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

Board Meeting Minutes – February 15, 2018

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

BOARD MEMBERS PRESENT: Megan Corvus, Ken Aberle, Linda Fountain, Mark Franzen, Mike Steffl and Don Wicks. Thomas Gunn attended via telephone BOARD MEMBERS ABSENT: Gary Carr

STAFF PRESENT: Kris Conway STAFF ABSENT: 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 Megan Corvus, President.

Secretary’s Report: The minutes of the monthly board meeting held on January 18, 2018 were presented in writing. MOTION by Ken Aberle to approve the minutes of January 18, 2018 as presented. Seconded by Mark Franzen. Voted. Passed.

The minutes of the special board meeting held on February 1, 2018 were presented in writing. MOTION by Ken Aberle to approve the minutes of February 1, 2018 as presented. Seconded by Mark Franzen. Voted. Passed.

Treasurer’s Report: Discussed Thomas Gunn’s written Treasurer’s report.

Business Manager’s Report: Not available.

Field Manager’s Report: The Field Manager’s Report, the 2018 Water Loss Report and January Consumption Report were presented in writing. Kris Conway gave a verbal overview of the work done since the last board meeting. The remodel is about 95% complete and has been the primary focus. Water loss up due to PRV failure on Bald Peak Road. MOTION by Mark Franzen to accept the Operations Report as presented. Seconded by Linda Fountain. Voted. Passed.

OLD BUSINESS

Computers: The new laptops are 98% operational. Kris Conway will not have access to his email until technical issue with Go Daddy is resolved on February 20, 2018.

Shop Roofing: The vendor for the project is now All About Roofs. They have signed the contract, been given a down payment, and work is scheduled to start in a few weeks.

Water Rates: Kris Conway presented a comparison of existing rates versus recommendations for proposed budget. There were outstanding questions. Kris Conway, Don Weeks, and Thomas Gunn will schedule a conference call with someone from OAWU to get additional information and report to the rest of the board at the next board meeting.

NEW BUSINESS

Budget: Reviewed and discussed the proposed budget. More information is needed before the Board can approve. Linda Fountain to send monthly actuals to Don Wicks, Thomas Gunn, and Kris Conway.

Water Rates 2018: Board members to review and email their questions out to the entire board.

Recruiting Office Assistant: Board decided to table until the budget has been approved.

OTHER BUSINESS

John Henslee and Cam and Lisa Dutz asked about water service to Chalice Farms. Discussed.

John Henslee asked Kris Conway about water loss and plans for improving. Kris Conway explained how the new meters would provide more accurate data.

MOTION by Mark Franzen to adjourn at 9:14 p.m. Seconded by Don Wicks. Voted. Passed.

Board Meeting Minutes – January 18, 2018

CONDENSED MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD JANUARY 18, 2018 AT THE GASTON FIRE HALL.

BOARD MEMBERS PRESENT: Gary Carr, Megan Corvus (at 7:47 p.m.), Ken Aberle, Linda Fountain, Mark Franzen, Thomas Gunn, Mike Steffl & Don Wicks. STAFF PRESENT: Patricia Carr & Kris Conway MEMBERS PRESENT: John Henslee, and Malcolm Moreno

This meeting of the L. A. Water Cooperative Board of Directors was called to order at 7:03 PM by Gary Carr, Chairman.

Secretary’s Report: The minutes of the monthly board meeting held on December 21, 2017 were presented in writing. MOTION by Mike Steffl to approve the minutes of November 16, 2017 as presented. Seconded by Mark Franzen. Voted. Passed.

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

Business Manager’s Report: The Business Manager’s Report and December System Status Report were presented in writing. MOTION by Linda Fountain to accept the Business Manager’s Report as presented. Seconded by Don Wicks. Voted. Passed. Presented 2017 Consumer Price Index report.

Field Manager’s Report: The Field Manager’s Report, the 2017 Water Loss Report and December Consumption Report were presented in writing. MOTION by Ken Aberle to accept the Operations Report as presented. Seconded by Don Wicks. Voted. Passed.

