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. 

 

 

November 16, 2017 Meeting Minutes

 

CONDENSED MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD NOVEMBER 16, 2017, AT THE GASTON FIRE HALL.

 

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

 

STAFF PRESENT:  Patricia Carr and Kris Conway

 

MEMBERS PRESENT:  Cam and 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 October 19, 2017 were presented in writing.  MOTION by Mike Steffl to approve the minutes of October 19, 2017 as presented.  Seconded by Thomas Gunn.  Voted.  Passed.

 

Treasurer’s Report:  The October Financial Summary, October Balance Sheets, October Statement of Operations, January – December Performance to Budget Report, 2017 Expenses by Project Summary, as well as the AMR Meter Project, Master Plan, Withycombe Pump Station Flow Meter, Cox Pump Station, Withycombe Pump Station fence and Miscellaneous Capital Expense reports were presented in writing.  MOTION by Thomas Gunn to accept the Treasurer’s Report as presented.  Seconded by Linda Fountain.  Voted.  Passed.

 

Business Manager’s Report:  The Business Manager’s Report and October 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 Tom Gunn.  Voted.  Passed.

 

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

 

 

OLD BUSINESS

Withycombe Pump Station fencing update:   Down payment has been made to Rick’s Custom Fencing.  Work is scheduled to start by November 27th.

 

Rate Study:  Discussed.  MOTION by Megan Corvus to have OAWU do a Water Rate Study in conjunction with our Master Plan.  Seconded by Tom Gunn.  Voted.  Passed.

 

 

NEW BUSINESS

Health Insurance Renewal:  Discussed.  Patricia Carr will email the options for renewal to the board and check with Cascade Employers re: possible group coverage through them.

 

2016 990:  Discussed error on page 9.  MOTION by Don Wicks to have Jones and Roth file an amended 990.  Seconded by Ken Aberle.  Voted.  Passed.

 

 

OTHER BUSINESS

None

 

 

MOTION by Tom Gunn to adjourn at 8:44 p.m.  Seconded by Don Wicks.  Voted.  Passed. 

 

Executive Session convened at 8:46 p.m.

October 19, 2017 Meeting Minutes

 

CONDENSED MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD OCTOBER 19, 2017, AT THE GASTON FIRE HALL.

 

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

 

STAFF PRESENT:  Patricia Carr and Kris Conway

 

MEMBERS PRESENT:  Brent Adams, 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 September 21, 2017 were presented in writing.  MOTION by Megan Corvus to approve the minutes of September 21, 2017 as presented.  Seconded by Thomas Gunn.  Voted.  Passed.

 

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

 

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

 

Operations Report:  The Field Manager’s Report, the 2017 Water Loss Report and September 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:   Down payment has been made to Rick’s Custom Fencing.  Work is scheduled to start by November 27th.

 

Dump truck:  Ken Aberle and Kris Conway went to the City of Hillsboro to inspect the dump truck they are selling.  MOTION by Linda Fountain to purchase the 2003 Chevy 3500 dump truck for $10,000.00 from the City of Hillsboro regardless of whether or not the F150 is included.  Seconded by Ken Aberle.  Voted.  Passed.

 

 

NEW BUSINESS

East Gaston Bridge:  Kris Conway explained the leaks repaired on the line hanging on the bridge on East Gaston Road and how the line should be moved.  Engineer is working on plans and cost estimates.

 

Brent Adams addressed the board regarding his request to move his water meter and the costs incurred.

 

MOTION by Ken Aberle to have Brent Adams pay for the cost of installing the new meter minus the actual meter cost ($468.65) and bill the new customer for the cost of enlarging the trench to install his meter.  Seconded by Don Wicks.  Voted.  Passed.  Thomas Gunn voted Nay.

 

 

OTHER BUSINESS

None

 

MOTION by Linda Fountain to adjourn at 9:17 p.m.  Seconded by Megan Corvus.  Voted.  Passed. 

 

Executive Session convened at 9:20 p.m. and adjourned at 10:00 p.m.

