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.

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 – April 25, 2019

MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD APRIL 25, 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, Kyle Culley and Patricia Carr

MEMBERS PRESENT: Richard and Caroline Salsbery, Cam Dutz and 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 the monthly board meeting held on March 28, 2019 were presented in writing.

MOTION by Tom Gunn to accept the minutes of March 28, 2019 as presented. Seconded by Amber Morgan. Voted. Passed.

Treasurer’s Report: The January through March Profit and Loss Previous Year Comparison Report and the Year to Date Performance to Budget Report were presented in writing. The March 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 Tom Gunn. Voted. Passed.

Business Manager’s Report: The Business Manager’s Report and March System Status Report were presented in writing.

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 was presented on screen. Kris Conway said 99% of the radio-read meters for customers have been installed. There are still some master meters to be replaced.

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

OLD BUSINESS

Signers: MOTION by Ken Aberle to authorize Tom Gunn, Linda Fountain, Mike Steffl and Mark Franzen as signers. Seconded by Lisa Dutz. Voted. Passed.

OAWU Rate Study: The rate study has been reopened. Kris Conway stated that in order to move forward with the rate study a yearly budget for Capital Expenses has been estimated at $150,000.00. Kris Conway asked the board if they wanted to continue with multiple area rates (which include electrical surcharges) or if they wanted one rate for all customers. Don Wicks stated that he thought the rate study should show us both options.

Kris Conway is to work with OAWU to have the rate study completed by two weeks prior to the next board meeting and if this cannot be done, notify the board why and when it can be completed.

NEW BUSINESS

Bill Pay Services: Patricia Carr presented a spreadsheet comparing the four companies she and Linda Fountain had reviewed for bill pay services. Discussed the pros and cons.

MOTION by Tom Gunn to adopt JetPay bill pay service. Seconded by Amber Morgan. Voted. Passed.

Paving: Kris Conway presented bids for repairing the driveway into Gammon Reservoir that was damaged during tank diving and for paving part of the parking area at the shop.

Don Wicks asked Kris Conway to contact LiquiVision regarding possible cost sharing on the repair.

Tank diving summary: Kyle Culley presented and reviewed a summary of the findings from the tank diving.

Jerry Nethken, our electrician, will be moving and his last day working with the Co-op will be August 30, 2019. He will finish up outstanding projects and help with the orientation of his replacement.

Fuel Storage: Kris Conway asked about getting a 500 gallon diesel tank to put at the shop for refueling the excavator. Don Wicks suggested a 50 gallon tank to go in the back of the Tundra.

Kris Conway will check into tanks for the back of the Tundra, both new and used.

Barney Ward waterline: Discussed the possibility of replacing the water line that goes across Barney Ward’s property by doing a road bore and taking the line up Laurelwood Road.

Kris Conway will check again to see if we can bundle jobs and reduce the $36,000.00 cost.
Kris Conway will check with BSC boring. Cam Dutz will get the contact information to Kris.

Office Position: Discussed the vacant part-time office position. The position will remain open for now and will be readdressed in June.

OTHER BUSINESS

Salsbery easements: Richard and Caroline Salsbery addressed the board regarding access to the easements on their property. Caroline stated they want staff to stay within the written easements. Don Wicks asked if they can finish the survey of the property. Caroline stated that she wants to be notified before anyone comes onto her property. Malcolm Moreno stated that his map book shows all of the easements. Ken Aberle asked Malcolm if he could bring that map book to the office so Kris Conway could compare it to the maps at the Co-op office.

Kris Conway is to coordinate with Caroline Salsbery to finish surveying the waterlines that cross their property.

Kyle Culley stated that he has been approached by Laurelwood Water Users Cooperative to do some work for them when he is not on duty for L. A. Water Cooperative. Board reiterated that what Kyle does on his own time is up to him, however, it is not to interfere with his responsibilities for L. A. Water Cooperative and none of L. A. Water Cooperative’s tools or equipment are to be used.

MOTION by Tom Gunn to adjourn at 7:35 p.m. Seconded by Mike Steffl. 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 – February 28, 2019

MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD FEBRUARY 28, 2019 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: Kris Conway, Patricia Carr and Kyle Culley

MEMBERS PRESENT: Cam Dutz, Mark and Sharon Zertanna, Amber and Jeremy Morgan, and Erica Stark.

GUESTS PRESENT: Denney Muchmore and Payse Smith, 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.

Secretary’s Report: The minutes of the monthly board meeting held on January 24, 2019 were presented in writing.

MOTION by Lisa Dutz to accept the minutes of January 24, 2019 as presented. Seconded by Ken Aberle. Voted. Passed.

Treasurer’s Report: The 2018 draft of the Financial Report was presented to the board in writing.

The board will review the draft and send questions to the office via email or vote by email to approve the draft before Wednesday, March 6th.

Business Manager’s Report: The Business Manager’s Report and January System Status Report were presented in writing. Discussion.

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, and January Consumption Report were presented in writing. Kris Conway gave a verbal review. He stated that the estimated water loss for the Bridgefarmer Road leak was 150,000 gallons. Estimated loss for the Vista Hill Road main line break was 20,000 gallons.

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

OLD BUSINESS

Holly Hill Chlorine Residual Report Update: Kris Conway gave an update on the project and expected costs.

NEW BUSINESS

Treasurer – signer: Tabled until after the Annual Meeting.

Master Plan approval: Denny Muchmore distributed Executive Summaries and maps then reviewed the several items in the Master Plan. Discussed the purpose of the Master Plan – to give the Co-op a roadmap to aid in future planning. All projects listed are in today’s dollars and listed as if the Co-op had to contract out the entire job. He discussed the fact that there are some areas where we do not have adequate mapping to show our pipe size, material or location. David McAdams expressed his concern over some of the wording. Lisa Dutz asked some questions about priority 1A in the Executive Summary.

David McAdams will send recommended wording changes to the Co-op office.

MOTION: Motion by David McAdams to approve the Master Plan subject to the wording modifications – in lieu of stipulate add intended. Seconded by Tom Gunn. Voted. Passed. Lisa Dutz abstained.

Capital Equipment Purchase: Kris Conway presented several options for a backhoe and gave a presentation on the expected Return on Investment. The Board will address this again after the Annual Meeting.

OAWU Rate Study: Discussed re-opening the rate study now that the Master Plan and Capital Improvement Lists are completed.

Kris Conway will contact OAWU to see if there will be any additional fees or charges to re-open the rate study above the original quote.

Website Walk-through: Ken Aberle has been updating the L. A. Water Cooperative website. Kris Conway did a slide walk-through to show the changes and additions.

OTHER BUSINESS

Mark Zertanna addressed the board regarding his concern over the rate increases and the possibility of the Co-op offering incentives for water saving devices. The reasons for the rate increase were explained, one of which was the 10.9% increase in the cost of water from the City of Hillsboro, another the rising cost of materials for repair and maintenance.

Amber Morgan addressed the board requesting the Co-op institute online bill pay and credit card services. It was explained that the Co-op now has more options than were available two years ago and we were again doing a feasibility study on these options.

MOTION by Tom Gunn to adjourn at 8:50 p.m. Seconded by Lisa Dutz. 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.