Board Meeting Minutes – April 23, 2020

MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L.A. WATER COOPERATIVE HELD APRIL 23, 2020 VIA ZOOM ONLINE.

Board Members Present: Don Wicks, Ken Aberle, Linda Fountain, Amber Morgan, Mark Franzen, Thomas Gunn, Michael Steffl, Lisa Dutz

Board Members Absent: Malcolm Moreno

Staff Present: Laurie Lago, Kyle Culley

Members Present: None

This meeting of the LA Water Cooperative was called to order at 6:01pm by Don Wicks, Chairman

Officers were elected:

President/Chair – Don Wicks

Vice President – Ken Aberle

Secretary – Linda Fountain

Treasurer – Amber Morgan

Secretary’s Report – The minutes of the March 2020 meeting was presented in writing.

Motion to approve by Amber Morgan. Seconded by Linda Fountain.

Voted & Passed

Treasurer’s Report – March reports presented.

Motion to approve by Tom Gunn. Seconded by Ken Aberle. Voted & Passed

Business Manager’s Report – Report presented in writing.

Motion to approve by Linda Fountain. Seconded by Tom Gunn. Voted & Passed

Operations Manager’s Report – The field manager’s report was presented in writing.

  • Meter Reading – The Sensus laptop crashed and after several attempts to repair, we ended up having to hand read approx. 300 meters, which caused the March billing to be delayed a week. Due dates were extended for March and Sensus is working to have the laptop repaired before we read in April.

  • Dixon Mill Pump –Kyle met with both Brightside Electric and HPS to determine the correct size pump and set-up which should prevent the problems we have been having from occurring again. The new pump was installed.

  • Laurelwood Line Extension – This line was completed and the 5 inactive certificates made active.

  • LaSalle Road Meter Repair – Customer with broken line, turned off our side of the meter and broke the valve. Crew repaired the meter and we are charging customer for repairs.

  • Electrical needs – Brightside Electric has been very responsive and we will continue to work with them for electrical needs. Kyle has been talking with Jerry Nethkin (our old electrician and he is willing to teach and assist Kyle so Kyle can trouble shoot alarms and know how to read the codes. Something our field tech’s need to understand.

  • Leak Detection Equipment – Purchased leak detection equipment for $1498.00. Leak Detection companies were costing us an average of $500 per call out when using the same type of equipment we just purchased. The crew has started proactively working leaks when they have spare time and have already confirmed 3 suspected leaks and are investigating a possible 4th. This will be a great tool for locating or confirming leaks.

  • Gaston Bridge Project – This project is still slated to start this summer. In talks with our Engineer (Denny @ WestTech) and the Project Manager for Washington County (Andrew Morris) for the project.

I don’t believe the Board had been kept fully apprised of the scope of the work involved

and the cost to L.A. Water Coop by the previous operations manager. I have provided

below a breakdown of the estimated costs totaling $247,358.00.

The IGA agreement for the project with Washington County was presented. Washington County has agreed to extend us a payment plan to pay off our portion of the project over a 5 year period.

Gaston Bridge Project Budget Estimate

Our Engineer’s Cost Estimate (details attached)

$ 169,745.00

Subtract our Engineer’s Mobilization Estimate

$ (16,500.00)

Add Washington County’s Mobilization Estimate

$ 30,000.00

IGA/Design Cost

$ 16,113.00

Est. WA County 12% fee for managing (reduced from normal 15%)

$ 20,000.00

Our Engineer’s Fees Estimate (WestTech)

$ 28,000.00

Estimated Total Job Cost

$ 247,358.00

Motion to approve by Amber Morgan. Seconded by Tom Gunn. Voted & Passed

Old Business

  1. OAWU rate study – Informing Tim we are holding off on rate increases due to the current economic situation. Will speak to him about extending our 1 year follow-up time.

  1. Astleford Easement & Fire Hydrant Letter – Lawyer reviewing. Do flow test and confer with Fire Department.

New Business

  1. Board Member Voting Results – Linda Fountain, Ken Aberle, and Tom Gunn were re-elected.
  2. Leak Credits – Motion to approve by Ken Aberle. Seconded by Amber Morgan. Voted & Passed
  3. Request to Sell Back Certificate – Motion to Approve buy back of certificate less Hillsboro SDC Charges and current account balance by Ken Aberle. Seconded by Tom Gunn
  4. New Certificate Request – Motion to deny based on supply evaluation by staff, by Tom Gunn. Seconded by Mark Franzen. Voted & Passed
  5. Gaston Bridge Project IGA – Motion to approve by Tom Gunn. Seconded by Amber Morgan. Voted & Passed
  6. Discussion on how to make the board meetings available to members during this social distancing mandate. Due to the difficulty of large online meetings, members who have issue to address the board with will be sent an invite to join the meeting for their specific session. To be re-evaluated each month until this is over.
  7. Discussion on looking at the budget and seeing if we can cut back in areas due to the economic downturn. Reminded staff to hold off on any purchases that can be delayed at this time.

