Board Meeting Minutes – June 27, 2019

CONDENSED MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD June 27, 2019 AT THE GASTON FIRE HALL.

BOARD MEMBERS PRESENT: Don Wicks, Ken Aberle, Tom Gunn (6:09 pm), Linda Fountain, Lisa Dutz (6:07), Mark Franzen, Amber Morgan, and Mike Steffl,

BOARD MEMBERS ABSENT: Malcolm Moreno

STAFF PRESENT: Kris Conway and Kyle Culley

STAFF ABSENT: Patricia Carr

MEMBERS PRESENT: Cam Dutz, John Henslee

This meeting of the L. A. Water Cooperative Board of Directors was called to order at 6:00 PM by Don Wicks, Chairman.

Secretary’s Report: The minutes of May 2019 meeting were not available and will be added to the July agenda.

Treasurer’s Report: The May 2019 treasurer’s reports were not available and will be added to the July agenda.

Business Manager’s Report: The May 2019 Business Manager’s Report and May 2019 System Status Report were not available and will be added to the July agenda.

Field Manager’s Report: The Field Manager’s Report was presented. Kris Conway reviewed the work done over the last month and the Water Loss Report. Leak detection has been started on upper Hartley Road where there is significant water loss.

MOTION by Mark Franzen to accept the Field Manager’s Report as presented. Seconded by Ken Aberle. Voted. Passed.

OLD BUSINESS

Parmele Road Waterline Relocation: Kris Conway stated that he will have the plans next week. He has been in contact with the vendor who will be doing the boring. Kris Conway, Kyle Culley, and Denny Muchmore (engineer) met on June 27.

OAWU rate Study: Kris Conway to get availability dates from Tim Tice and send out to the board. Once a date has been determined, a special meeting will be held to discuss the last rate proposal sent by Tim Tice.

NEW BUSINESS

Easement LaSalle Pump Station: Dave Durbetaki owns the triangle of land where the pump station is located. He has offered to give the Cooperative a written easement if the Cooperative provides him with a legal description.

MOTION by Ken Aberle to proceed with obtaining the legal description and using the easement form created last year. Seconded by Tom Gunn. Voted. Passed.

Fire Hydrants: A lot of questions have been asked about the bags on the fire hydrants. All the Cooperative fire hydrants have undersized lines and cannot be used for fighting fires. It has never been an issue with any of the fire companies in the past because they were aware of the problem. Now that Tualatin Valley Fire and Rescue is now covering areas within the Cooperative, it became an issue as they were not aware of the circumstances. They pushed to have the hydrants covered to make it obvious the hydrants cannot be used. The hydrants will be removed and replaced with blow off valves. Kris Conway to write up an explanation and provide to Ken Aberle so the website can be updated with this information.

Lockbox: There is concern that the lockbox on Albertson Road is not secure enough. It was decided that a secure mail slot be added to the office door. When that is complete, a note is to be added to member invoices.

Water Tank Final Evaluation: Kyle Culley presented a final report on the water tank inspections completed in December of 2018 and March of 2019. The Lambert and Jordan tanks will require completely stripping the insides and outsides. This work needs to be addressed in the next 2 to 3 years. The other tanks will be put on a regular maintenance schedule.

OTHER BUSINESS

NONE

MOTION by Tom Gunn to adjourn at 6:43 p.m. Seconded by Mike Steffl. Voted. Passed.

Executive Session

Reconvene at 8:09 p.m.

MOTION by Tom Gunn to authorize Kris Conway to purchase necessary security equipment for the business office. Equipment to include bars for the new window, interior door for the Business Manager’s space, steel door and door frame for the main entrance with a mail slot, and security cameras. Seconded by Amber Morgan. Voted. Passed.

MOTION by Tom Gunn to adjourn at 8:30 p.m. Seconded by Ken Aberle. Voted. Passed.

Board Meeting Minutes – May 23, 2019

CONDENSED MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD MAY 23, 2019 AT THE GASTON FIRE HALL.

BOARD MEMBERS PRESENT: Ken Aberle, Tom Gunn (6:07 pm), Linda Fountain, Lisa Dutz, Mark Franzen, Amber Morgan, and Mike Steffl,

BOARD MEMBERS ABSENT: Malcolm Moreno and Don Wicks

STAFF PRESENT: Kris Conway and Patricia Carr

MEMBERS PRESENT: Cam Dutz

This meeting of the L. A. Water Cooperative Board of Directors was called to order at 6:00 PM by Ken Aberle, Vice President and presiding Chairman.

Secretary’s Report: The minutes of the monthly board meeting held on April 25, 2019 were presented in writing.

Jet Pay Contract has been signed.
Kris is working on the paving project going in to Gammon Reservoir
Kyle Culley will present the final tank diving summary next month
Kris Conway has put the surveying at Salsbery’s on hold until he can have a meeting with them

MOTION by Mike Steffl to accept the minutes of April 25, 2019 as presented. Seconded by Lisa Dutz. Voted. Passed.

