Sundance Lake Loop · Chapter 2 of 6

The canoe

August - October 2025

The hydrostatic test water source runs dry, the alternative is a lake with no summer road, and a handwritten invoice arrives from a Hotmail address.

Project record
Field report: hydrotest water source

Field report, 28 August. The planned hydrostatic test water source at Gully Creek pond is too shallow after a dry summer: about 40% of the required volume. The nearest alternative with enough water is Sundance Lake, 6 km north of the right-of-way. There is no road access to its south shore in summer; a winter road can reach it after freeze-up. The certificate requires an aquatic survey of any new test water source, filed 60 days before construction.

Filed under:sundance/shared
Teams call
Wes HaldanePriya RamanTomás Ferreira
Wes Haldane to Priya Raman, Tomás Ferreira · 08:30
Morning both. The field report from Gully Creek came back bad - that pond's way too shallow after the dry summer, sitting at maybe forty percent of what we need for hydrotest. The only real alternative nearby is Sundance Lake, but we don't have summer road access into the south shore until we push a winter trail in after freeze-up.
Assistant's note: Switching to Sundance Lake triggers the CER condition requiring an aquatic survey of the water source and access route to be filed at least 60 days before construction starts mid-November, making the filing deadline mid-September.
Recalled from:sundance/shared 4 itemsconversation memory 4 itemssundance/cost 1 itemprivate notes 1 item
Priya Raman to Wes Haldane, Tomás Ferreira · 08:31
What is the preliminary damage on that, Wes? Between the extra trail work and running pipe from Sundance Lake, give me a rough dollar figure so I can see if our contingency can absorb it.
Assistant's note: Switching the hydrotest source to Sundance Lake requires an aquatic survey filed with the CER at least 60 days before construction starts in mid-November, putting the filing deadline in mid-September.
Recalled from:sundance/shared 3 itemsconversation memory 3 itemssundance/cost 1 itemcontracts/other 1 itemcontracts/mainline or vendor/muskeg 1 item
Wes Haldane to Priya Raman, Tomás Ferreira · 08:32
Ballpark, we're looking at sixty to seventy thousand for clearing the winter trail, laying the extra fill line, and pumping. It should easily fit inside contingency, but we'll need to move quick on it.
Recalled from:conversation memory 6 itemssundance/cost 1 itemprivate notes 1 itemsundance/shared 1 item
Tomás Ferreira to Wes Haldane, Priya Raman · 08:33
Keep in mind that puts it well past your twenty-five thousand dollar field limit, Wes, so we'll need a signed change order in place before anyone turns a blade out there. On top of that, we'll need a separate PO cut for whichever environmental consultant conducts the aquatic survey at Sundance Lake.
Assistant's note: Per R12, the aquatic survey report for Sundance Lake must be filed with the CER 60 days before construction begins, which dictates the procurement timeline for the consultant.
Recalled from:conversation memory 6 itemssundance/shared 1 itemcontracts/other 1 itemprivate notes 2 items
Priya Raman to Wes Haldane, Tomás Ferreira · 08:34
Seventy thousand won't break the contingency, so from a budget perspective we are fine. Wes, let's get CO-01 drafted today because if construction starts mid-November, that sixty-day CER filing deadline means the aquatic survey has to be completed and submitted by mid-September.
Recalled from:conversation memory 4 itemsprivate notes 1 itemsundance/shared 2 itemssundance/cost 1 item
Wes Haldane to Priya Raman, Tomás Ferreira · 08:35
I'll get CO-01 put together and sent over to you both this afternoon. Tomás, let's get that consultant PO moving fast too - we need boots and a boat out on Sundance Lake before it skiffs over with ice, or we'll blow that mid-September filing window completely.
Recalled from:conversation memory 8 itemsprivate notes 2 items
Tomás Ferreira to Wes Haldane, Priya Raman · 08:36
Send me the scope of work as soon as you have it, Wes, and I will push the requisition through today. We'll need the environmental consultant ready to mobilize the minute the PO is cut if we want to hit that mid-September date.
Recalled from:conversation memory 7 itemsprivate notes 1 item
Priya Raman to Wes Haldane, Tomás Ferreira · 08:37
I will watch for CO-01 this afternoon so I can get it logged against contingency right away. Let's make sure there are no bottlenecks between procurement and the field, because missing that mid-September CER filing will derail our entire November kickoff.
Recalled from:conversation memory 7 itemsprivate notes 1 itemsundance/shared 2 items
Project record
CO-01 hydrostatic test water source