OLD BUSINESS

F350 dump truck: Kris Conway said he had not gotten any responses yet and would put the ad on Craig’s List and Facebook Marketplace for another two weeks.

Liens: Discussed our attorney’s response to liens for past due water accounts.

NEW BUSINESS

Shop roofing quotes: Kris Conway presented two quotes for replacing the shop roof which is leaking badly. Discussed getting more detail on bids. Don Wicks will check with his contact at Liberty Sheet Metal for a quote and report back within the next couple of days. Kris Conway will then prepare a proposal and email it to the entire board.

Office Extension: Discussed need for more office space. MOTION by Tom Gunn to approve the office extension as presented. Seconded by Ken Aberle. Voted. Passed.

Computers: Kris Conway presented an estimate for replacing the current office computer and purchasing a lap top for his field work. Don Wicks will check on computers and get back to Kris Conway. Patti Carr and Kris Conway to check with the vendors of specific applications they each use regarding operating system requirements for the new computers.

Water Rates: Kris Conway presented a water rate summary averaging the electrical surcharges to all customers. Discussed. This should be included in the water rate study being done by OAWU.

Policy for Over-consumption: Kris Conway presented a draft policy. The board would like to see written recourse for violations. Discussed system impact. Kris Conway will do more research.

Staff Training: Kris Conway stated that we would be doing more staff training this year, i.e. CPR, First Aid training and Customer Service. Tom Gunn stated he would like to see a fixed budget for training for each employee. Don Wicks suggested document storage training. Gary Carr suggested HR training for each manager.

Office Assistant Position: A written job description was presented for a part time Office Assistant. Discussed. The position will not be posted until the budget has been finalized.

Water Loss Summary: Presented written 8-year gallons per minute and total gallons water loss summaries.

OTHER BUSINESS

Board requested legal opinion on easements.

MOTION by Mark Franzen to adjourn at 8:50 p.m. Seconded by Tom Gunn. Voted. Passed.

Executive Session Reconvene at 9:31 p.m.

Don Wicks nominated Thomas Gunn as Treasurer. Nominations ceased. Voted. Passed.

Don Wicks said he would assist Kris Conway with the budget.

MOTION by Mark Franzen to adjourn at 9:33 p.m. Seconded by Don Wicks. Voted. Passed.

September 21, 2017 Meeting Minutes

 

CONDENSED MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD SEPTEMBER 21, 2017, AT THE GASTON FIRE HALL.

 

BOARD MEMBERS PRESENT:  Gary Carr, Megan Corvus, Ken Aberle, Linda Fountain, Thomas Gunn, Mark Franzen and Mike Steffl.  BOARD MEMBERS ABSENT:  Caroline Devin

 

STAFF PRESENT:  Patricia Carr

 

MEMBERS PRESENT:  Miki Kramer, Jerry Kramer, Malcolm Moreno and Don Wicks

 

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 August 17, 2017 were presented in writing.  MOTION by Linda Fountain to accept the minutes of August 17, 2017 as presented.  Seconded by Thomas Gunn.  Voted.  Passed.

 

Treasurer’s Report:  The August Financial Summary, August Balance Sheets, August Statement of Operations, and January – December Performance to Budget Report, were presented in writing.  MOTION by Ken Aberle to accept the Treasurer’s Report as presented.  Seconded by Thomas Gunn.  Voted.  Passed.

 

Business Manager’s Report:  The Business Manager’s Report and August System Status Report were presented in writing.  MOTION by Linda Fountain to accept the Business Manager’s Report as presented.  Seconded by Thomas Gunn.  Voted.  Passed.

 

Operations Report:  The Field Manager’s Report, the 2017 Water Loss Report and August Consumption Report were presented in writing.  MOTION by Linda Fountain to accept the Operations Report as presented.  Seconded by Mike Steffl.  Voted.  Passed.