July 21, 2017 Meeting Minutes

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

 

BOARD MEMBERS PRESENT:  Gary Carr, Megan Corvus (at 7:06 p.m.), Linda Fountain, Mark Franzen, Thomas Gunn and Mike Steffl.  BOARD MEMBERS ABSENT:  Ken Aberle, and Caroline Devin

STAFF PRESENT:  Patricia Carr, Kris Conway

MEMBERS PRESENT:  Malcolm Moreno, Miki and Jerry Kramer, and John Henslee

 

This meeting of the L. A. Water Cooperative Board of Directors was called to order at 7:02 PM by Gary Carr, Chairman.

 

Secretary’s Report:  The minutes of the monthly board meeting held on June 15, 2017 were presented in writing.  MOTION by Tom Gunn to approve the minutes of June 15, 2017 as presented.  Seconded by Linda Fountain.  Voted.  Passed.

 

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

 

Business Manager’s Report:  The Business Manager’s Report and June 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.

 

A copy of the July 6, 2017 letter from the City of Hillsboro Water projecting a 1.4% water rate increase for wholesale customers effective October 1, 2017 was presented in writing.

 

Operations Report:  The 2017 Water Loss Report and June Consumption Report were presented in writing.  Kris Conway stated that they had found and repaired 11 leaks in the last month.  He also stated that the Goodin Creek Master Meter and the Gibson Master Meter had both been replaced and were operational.  MOTION by Megan Corvus to accept the Operations Report as presented.  Seconded by Thomas Gunn.  Voted.  Passed.

 

OLD BUSINESS

Withycombe Pump Station update:  Kris Conway stated that the project was completed and approved.  This project also included abandoning the 4” water line as required by the Washington County project.

 

Hardebeck Road water line update:  The Washington County culvert project is to start in September.  Washington County will be going down 28’ to replace a culvert.

 

Laurelwood meter hookups update:  SR Design has called to inquire about the predesign meeting fees. No further action to date.

 

Answering Service:  no update

 

OAWU Rate Study Quote:  Kris Conway presented an estimate of $8,000.00 from OAWU to complete a water rate study with projections through 2021.  Discussion.  Board requested a sample of what is contained in a rate study.

 

Chalice Farms Service Connection:  Meter installed.  They have not hooked up to it yet.

 

NEW BUSINESS

Temporary Water Utility Worker:   Discussed need for additional utility help.  MOTION by Thomas Gunn to hire a temporary, part-time utility worker for 30 hours per week at $12.00 per hour.  Seconded by Megan Corvus.  Voted.  Passed.

 

Bank transfers:  Discussed closing First Community Credit Union, Unitus Credit Union and Northwest Bank accounts.  (See motion July 21, 2016.)  MOTION by Thomas Gunn to authorize Linda Fountain and Mike Steffl, as signers, to close the bank account at First Community Credit Union and notify Sheri Holland at First Community Credit Union that Daniel Applebee and Malcolm Moreno are no longer on the board of directors for L. A. Water Cooperative.  Seconded by Megan Corvus.  Voted.  Passed.

 

OTHER BUSINESS

Kris Conway stated that OAWU had received grant money to do efficiency studies and he had submitted information to Tim Tice for a pump efficiency study for L. A. Water Cooperative.

 

MOTION by Thomas Gunn to adjourn at 7:59 p.m.  Seconded by Mike Steffl.  Voted.  Passed. 

 

Executive Session

June 15, 2017 Meeting Minutes

CONDENSED MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD JUNE 15, 2017, AT THE GASTON FIRE HALL.

 

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

STAFF PRESENT:  Patricia Carr, Kris Conway

MEMBERS PRESENT:  John Henslee and Caroline Salsbery

 

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 on May 18, 2017 were presented in writing.  MOTION by Tom Gunn to approve the minutes of May 18, 2017 as presented.  Seconded by Ken Aberle.  Voted.  Passed.

 

Treasurer’s Report:  The May Financial Summary, May Balance Sheets, May Statement of Operations, January – December Performance to Budget Report, AMR Meter Replacement Project Expense Sheet, Master Plan Expense Sheet, Withycombe Pump Station Flow Meter Project Expense Sheet and an Expense Sheet with Miscellaneous Capital Expenses 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 May System Status Report were presented in writing.  MOTION by Thomas Gunn to accept the Business Manager’s Report as presented.  Seconded by Linda Fountain.  Voted.  Passed.

