2026-05-11 Middlefork Birchfield HOA water system
LEWIS COUNTY PUBLIC WORKS
Utilities Division
To: Board of County Commissioners
From: Anders Pollman, Utilities Services Manager
Date: May 6, 2026
Subject: Resolution of Birchfield II HOA Irrigation Account (#40016)
Purpose To provide a summary of the circumstances surrounding the Birchfield II HOA irrigation account associated with the Middle Fork community fountain system and to recommend a final administrative resolution.
Background Account #40016 was established by Lewis County Public Works as an irrigation account associated with the Birchfield II HOA fountain system located within the Middle Fork community. The account is associated with Meter #60529864. On or around August 18, 2020, Virgil Fox and individuals associated with the former HOA organization attempted to activate or refill the decorative fountain system. During this event, a failure occurred on an approximately 2-inch water line, resulting in a significant water leak estimated at approximately 75,000 gallons. County field notes indicate the water service was subsequently shut off on August 18, 2020, and has remained shut off since that time. Additional account notes from County staff in 2021, 2022, and subsequent years confirmed the meter remained inactive and no ongoing water service was being provided.
The account continued accruing base charges, penalties, and administrative fees despite the service remaining inactive and shut off. Documentation has since been provided indicating the former HOA organization associated with prior leadership was dissolved and that the current HOA organization operating within the community is a separate reorganized entity under different leadership and management.
Account History
• August 18, 2020: Unauthorized activation of fountain system resulted in major leak event
• Approximate water loss estimated at 75,000 gallons
• Water service shut off by Lewis County Public Works on or around August 18, 2020
• Current account balance: $27,786.04
• Current account type: Irrigation Account
• Current account status: Water service remains shut off and inactive
Findings
• The irrigation account was administratively established without formal signed account authorization documentation from the HOA
• Water service has remained shut off since August 2020
• The County has not incurred ongoing production loss associated with continued inactive status
• The accumulated balance primarily consists of base charges, penalties, and administrative fees accrued over multiple years while service remained inactive
• No ongoing irrigation or fountain service has been provided since shutoff
• The decorative fountain system does not provide operational utility system benefit to Lewis County
• The meter continues counting toward Department of Health active service connection and Equivalent Residential Unit (ERU) considerations despite being inactive and non-revenue producing
• The County has previously addressed similar inactive Middle Fork accounts with Virgil Fox through administrative correction and account closure
Recommendation Public Works, in coordination with the Utilities Division and Finance, recommends the following: 1. Write off all charges associated with Account #40016 2. Adjust the account balance to zero as an administrative correction 3. Permanently close the irrigation account associated with Meter #60529864 4. Leave the physical meter in place for structural and system configuration purposes 5. Treat this action as an administrative correction and inactive account resolution rather than a service-related loss
Conclusion The Birchfield II HOA irrigation account was established and allowed to accrue charges despite the service remaining inactive and shut off since August 2020. The County has not provided ongoing service associated with the accumulated balance, and the majority of charges consist of administrative accruals rather than active water consumption. Given the inactive status of the account, the lack of ongoing service delivery, and the operational interest in reducing unnecessary inactive service connections, writing off the balance and permanently closing the account represents a reasonable, defensible, and operationally appropriate resolution. Sincerely, Anders Pollman Lewis County Public Works Utilities Services Manager