passes and advise board when reprints need to be ordered.

REPORTS TO: Board of Trustees 

Assist with maintaining SVWA’s Small Water System Management Plan.

Core Responsibilities

Recordkeeping

• Maintain physical and digital copies of the Small Water System Management Plan (SWSMP). Ensure a current physical copy is always available in the pump house in case of extended power outages.

• Update task and calendar lists in the SWSMP each fiscal year, including water testing schedules, inspections, and permit/insurance/other renewals.

• Ensure contact information lists are current (active members, Board, county, DoH, and other resources) and annually audit for accuracy.

• Work closely with the Board to ensure that content is updated and accurately maintained.

Qualifications

• Appointed by the Board of Trustees.

Required Skills

Document Control & Records Management

• Version control, revision tracking, and audit trails

• Organizing technical documents (plans, SOPs, permits, inspection logs)

• Familiarity with document control systems (e.g., SharePoint, OpenText, or similar)

Regulatory Compliance Awareness

• Working knowledge of drinking water regulations under the U.S. Environmental Protection Agency (EPA) and state agencies (e.g., Washington State Dept. of Health)

• Understanding of Group A water system requirements (monitoring, reporting, public notification)

• Ability to keep the SWSMP aligned with changing rules and deadlines

Technical Writing & Editing

• Clear, structured writing for procedures, plans, and updates

• Ability to translate technical input from engineers/operators into readable documentation

• Consistency in formatting and terminology across the SWSMP

Attention to Detail

• Catching discrepancies in data, dates, and regulatory references

• Ensuring all required sections of the SWSMP are current and complete

• Maintaining traceability for audits and inspections

Data & File Management

• Managing digital and sometimes physical records

• Organizing sampling data, maintenance logs, and compliance reports

• Basic spreadsheet/database skills (Excel or similar)

Preferrred

Water System or Utility Experience

• Familiarity with drinking water operations (wells, storage tanks, distribution systems)

• Understanding concepts like source protection, cross-connection control, and water quality monitoring

Knowledge of Relevant Regulations

• Experience with the Safe Drinking Water Act

• Awareness of state-specific requirements for SWSMPs (in Washington, DOH guidance is key)

GIS or Asset Management Systems

• Exposure to mapping tools (e.g., GIS) for documenting infrastructure

• Asset tracking systems for maintenance and lifecycle documentation

Audit & Inspection Support

• Preparing documents for sanitary surveys or inspections

• Experience responding to regulator comments or corrective actions

Project Coordination

• Tracking updates from multiple contributors (operators, engineers, managers)

• Managing deadlines for plan updates and regulatory submissions

REPORTS TO: Board of Trustees | Part-time, Paid Stipend.

Responsible for reading and recording water meter data, managing distribution system maintenance, communicating with members regarding water use, and maintaining the grounds and equipment at the pump house facility.

Core Responsibilities

Water Metering & Reporting

• Record total end-of-month water consumption for wells, all member lots with water service, and line flushing.

• Update the monthly water readings spreadsheet and calculate monthly system loss or gain.

• Read and record water distribution meter readings.

• Inform members who have exceeded their monthly allotment of overage fees and advise on conservation methods.

• Prepare and submit the Water Use Efficiency Report to the DoH (January).

• Train new members on how to read and turn off their meters

System Maintenance

• Flush the distribution system and exercise isolation valves on the last Tuesday of the month.

• Manage annual or special servicing for lawn mowers and other equipment.

Grounds Maintenance

• • Mow lawn and access road by the pump house.

  • Clear weeds along the pump house fence.

  • Advise the Board when professional brush cutting services are warranted.

Qualifications

Required

• Appointed by the Board of Trustees.

• Ability to read water meters and operate distribution system valves.

• Reliable availability on a consistent monthly schedule.

Preferred

• Basic mechanical aptitude and experience with lawn and grounds equipment.

• Familiarity with small water distribution systems.

• Good written communication skills for monthly reporting.

REPORTS TO: Board of Trustees

Provides operational oversight of the water system, maintains system records, and serves as the primary liaison between the Board and technical contractors, engineers, and regulatory agencies.

Core Responsibilitiers

Recordkeeping

• Keep system maps in the SWSMP (water plan) and pump house records updated.

• Log the System Operator's (QWC) written weekly report in the history spreadsheet, including well gallons pumped, gallons per minute, water level in storage tanks, system pressure, and gallons pumped by each well.

• Log monthly chlorides test results in the tracking spreadsheet.

• Record well and pressure pump readings on the first of the month and add to the water readings spreadsheet.

General System Oversight

• Inspect pump house pipes, pumps, pressure tank, computer, and other equipment monthly to monitor for issues.

• Schedule tests and maintenance to be performed by the System Operator, including:

• Annual water tank cleanings.

• Meter and pump replacements/maintenance, line repairs, etc.

• Filtration media replacement and flushing oversight (once filtration system is installed).

• Monitor water pressure at the pump house.

• Monitor computer pumping schedule and check tank levels weekly.

• Monitor propane tanks and schedule fillings.

• Replace batteries annually in pump house clocks and the computer regulating the well pump schedule.

• Coordinate with the President and Maintenance & Groundskeeper to prepare the annual Consumer Confidence Report

Infrastructure Liaison

• • Serve as project lead for engineering consultations/projects, DoH inspections, electric, and other contractors.

  • Conduct underground locates requested through Washington One Call and provide a Code response to the requesting vendor upon evaluation/completion, in accordance with state law.

  • Drop off water samples at the lab as needed. Monitor lab results in the DoH portal.

  • Shares responsibility with the President for maintaining and implementing SVWA’s Emergency Response Plan.

Qualifications

Required

• Appointed by the Board of Trustees.

Preferred

• Basic understanding of water system operations and infrastructure.

• Ability to read and interpret system maps and logs.

• Comfort coordinating with contractors and regulatory agencies.

• Construction and/or mechanical experience.

REPORTS TO: Board of Trustees | May be a shared position

Manages and maintains the Association's website, including design, content, member access, and digital communications in close coordination with the President and Secretary.

Time requirements: 1 - 8 hours per month.

Core Responsibilities

Website Management

• Update the annual web domain subscription.

• Post meeting notices, Board meeting minutes, and quarterly and annual financials to the website.

• Develop, manage, and maintain SVWA's website design, layout, forms, and online calendar.

• Work closely with the President and Secretary to write, edit, and update news and other online content.

  • Manage the image library and ensure all photos and other media posted to the website are free of copyright claims.

Member Access

• Issue credentials to enable current members to access private files and content on the website.

• Remove access when members leave the Association.

Qualifications

Required

• Appointed by the Board of Trustees.

Preferred

• Experience with website management platforms (e.g., Google Sites, WordPress, or similar).

• Basic understanding of web design, content management, and digital file organization.

• Strong written communication skills.