 

Operations Report:  The May Operations Report and 2017 Water Loss Report were presented in writing.  Kris Conway went over the written report giving explanations for the work done in the last month.  MOTION by Linda Fountain to accept the Operations Report as presented.  Seconded by Thomas Gunn.  Voted.  Passed.

 

OLD BUSINESS

Withycombe Pump Station bids:  Kris Conway stated that they broke ground today for the project.

 

Answering Service:  Patricia Carr will research alternative options for an answering service.

 

Email Invoices and credit/debit card payments:  The committee has researched email invoices and accepting credit/debit card payments and found that there are no acceptable options at this time.

 

OAWU Rate Study Quote:  Kris Conway presented an estimate of $8,000.00 from OAWU to complete a water rate study with projections through 2021.  Issue held over until the requesting board member is present.

 

Office Assistant:  Discussed limited office space.  No acceptable alternatives have been found locally.  No further updates.

 

Goodin Creek master meter replacement:  Goodin Creek Master Meter scheduled to be replaced on Monday, June 19.

 

Open House:  Caroline Salsbery suggested that the Open House for Malcolm Moreno be combined with the LACE Center’s annual strawberry feed for the community and that the Co-op share in the cost of the strawberry feed.  Board consensus was to approve combining these two events and share in the costs up to the previously approved budget amount for the Open House.  Caroline Salsbery is to work with Ken Aberle, the Open House Committee Chairman.

 

NEW BUSINESS

Amendments to PWDS:   Kris Conway presented the amendments to the Public Works Design Standards in writing.  MOTION by Thomas Gunn to accept the proposed amendments.  Seconded by Linda Fountain.  Voted.  Passed.

 

Hardebeck Road 4” water line:  Kris Conway stated that we are being required to abandon part of our 4” waterline on the north end of Hardebeck Road so Washington County can do a culvert project.

 

Fee for predesign meetings:  Kris Conway suggested that $600.00 should be adequate to cover our engineering costs and expenses.  The fee will be required to be paid in advance of the meeting.  MOTION by Ken Aberle to set the fee for predesign meetings at $600.00.  Seconded by Linda Fountain.  Voted.  Passed.

 

OTHER BUSINESS

Kris Conway stated that he will be scheduling classes for Kyle Culley in the next month.

 

MOTION by Thomas Gunn to adjourn at 8:21 p.m.  Seconded by Ken Aberle.  Voted.  Passed. 

May 18, 2017 Meeting Minutes

CONDENSED MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD MAY 18, 2017, AT THE GASTON FIRE HALL.

 

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

STAFF PRESENT:  Patricia Carr, Kris Conway

MEMBERS PRESENT:  Cam and Lisa Dutz, John Henslee

 

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 on April 20, 2017 were presented in writing.  MOTION by Ken Aberle to approve the minutes of April 20, 2017 as presented.  Seconded by Megan Corvus.  Voted.  Passed.

 

Treasurer’s Report:  The April Financial Summary, April Balance Sheets, April Statement of Operations, and January – December Performance to Budget Report 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 April 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 April 21 – May 17, 2017 Operations Report, April Consumption Report and 2017 Water Loss Report were presented in writing.  Kris Conway briefly went over the written report giving explanations for the work done in the last month.  Mark Franzen suggested that we should report our water loss in the same manner the cities report their water loss, deducting water used for flushing and the water lost in known leaks that were repaired.  MOTION by Megan Corvus to accept the Operations Report as presented.  Seconded by Ken Aberle.  Voted.  Passed.

 

OLD BUSINESS

Withycombe Pump Station bids:  Kris Conway presented the bid report prepared by Westech Engineering and recommended the Co-op accept the bid by Kizer Excavating with a 4” bypass.  MOTION by Thomas Gunn to accept the bid of $23,035.00 provided by Kizer Excavating for the installation of a new flow meter at Withycombe Pump Station with a 4” bypass and add a 10% contingency to the project cost, giving a total project budget of $25,335.00.  Seconded by Megan Corvus.  Voted.  Passed.

 

Answering Service:  Gary Carr stated he had checked about VOIP phone service and was told that it would not be an acceptable alternative because we are currently served by satellite internet and there would be a time lag.  No other updates at this time.