Motion to Adjourn by Tom Gunn. Seconded by Linda Fountain. Voted and Passed

Meeting Adjourned at 7:06pm

Board Meeting Minutes – March 26, 2020

MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L.A. WATER COOPERATIVE HELD MARCH 26th, 2020 VIA ZOOM DUE TO COVID-19 SOCIAL DISTANCING MANDATES

Board Members Present: Don Wicks, Ken Aberle, Linda Fountain, Amber Morgan, Mark Franzen, Lisa Dutz, Michael Steffl

Board Members Absent: Thomas Gunn, Malcolm Moreno

Staff Present: Laurie Lago

EXECUTIVE SESSION ONLY

Board Meeting Minutes – February 27, 2020

MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L.A. WATER COOPERATIVE HELD FEBRUARY 27, 2020 AT THE GASTON FIRE HALL.

Board Members Present: Don Wicks, Ken Aberle, Linda Fountain, Amber Morgan, Mark Franzen, Thomas Gunn, Michael Steffl

Board Members Absent: Lisa Dutz, Malcolm Moreno

Staff Present: Kris Conway, Laurie Lago

Members Present: Lester & Julia Hannah, Jim Hinze, Jonathon Douglas

This meeting of the LA Water Cooperative was called to order at 6:03pm by Don Wicks, Chairman

Secretary’s Report – The minutes of the January 2020 meeting was presented in writing.

Motion to approve by Mark Franzen. Seconded by Tom Gunn. Voted & Passed

Treasurer’s Report – January reports presented.

Motion to approve by Linda Fountain. Seconded by Tom Gunn. Voted & Passed

Business Manager’s Report – Report presented in writing.

Motion to approve by Tom Gunn. Seconded by Amber Morgan. Voted & Passed

Operations Manager’s Report – The field manager’s report was presented by Kris Conway.

  • Emergency Repair Callout – Dixon Mill Rd, leak on customer side

  • Hydrant removals – 7 hydrants were removed this month – During removal of the hydrant at the intersection of Bald Peak and Laurelwood there was an undocumented line with meter taps off the hydrant line that was hit during removal. This caused water outage for a few hours while we repaired the line.

  • Sampling conclusion with county – will still do extra testing through March, then we can go back to normal sampling schedule. Requested that some retraining is done with staff to ensure sampling is being done correctly.

  • Gaston Bridge Project – Washington County has completed 90% of the planning process for the bridge project which includes LA Waters’ design standards in regard to a new water line.

  • Clamped joint on Quail Run – Leak detection found joint leak on Quail Run which was repaired. Did not fix the water loss problem entirely.

  • Installed In-line valve on Quail Run Dr. – This was done to isolate a section of line which seems to have multiple leaks, which it did verify that the water loss is coming from that stretch of line. Currently pricing out if the best option is to continue to pay for leak detection and repairs leaks one by one, or just replace that full section of line.

  • Hydrant training for team – North Plains Public Works invited the crew to attend Fire Hydrant training with their staff. They spent an afternoon learning about the inner workings of fire hydrants and proper maintenance.

  • Water tap Mellott – Installed meter for new residence on Mellott.

Motion to approve by Mark Franzen. Seconded by Tom Gunn. Voted & Passed

Old Business

  1. OAWU rate study – Rate analysis from Tim Tice received and reviewed.

  1. Jet Pay – customers are starting to us, working well.

  1. Bill Pay vs Checks – Business Manager researched and bill pay can be done, but recommended with such a small office staff it would not be recommended for security purposes.

New Business

  1. New Certificate Requests – 3 certificate requests presented. One certificate approved with the condition they install a cistern to cover storage shortage on Jordan Resevour that they would be drawing from, as Jordan is over capacity. Other 2 certificates approved. One member spoke regarding certificates and wanted to know why we were not approving past capacity. A discussion was had regarding our state requirements and the process used to determine whether a tank has capacity or not.

Motion to approve one certificate with conditions and 2 certificates as normal by Linda Fountain. Seconded by Amber Morgan Voted & Passed

  1. Astleford Easement & Fire Hydrant Letter – Send to legal for advice.

Motion to send to legal by Linda Fountain. Seconded by Mike Steffl.

Voted & Passed

  1. Caselle Software – Business Manager researched and while the program is a very good accounting and billing software, it is very expensive and at this time would not be a good use of our money with as many other infrastructure needs pending.

Motion to Adjourn by Mark Franzen. Seconded by Amber Morgan. Voted and Passed

Meeting Adjourned at 7:47pm

Executive Session Held

Board Meeting Minutes – January 23, 2020

MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L.A. WATER COOPERATIVE HELD JANUARY 23, 2020 AT THE GASTON FIRE HALL.