Treasurer’s Report: The January through April Profit and Loss Previous Year Comparison Report, Year to Date Performance to Budget Report, CD Summary Report and the following updated reports – Balance Sheets, Expanded Profit and Loss Previous Year Comparison Report, January through April Cash Flow Statement, April Cash Flow Statement and 2019 Capital Project Summary were presented in writing. The April Cash Flow Statement, Year-to-Date Cash Flow Statement, Balance Sheets, Profit and Loss Previous Year Comparison Report, Performance to Budget Report, and Capital Expense Reports were emailed to the board the week prior to the Board Meeting.

MOTION by Linda Fountain to approve the Treasurer’s Report. Seconded by Mark Franzen. Voted. Passed.

Business Manager’s Report: The Business Manager’s Report and April System Status Report were presented in writing. Discussed welfare check on Rena Furukawa.

MOTION by Mark Franzen to accept the Business Manager’s Report as presented. Seconded by Amber Morgan. Voted. Passed.

Field Manager’s Report: The Field Manager’s Report was presented. Kris Conway reviewed the work done over the last month and the Water Loss Report. Discussed repair of water line at Jim Hinze’s property, water loss estimated at 15,000 gallons.

MOTION by Mark Franzen to accept the Field Manager’s Report as presented. Seconded by Amber Morgan. Voted. Passed.

OLD BUSINESS

OAWU Rate Study: The rate study that was delivered today was developed based on the 2017 budget and will be redone based on the 2019 budget and submitted next week.

Kris Conway will review the revised rate study and email it to the board for review.

Laurelwood Water Line Extension: Steve Roper is working on a revised proposal which will be submitted to Denny Muchmore, Westech Engineering, and to Kris Conway for approval.

Parmele Road Waterline Relocation: Kris Conway stated that he had gotten three bids, the lowest of which was $33,000.00 from AT Underground for the project. Kris Conway stated he had AT Underground do work on Olson Road and they were quick and accurate. Discussed the water loss on that line. Board instructed Patricia Carr to add the amount that had been forgiven plus interest for Barney Ward back onto his bill since he has not followed through on providing an easement.

MOTION by Tom Gunn to proceed with the project, having AT Underground do the boring and re-route the line at a cost of $32,000.00. Seconded by Linda Fountain. Voted. Passed.

When the project is completed, Kris Conway will let the board know the estimated savings on water loss

NEW BUSINESS

Glatfelter Insurance Renewal: Patricia Carr presented information on the changes from last year in the insurance renewal. Discussed. Renewal contract was signed.

OTHER BUSINESS

NONE

MOTION by Tom Gunn to adjourn at 6:37 p.m. Seconded by Amber Morgan. Voted. Passed.

Board Meeting Minutes – March 28, 2019

CONDENSED MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF THE L. A. WATER COOPERATIVE HELD MARCH 28, 2019 AT THE GASTON FIRE HALL.

BOARD MEMBERS PRESENT: Don Wicks,  Ken Aberle, Tom Gunn, Linda Fountain, Lisa Dutz, Mark Franzen, Malcolm Moreno,  Amber Morgan, and Mike Steffl.
STAFF PRESENT:    Kris Conway, and Patricia Carr     MEMBERS PRESENT: Cam Dutz

This meeting of the L. A. Water Cooperative Board of Directors was called to order at 6:01 PM by Don Wicks, Chairman.

Election of Officers:
Linda Fountain Nominated Don Wicks for President. Seconded by Tom Gunn. Voted. Passed.
Mark Franzen nominated Ken Aberle for Vice President. Seconded by Lisa Dutz. Voted. Passed.
Ken Aberle nominated Tom Gunn for Treasurer. Seconded by Mark Franzen. Voted. Passed.
Mark Franzen nominated Linda Fountain for Secretary. Seconded by Tom Gunn. Voted. Passed.
Don Wicks will remain as liaison with staff.

Treasurer – signer: MOTION by Linda Fountain to add Tom Gunn as signer. Seconded by Ken Aberle. Voted. Passed

Secretary’s Report: The minutes of the monthly board meeting held on February 28, 2019 were presented in writing. MOTION by Mark Franzen to accept the minutes of February 28, 2019 as presented. Seconded by Tom Gunn. Voted. Passed.

Treasurer’s Report: The January through February Profit and Loss Previous Year Comparison Report and the Year to Date Performance to Budget Report were presented in writing. The February Cash Flow Statement, Year-to-Date Cash Flow Statement, Balance Sheets, Profit and Loss Previous Year Comparison Report, Performance to Budget Report, Capital Expense Reports were emailed to the board the week prior to the Board Meeting.   MOTION by Linda Fountain to approve the Treasurer’s Report. Seconded by Amber Morgan. Voted. Passed.