 

Email Invoices and credit/debit card payments:  Linda Fountain stated that she had checked with our billing software company and they do not currently have the capability of sending email invoices.  Meeting with Megan Corvus, Linda Fountain and Patricia Carr will be rescheduled.

 

OAWU Rate Study Quote:  Kris Conway stated that he had submitted the application with supporting documents for a rate study and he is waiting to hear back from OAWU with a quote.

 

Office Assistant:  Thomas Gunn stated that he had met once with Patricia Carr to discuss duties and had not been able to meet a second time because she had been out sick.  He stated the Co-op needs to consider where to put another person, the need for another computer, the possibility of outsourcing some of the duties such as mailings, and the possibility of establishing a relationship with a temp service.  Discussed alternate office space.  Gary Carr will continue research on available space.

 

Discussed rescheduling of open house for Malcolm Moreno.  Set a tentative date of June 25.  Ken Aberle will check with the LACE Center to see if the space is available that Sunday between 2:00 and 4:00 p.m.

 

NEW BUSINESS

McDougal meter hookups:   The letter from Joan Holbrook Payne was presented to the board in writing as well as a draft response.  Discussed.

 

Goodin Creek master meter replacement:  Discussed the need for replacing the master meters at Goodin Creek Road and at Gibson Road.  Kris Conway will get bids and submit them to the board via email.

 

OTHER BUSINESS

None

 

MOTION by Thomas Gunn to adjourn at 8:24 p.m.  Seconded by Mark Franzen.  Voted.  Passed. 

 

Executive Session

 

April 20, 2017 Meeting Minutes

CONDENSED MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD APRIL 20, 2017, AT THE GASTON FIRE HALL.

 

BOARD MEMBERS PRESENT:  Gary Carr, Megan Corvus (at 7:04 p.m.), Mark Franzen, Linda Fountain, Ken Aberle, Caroline Devin (at 7:08 p.m.), Thomas Gunn and Mike Steffl.  STAFF PRESENT:  Patricia Carr, Kris Conway (at 7:07 p.m.)

 

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 on March 16, 2017 were presented in writing.  MOTION by Mike Steffl to approve the minutes of March 16, 2017 as presented.  Seconded by Thomas Gunn.  Voted.  Passed.

 

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

 

Business Manager’s Report:  The Business Manager’s Report and March 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 March 16 – April 20, 2017 Operations Report and 2017 Water Loss Report were presented in writing.  Kris Conway stated that 80 of the new meters have been installed on Olson Road, Goodin Creek Road and part of Hwy 47.  Kris also stated that Washington County will be doing a culvert project on Withycombe Road.  MOTION by Megan Corvus to accept the Operations Report as presented.  Seconded by Linda Fountain.  Voted.  Passed.

 

OLD BUSINESS

Expanded payment options:  Discussed emailing invoices and accepting credit/debit card payments.  Gary Carr expressed his concern about possible legal liability to the Co-op for credit card handling.  Discussed the costs of offering these services.  Megan Corvus suggested we come up with a pro/con checklist.  Linda Fountain will do more research and report back to the board.

 

Website ownership:  Discussed who will be doing updates to the website and what should be on the website.  Kris Conway stated that Cross Connection information and a link to the Oregon Health Authority website for water tests should be included.  It was suggested that the minutes should also be posted monthly.  Megan Corvus will meet with Patricia Carr to go over the website update process.

 

NEW BUSINESS

Election of officers: 

Linda Fountain nominated Megan Corvus for President.  Voted.  Passed.

Ken Aberle nominated Gary Carr for Chairman.  Voted.  Passed.

Linda Fountain nominated Ken Aberle for Vice President.  Voted.  Passed.

Megan Corvus nominated Caroline Devin for Treasurer.  Voted.  Passed.

Thomas Gunn nominated Linda Fountain for Secretary.  Voted.  Passed.

 

Withycombe Pump Station Bid Schedule:  Kris Conway stated that the Withycombe Pump Station Flow Meter Project will go out to bid next month.  The bid proposal will be sent to 4 firms and will be open for 3 weeks.  Kris Conway and our engineer will be responsible for inspecting the project.

 

Construction Standards:  Kris Conway brought printed copies of updated Construction Standards.  Discussion.  MOTION by Thomas Gunn to accept the Construction Standards prepared by Westech Engineering and reviewed by Kris Conway as presented to the board.  Seconded by Megan Corvus.  Voted.  Passed.

