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.

Board Meeting Minutes – June 21, 2018

CONDENSED MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD JUNE 21, 2018, AT THE GASTON FIRE HALL.

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

STAFF PRESENT: Patricia Carr STAFF ABSENT: Kris Conway

MEMBERS PRESENT: Cam Dutz and Malcolm Moreno.

GUESTS PRESENT: Tom BeLusko, WSC Insurance

This meeting of the L. A. Water Cooperative Board of Directors was called to order at 7:00 PM by Don Wicks, Chairman.

Tom BeLusko, WSC Insurance, gave a presentation regarding our current insurance coverage and answered board questions. David McAdams will meet with Tom BeLusko at his office before the next board meeting.

Secretary’s Report: The minutes of the monthly board meeting held on May 17, 2018 and the Special Board Meeting held on June 1, 2018 were presented in writing. MOTION by Megan Corvus to approve the minutes of May 17, 2018 and June 1, 2018 as presented. Seconded by Ken Aberle. Voted. Passed.

Treasurer’s Report: The Cash Flow Statement, Balance Sheets, Statements of Operations, Performance to Budget and Capital Expense Reports were presented in writing. Motion by Megan Corvus to approve the Financial Reports. Seconded by Mark Franzen. Voted. Passed.

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

Field Manager’s Report: The Field Manager’s Report and April and May Vehicle Reports were presented in writing. MOTION by Mark Franzen to accept the Field Manager’s Report as presented. Seconded by Megan Corvus. Voted. Passed.

OLD BUSINESS

Regular board meeting date and time change starting in July: Patricia Carr stated that she had confirmed with the Gaston Fire Hall that the venue would be available at 6:00 p.m. on the fourth Thursday of each month. If there is an unexpected conflict with the fire hall activities Gaston Fire personnel will contact us or if there is a conflict with a holiday we will work with Gaston Fire to reschedule. Discussion. Beginning in July the meeting will be moved to the 4th Thursday of each month at 6:00 p.m.

Office Assistant: A part-time, temporary, office assistant has been hired through Integrity Staffing. She will begin work on July 2, 2018.

501c(12) – 85% rule: Patricia Carr included the IRS guideline in the board packets.

NEW BUSINESS

Phone for part time field personnel: Discussed getting a basic phone for the part time field personnel.

Kris Conway will be asked to get the cost of a basic phone and an additional line and email the information to the entire board.

Member/Renter billing: Discussed options for billing so the certificate holder is kept informed of past due balances on their rental accounts. A letter will be sent to the certificate holder on record when a renter becomes 30 days past due notifying them the water will be shut off when the account becomes 60 days past due.

Mark Franzen nominated Ken Aberle as webmaster. Lisa Dutz seconded. No vote taken. Ken Aberle will assume responsibility for the Co-op website.

OTHER BUSINESS – None

MOTION by Lisa Dutz to adjourn at 8:43 p.m. Seconded by Mark Franzen. Voted. Passed.

Board Meeting Minutes – May 17, 2018

CONDENSED MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD MAY 17, 2018, AT THE GASTON FIRE HALL.

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

STAFF PRESENT: Kris Conway and Patricia Carr

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

This meeting of the L. A. Water Cooperative Board of Directors was called to order at 7:00 PM by Don Wicks, Chairman.

Secretary’s Report: The minutes of the monthly board meeting held on April 19, 2018 were presented in writing. MOTION by David McAdams to approve the minutes of April 19, 2018 as presented. Seconded by Mike Steffl. Voted. Passed.

Treasurer’s Report: The Balance Sheets, Statements of Operations, Performance to Budget and Capital Expense Reports were presented in writing. David McAdams requested that a cash flow statement be included in the monthly packets. Don Wicks wants completed projects marked as such so they can easily be identified from ones still in progress. Motion by Mark Franzen to approve the Financial Reports. Seconded by Ken Aberle. Voted. Passed.

