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