Board Members Present:   Don Wicks, Ken Aberle, Linda Fountain, Lisa Dutz, Mark Franzen, Thomas Gunn, Michael Steffl

Board Members Absent:   Amber Morgan, Malcolm Moreno

Staff Present:   Kris Conway, Kyle Culley, Laurie Lago

Members Present:   Cam Dutz,

This meeting of the LA Water Cooperative was called to order at 6:00pm by Don Wicks, Chairman

Secretary’s Report:   The minutes of the December 2019 meeting was presented in writing.
Motion to approve by Mark Franzen. Seconded by Ken Aberle. Voted & Passed

Treasurer’s Report:    End of year P&L statement presented.
Motion to approve by Linda Fountain. Seconded by Mark Franzen. Votes & Passed

Business Manager’s Report:   Report presented in writing.
Motion to approve by Linda Fountain. Seconded by Ken Aberle. Voted & Passed
Laurie Lago informed the board she was looking into options for handling bad debt collections .

Operations Manager’s Report:   The field manager’s report was presented by Kris Conway.

  • Emergency Repair Callout – Hartley road had a mainline break, large rock underground shifted and broke line. Leak on customer side on 405th Place.
  • Capital Planning 2020 – East Gaston Bridge Project moving forward.
  • Quail Run Leaks – 5 joint separations repaired which will save an estimated 50K gallons of water loss.
  • Southwind Leak – broken pipe found and repaired which will save and estimated 20K gallons of water loss.
  • Dixon Mill – pump and pressure switch replaced.
  • Equipment Maintenance – Currently having maintenance done on equipment in preparation for the spring and summer, which is our busy time for projects.
  • Sample complications

Motion to approve by Ken Aberle. Seconded by Mark Franzen. Voted & Passed

 

Old Business

  1. OAWU rate study – Rate analysis from Tim Tice – Don to work with Tim to complete to present at next meeting so we can have something ready for the Annual Meeting.
  2. Bald Peak property buyer wanting to move easement – Proposed new spot is a low point and there is concern about it being too low and would require pumping if needed for Bald Peak back-up. Motion to deny moving easement by Linda Fountain. Seconded by Mike Steffl. Voted & Passed. Kris Conway to notify property buyer.
  3. Hydrant replacement – 5 hydrants on list to complete in February
  4. Jet Pay – RVS has sent CD for update – Loaded and successfully transferred files, working, but security not ideal. Working with RVS & Jet Pay to fix. Do not want to spend much more money or time if we are planning on changing systems. Look into removing one-time payment option which is the security issue.
  5. QuickBooks – Waiting on server

 

New Business

  1. Leak Credits:
    Baughman – Not approving bill reimbursement with explanation but Leak Credit is approved
    Spry – approved
    Motion to approve by Ken Aberle. Seconded by Tom Gunn. Voted & Passed
  2. A/P Checks:   Laurie Lago to check bylaws and legal issues on non-profits doing online payments.
  3. Hartley Road Leak:   Kris Conway explained break and repairs and showed pictures.
  4.  Lab Results:  Kris Conway – hot (chlorine) lab samples – our test showing .5 but lab coming up with 10.0 – flushed line thoroughly – switched out sample bottles for new ones and test came back clean. Appears to be bad sample bottles. Kris Conway will be meeting with State regarding bad samples on Friday 1/24/20.
  5. 2019 Total Water Loss Report:   Kris Conway – Presented last ten years, shows that we are down from last year.
  6. East Gaston Bridge Project, Phase 1:   Kris Conway –This will impact capital projects. 16K for IGA and design to Washington County needs to be approved by board. 25K if WestTech Engineering does the work, cost effective to have Washington County do the work.
    Motion to approve the 16K by Ken Aberle. Seconded by Tom Gunn. Voted & Passed.
  7. New Certificate Request:   Kris Conway – Due to storage shortage at Jordan Reservoir, it was recommended to deny and provide customer with all options and cost details.
    Motion to deny certificate by Tom Gunn. Seconded by Ken Aberle. Voted & Passed

 

 

Motion to Adjourn by Tom Gunn. Seconded by Linda Fountain. Voted and Passed

Meeting Adjourned at 7:40pm

Board Meeting Minutes – December 19, 2019

MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD DECEMBER 19, 2019 AT THE GASTON FIRE HALL.

BOARD MEMBERS PRESENT: Don Wicks, Ken Aberle, Tom Gunn, Linda Fountain, Lisa Dutz, Amber Morgan, and Mike Steffl.

BOARD MEMBERS ABSENT: Malcolm Moreno

STAFF PRESENT: Kris Conway

STAFF ABSENT: Laurie Lago

MEMBERS PRESENT: Cam Lutz

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 November 2019 meeting was presented in writing.

Motion by Mike Steffl to accept the minutes. Seconded by Amber Morgan. Voted and passed.

Treasurer’s Report: P&L statement was presented in writing. Jones & Roth will be generating the 990 for this year and next year the Cooperative will switch to using Pedro’s services. The finances are looking very good based on a comparison of 2019 budget to actuals. The 2020 budget will be entered into QuickBooks so the comparison to actuals can be done frequently.