Business Manager’s Report: The Business Manager’s Report and April System Status reports 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, was presented in writing. Kris Conway gave a verbal review of the items on the report. MOTION by Linda Fountain to accept the Field Manager’s Report as presented. Seconded by Ken Aberle. Voted. Passed.

OLD BUSINESS

Shop roofing update: Roof completed.

Inactive Certificate Billings: Discussed increase in Inactive Certificate rates for 2018. MOTION by David McAdams to increase all fees by the 2017 CPI, 4.4%, for the 2018 billing cycle. Seconded by Lisa Dutz. Voted. Passed.

MOTION by Ken Aberle to raise the water rates by 6.5%. (This increase is to cover the 4.4% CPI, the 5.7% PGE increase and the 1.4% increase in cost of wholesale water from the City of Hillsboro) Seconded by David McAdams. Voted. Passed.

AMEMDMENT by Ken to make the water rate increase effective the next billing cycle (May – June). Seconded by David McAdams. Voted. Passed.

Master Plan update:

Don Wicks asked Kris Conway to have the engineer, Denny Muchmore, firm up the full cost of the Master Plan and firm up the timeline for completion of the Master Plan. Kris Conway was asked to send the State criteria for the Master Plan to all the board members and find out the average time it takes for State approval after a completed Master Plan is submitted to them.

Business Manager’s job description: Patricia Carr presented a one-page job description. Discussed. Don Wicks suggested adding education and skills to the back of the page. Don Wicks will work with Patricia Carr on format changes.

Office Assistant Position: Established that the position is intended to be part time. Discussed whether the position was intended to be permanent or temporary. It will be considered temporary for the time being. MOTION by Mark Franzen to authorize Patricia Carr to contact temp agencies to hire our candidate through the temp agency for the number of hours Patricia Carr deems necessary. Seconded by Ken Aberle. Voted. Passed.

Banking: Mark Franzen stated he had given information to Patricia Carr about T-bills.

Annual Meeting action points: Linda Fountain pointed out that there were several questions and items requested by members that are outstanding. Linda Fountain will resend the list to all board members.

Certificate Buy Back Policy: David McAdams stated he had researched the Certificate Buy Back Policy and found a 7-17-1997 motion on the books “to establish a Buy Back” Policy which states: When the L. A. Water Cooperative Board of Directors agrees to buy back a certificate, L. A. Water Cooperative will pay the original purchase price of that certificate. In a case where the certificate was given for services rendered, i.e. an easement, the price will be considered to be whatever the going rate for which certificates were being sold at the time the easement was given.” All certificates bought back from that date to present have followed this policy. MOTION by David McAdams to buy back Bruce Colwell’s water use certificate at the original purchase price of $1,350.00. Seconded by Lisa Dutz. Voted. Passed.

NEW BUSINESS

Monthly Financial Reporting: Discussed getting the financial reports sent to all board members prior to the board meeting. Discussed options.

Commercial/Residential users on system: Patricia Carr submitted a report on the commercial users in the system and their water usage. David McAdams read the limitations on commercial accounts presented in the Articles of Incorporation. Patricia Carr will check on the 501c12 restrictions for commercial usage and report to the board. Board will address updating the Articles of Incorporation if the 501c12 restrictions differ from those outlined in the Articles.

Date and time for future board meetings: Board decided to check on the availability of the Fire Hall to move the meeting to 6:00 p.m. and to move the meeting to the 4th Thursday of each month. Patricia Carr will check on the Fire Hall availability and make the appropriate notifications. MOTION by David McAdams to change the meeting times to 6:00 p.m. and move the meeting to the fourth Thursday of the month if the fire hall is available. Seconded by Lisa Dutz. Voted. Passed.

Insurance: Tom Belusko has agreed to attend the June board meeting to outline our coverage and respond to any questions the board may have regarding that coverage.

OTHER BUSINESS – None

MOTION by Lisa Dutz to adjourn at 8:55 p.m. Seconded by Mark Franzen. Voted. Passed.

Board Meeting Minutes – April 19, 2018

CONDENSED MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD APRIL 19, 2018, AT THE GASTON CITY HALL.