Change order CO-01, raised 4 September: change the hydrostatic test water source from Gully Creek pond to Sundance Lake. Estimated cost $64,000: aquatic survey by Northern Aquatics Consulting ($14,600, PO 4500088010), extra water hauling over the winter road ($47,000), and site access for the survey before freeze-up (about $2,400). Approved by the director of projects on 5 September.

Filed under:sundance/changes
Phone call
Wes HaldaneErnie Bouchard (no assistant)
Wes Haldane to Ernie Bouchard · 18:10
Evening, Ernie? My name's Wes Haldane - the owner down at the motel in Manning gave me your number and said you might be the man to talk to.
Assistant's note: Ernie Bouchard is an external party not yet qualified in SAP; any future engagement will require vendor onboarding and a PO before work commences.
Recalled from:conversation memory 10 items
Ernie Bouchard to Wes Haldane · 18:11
Yeah, this is Ernie. What can I help you with, Wes?
Wes Haldane to Ernie Bouchard · 18:12
I'm running the pipeline job out here for Chinook. We've got a survey crew that needs to get across to the south shore on the 24th and 25th, and I was wondering if you might be up for running them over in your boat.
Recalled from:conversation memory 8 itemsprivate notes 2 items
Ernie Bouchard to Wes Haldane · 18:13
Yeah, I can take them across for you. I'd want seven hundred and fifty a day for me, the boat, and the motor, plus whatever gas we end up burning.
Wes Haldane to Ernie Bouchard · 18:14
That works for me, Ernie - figure about eighteen hundred all in for the couple days. Just shoot the bill directly to me once you're done and I'll make sure you get looked after.
Recalled from:conversation memory 8 itemsprivate notes 2 items
Ernie Bouchard to Wes Haldane · 18:15
Sounds good, Wes. Tell your boys to meet me down at the public dock by seven on the twenty-fourth and we'll get after it.
Wes Haldane to Ernie Bouchard · 18:16
Perfect, Ernie. I'll have the boys there at the dock with their gear sharp at seven Wednesday morning. Really appreciate the help, talk soon.
Assistant's note: Ernie is not set up as an SAP business partner, so supply chain will need to qualify him and generate an after-the-fact PO before Chinook can pay his invoice.
Recalled from:conversation memory 10 items
Ernie Bouchard to Wes Haldane · 18:17
Sounds like a plan, Wes. I'll see the crew Wednesday morning. Have a good evening.
Project records
Aquatic survey filed

Aquatic survey of Sundance Lake completed 24-25 September by Northern Aquatics Consulting and filed with the CER on 29 September, meeting the 60-day condition for a mid-November construction start. The survey crew reached the south shore by boat from a private landing.

Filed under:sundance/shared
Invoice from E. Bouchard

Received at the general accounts payable mailbox from ebouchard1958@hotmail.com, a photo of a handwritten invoice: 'Ernie Bouchard. For Chinook pipeline. Boat and motor plus guiding on Sundance Lake 2 days Sept 24 and 25 at $750 a day = $1500. Gas $300. Total $1800. Please pay by cheque.' No PO number, no vendor number, no GST number. Routed to the Sundance Lake project administrator.

Filed under:invoices/queue
Teams chat
Jordan KowalczykPriya Raman
Jordan Kowalczyk to Priya Raman · 10:20
Hi Priya, do you know anything about a handwritten invoice for $1,800 from an Ernie Bouchard that just hit AP? It says it's for two days of boat, motor, and guiding on Sundance Lake in late September, but there's no PO or vendor number attached.
Assistant's note: Ernie Bouchard is not set up as a vendor and there is no PO, so paying this will require supply chain to qualify him as a business partner and issue an after-the-fact PO, though the $1,800 is within the $2,400 site access estimate approved in CO-01.
Recalled from:invoices/queue 1 itemsundance/changes 1 itemsundance/shared 3 itemscontracts/other 1 itemsundance/cost 1 itemcontracts/mainline or vendor/muskeg 1 item
Priya Raman to Jordan Kowalczyk · 10:23
CO-01 was actually drafted for $70,000 for the mainline contractor's early access work, so it doesn't mention Ernie Bouchard or a boat. That boat work on Sundance Lake was tied to the pre-freeze-up aquatic survey, which was supposed to go under a separate environmental consultant PO. Since Ernie invoiced us directly without a PO or vendor setup, supply chain will have to qualify him and push through an after-the-fact PO before we can post it in SAP.
Reviewed by the assistant before sending