Motion by Linda Fountain to accept the minutes. Seconded by Ken Aberle. Voted and passed.

Business Manager’s Report: The business manager’s report was presented in writing.

Motion by Tom Gunn to accept the Business Manager’s report. Seconded by Amber Morgan. Voted and passed.

Our attorney is to be contacted to find out if there is a statute of limitations on outstanding debits. What, if any, other criteria may be involved in determining the viability of aging debits.

Field Manager’s Report: The Field Manager’s Report was presented by Kris Conway.

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

Dixon Mill Pump re-plumbing: The pump was previously installed improperly and required re-plumbing.

A pressure switch was installed on Dixon Mill Road.

Leak Detection was done on Quail Run based on readings from the master meter. Two joints had separated. The repairs took the water loss down from 100,000 gallons to 30,000 gallons.

Service was installed on View Ridge.

Installed and air relief valve on the new lower section of the Laurelwood line.

Cleaned up all but one of the job sites from the Parmele project.

Addressed an electrical issue at Lambert.

Continued to meet with Washington County regard the bridge project on Gaston Road. The plans are approximately 70% complete.

Worked with Amber Morgan, Don Wicks, and Laurie Lago on the 2020 budget.

Reviewed Tim Tice’s analysis.

Don Wicks asked how Bright Side Electric is working out. This is the company that replaced Jerry Nethken. Kris Conway said they were working out well and keeping in touch with Jerry as needed. They have been very responsive. Bright Side is pulling data and have access to everything. They have set up data logs to show trending. They are supposed to present their first reporting by Jane 15, 2020.

OLD BUSINESS

1. OAWU rate Study:
Linda Fountain was asked to redo the original rate study spreadsheet. The new sheet to include the lowest and highest months, removing members who receive “special deals”, and members who left in the middle of a month. This sheet will exclude the electric surcharge but include both Options 1 and 2. Once the spreadsheet is available Don Wicks, Amber Morgan, Linda Fountain and Laurie Lago will do the first review.

2. Potential buyer of Bald Peak Road property asking to have easement removed. Laurie Lago and Kris Conway to send a joint letter explaining that the easement cannot be removed as additional capacity is needed for the area.

3. Jet Pay: RVS has provided a CD with updates for the Jet Pay processing. The CD can also be used to install RVS on the new PC.

4. QuickBooks: Still need to make a decision on with to use a server or purchase multi-user licensing.

 

NEW BUSINESS.

1. Leak Credits: Linda Fountain provided four potential leak credits in writing.
Motion by Tom Gunn to approve the four leak credits. Seconded by Amber Morgan. Voted and passed.

2. 2020 Budget: Amber Morgan provided copies of the proposed 2020 budget.
Motion by Tom Gunn to approve the 2020 budget as presented. Seconded by Ken Aberle. Voted and passed.

3. Hillsboro Fee Schedule Adjustments:  For purposes of potential buy back of a Water Certificate, the original purchase price (excluding the Hillsboro SDC) should be printed on the face of the Water Certificate when purchased. Need to review the By-Laws. Confirm there is no buy back option for Water Certificates transferred to new owner. Review the Kenneth Fowler buy back to determine what amount is on the face of his water certificate. On April 1, 2020 the Cooperative’s Water Service form must be updated with the new SDC amount. New Fee Schedules for 2020: Base price of water certificate remains the same as 2019 ($13,812) and the Hillsboro SDC will remain at $8,657, until April 1, 2020 when it will decrease to the new rate of $6,939. Motion by Tom Gunn to approve the changes for the 2020 Fee Schedule. Seconded by Amber Morgan. Voted and passed

OTHER BUSINESS

NONE

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

Board Meeting Minutes – November 21, 2019

MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD NOVEMBER 21, 2019 AT THE GASTON FIRE HALL.

BOARD MEMBERS PRESENT:   Don Wicks, Mark Franzen, Malcolm Moreno, Tom Gunn, Linda Fountain, Lisa Dutz, and Mike Steffl.

BOARD MEMBERS ABSENT:   Amber Morgan, Ken Aberle

STAFF PRESENT:   Kris Conway, Kyle Culley, Mason Childers, Laurie Lago,

STAFF ABSENT:   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 Don Wicks, Chairman.

 

Secretary’s Report:   The minutes of the October 2019 meeting was presented in writing.

Motion by Mark Franzen to accept the minutes. Seconded by Lisa Dutz. Voted and passed.

 

Treasurer’s Report:   The treasurer’s report was not available  –  Defer report to next meeting.

Amber Morgan sent 2020 operating budget to Don Wicks and Kris Conway for review.

 

Business Manager’s Report:   The Business Manager’s report was presented in writing.

Motion by Mark Franzen to accept the Business Mangers Report. Seconded by Tom Gunn. Voted and passed.

Field Manager’s Report:   The Field Manager’s Report was presented by Kris Conway.