Business Managers Report:   The Business Manager’s Report and February System Status Report were presented in writing. The report was explained for the new board members.   MOTION by Tom Gunn to accept the Business Manager’s Report as presented. Seconded by Linda Fountain. Voted. Passed.

Field Manager’s Report:    The Field Manager’s Report, Water Loss Report, February Consumption Report, and a review of the LaSalle Pump Station incident were presented in writing. Kris Conway gave a verbal review and explained the incident at LaSalle Pump Station – with video and pictures. Kris Conway reviewed the Water Loss Report. He sated that the estimated water loss for the Bald Peak Road leak was 50,000 gallons, the Lambert Pump Station failure 78,000 gallons and the pip failure at LaSalle Pump station was 289,000 gallons.   MOTION by Ken Aberle to accept the Field Manager’s Report as presented. Seconded by Tom Gunn. Voted. Passed.

OLD BUSINESS
Capital Equipment Purchase:   Kris Conway presented a comparison report showing the purchase price and lease price for a Kubota excavator. Discussion.   MOTION by Tom Gunn to authorize purchase of the Kubota Excavator as listed ($47,500.00) with the purchase of a trailer and accessories for no more than $5,000.00 additional. Seconded by Linda Fountain. Voted. Passed.    (Don Wicks suggested nothing less than a 10,000 pound capacity for the trailer.)

OAWU Rate Study:    The rate study had been put on “pause” and OAWU has been asked to reopen and finish the rate study. Kris Conway is to go over the Master Plan and prioritize the projects. Board will review the Capital Project section of the Master Plan and consider the priorities. Kris Conway will see that the Master Plan is put on the website so it is available for members. The board will discuss the capital projects ans set priorities as a reference for OAWU and the rate study at the April board meeting.

PWDS corrections:    Kris Conway explained that there have been some wording changes in the Public Water District Standards.

OTHER BUSINESS
The Water Loss Table, and Field Manager’s Reports will be included on the website.

MOTION by Tom Gunn to adjourn at 7:26 p.m. Seconded by Mark Franzen. Voted. Passed.

Board Meeting Minutes – January 24, 2019

CONDENSED MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD JANUARY 24, 2019 AT THE GASTON FIRE HALL.

BOARD MEMBERS PRESENT: Don Wicks, Ken Aberle, Tom Gunn, Linda Fountain, Lisa Dutz, Mark Franzen, and Mike Steffl

BOARD MEMBERS ABSENT: Megan Corvus and David McAdams

STAFF PRESENT: Kris Conway and Kyle Culley STAFF ABSENT: Patricia Carr

MEMBERS PRESENT: Cam Lutz, John Henslee and Malcolm Moreno.

This meeting of the L. A. Water Cooperative Board of Directors was called to order at 6:00 PM by Don Wicks, Chairman.

Secretary’s Report: The minutes of the monthly board meeting held on December 27, 2018 were presented in writing. Motion by Mark Franzen to accept the minutes of December 27, 2018 as presented. Seconded by Ken Aberle. Voted. Passed.

Lisa Dutz asked for some clarification regarding the fees the Board had approved in November. She asked that her vote be changed from Aye to Nay. This change did not affect the outcome of the vote, but it will be so noted for history. (Bylaws – 3.14 Presumption of Assent – last sentence says, “The right to dissent shall not apply to a Director who voted in favor of an action.”)

Treasurer’s Report: The complete Financial information was not available for this meeting. It will be reviewed and discussed at the February meeting.

Business Manager’s Report: The Business Manager’s Report and December System Status Report were presented in writing. Discussion. Motion by Ken Aberle to accept the Business Manager’s Report as presented. Seconded by Tom Gunn. Voted. Passed.

Field Manager’s Report: The Field Manager’s Report, Water Loss Report, and December Consumption Report were presented in writing. Kris Conway gave a verbal review of the Field Manager’s Report.

Kris Conway and Kyle Culley provided an update on the cause of the significant water loss at the intersection of Parmele and Laurelwood roads. 2” PVC pushed out of slip joint at 90º corporation.

Motion by Linda Fountain to accept the Field Manager’s Report as presented. Seconded by Tom Gunn. Voted. Passed.

OLD BUSINESS
Capital Equipment Expenditures: Pending final version of Water Master Plan.

Holly Hill Chlorine Residual Report Update: Kris Conway stated the changes for the chlorine mitigation program have been provided to Westech. The situation is improving. An emergency plan will be included in the final chlorine mitigation program.

NEW BUSINESS
Facebook page: MOTION by Mark Franzen to delete the Facebook page. Seconded by Mike Steffl. Discussion. Voted. Passed.

Linda Fountain to see that the page is deleted.
Ken Aberle will spearhead updating the L. A. Water Cooperative’s website. Kris Conway to talk with Patricia Carr regarding gathering information and setting up a time to meet with Ken Aberle.