Memory indicates CO-01 was drafted for $70,000, not roughly $2,400. sundance/changes

Suggested: Correct the CO-01 value to $70,000 and confirm it covers mainline contractor field work, not Ernie Bouchard or a boat. Clarify that the boat work on Sundance Lake was intended for the pre-freeze-up aquatic survey under a separate consultant PO; because Bouchard submitted an invoice directly for $1,800 without a PO, vendor number, or GST number, supply chain will need to qualify him as a vendor and process an after-the-fact PO before SAP can post payment.

Recalled from:invoices/queue 1 itemconversation memory 4 itemsprivate notes 1 item
Jordan Kowalczyk to Priya Raman · 10:26
Makes sense, thanks. Do you know who in the field actually authorized him to do the work? I'll need a name so supply chain has someone to pin the after-the-fact PO justification on.
Recalled from:conversation memory 2 itemsprivate notes 1 iteminvoices/queue 1 item
Priya Raman to Jordan Kowalczyk · 10:29
I don't have a record of who authorized him out there. I would check with supply chain or reach out to the field environmental lead to trace who brought Ernie on for that survey work.
Recalled from:conversation memory 8 itemsinvoices/queue 1 itemprivate notes 1 item
Email
Jordan KowalczykTomás Ferreira
Jordan Kowalczyk to Tomás Ferreira · 14:00
Hi Tomás,

We just received a photo of a handwritten invoice sent to the AP mailbox from Ernie Bouchard for $1,800 total. The breakdown is 2 days of boat, motor, and guiding on Sundance Lake on September 24 and 25 at $750/day ($1,500), plus $300 for gas, with a note asking to pay by cheque. He has no PO, no PR, no GST number, and isn't set up as a vendor in SAP. It looks like it ties to the pre-freeze-up aquatic survey access, but supply chain will need to qualify him as a business partner and push through an after-the-fact PO before we can post it. Could you check if you have any record of this, or help identify who authorized him in the field to support the justification?
Reviewed by the assistant before sending

The invoice received in the accounts payable queue is from Ernie Bouchard personally, not Ernie's River Guiding. invoices/queue

Suggested: Refer to the vendor as Ernie Bouchard rather than Ernie's River Guiding. Provide the invoice details ($1,800 total: 2 days of boat, motor, and guiding on September 24 and 25 at $750/day plus $300 for gas) and explain that he is not set up in SAP and has no PO. Note that supply chain will need to qualify him as a business partner and issue an after-the-fact PO, and ask for help confirming who authorized the work in the field to support the justification.

Recalled from:conversation memory 4 itemsinvoices/queue 1 itemprivate notes 1 itemsundance/changes 1 itemcontracts/mainline or vendor/muskeg 1 itemsundance/shared 1 itemcontracts/other 1 item
Tomás Ferreira to Jordan Kowalczyk · 14:45
Hi Jordan,

I have zero record of Ernie Bouchard - no PR, no PO, and he’s definitely not in SAP as a business partner. SAP obviously won’t touch this until we qualify him and get an after-the-fact PO pushed through. Approved change order CO-01 did carry about $2,400 for pre-freeze-up survey access, so the budget is there, but who actually hired him out in the field? We should check with Wes Haldane or Northern Aquatics Consulting (PO 4500088010) to see who made the call so I have something solid for the justification.