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

  • Parmele Road project on Laurelwood Road was completed. One member was moved to continue service.
  • One member with extremely past due account was turned off. Upgraded Laurelwood line from Bald Peak to the bottom of Laurelwood. Completed 11K under budgeted amount.
  • Installed a PRV on Laurelwood Drive.
  • Master Plan will be updated, some items on the master plan were able to be completed during the Parmele project.
  • Worked on severe weather plan, NOAA is expecting a harsh winter.
  • Worked with Amber Morgan on 2020 operating budget.
  • Met with JWC and received a tour of the new water treatment plant..
  • Met with new Hillsboro Water Director and Tacy Steele regarding new rates.
  • Hydrant project put off due to Parmele project, will be going back to that project .
  • Water Loss Table presented and showing on track to be 6 million gallons less loss than last year.
  • Restarting leak detection on the whole system going grid by grid.

 

OLD BUSINESS

  1. OAWU rate Study:   No response from Tim Tice.
  2. Hydrant replacements:   Stopped to work on Parmele project, restarting in December.
  3. Easement LaSalle Pump Station:   Approved by member, all items rec’d and ready to be recorded with the county.
  4. Jet Pay – RVS Programming:   CD received and will be loading soon and working out details.
  5. Quickbooks:   Multi or Online, leaning towards multi-user with server. Chart of Accounts needs updated for new year. Work with Pedro to develop, although use Pedro’s time wisely.

 

NEW BUSINESS

1. Leak Credits – Motion by Tom Gunn to approve. Seconded by Mike Steffl. Voted and passed.

2. Hillsboro Water Rate and SDC Review – 2.6% increase in Jan. SDC rates reduced, pass on reduced saving to customers.

3. Inactivating water certificate – A member is requesting to inactivate a meter. If member wants to inactivate a meter, they can, just make sure they are aware they will need to pay the current disconnect charge and the current re-install fee when reinstalled. Motion by Tom Gunn to approve allowing members to inactivate their meter. Seconded by Mark Franzen. Voted and passed.

 

OTHER BUSINESS:

None

 

MOTION by Tom Gunn to adjourn at 6:50 p.m. Seconded by Mike Steffl. Voted. Passed.

Board Meeting Minutes – October 24, 2019

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

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

BOARD MEMBERS ABSENT: Malcolm Moreno, Mark Franzen, Amber Morgan

STAFF PRESENT: Kyle Culley

STAFF ABSENT: Kris Conway, Patricia Carr

MEMBERS PRESENT: None

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 August 2019 meeting was presented in writing.

Motion by Tom Gunn to accept the minutes. Seconded by Ken Aberle. Voted and passed.

Treasurer’s Report: The treasurer’s report was not available.

Don Wicks asked that Amber Morgan send out the report next week.
He also asked that she provide a comparison of actual expenditures versus budget.

Business Manager’s Report: The business manager’s report was not available.

Linda Fountain reported that door hangers had been put out for accounts past due 61+ days. The response had been good.

Field Manager’s Report: The Field Manager’s Report was presented by Kyle Culley.

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

  • Emergency call-out for a customer leak on Roy Jean Lane.
  • Started the Parmele Road project on upper Laurelwood Road.
  • Repaired a vale enclosure at the Poppy Drive pump station.
  • Performed valve locations throughout the system.
  • Performed a locate on the upper Laurelwood line.
  • Performed a line locate and leak detection on Parmele Road.
  • Pot holed for a PRV site on Laurelwood Road.
  • Started a water tap on Bald Peak Road for a member activating their certificate.
  • Met with the new Yamhill County Commissioner Casey Kulla
  • Installed a PRV on Laurelwood Drive.
  • Worked on two significant leaks. One on Quail Run (180,000 gallons per month) and the other on Southwind (17,000 gallons per month). Dan’s Leak Detection was called but still cannot find the leaks.
  • Next Month’s work: hydrant removal, leak detection throughout the system, Bald Peak/Laurelwood Road
  • replacement 1-inch monitor meter with a 2-inch, install three 4-inch PRVs on Laurelwood Road.

 

OLD BUSINESS:

  1.  OAWU rate Study:
    Tim Tice responded stating he will be running the analysis against out operating budget plus a contingency of $144,000 and capital improvements of $150,000.
    Tim Tice requested water loss data for 2018.
  2.  Parmele Project Update – covered in Field Manager’s report.
  3.  Laurelwood line extension project: covered in Field Manager’s report.
  4.  Ananda Development – no update.
  5.  Hydrant replacements: noon pulled this month, worked on leak detection.
  6.  Easement LaSalle Pump Station: Waiting for a response from member.

 

NEW BUSINESS:

  1. Quail Run and Southwind Drive Leaks – covered in the Field Managers report.
  2. Leak Credits: Will be presented next month.
  3. Jet Pay: A goal has been set to have Jet Pay installed and ready for bill paying in December 2019
  4. QuickBooks – A goal has been set to have the clean up projects suggested by the CPA completed by December 31, 2019 in preparation for QB On-line January 1, 2020.
  5. Ananda Development – Kris Conway discussed the 150 acres to be divided into 30 lots over the next three years and the ability of the current system to supply water. Ananda leadership told Kris Conway that a prior board member had verbally approved water service which we now cannot deliver. Kris Conway to talk with Ananda leadership to let tem know the information given to him in the past is not accurate and the community will have to submit 30 water requests forms as any other new user would. Any pump station or reservoir needed will be at the expense of the Ananda community. Kris Conway, Patti Carr, and Linda Fountain to define what is needed.