BOARD MEMBERS PRESENT: Don Wicks, Ken Aberle, Linda Fountain, Mark Franzen, Mike Steffl, David McAdams, Lisa Dutz..

BOARD MEMBERS ABSENT: Megan Corvus and Thomas Gunn.

STAFF PRESENT: Kris Conway, Jerry Nethken STAFF ABSENT: Patricia Carr

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

This meeting of the L. A. Water Cooperative Board of Directors was called to order at 7:11 PM by Don Wicks.

Election of Officers:

Linda Fountain nominated Don Wicks as President. Ken Aberle seconded. Voted. Passed.

Mark Franzen nominated Ken Aberle as Vice President. Don Wicks seconded. Voted. Passed.

Linda Fountain nominated Thomas Gunn as Treasurer. Mark Franzen seconded. Voted. Passed.

Mark Franzen nominated Linda Fountain as Secretary. Lisa Dutz seconded. Voted Passed.

David McAdams nominated Don Wicks as Chairman. Ken Aberle seconded. Voted Passed.

Don Wicks to remain as Liaison with staff.

Introduction of Board Members:

Lisa Dutz and David McAdams introduced themselves as the new board members. The existing board members, Kris Conway and Jerry Nethken introduced themselves to the new board members.

Secretary’s Report: The minutes of the monthly board meeting held on March 15, 2018 were presented in writing. MOTION by Mark Franzen to approve the minutes of March 15, 2018 as presented. Seconded by Mike Steffl. Voted. Passed.

Treasurer’s Report: The Balance Sheets, Statements of Operations, and Performance to Budget reports were presented in writing. There were a number of questions raised.

  • Kris Conway to find out from Patricia Carr when the inactive certificate statements will be mailed.

  • Mike Steffl asked for explanation of large difference in Accounts Receivable Miscellaneous line item.

  • David McAdams asked if the financial reports could be sent out before the board meetings so there was time to do a review. More discussion regarding what financial information is valuable to the Board and the timeliness of the reports.

Motion by Linda Fountain to postpone approval of the Financial reports. Seconded by Ken Aberle. Voted. Passed.

Business Manager’s Report: The Business Manager’s Report and March System Status Report were presented in writing. Discussion and requests for additional information.

  • Kris Conway said the Ward house is vacant but still has a leak.

  • Board asked to have the attorney provide a cost for getting an inherent easement and the possibility of success with that endeavor.

  • More details from Patricia Carr are needed.

  • Kris Conway to develop firm costs for resolving the Ward leak.

Motion by Mark Franzen to postpone approval of the Business Manager’s report. Seconded by Mike Steffl. Voted. Passed.

Field Manager’s Report: The Field Manager’s Report, was presented in writing. Kris Conway reviewed some of the larger items on the report. MOTION by Linda Fountain to accept the Field Manager’s Report as presented. Seconded by David McAdams. Voted. Passed.

OLD BUSINESS

Banking: As Tom Gunn will be unavailable until August, Mark Franzen said he would assist Patricia Carr with researching interest rates and options for investing Co-op funds. Don Wicks said he would talk with Tom Gunn to see if there were any outstanding issues in the financial area.

Shop roofing update: The shop roof work to start next week and this will include adding the tin around the new window.

Office Assistant Position: Kris Conway reported that six resumes had been received. The board directed Kris Conway to hold off on any interviews for the office assistant position. The board needs Patricia Carr’s list of responsibilities which are expected to be presented at the May meeting. Discussed the possibility of bringing in a consultant to do process improvement and documentation.

Water Rates: OAWU has presented a number of options and it is now up to the board to decide how to proceed. The rate increase is dependent on the development of a capital budget which is dependent on the completion of the master plan. Kris Conway said he thought the current estimate for the completion of the master plan was mid fall. The board asked Kris Conway to provide a progress report, updated completion date, and money spent to date at the next meeting.