OTHER BUSINESS
Reservoir Inspections: Kyle Cully provided an update on the 8 reservoirs that were inspected December, 11-13, 2018. Prioritizing the work needed will be completed when the final 6 reservoirs have been inspected.

MOTION by Tom Gunn to adjourn at 7:35 p.m. Seconded by Ken Aberle. Voted. Passed.

Board Meeting Minutes – December 27, 2018

CONDENSED MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD DECEMBER 27, 2018, AT THE GASTON FIRE HALL.

BOARD MEMBERS PRESENT: Don Wicks, Ken Aberle, Linda Fountain, Mark Franzen, and David McAdams.

BOARD MEMBERS ABSENT: Tom Gunn, Megan Corvus, Lisa Dutz and Mike Steffl.

STAFF PRESENT: Patricia Carr, Kris Conway, and Kyle Culley.

MEMBERS PRESENT: Sharon Candau and Malcolm Moreno.

GUESTS PRESENT: Denny Muchmore, Westech Engineering

This meeting of the L. A. Water Cooperative Board of Directors was called to order at 6:00 PM by Don Wicks, Chairman.

Joan Payne – Water Services: Joan Payne was not present. Documentation from L. A. Water Cooperative presented in writing and briefly reviewed by Kris Conway.

Secretary’s Report: The minutes of the monthly board meeting held on November 29, 2018 were presented in writing. MOTION by Ken Aberle to accept the minutes of November 29, 2018 as presented. Seconded by Linda Fountain. Voted. Passed.

Treasurer’s Report: The November Previous Year Comparison Report, the January – November Previous Year Comparison Report and the Performance to Budget Report were presented in writing. MOTION by Linda Fountain to accept the Financial Reports as presented. Seconded by Ken Aberle. Voted. Passed.

Business Manager’s Report: The Business Manager’s Report and November System Status Report were presented in writing. Discussion. MOTION by Linda Fountain to accept the Business Manager’s Report as presented. Seconded by Mark Franzen. Voted. Passed.

Field Manager’s Report: The Field Manager’s Report, Water Loss Report, and November Consumption Report were presented in writing. Kris Conway gave a verbal review of the Field Manager’s Report. David McAdams asked if the meter installation project would come in on budget. Kris Conway stated that it would and the project should be completed by the end of February 2019. Kris Conway stated that the next round of tank diving for inspection and cleaning would be in March 2019. MOTION by Mark Franzen to accept the Field Manager’s Report as presented. Seconded by Ken Aberle. Voted. Passed.

OLD BUSINESS

Master Plan update: The board had received the Master Plan draft on 12-26-2018 and had not had a chance to review it. Denny Muchmore stated that they were working on completion of Chapter 12 and Kris was working on setting up a meeting to prioritize the capital projects.

  • David McAdams stated that he would like clarification on a couple of items in the summary of the Bylaws and he would email the updates to Patricia Carr.

  • Denny Muchmore explained that the state had passed new laws regarding seismic risk assessment and those risks need to be addressed over the next 50 years as projects come up. The state does not yet have seismic pipe standards, only recommendations.

  • Denny Muchmore briefly went over the storage capacity and where new reservoirs need to be sited and a booster pump station that needs to be installed at Jordan. Prospective reservoirs sites are at our easement on Dixon Mill Road, one on Cunningham Lane and one lower down on Olson Road. Mr. Muchmore had asked for estimates for the cost of the tanks but he had not yet gotten a response.

Fee Schedule Approval: It was the board consensus that they had approved the rate increases and the fee schedule as part of the budget approval last month.

Joe Santos leak credit request: Mr. Santos’s letter was presented to the board and discussed. MOTION by Ken Aberle to approve a leak credit for Joe Santos’s water leak in November. Seconded by David McAdams. Voted. Passed.

NEW BUSINESS

Capital Equipment Expenditures: Don Wicks asked that this be put on hold until the Master Plan prioritized list of capital projects was received.

Holly Hill Chlorine Residual Report: Kris Conway reviewed his written report explaining the steps that are being taken to remedy the situation.

Water Loss Report: Kris Conway went over his written report and the revised Water Loss Report form.

Health Insurance: Patricia Carr presented a spreadsheet with 4 different plan options. Our current health insurance plan premiums will go down next year by 7.89%. MOTION by Ken Aberle to continue with the Regence BCBS Gold 1000 plan. Seconded by Mark Franzen. Voted. Passed.

MOTION by Ken Aberle to adjourn at 7:24 p.m. Seconded by Mark Franzen. Voted. Passed.

Board Meeting Minutes – November 29, 2018

CONDENSED MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD NOVEMBER 29, 2018, AT THE GASTON FIRE HALL.

BOARD MEMBERS PRESENT: Don Wicks, Ken Aberle, Tom Gunn, Linda Fountain, Lisa Dutz , Mark Franzen, David McAdams and Mike Steffl, BOARD MEMBERS ABSENT: Megan Corvus

STAFF PRESENT: Patricia Carr, Kris Conway, Kyle Culley and Jerry Nethken

MEMBERS PRESENT: John Henslee and Malcolm Moreno.