 

OTHER BUSINESS:

NONE

MOTION by Tom Gunn to adjourn at 6:30 p.m. Seconded by Mike Steffl. Voted. Passed.

Board Meeting Minutes – September 26, 2019

MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD September 26, 2019 AT THE GASTON FIRE HALL.

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

BOARD MEMBERS ABSENT: Malcolm Moreno

STAFF PRESENT: Kris Conway, Patricia Carr

MEMBERS PRESENT: None

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

For all future board meetings, documents that do not contain any member specific information should be included in the Power Point presentation. Documents included in the Power Point presentation should be emailed to Board members approximately 1 week before the board meetings and hard copies will not be printed and distributed at the meetings.

Secretary’s Report: The minutes of the August 2019 meeting was presented in writing.

Motion by Ken Aberle to accept the minutes. Seconded by Amber Morgan. Voted and passed.

Treasurer’s Report: The 2019 year to date Profit and Loss Comparison to Prior Year was presented in writing.

Motion by Linda Fountain to accept the report. Seconded by Ken Aberle. Voted and passed.

Depreciation is not included in the report and a depreciation sheet does not exist. Amber to follow up.
Met with CPA to do a review of QuickBooks. He recommended several clean up projects then a complete review. Goal is to have all clean up done by December 31, 2019 and convert to QuickBooks on-line January 1, 2010.

Business Manager’s Report: The Past Due Accounts 61+ Days was presented in writing. System Status reports for May 2019 through August 2019 were also presented in writing.

Motion by Mark Franzen to accept the reports. Seconded by Amber Morgan. Voted and passed.

Field Manager’s Report: The Field Manager’s Report was presented in writing. Kris Conway reviewed the work done over the last month and the Water Loss Report.

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

Field Manager’s Report: The Field Manager’s Report was presented in writing. Kris Conway reviewed the work done over the last month and the Water Loss Report.

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

Rossman Emergency Alarms: Alarms were due to power issues at Muddy Gulch and Gammon pump station. PGE is starting work to provide more reliable power.

Changes to premises: New front door has a secure mail slot, all 8 cameras up and running. Fabricating bars for the remaining windows will be done in-house.

Jerry Nethken Replacement: New electricians are on board and can check with Jerry Nethken when necessary.

East Gaston Road Bridge beam replacement: The Cooperative’s side of the work went smoothly. Denny Munchmore (engineer) and Kris Conway working with the country on the bridge replacement project scheduled for next year.

Leaks: Broken pipe on Laurel Drive caused by glue not holding. Replaced some pipe and putting in a PRV (15,000 gallons lost). Phillips Road (1,000 gallons lost) due to root wrapped around pipe causing a break. Faulty fitting at Ned Ludlum’s causing loss of 10,000 gallons.

Hydrants: Some of the hydrants on Albertson road have been removed and in the next month additional ones to be removed along with those going down Chehalem Road.

Leak Detection: In the next month, the maps will be sectioned into grids. The approach will be changed to walking a single grid before moving on to the next grid. Grids will be prioritized.

OLD BUSINESS

1. OAWU rate Study: After analyzing the impact of the proposed rate structure options presented to the board, it was agreed that Option 1 best met the needs of the Cooperative.
Kris Conway to send Tim Tice the Board’s decision. Tim Tice will run analysis to compare to the capital projects that resulted from the Master Plan study
Develop a simple presentation of the four new rates that would become effective with the implementation of the rate changes.
2. Laurelwood line extension project: Close to finalizing the plan.
Revised plans sent to Denny Muchmore (engineer) for approval.
Back to Kris Conway for final approval.
3. Easement LaSalle Pump Station: Waiting for a response from Dave Durbetaki.
4. Hydrant replacements: Continuing to move forward.
5. Parmele Road Project:  Kris Conway to develop a plan and costs based on the last plan presented to the board.

NEW BUSINESS

1. 990 Approval: Amber Morgan had reviewed the 2019 990 form prepared by Jones and Roth and said it look fine.

2. Leak Credits: Linda Fountain presented calculations for 4 leak credits based on documentation that had been provided by the members and approved by Kris Conway. Linda Fountain and Amber Morgan had also changed the policy requiring members to attend a board meeting for purposes of obtaining a leak credit. Providing sufficient pictures and receipts of the leak and work done to repair to be considered sufficient.

Motion by Tom Gunn to approve all leak credits. Seconded by Amber Morgan. Voted. Passed.