 

OLD BUSINESS

Temporary Water Utility Worker:   Tabled

 

NEW BUSINESS

Fencing Withycombe Pump Station:  We have been having problems with tampering of the equipment at Withycombe Pump Station and sanitation issues with people camping on site.  A bid of $10,854.56 from Rick’s Custom Fencing for fencing Withycombe Pump Station was presented in writing.  MOTION by Thomas Gunn to accept the bid of $10,854.56 from Rick’s Custom Fencing and to authorize fencing Withycombe Pump Station.  Seconded by Megan Corvus.  Voted.  Passed.

 

Construction Standards:  Presented addition #42 to the Construction Standards in writing.  MOTION by Megan Corvus to approve the addition of #42 to the Public Water District Standards (Construction Standards) as recommended.  Seconded by Ken Aberle.  Voted.  Passed.

 

OTHER BUSINESS

Ken Aberle stated that since the Co-op’s dump truck has over 250,000 miles on it and needs extensive work, he will be going with Kris Conway on Monday to examine a dump truck the City of Hillsboro has for sale.

 

MOTION by Thomas Gunn to adjourn at 7:24 p.m.  Seconded by Mike Steffl.  Voted.  Passed. 

 

Executive Session convened at 7:25 p.m. and adjourned at 7:32 p.m.  Reconvene regular session at 7:33 p.m.

 

MOTION by Thomas Gunn to appoint Don Wicks to the Board of Directors.  Seconded by Mike Steffl.  Voted.  Passed unanimously.

 

MOTION by Linda Fountain to adjourn reconvened regular session at 7:34 p.m.  Seconded by Thomas Gunn.  Reconvened Executive Session with Don Wicks present.

 

August 17, 2017 Meeting Minutes

CONDENSED MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD AUGUST 17, 2017, AT THE GASTON FIRE HALL.

 

BOARD MEMBERS PRESENT:  Gary Carr, Megan Corvus, Ken Aberle, Linda Fountain, Thomas Gunn (at 7:18 p.m.) and Mike Steffl.  BOARD MEMBERS ABSENT:  Caroline Devin and Mark Franzen

 

STAFF PRESENT:  Patricia Carr, Kris Conway

 

MEMBERS PRESENT:  Deborah Calkins for Bonnie Casteel, John Henslee, Malcolm Moreno and Barney Ward  GUESTS PRESENT:  Seth Ripple and Linda Ward

 

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

 

Deborah Calkins addressed the board and requested a 90 day extension on the requirement that she either purchase another certificate or totally disconnect from L. A. Water Cooperative water line.  MOTION by Megan Corvus to allow a 90 day extension for Deborah Calkins to get her well working provided she installs, at her expense, a reduced pressure backflow device within the next 30 days.  Seconded by Ken Aberle.  Voted.  Passed.

 

Barney Ward addressed the board regarding his water leak.  The leak credit stands as applied to the June billing.

 

Secretary’s Report:  The minutes of the monthly board meeting held on July 21, 2017 were presented in writing.  MOTION by Tom Gunn to approve the minutes of July 21, 2017 as presented.  Seconded by Megan Corvus.  Voted.  Passed.

 

Treasurer’s Report:  The July Financial Summary, July Balance Sheets, July Statement of Operations, January – December Performance to Budget Report, as well as the AMR Meter Replacement Project Expense Sheet, the Master Plan Expense Sheet, the Withycombe Pump Station Flow Meter Expense Sheet and the Miscellaneous Capital Expense Sheet were presented in writing.  MOTION by Megan Corvus to accept the Treasurer’s Report as presented.  Seconded by Thomas Gunn.  Voted.  Passed.

 

Business Manager’s Report:  The Business Manager’s Report and July System Status Report were presented in writing.  MOTION by Linda Fountain to accept the Business Manager’s Report as presented.  Seconded by Thomas Gunn.  Voted.  Passed.

 

Operations Report:  The Field Manager’s Report, the 2017 Water Loss Report and July Consumption Report were presented in writing.  Kris Conway briefly reviewed the 6 leaks that were fixed last month.

MOTION by Megan Corvus to accept the Operations Report as presented.  Seconded by Linda Fountain.  Voted.  Passed.

 

 

OLD BUSINESS

Hardebeck Road water line update:  Project done.

 

Laurelwood meter hookups update:  No further action to date.