This meeting of the L. A. Water Cooperative Board of Directors was called to order at 6:01 PM by Don Wicks, Chairman.

Secretary’s Report: The minutes of the monthly board meeting held on October 25, 2018 were presented in writing. MOTION by Tom Gunn to accept the minutes of October 25, 2018 as presented. Seconded by David McAdams. Voted. Passed.

Treasurer’s Report: The October Previous Year Comparison Report, the January – October Previous Year Comparison Report and the Performance to Budget Report were presented in writing. MOTION by Mark Franzen to accept the Financial Reports as presented. Seconded by Linda Fountain. Voted. Passed. Don Wicks suggested moving the previous year column to the left.

Business Manager’s Report: The Business Manager’s Report and October System Status Report were presented in writing. Discussion. MOTION by Ken Aberle to accept the Business Manager’s Report as presented. Seconded by Tom Gunn. Voted. Passed.

Field Manager’s Report: The Field Manager’s Report, Water Loss Report, and October Consumption Report were presented in writing. Kris Conway gave a verbal review of the Field Manager’s Report. Kris Conway stated that Metro wants to move forward with water service and they will be setting up a Predesign Conference. MOTION by Linda Fountain to accept the Field Manager’s Report as presented. Seconded by Tom Gunn. Voted. Passed.

OLD BUSINESS

Hartley Road update: Kris Conway stated he thought this was dropped. Don Wicks asked Kris to review the agenda and remove/add items prior to the agenda being sent to the board each month.

Banking – CD: Patricia Carr let the board know the CDs had been purchased and gave the interest rates and banks on those for which she has received the paperwork.

Master Plan Update: Kris Conway stated Westech has submitted a draft of chapters 1-7 for staff review and Westech plans to have a completed draft of the Master Plan for board review by mid-December.

Tank diving: Kris Conway stated that the tank diving is scheduled for December 11-13, 2018.

NEW BUSINESS

Define Water Loss: Kris Conway stated he is still working on this document.

Definitions: David McAdams presented, in writing, definitions for the terms “water sold for commercial purposes”, “commercial water usage”, “residential dwelling unit”, “commercial establishment”, and “primarily”. MOTION by Ken Aberle to add these definitions to the L. A. Water Cooperative Procedures Manual. Seconded by Lisa Dutz. Voted. Passed.

Budget Approval: Discussed changes in previous version of budget. Discussed options for copier replacement. MOTION by Mark Franzen to purchase the copier. Seconded by Ken Aberle. Voted. Passed. (Copier presented is a Toshiba e-STUDIO 2500AC Color MFP at a purchase price of $6,960.00) (Copier will be brought in for a trial period prior to purchase)

MOTION by Linda Fountain to adjourn at 8:01 p.m. Seconded by Lisa Dutz. Voted. Passed.

Executive Session Reconvene at 8:16 p.m.

MOTION by Linda Fountain to accept the 2019 operating budget as presented. Seconded by Ken Aberle. Voted. Passed.

MOTION by Tom Gunn to adjourn at 8:17 p.m. Seconded by Ken Aberle. Voted. Passed.

Board Meeting Minutes – October 25, 2018

CONDENSED MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD OCTOBER 25, 2018, AT THE GASTON FIRE HALL.

BOARD MEMBERS PRESENT: Don Wicks, Ken Aberle, Tom Gunn, Linda Fountain, Lisa Dutz , David McAdams and Mike Steffl, BOARD MEMBERS ABSENT: Megan Corvus and Mark Franzen

STAFF PRESENT: Patricia Carr, and Kris Conway

MEMBERS PRESENT: John Henslee and Denise Hill.

This meeting of the L. A. Water Cooperative Board of Directors was called to order at 6:00 PM by Don Wicks, Chairman.

Secretary’s Report: The minutes of the monthly board meeting held on September 27, 2018 were presented in writing. MOTION by Tom Gunn to approve the minutes of September 27, 2018 as presented. Seconded by Ken Aberle. Voted. Passed.

Treasurer’s Report: The September Cash Flow Statement, YTD Cash Flow Statement, September Balance Sheets, September Statements of Operations, Performance to Budget Report, January – September Profit and Loss Previous Year Comparison Report and Capital Expense Reports by project were presented in writing. Discussed which reports the board would like included in the packets each month. The Cash Flow Statements, Balance Sheets, Profit and Loss Previous Year Comparison Report, Performance to Budget Report and Capital Project Summary will be emailed to the Board on the Thursday prior to the board meeting each month and the condensed Profit and Loss Previous Year Comparison Report and Performance to Budget Report will be printed and included in the Board packets. MOTION by Linda Fountain to accept the Financial Reports as presented. Seconded by Tom Gunn. Voted. Passed.