3. Changes to meeting dates: October 24 meeting date does not need to be changed. November date would have been on Thanksgiving Day and will be moved to November 21. The December meeting will be moved from December 26 to December 19

Motion by Amber Morgan to change November and December meeting dates to the 3rd Thursday. Seconded by Ken Aberle. Voted. Passed.
Linda Fountain to confirm these dates are acceptable with the Gaston Fire Department.

4. Water Service Requests:  Based on his approval, Kris Conway submitted two new water service requests for Board approval.
Brent Overdorf on Albertson Road. Motion by Linda Fountain to approve Mr. Overdorf’s request for water service. Seconded by Tom Gunn. Voted. Passed.
Pacific LifeStyles on Viewridge Road. Motion by Tom Gunn to approve Pacific LifeStyles request for water service. Seconded by Mike Steffl. Voted. Passed.

5. Ananda Development:  Kris Conway discussed the 150 acres to be divided into 30 lots over the next three years and the ability of the current system to supply water. Daiva Glazzard told Kris Conway that Malcom Morena had verbally approved water service which we now cannot deliver. Kris Conway to talk with Daiva Glazzard to let him know the information given to him in the past is not accurate and the community will have to submit 30 water requests forms as any other new user would. Any pump station or reservoir needed will be at the expense of the Ananda community. Kris Conway, Patti Carr, and Linda Fountain to define what is needed.

OTHER BUSINESS

1. Linda Fountain verbally approved obtaining a new check scanner from Heritage Bank. The cost will be $700 but Heritage Bank is splitting the cost with the Cooperative.

2. Amber Morgan purchased a coffee maker and supplies for the office.

3. RVS annual maintenance fee was increased from $800 to $1,004 to provide for an additional 1,000 customer accounts for processing. Past practice had been to delete customer information that had been inactive for more than 2 years.

4. Board approval not needed since the operating budget includes a line item for office equipment.

NONE

MOTION by Tom Gunn to adjourn at 7:03 p.m. Seconded by Mike Steffl. Voted. Passed.

Executive Session

Board Meeting Minutes – August 22, 2019

MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD August 22, 2019 AT THE GASTON FIRE HALL.

BOARD MEMBERS PRESENT: Don Wicks, Ken Aberle, Tom Gunn, Linda Fountain, Lisa Dutz (6;30), Mark Franzen, Amber Morgan, and Mike Steffl (6:35),

BOARD MEMBERS ABSENT: Malcolm Moreno

STAFF PRESENT: Kris Conway

STAFF ABSENT: Patricia Carr

MEMBERS PRESENT: Jenny Parrow

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

Jennifer Parrow addressed the board regarding a leak on her property and asked for a leak credit. Documentation was provided. Motion by Tom Gunn to approve Jennifer Parrow’s request. Seconded by Mark Franzen. Voted and passed.

Secretary’s Report: The minutes of the July 2019 meeting was presented in writing.

Motion by Tom Gunn to accept the minutes. Seconded by Amber Morgan. Voted and passed.

Treasurer’s Report: The May, June, and July 2019 treasurer’s reports were not available. Amber Morgan and Linda Fountain to work on preparing the reports for the September meeting. Tom Gunn turned in his written resignation as the treasurer. He will remain a signer on the bank accounts.

Business Manager’s Report: The May, June, July 2019 Business Manager’s Report and May, June , and July 2019 System Status Reports were not available. Amber Morgan and Linda Fountain will work to have the reports available for the September meeting. One shut off fee was waived due to misdirection from a renter. Board approved Amber Morgan and Linda Fountain to proceed with new procedures.

Field Manager’s Report: The Field Manager’s Report was presented in writing. Kris Conway reviewed the work done over the last month and the Water Loss Report.

Water Loss: Leak on Springhill Road, La Salle, lead loss of 50,000 gallons, Bridge Farmer PRV failure losing 10,000 gallons, Bald Peak leak 8,500 service line failure, Master meter leak on Springhill Road.

Rossman reservoir light came on 4 times due to power issues throughout the system.

Kris Conway and Kyle Culley met with the Hillsboro operations manager and head engineer.

City of Hillsboro is taking over the electrical cost of the master meter which is a savings to the Cooperative.

Toured the Joint Water Commission water treatment facility.

Jerry Nethken Replacement: Met with Jerry Neithken, Brightside Lighting and Electrical Services, and programmer from Blueline Electric. Final handover schedule for September 3.

Changes to premises: Security cameras have been installed around the office both inside and outside. The administrative office space was reconfigured. New front door installation scheduled for late August. Developing estimates installing bars on the two windows not currently covered.

Set up on-line payroll processing and time management with ADP.   Kris Conway and Linda Fountain attended the ADP training session.

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

OLD BUSINESS

1. Parmele Road Waterline Relocation: Kris Conway to provide board with estimated project costs.
2. OAWU rate Study: Kris Conway and Linda Fountain to finalize formulas and discrepancies and discuss with board. Contact Tim Tice if necessary.
3. Laurelwood line extension project has been approved by Kris Conway and Denny Muchmore,
4. Easement LaSalle Pump Station: Final easement document from attorney going to Dave Durbetaki for his approval and signature.
5. Hydrant replacements: Completed removal on Hardebeck road and started on Springhill Road. Next will be completing removal on Springhill Road and Dixon Mill.