 

Thank You Open House:  Discussed having an open house at the LACE Center on May 21, 2017 to thank Malcolm Moreno for his years of service.  Set up a committee to plan the open house.  Ken Aberle, Lisa Dutz and Wendy Nethken will form the committee.  MOTION by Thomas Gunn to authorize up to $500.00 for the open house budget.  Seconded by Megan Corvus.  Voted.  Passed.  Ken Aberle will look in to some form of commemoration.  MOTION by Thomas Gunn to authorize an additional $100.00 for this commemoration.  Seconded by Mark Franzen.   Voted.  Passed.

 

Bank Funds Transfers:  Discussed transferring funds between the Money Market account and the Checking account to avoid overdrafts.  MOTION by Mark Franzen to allow the Business Manager to transfer funds between the checking and money market accounts at Premier Community Bank.  Seconded by Thomas Gunn.  Voted.  Passed.

 

Answering Service:  Discussed.  Megan Corvus will do more research on options, including VOIP.

 

Rate Study:  Discussed having OAWU do a rate study.  Kris Conway will contact Jason Green and get a quote and information on what is covered in an OAWU rate study before the next board meeting.  Mark Franzen pointed out that our rates are currently set based on our financial needs.  Board will consider the benefits of a rate study.

 

Office Staffing:  Discussed hiring a part-time, backup assistant for the office.  Megan Corvus will review the budget.  Thomas Gunn will evaluate the workload with Patricia Carr.

 

Illegal hookups:  Kris Conway will do the background research and write a draft policy for procedures on handling illegal hookups to present to the board at the next board meeting.

 

OTHER BUSINESS

None

 

MOTION by Thomas Gunn to adjourn at 8:35 p.m.  Seconded by Mike Steffl.  Voted.  Passed. 

 

Executive Session

 

March 16, 2017 Meeting Minutes

CONDENSED MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD MARCH 16, 2017, AT THE GASTON FIRE HALL.

 

BOARD MEMBERS PRESENT:  Gary Carr, Megan Corvus, Mark Franzen, Sandy Pagano, Linda Fountain, Ken Aberle, Caroline Devin, Malcolm Moreno and Mike Steffl.

 

STAFF PRESENT:  Patricia Carr, Kris Conway

 

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 on February 16, 2017 were presented in writing.  MOTION by Sandy Pagano to approve the minutes of February 16, 2017 as presented.  Seconded by Mike Steffl.  Voted.  Passed.

 

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

 

Business Manager’s Report:  The Business Manager’s Report and February System Status Report were presented in writing.  MOTION by Sandy Pagano to accept the Business Manager’s Report as presented.  Seconded by Megan Corvus.  Voted.  Passed.

 

Patricia Carr stated that the City of Hillsboro has notified us that they will be raising their wholesale water rates by 1.4% effective October 1, 2017.

 

Operations Report:  The February 16 – March 15, 2017 Operations Report, February Consumption Report and 2017 Water Loss Report were presented in writing.  Kris Conway stated that 64 of the new meters have been installed.  Kris also stated that Washington County will be doing a culvert project along Spring Hill Road at Sandstrom Road and Hardebeck Roads.  Kris and Malcolm Moreno are to meet and discuss the location of the main line along the project sites.  MOTION by Megan Corvus to accept the Operations Report as presented.  Seconded by Sandy Pagano.  Voted.  Passed.

 

 

OLD BUSINESS

 

Annual Meeting:  Discussed Annual Meeting.

 

 

NEW BUSINESS

 

Master Plan:  At the last meeting, opportunity was given those interested to meet with the engineer to discuss the master plan.  Ken Aberle, Gary Carr, and Malcolm Moreno went with Kris Conway to meet with the engineer and reported on their conversation.  Discussed the scope and intent of a master plan.

MOTION by Megan Corvus to move forward with Westech Engineering to do a master plan.  Seconded by Caroline Devin.  Voted.  Passed unanimously.

 

 

OTHER BUSINESS

None

 

 

MOTION by Sandy Pagano to adjourn at 7:52 p.m.  Seconded by Ken Aberle.  Voted.  Passed. 

 

 

Executive Session