Business Manager’s Report: The Business Manager’s Report and September System Status Report were presented in writing. Discussion. MOTION by Linda Fountain to accept the Business Manager’s Report as presented. Seconded by Lisa Dutz. Voted. Passed.

Field Manager’s Report: The Field Manager’s Report, Water Loss Report, and September Consumption Report presented in writing. Kris Conway gave a verbal review of the Field Manager’s Report. Kris Conway presented three letters responding to Water Service Applications. MOTION by Tom Gunn to accept the Field Manager’s Report as presented. Seconded by David McAdams. Voted. Passed.

OLD BUSINESS

LiquiVision Updates: Initial tank diving is scheduled for December 10, 11 and 12, 2018.

Camelot Lane Update: Kris Conway stated that the project is complete and a valve was installed in the line at the point of connection. Kris showed pictures of the line installation and tie in.

Chalice Farms Update: Kris Conway presented a letter to Chalice Farms. Kris stated he had called Keith Appleman and explained the decision and process for moving forward to him.

Hartley Road Update: Kris stated he did not have any updates.

Banking – CD: Patricia Carr gave a list of the banks and rates of interest provided by Heritage Bank for the CDs. Board chose to have Tom Gunn, Treasurer as the signer for the CDs.

Master Plan Update: Kris Conway stated they are working on Chapter 8. The draft is to be completed by next month. Kris Conway was instructed to make sure the Co-op is not creating a delay in the Master Plan completion.

Certificate Approval Checklist: The revised Certificate Approval Checklist was presented in writing and reviewed. It was suggested that a “Definition of Terms” document be written. David McAdams presented a “Definition of Terms”. Discussed. David will add a section for dual use properties and bring it back to the next Board meeting. MOTION by Linda Fountain to approve the Checklist as presented. Seconded by Tom Gunn. Voted. Passed.

NEW BUSINESS

Board Meeting Dates for November and December: Discussed Board meeting dates for November and December. Board chooses to have the November Board meeting moved to November 29th and the December Board meeting will remain on the 27th.

Define Water Loss: Discussed a definition of “Water Loss” and the differences in Unaccounted for Water, Leaks, Changes in Pressure, etc. Kris Conway is to put together a document to show what this would look like.

MOTION by Tom Gunn to adjourn at 8:12 p.m. Seconded by Ken Aberle. Voted. Passed.

Board Meeting Minutes – September 27, 2018

CONDENSED MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD SEPTEMBER 27, 2018, AT THE GASTON FIRE HALL.

BOARD MEMBERS PRESENT: Don Wicks, Tom Gunn at 6:57 PM, Linda Fountain, Mike Steffl, Mark Franzen, Lisa Dutz and David McAdams, Ken Aberle. BOARD MEMBERS ABSENT: Megan Corvus

STAFF PRESENT: Patricia Carr, Kris Conway and Kyle Culley

MEMBERS PRESENT: Denise Hill, Malcolm Moreno, Jerry Nethken and John Henslee at 7:00 PM..

This meeting of the L. A. Water Cooperative Board of Directors was called to order at 6:00 PM by Don Wicks, Chairman.

Denise Hill addressed the board regarding the water leak on her service line in June. Discussion. The board will review the available documentation and re-address the issue at the October board meeting.

Secretary’s Report: The minutes of the monthly board meeting held on August 23, 2018 were presented in writing. MOTION by Ken Aberle to approve the minutes of August 23, 2018 as presented. Seconded by Lisa Dutz. Voted. Passed.

Treasurer’s Report: The Balance Sheets, Statements of Operations, Performance to Budget, August Cash Flow Statement, and YTD Cash Flow Statement, were presented in writing. Discussion. MOTION by Linda Fountain to accept the Financial Reports as presented. Seconded by David McAdams. Voted. Passed.

Business Manager’s Report: The Business Manager’s Report and August System Status Report were presented in writing. Discussion. MOTION by Mark Franzen to accept the Business Manager’s Report as presented. Seconded by Mike Steffl. Voted. Passed.

Field Manager’s Report: The Field Manager’s Report, Water Loss Report, and August Consumption Report presented in writing. Kris Conway gave a verbal review of the Field Manager’s Report. Kyle Culley has set up a safety program and the first meeting will be in October. Kris Conway is to get on the Nextdoor website and respond to the comments and complaints letting users know the issues that have been resolved and how they were resolved. MOTION by Mark Franzen to accept the Field Manager’s Report as presented. Seconded by Ken Aberle. Voted. Passed.

OLD BUSINESS

LiquiVision tank diving: Kris Conway stated he had scheduled the first round of tank diving for November 24 – November 27, 2018.

Hartley Road update: Kris Conway has sent a letter but has not yet been able to make contact with him.

Joe Kuzniar update: Kris Conway presented a report. Kris said Mason had dug the repair back up and Kris had met with Joe Kuzniar on site to show him what had happened. Board requested more information on the invoice discrepancy.