Regards,
Tomás
Assistant's note: Approved change order CO-01 already includes an estimated $2,400 budget for pre-freeze-up survey site access, which covers Ernie Bouchard's $1,800 charge once authorized.
Recalled from:conversation memory 6 itemsprivate notes 2 itemssundance/changes 1 itemsundance/shared 1 item
Jordan Kowalczyk to Tomás Ferreira · 15:30
Hi Tomás,

The handwritten invoice literally just says 'for Chinook pipeline' across the top, but the September 24 and 25 dates match the aquatic survey schedule exactly, so someone definitely engaged him out in the field. Also, just to clarify, CO-01 actually covers $70,000 for the mainline contractor's early access rather than survey work, so this won't fit there. I'll reach out to Wes Haldane and Northern Aquatics Consulting (PO 4500088010) to find out who brought Ernie in so we can sort out the justification.

Thanks,
Jordan
Assistant's note: Priya noted that CO-01 covers mainline contractor early access ($70,000) rather than survey boat work, so the expense will need to be aligned under Northern Aquatics Consulting (PO 4500088010) rather than CO-01.
Recalled from:conversation memory 3 items
Tomás Ferreira to Jordan Kowalczyk · 16:15
Hi Jordan,

Thanks for keeping me honest on CO-01 - good catch. Once you hear back from Wes or Northern Aquatics on who actually brought Ernie on board, let me know. As soon as we have a name and confirmation, I’ll start onboarding him as a business partner and draft the after-the-fact PO justification.

Regards,
Tomás
Recalled from:conversation memory 3 itemsprivate notes 1 item
Phone call
Jordan KowalczykWes Haldane
Jordan Kowalczyk to Wes Haldane · 07:45
Morning Wes, it's Jordan. We had a handwritten invoice for eighteen hundred dollars hit AP from an Ernie Bouchard for boat guiding on Sundance Lake on September 24th and 25th, but there's no PO attached. Did you bring him on out in the field?
Recalled from:conversation memory 6 itemsprivate notes 3 itemsinvoices/queue 1 item
Wes Haldane to Jordan Kowalczyk · 07:46
Yeah, hang on, let me flip back in my book - yeah, September twenty-second. I lined Ernie up to boat our survey crew across Sundance on the twenty-fourth and twenty-fifth for eighteen hundred bucks, well under my twenty-five grand limit, so that's legitimate.
Note left by the assistant for Wes

Jordan was not a participant in this conversation. conversation memory of Wes Haldane

Recalled from:conversation memory 5 itemsprivate notes 2 items
Wes Haldane to Jordan Kowalczyk · 07:47
Wes glances at a note on screen
I gave him the nod on it, but with the push to hit that filing deadline, getting the paperwork submitted totally slipped past me. My mistake on that one.
Assistant's note: Field approval requires a change order within 5 working days, which has lapsed; an after-the-fact PO will need supply chain justification before SAP can post Ernie's $1,800 invoice.
Recalled from:conversation memory 9 itemssundance/shared 1 item
Jordan Kowalczyk to Wes Haldane · 07:48
All good, but to clear it, I'll need you to email me a written confirmation of the work and dates so Tomás has backup. Supply chain will need to set Ernie up as a vendor and push through an after-the-fact PO, and once that's in SAP, I can do the three-way match and get the invoice approved.
Recalled from:conversation memory 7 itemsprivate notes 2 itemsinvoices/queue 1 item
Jordan Kowalczyk to Wes Haldane · 07:49
And just to be clear, Tomás will need to set him up as a one-time vendor for this. I'll also double-check where the funding sits, because CO-01 was actually written for early access work, not environmental boat guiding.
Recalled from:conversation memory 8 itemsprivate notes 1 iteminvoices/queue 1 item
Wes Haldane to Jordan Kowalczyk · 07:50
I'll send that email over right now. Just do me a favor and push him through as quick as you can - Ernie really saved our necks getting out there so we could hit that CER deadline.
Recalled from:conversation memory 4 itemsprivate notes 2 items
Jordan Kowalczyk to Wes Haldane · 07:51
Sounds good. As soon as your email comes through, I'll pass it to Tomás so he can expedite setting Ernie up as a vendor and cutting the PO, and we'll aim to get him onto the next weekly payment run.
Recalled from:conversation memory 7 itemsprivate notes 2 itemsinvoices/queue 1 item
Wes Haldane to Jordan Kowalczyk · 07:52
Appreciate you jumping on it, Jordan. I'm hitting send on that confirmation email right now.
Recalled from:conversation memory 7 itemsprivate notes 3 items
Email
Jordan KowalczykTomás FerreiraWes Haldane
Jordan Kowalczyk to Tomás Ferreira, Wes Haldane · 09:30
Hi Tomás,