NEW BUSINESS

Colwell Certificate Buy-back Request: Bruce Colwell requested the Cooperative buy back his unneeded water certificate (1133). The original cost was $1,350. MOTION by David McAdams to approve the buy-back at the rate last approved by the board. Seconded by Ken Aberle. Voted. Passed.

Laurelwood Water Users Cooperative Emergency Intertie: Kris Conway said an agreement had been set up stating that L.A. Cooperative would provide water on an emergency basis to the Laurelwood Water Users Cooperative. Kris Conway is to provide the board with a copy of that agreement so the board can decide if the agreement is to be continued. Kris Conway to get written documentation from Hillsboro Water that the L.A. Cooperative will get an offset for all water distributed under said agreement.

OTHER BUSINESS

John Henslee asked about the long-term future of the system which is showing signs of wear and tear and the concern with old asbestos pipe.

MOTION by Linda Fountain to adjourn at 9:40 p.m. Seconded by Mark Franzen. Voted. Passed.

Executive Session

Board Meeting Minutes – March 15, 2018

CONDENSED MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD MARCH 15, 2018, AT THE GASTON FIRE HALL.

BOARD MEMBERS PRESENT: Gary Carr, Ken Aberle, Linda Fountain, Mark Franzen, and Don Wicks.

BOARD MEMBERS ABSENT: Megan Corvus, Thomas Gunn and Mike Steffl.

STAFF PRESENT: Kris Conway and Patricia Carr

MEMBERS PRESENT: Cam & Lisa Dutz, John Henslee, and Malcolm Moreno.

This meeting of the L. A. Water Cooperative Board of Directors was called to order at 7:00 PM by Gary Carr, Chairman.

Secretary’s Report: The minutes of the monthly board meeting held on February 15, 2018 and the special board meetings held on February 1, 2018 and February 22, 2018 were presented in writing. MOTION by Don Wicks to approve the minutes of February 1, February 15 and February 22, 2018 as presented. Seconded by Mark Franzen. Voted. Passed.

Treasurer’s Report: Will be emailed to the board next week.

Business Manager’s Report: Will be emailed to the board next week.

Field Manager’s Report: The Field Manager’s Report, was presented in writing. Kris Conway gave a verbal overview of the work done since the last board meeting. Kris Conway stated that he had attended a Leadership Essentials Class. MOTION by Linda Fountain to accept the Field Manager’s Report as presented. Seconded by Ken Aberle. Voted. Passed.

OLD BUSINESS

Banking: Discussed banking options. MOTION by Ken Aberle to empower Thomas Gunn to chase down interest rates and options for investing Co-op funds and report back to the board. Seconded by Mark Franzen. Voted. Passed. Don Wicks will email the board decision to Thomas Gunn.

2017 Financial Statement: There are no changes in the final Financial Statement from the draft that was distributed to the board. MOTION by Linda Fountain to approve the Financial Statement as submitted by Jones and Roth. Seconded by Don Wicks. Voted. Passed.

Shop roofing quotes: Everything is in place with the new vendor. No date was provided.

Office Assistant Position: Kris Conway stated that he needs to post this position soon. It is currently listed on the Co-op website and he will post it on Craig’s List.

IRA Set Up: Set up is complete.

NEW BUSINESS

Water Rates/Budget: Tim Tice, OAWU, presented several options for rate structures. Majority board opinion was to go with the BR60 option with at least 4 tiers. Tim Tice will rework the rate schedule to reflect the board input.

Annual Meeting: Kris Conway stated that Denny Muchmore would give an update on the Master Plan and Tim Tice would present the recommended water rate changes. Kris Conway said he would send the updates to the presentation to the board.

Future Look of Board Meeting: Discussed whether to go paperless and simply have the board packets on the overhead screen. Board decided to have the normal packets and screen at the next board meeting. It was also decided to send the minutes of the prior board meeting to the entire board as soon as they were final.

OTHER BUSINESS

John Henslee asked about leaks.

MOTION by Linda Fountain to adjourn at 9:12 p.m. Seconded by Don Wicks. Voted. Passed.

Executive Session