Banking – CDs: Patricia Carr presented a report on the CD rates for Premier/Heritage Bank. Discussion.

MOTION by David McAdams to transfer funds from Northwest Bank and the Premier Money Market account as follows: Retain $150,000.00 in the Premier Money Market account, $150,000.00 in a 3 month CD, $100,000.00 in a 6 month CD, 100,000.00 in a 9 month CD and the approximately $250,000.00 from Northwest Bank in a 13 month CD. The balances are to roll over in three-month increments as they mature and funds are available. Seconded by Linda Fountain. Voted. Passed.

NEW BUSINESS

Banking Authorization: Discussed the authorization forms from Premier/Heritage Bank. MOTION by Linda Fountain to have Patricia Carr continue as the banking administrator. Seconded by Ken Aberle. Voted. Passed.

Master Plan Draft: Discussed. David McAdams had a question about the section speaking about the Articles of Incorporation and the 15,000 gallons per month usage. Kris will pull together all the editing and corrections then send the edited version to the Board.

Certificate Approval Checklist Review: David McAdams requested a line item be added for Commercial versus Residential applications and a line item showing board approval/denial. Discussed. David presented a written motion. Discussed. David McAdams will rewrite the motion and it will be presented at the next board meeting.

OTHER BUSINESS Don Wicks asked if there were any questions from the members present. None.

MOTION by Lisa Dutz to adjourn at 7:30 PM. Seconded by Mark Franzen . Voted. Passed.

Executive Session Reconvene at 9:10 p.m.

Board Meeting Minutes – August 23, 2018

CONDENSED MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD AUGUST 23, 2018, AT THE GASTON FIRE HALL.

BOARD MEMBERS PRESENT: Don Wicks, Tom Gunn, Linda Fountain, Mike Steffl, Mark Franzen, Lisa Dutz and David McAdams at 6:06 p.m., Ken Aberle at 6:27 p.m..

BOARD MEMBERS ABSENT: Megan Corvus

STAFF PRESENT: Patricia Carr, Kris Conway and Kyle Culley

MEMBERS PRESENT: John Henslee and Jerry Nethken.

This meeting of the L. A. Water Cooperative Board of Directors was called to order at 6:03 PM by Don Wicks, Chairman.

Secretary’s Report: The minutes of the monthly board meeting held on July 26, 2018 were presented in writing. MOTION by Tom Gunn to approve the minutes of July 26, 2018 as presented. Seconded by Mark Franzen. Voted. Passed.

Treasurer’s Report: The July Cash Flow Statement, YTD Cash Flow Statement, Balance Sheets, Statements of Operations, Performance to Budget and Capital Expense Reports by project were presented in writing. Discussion. MOTION by Linda Fountain to accept the Financial Reports as presented. Seconded by Mark Franzen. Voted. Passed.

Business Manager’s Report: The Business Manager’s Report and July System Status Report were presented in writing. Discussion. MOTION by Tom Gunn to accept the Business Manager’s Report as presented. Seconded by David McAdams. Voted. Passed.

Field Manager’s Report: The Field Manager’s Report, Water Loss Report, and July Consumption Report were presented in writing. Kris Conway gave a verbal review of the Field Manager’s Report. Kris Conway stated that the Master Plan was scheduled to be completed in September. They are currently working on criteria for the seismic study. Kris stated that he had completed his CEU’s for recertification and had taken an Accountability class. MOTION by Mark Franzen to accept the Field Manager’s Report as presented. Seconded by Tom Gunn. Voted. Passed.

OLD BUSINESS

LiquiVision tank diving: Kris Conway got bids from Applied Technical Services, Inc. (in writing), Saez (verbal) and LiquiVision for inspecting 15 reservoirs. Discussion. Kris Conway recommended LiquiVision dive, clean and inspect the tanks at a cost of $17,000.00. Kris Conway is to verify with LiquiVision whether or not they are certified to inspect tanks.

Banking: Premier Community Bank is merging with Heritage Bank and there will be a broader range of CD options with higher interest rates than our current CDARs account which matures on August 31st. Patricia Carr and Tom Gunn are to meet and discuss the interest rates and options for dividing funds between the various levels.

NEW BUSINESS

Laptop for programming telemetry: Kris Conway presented cost estimates for replacing the Toughbook laptop for programming our telemetry at the pump stations. Discussion. Don Wicks stated that it should be kept within the current budget. Jerry Nethken stated he does not think another Toughbook is necessary, a less expensive alternative will serve his needs. Jerry Nethken will determine which laptop best meets the criteria he needs for programming the telemetry and will let Kris Conway know which computer he recommends.

Camelot Lane line replacement – phase one: Kris Conway explained the problem they are having with leaks on the Camelot Lane main line and presented a report estimating the cost of replacing the lower portion of the water line. Discussion. It was the board consensus that because of the continued problems with leaks, we should proceed with replacing this portion of the line.