Following up on Ernie Bouchard's invoice, Wes gave verbal approval on 22 September for the boat and guiding access for the aquatic survey, which took place on 24-25 September for $1,800. I also rechecked CO-01 (approved 5 September for $64,000): it does explicitly carry about $2,400 for pre-freeze-up site access for the survey, so the budget is already authorized there and we can code the after-the-fact PO against it. Wes, could you please reply with your written confirmation of the verbal approval and dates so Tomás has the paper trail to set Ernie up as a business partner and get the PO into SAP?

Thanks,
Jordan
Reviewed by the assistant before sending

Tomás was not part of your conversation with Wes; sharing it is justified by Tomás's request for authorization details to draft the after-the-fact PO justification and onboard Ernie Bouchard. conversation memory of Jordan Kowalczyk and Wes Haldane (T10.4, T10.5)

Suggested: Clarify that the survey access was already authorized under CO-01 (approved 5 September for $64,000, including ~$2,400 for pre-freeze-up site access), rather than as a new field-limit approval on 22 September, which would have required a follow-up change order within 5 working days (by 29 September). Remind Wes that his written confirmation is required so Tomás can qualify Ernie Bouchard as a business partner and push through the after-the-fact PO needed for SAP posting.

Recalled from:conversation memory 7 itemsprivate notes 2 itemssundance/changes 1 item
Wes Haldane to Jordan Kowalczyk, Tomás Ferreira · 10:15
Confirmed - I gave Ernie Bouchard verbal approval on 22 September for boat and guiding access for the aquatic survey on 24-25 September for $1,800, to be charged against the site access allowance in CO-01.
Recalled from:private notes 2 itemsconversation memory 4 items
Tomás Ferreira to Jordan Kowalczyk, Wes Haldane · 11:00
Hi Wes, Jordan,

Thanks for the written confirmation, Wes - that gives me what I need to satisfy the audit trail. I will draft the single-source justification and get Ernie set up as a one-time vendor in SAP so we can push through the after-the-fact PO against CO-01. Do we have a GST number for him, or is he operating as a small supplier without one?

Regards,
Tomás
Assistant's note: Jordan noted earlier that Ernie's handwritten invoice showed no GST number, so he may be operating under the small supplier threshold.
Recalled from:conversation memory 6 itemsprivate notes 1 item
Jordan Kowalczyk to Tomás Ferreira, Wes Haldane · 11:45
Hi Tomás,

There was no GST number on Ernie's handwritten invoice, so he's almost certainly operating as a small supplier without one. Let me know if supply chain needs a definitive answer and I can reach out to him directly to confirm.

Thanks,
Jordan
Recalled from:conversation memory 9 itemsprivate notes 1 item
Tomás Ferreira to Jordan Kowalczyk, Wes Haldane · 12:30
Hi Jordan, Wes,

Thanks, Jordan. At $1,800, operating as a small supplier without a GST number is completely fine - CRA doesn't require one under the $30,000 threshold. I'll go ahead and set Ernie up as a business partner in SAP and get the single-source justification and after-the-fact PO drafted against CO-01.

Regards,
Tomás
Recalled from:conversation memory 8 itemsprivate notes 2 items
Wes Haldane to Jordan Kowalczyk, Tomás Ferreira · 13:15
Thanks Tomás and Jordan. Appreciate you both turning this around fast so we can get Ernie paid without leaving him hanging.
Recalled from:conversation memory 8 itemsprivate notes 2 items
Project records
One-time vendor: E. Bouchard

One-time vendor set up: Ernie Bouchard, business partner 208841, sole proprietor, not GST registered (small supplier). Single-source justification: the only boat access to the south shore of Sundance Lake before freeze-up, needed to meet the CER filing deadline for the aquatic survey. Value under the $5,000 one-time vendor limit. After-the-fact PR 10045512.