NEW BUSINESS

Kris Conway and Linda Fountain assigned to work out payment plan for Walid Nihad.

Linda Fountain to gather documentation from Michael Aucoin regarding his leak and present to board for determination of leak credit.

OTHER BUSINESS

NONE

MOTION by Tom Gunn to adjourn at 6:55 p.m. Seconded by Amber Morgan. Voted. Passed.

Executive Session

Reconvene at 7:40 PM.

MOTION by Tom Gunn nominating Amber Morgan as Treasurer. Seconded by Mark Franzen. Voted. Passed.

MOTION by Linda Fountain to adjourn at 7:42 PM. Seconded by Mark Franzen. Voted. Passed.

Board Meeting Minutes – July 25, 2019

MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD July 25, 2019 AT THE GASTON FIRE HALL.

BOARD MEMBERS PRESENT: Don Wicks, Ken Aberle, Tom Gunn, Linda Fountain, Lisa Dutz, 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: None

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 and June 2019 meetings were presented in writing. Linda Fountain to forward copies of the February and April minutes to Ken Aberle so they can be posted on the website.

Motion by Mark Franzen to accept the minutes from both months. Seconded by Ken Aberle. Voted and passed.

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

Business Manager’s Report: The May and June 2019 Business Manager’s Report and May and June 2019 System Status Reports were not available and will be added to the August agenda. Amber Morgan and Linda Fountain to prepare these reports for the August 2019 meeting. Loading meters to the handhelds needs to start on the 25th of each month. A week is needed to get the meters read, any rereads completed as needed, and get invoices in the mail. The absence of an employee in the office caused some member invoices to have late fees. Any late fees included incorrectly will be adjusted off. Amber Morgan said that all bills had been paid. Need to work on requests for new water certificates and water certificate transfers.

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. Poppy pump station failure caused the loss of two pumps. There was a significant leak on LaSalle and 85K gallons were lost. The East Gaston fire hydrant has been replaced with a blow off valve. Kris Conway will be attending a Laurelwood plan review meeting.

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

OLD BUSINESS

Parmele Road Waterline Relocation: Work is scheduled to start in the last week of August and should take about 2 days. Members will be without water for about 6 hours each day. Advance notice will be provided via door hangers and on the website.

OAWU rate Study: Don Wicks said he had not heard back from Tim Tice. Amber Morgan and Kris Conway gathered the additional information needed so should be receiving a response from Tim Tice by Tuesday, July 30, 2019.

Easement LaSalle Pump Station: Kris Conway reported that the process for obtaining the gifted easement from Dave Durbetaki is moving forward.

Office Security: A security camera system has been purchased. The system comes with 8 cameras and all are to be installed along with sign warning cameras are in place. Kris Conway received a safety overview from SAIF who said no other changes were needed beyond the security system. She did suggest some de-escalation training. Kris Conway said he had ordered a new door with a crash bar from Home Depot. However, they do not sell doors with a mail slot. Don Wicks suggested Kris Conway check with Suburban Door in Tualatin. Bars are also to be installed on the new window.

Jerry Nethken Replacement: Jerry Nethken has suggested a couple of possibilities for his replacement. One is Bentley Electric off LaSalle Road. There is a need to get someone soon so that Jerry has a minimum of two weeks for training.

NEW BUSINESS

Credit Card Payment: The invoice for the company credit card had been misplaced and was overdue. To prevent loss of the use of the card, Amber Morgan paid over the phone after checking with other board members via texting. The board was asked to officially approve the payment.

MOTION by Lisa Dutz to approve the payment. Seconded by Tom Gunn. Voted. Passed.

Accounts Payable Check and Billing Statement Stock: Amber Morgan presented the Board with the cost of the current Accounts Payable Check stock and the Billing Statements including less expensive alternatives for each. It was decided to not change the Accounts Payable stock at this time as there is not a need currently to reorder. The Board did agree to go with the black and white billing statements from FedEx on the next order of billing statements which will be required soon.

Office Rearrangement: The Board wanted the office to be arranged so that all personnel are located at the front of the office and equipment and file cabinets moved to the back room. Actual arranged to be directed by Amber Morgan and Linda Fountain.

OTHER BUSINESS

NONE

MOTION by Ken Aberle to adjourn at 6:50 p.m. Seconded by Mark Franzen. Voted. Passed.

Executive Session

Reconvene at 7:55 PM.

MOTION by Tom Gunn to officially change the office hours to 8:00 to 5:00 Monday through Friday with a 1-hour unpaid lunch. Seconded by Ken Aberle. Voted. Passed.

MOTION by Tom Gunn to adjourn at 8:00 PM. Seconded by Ken Aberle. Voted. Passed.