OTHER BUSINESS

City of Hillsboro contract renewal: Patricia Carr informed the Board that our 5-year renewal of the contract with the City of Hillsboro is due this December. Hillsboro’s legal department is making a couple of changes and will submit the document for the Board’s review as soon as it is completed.

Per Diem policy: Kris Conway requested that the board establish a per diem policy to cover meals when staff is out for training. Don Wicks stated this is something that needs to be discussed and approved prior to the event and should be kept within the budget.

Data: Kris Conway stated he will be working with Jerry Nethken to set up backup for the data he collects on two external hard drives.

Telemetry: Kris Conway stated that he is looking at options for extending our current telemetry.

MOTION by Tom Gunn to adjourn at 7:40 p.m. Seconded by Lisa Dutz. Voted. Passed.

Board Meeting Minutes – July 26, 2018

CONDENSED MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD JULY 26, 2018, AT THE GASTON FIRE HALL.

BOARD MEMBERS PRESENT: Don Wicks, Ken Aberle, Linda Fountain, Lisa Dutz, Mark Franzen, Thomas Gunn, and David McAdams. BOARD MEMBERS ABSENT: Megan Corvus and Mike Steffl.

STAFF PRESENT: Patricia Carr and Kris Conway GUESTS PRESENT: Tim Leslie, LHL Homes

MEMBERS PRESENT: Cam Dutz, John Henslee, Craig Hutchens, Malcolm Moreno and Jerry Nethken.

This meeting of the L. A. Water Cooperative Board of Directors was called to order at 6:02 PM by Don Wicks, Chairman.

Secretary’s Report: The minutes of the monthly board meeting held on June 21, 2018 were presented in writing. MOTION by Mark Franzen to approve the minutes of June 21, 2018 as presented. Seconded by Tom Gunn. Voted. Passed.

Treasurer’s Report: The June Cash Flow Statement, YTD Cash Flow Statement, Balance Sheets, Statements of Operations, Performance to Budget and Capital Expense Report by project were presented in writing. The Board asked Kris Conway and Patricia Carr to be prepared to explain over/under amounts on the Performance to Budget Report each month. MOTION by Ken Aberle to approve the Financial Reports. Seconded by Lisa Dutz. Voted. Passed.

Business Manager’s Report: The Business Manager’s Report and June System Status Report were presented in writing. Discussion. MOTION by Tom Gunn to accept the Business Manager’s Report as presented. Seconded by Lisa Dutz. Voted. Passed.

Field Manager’s Report: The Field Manager’s Report, Water Loss Report, and June Consumption Report presented in writing. Kris Conway gave a verbal review of the Field Manager’s Report. Kris Conway stated that the Master Plan was 75% complete and there will be approximately $20,000.00 in additional costs because of the new state regulations requiring a seismic study. Kris Conway will send Denny Muchmore’s email to the Board. The Board requested Kris Conway get firm numbers for the cost of completing the Master Plan. MOTION by Mark Franzen to accept the Field Manager’s Report as presented. Seconded by Tom Gunn. Voted. Passed.

OLD BUSINESS

Office Assistant: Our part-time, temporary, office assistant started work on July 9th and has been a great help getting bills out and assisting with reports.

Phone for part time field personnel: Kris Conway gave the cost of purchasing a phone and an additional line. Discussion. MOTION by David McAdams to require the part time field personnel to have a phone and to pay a $20.00 monthly stipend for his use of his personal phone. Seconded by Ken Aberle. Voted. Passed. Thomas Gunn opposed.

NEW BUSINESS

Backhoe Rental: Kris Conway presented cost sheets for backhoe rental from Conway Mat Refinishing Inc. and a rate sheet from Schmidt Excavating. Discussed. Kris Conway is to get prices on backhoe rentals from other companies. Kris Conway will check on the projected costs of continuing to hire out backhoe services and the estimated cost of the Co-op purchasing a backhoe.

LiquiVision Technology: Kris Conway presented the cost of having our tanks inspected and cleaned by LiquiVision divers over the next two years. Kris Conway will prepare a cost report of having the tanks inspected by divers versus draining the tanks to inspect them. The report is to include risks and benefits of each option.

Insurance: David McAdams presented a report on his meeting with Tom BeLusko, WSC Insurance. Discussion. MOTION by Ken Aberle to purchase an additional $1,000,000.00 excess liability coverage. Seconded by Lisa Dutz. Voted. Passed. Patricia Carr to notify Tom BeLusko and copy David McAdams.

Discussed amending the Articles of Incorporation section on indemnifying the Board of Directors. David McAdams will work on wording to amend the Articles and will meet with Lucas Welliver, attorney, to set the wording.

OTHER BUSINESS

Banking: Patricia Carr stated that Premier Community Bank is merging with Heritage Bank and more CD options will be available. A report will be presented at the August meeting.

MOTION by Linda Fountain to adjourn at 8:27 p.m. Seconded by Lisa Dutz. Voted. Passed.