Filed under:supply/vendors/files
PO 4500088367 to E. Bouchard

After-the-fact PO 4500088367 to Ernie Bouchard (business partner 208841): boat, motor and guiding on Sundance Lake, 24-25 September 2025, $1,800. Charged to CO-01. Work confirmed by the project manager.

Filed under:contracts/otherorvendor/bouchard
Bouchard invoice approved

Invoice from Ernie Bouchard, $1,800, matched to PO 4500088367 and service entry confirmed by Wes Haldane. Approved for payment by the project administrator. Pay by cheque.

Filed under:invoices/approved
Teams chat
Jordan KowalczykLinh Tran
Jordan Kowalczyk to Linh Tran · 11:15
Hi Linh, the $1,800 invoice from Ernie Bouchard is approved against PO 4500088367. Could you make sure this gets paid by cheque instead of EFT? Ernie specifically asked for a paper cheque.
Recalled from:invoices/approved 1 itemconversation memory 6 itemsprivate notes 2 itemsinvoices/queue 1 item
Linh Tran to Jordan Kowalczyk · 11:18
I can switch the payment method to cheque, but what's his vendor number in SAP so I can pull up the account?
Assistant's note: Since PO 4500088367 is already issued, Ernie Bouchard's vendor/business partner number should already be on file in SAP.
Recalled from:conversation memory 1 item
Jordan Kowalczyk to Linh Tran · 11:21
His vendor number is 208841. Thanks Linh!
Recalled from:conversation memory 4 itemsprivate notes 2 items
Linh Tran to Jordan Kowalczyk · 11:24
Thanks Jordan, I've updated 208841 for a cheque payment. This will go out in Thursday's run.
Recalled from:conversation memory 3 itemsinvoices/approved 1 itemprivate notes 1 item
Project record
Cheque to E. Bouchard

Payment run 16 October: cheque 0041877 to Ernie Bouchard, $1,800, mailed to the address on his invoice.

Filed under:paymentsorvendor/bouchard
Teams call
Priya RamanJordan Kowalczyk
Priya Raman to Jordan Kowalczyk · 14:30
Hi Jordan, do you have a few minutes to run through month-end close? I need to clarify a couple of items so I can lock down our accruals for October.
Recalled from:conversation memory 10 items
Jordan Kowalczyk to Priya Raman · 14:31
Yeah, I've got time. What do you need to look at?
Recalled from:conversation memory 10 items
Priya Raman to Jordan Kowalczyk · 14:32
First, could you tell me which invoices from Muskeg are currently sitting in the queue? I also need to confirm whether they've submitted anything for mobilisation yet.
Recalled from:invoices/queue 1 itemconversation memory 6 itemscontracts/mainline or vendor/muskeg 1 iteminvoices/approved 1 itemcontracts/other 1 item
Jordan Kowalczyk to Priya Raman · 14:33
Nothing from Muskeg has hit the queue yet, so there's no invoice in SAP for mobilisation. The camp did go up last week, though.
Recalled from:conversation memory 7 itemsinvoices/queue 1 itemprivate notes 1 iteminvoices/approved 1 item
Priya Raman to Jordan Kowalczyk · 14:34
Okay, since the camp is up, I'll go ahead and set up an accrual for the mobilisation. Also, where do we stand on Ernie Bouchard's invoice for the boat work?
Assistant's note: Ernie Bouchard's $1,800 invoice was already approved for payment on 14 October against after-the-fact PO 4500088367.
Recalled from:conversation memory 5 itemsinvoices/queue 1 iteminvoices/approved 1 itemcontracts/other or vendor/bouchard 1 itemcontracts/mainline or vendor/muskeg 1 item
Jordan Kowalczyk to Priya Raman · 14:35
That one's already been paid. We got the after-the-fact PO matched up and coded it to CO-01.
Assistant's note: Ernie Bouchard's $1,800 invoice was approved for payment on October 14 against PO 4500088367 following Wes Haldane's service entry confirmation.
Recalled from:conversation memory 4 itemsinvoices/queue 1 iteminvoices/approved 1 item
Project record
October accrual

October month-end accrual: $2.31M of work done but not invoiced. Muskeg mobilisation and camp set-up $2.1M, Northern Aquatics survey report $0.21M is invoiced and excluded. Forecast at completion $141.2M against the $141.5M budget.

Filed under:sundance/cost