 

OAWU Rate Study Quote:  Kris Conway presented the sample rate study provided by OAWU and will ask that a representative from OAWU be present at the next board meeting to explain it to the board.  Kris Conway will email a copy of the sample rate study to all board members.

 

Temporary Water Utility Worker:   Kris Conway stated that he is working on it.

 

 

NEW BUSINESS

Certificate filing cabinet:  Explained to board that current fireproof file is full.  Discussed options.  MOTION by Ken Aberle to purchase a legal-size, fireproof filing cabinet.  Seconded by Linda Fountain.  Voted.  Passed.  Will also research document scanning.

 

 

OTHER BUSINESS

John Henslee stated that he appreciated the board’s actions this evening and asked if Kris Conway was aware that they were installing fiber optic cable along Bald Peak Road.  Kris Conway stated that he was aware of the project and that he had been doing locates.

 

MOTION by Thomas Gunn to adjourn at 8:56 p.m.  Seconded by Linda Fountain.  Voted.  Passed. 

December 21, 2017 Meeting Minutes

 

CONDENSED MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD DECEMBER 21, 2017, AT THE GASTON FIRE HALL.

 

BOARD MEMBERS PRESENT:  Gary Carr, Megan Corvus (at 7:15 p.m.), Ken Aberle, Linda Fountain, Mark Franzen, Mike Steffl and Don Wicks.

 

BOARD MEMBERS ABSENT:  Caroline Devin and Thomas Gunn

 

STAFF PRESENT:  Patricia Carr and Kris Conway

 

MEMBERS PRESENT:  John Henslee, and Malcolm Moreno

 

This meeting of the L. A. Water Cooperative Board of Directors was called to order at 7:01 PM by Gary Carr, Chairman.

 

Secretary’s Report:  The minutes of the monthly board meeting held on November 16, 2017 were presented in writing.  MOTION by Mike Steffl to approve the minutes of November 16, 2017 as presented.  Seconded by Ken Aberle.  Voted.  Passed.

 

Treasurer’s Report:  November Balance Sheets, November Statement of Operations, and January – December Performance to Budget Report were presented in writing.  MOTION by Don Wicks to accept the Treasurer’s Report as presented.  Seconded by Linda Fountain.  Voted.  Passed.

 

Business Manager’s Report:  The Business Manager’s Report and November System Status Report were presented in writing.  Discussed outstanding past due accounts.  MOTION by Ken Aberle to accept the Business Manager’s Report as presented.  Seconded by Mark Franzen.  Voted.  Passed.  Discussed filing liens on past due accounts so the encumbrance would show up on a title search.

 

MOTION by Ken Aberle to have Patricia Carr talk to the Co-op attorney to file a lien against the property at xxxxxxxxx and set up a process for filing future liens.  Seconded by Don Wicks.  Voted.  Passed.

 

Field Manager’s Report:  The Field Manager’s Report, the 2017 Water Loss Report and November Consumption Report were presented in writing.  Kris Conway gave a verbal overview of the work done since the last board meeting.  MOTION by Megan Corvus to accept the Operations Report as presented.  Seconded by Ken Aberle.  Voted.  Passed.

 

OLD BUSINESS

Withycombe Pump Station fencing update:   The fence was satisfactorily completed on 12-21-2017.  Discussed the increase in cost of materials from the conditional bid of $10,854.56 to the invoice for $12,163.98.  MOTION by Don Wicks to approve the increase and pay the balance due of $8,063.98.  Seconded by Mark Franzen.  Voted.  Passed.

 

Health Insurance Renewal:  Discussed renewal.  Decided to look at other insurance options for the future.  MOTION by Don Wicks to accept the renewal of the employee health insurance as presented.  Seconded by Ken Aberle.  Voted.  Passed.

 

NEW BUSINESS

F350 dump truck:  Discussed.  Board decided to have Kris Conway list it on Craig’s List and Facebook Marketplace until the next board meeting.

 

OTHER BUSINESS

None

 

MOTION by Mark Franzen to adjourn at 8:10 p.m.  Seconded by Megan Corvus.  Voted.  Passed.