THE MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD JUNE 26, 2025, AT THE GASTON FIRE HALL.

 Board Members Present: Amber Morgan, Ted Leach, Linda Fountain, Dave McAdams, Joel Mulkey, Terry Wymore and Joe Kuran.

Board Members Absent: Tom Gunn, Don Wicks

Staff Present: Jason Bayne, Matt Jackson

Staff Absent:  Kylie McDermott

 Guest Present: Jim and Kelly Lumley

This meeting of the L. A. Water Cooperative was called to order at 5:55 PM Amber Morgan, Chairman and President.

Regular Business

Secretary’s Report: The minutes of the May 2025 meeting were presented in writing.

Motion to approve by Ted Leach. Seconded by Joel Mulkey. Voted and passed.

Treasurer’s Report: May financials were presented.

Motion to approve Linda Fountain. Seconded Ted Leach. Voted and passed.  The number of Capital Projects in 2024 and 2025 have significantly decreased on-hand monies.  There may need to be a rate increase.

 Business Manager’s Report presented in writing.

Motion to approve by Joel Mulkey. Seconded by Ted Leach. Voted and passed.

 Operation Manager’s Reports presented in writing.

 Motion to approve by Ted Leach. Seconded by Joel Mulkey. Voted and passed.  Member with a vineyard connected to a well is also on L.A. Cooperative Water System.  Jason has not dealt with backflow concern as yet and will ask Matt Jackson to give the member and call him to discuss the issue.

Shingled roofs on pump houses are going bad – Sunrise Peaks, Gammon, and LaSalle.  These may need to be addressed this winter or next spring.

 Old Business

1. Construction Updates

• As of June 26^th, the new water line was hooked up to the tank. Over the next few weeks, the field team will be charging the line, chlorinating and sampling the tank.
• Once the Cunningham project is complete, this will open up about 193 new certificates on the valley floor.
• The Electrician will install Mission System next week.
• A culvert is to be installed next week along Cunningham Lane. The culvert was necessary based on the wash boarding along Cunningham Lane. It will cost approximately $2,000.
• The tank itself did not come with a 12-inch valve so there was an additional cost of $5,000 for 12-inch valve.
• Bald peak project is still in process.

2. Water Loss

Water loss is at 25% for June. Reasons for this loss include filling tanks after the TMS project, and construction on the Cunningham reservoir.

3. Shut off past due account update

Need to verify letters were sent and they were certified.

4. Easement update.

On June 3rd, 2025 our lawyers mailed out the terms of the agreement, so hopefully they will start this process soon. The total cost of legal fees from December 2024 to the present amounts to $8,800.

5. Air B&B Update.

Table this project for now.  Board to work on amending our policy/definition of a single-family dwelling.

6. Update on Policy for Transfer Certificate in event of Member Death

The lawyer created a new affidavit and indemnity specifically for transfers in the event of member death. This was given to the trust handling the estate for them to fill out and return to us.

7. Gammon Driveway

Contacted the property owner and requested they come to the board meeting to present their case. Jason Bayne provided video of before and after of the driveway to the board. Jason Bayne was asked to put together a document containing all data, videos, and Joe Kuran’s response.

8. Delinda Morgan has filed another complaint against the L.A. Water Cooperative.  There have been 3 new calls.  Amber Morgan following up with the agencies and providing past documentation on this issue.
9. Discussed new option for recording and transcribing Board meeting minutes. It is software already available through our Microsoft Office license.  Also, the Board discussed the Table of Motions.  The table should only contain motions of substance.  Current there are lot of motions in the Table that are not, i.e. motions to approve Secretary’s minutes, Treasurer’s reports, etc.  Review and clean up is needed.

New Business

1. Treasurer’s Proposal

See Appendix A for Current Resources & Capital Expenditures. Leave funds as they are for now. If additional cash is needed, draw from funds at Cetera. Major part of expenditures of capital projects should be made by the July Board meeting. Any excess funds can be invested in TD/CD per Board direction at that time.

Motion to approve by Linda Fountain. Seconded by Ted Leach. Voted and passed.

2.  Filling Board Vacancy

The relevant item from the By-Laws was presented to the Board.  Additional discussion will be done during Executive Session.

Motion to adjourn by Linda Fountain. Seconded by Ted Leach. Voted and passed.

Meeting Adjourned at 7:42 PM

THE MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD MAY 22, 2025, AT THE GASTON FIRE HALL.

 Board Members Present: Ted Leach, Linda Fountain, Dave McAdams, Joel Mulkey, and Joe Kuran.

Board Members Absent: Tom Gunn, Amber Morgan, Don Wicks, Terry Wymore

Staff Present: Kylie McDermott, Jason Bayne

Guest Present:

This meeting of the L. A. Water Cooperative was called to order at 6:05 PM Ted Leach, Vice President.

Regular Business

Secretary’s Report: The minutes of the April 2025 meeting were presented in writing.

Motion to approve by Joel Mulkey. Seconded by Joe Kuran. Voted and passed.

Treasurer’s Report: April financials were presented.

Motion to approve Linda Fountain. Seconded Ted Leach. Voted and passed.

Business Manager’s Report presented in writing.

Motion to approve by Linda Fountain. Seconded by Dave McAdams. Voted and passed.

Operation Manager’s Reports presented in writing.

Motion to approve by Joel Mulkey. Seconded by Ted Leach. Voted and passed.

Old Business

1. Construction Updates

• Cunningham Project Update – Jason, Matt, and Casey installed a 6×8 tee along with an 8-inch gate valve. This is where BlackRock will begin installing the pipe. By handling the installation ourselves, we saved the Co-op $15,000 compared to having Blackrock perform the installation.

In addition, we implemented all the erosion control measures, such as installing jute matting and wattles. Taking on these erosion control measures ourselves saved the Co-op an additional $12,000.

• The foundation for the tank has been successfully completed. The tank contractor has indicated that it is the finest ring beam foundation he has encountered, which is encouraging news. The delivery of the tank is scheduled for May 19th, and Blackrock is anticipating commencing the installation of piping within the next week or the following week. All necessary inspections related to the tank have been concluded, with satisfactory results for the concrete, foundation, rebar, and subgrade components.
• TMS – Is 100 percent completed with all tanks online.

2. Water Loss

April was approximately 30%

3. Shut off past due account update

Office staff put together two letters to two members that are already shut off but still have not brought their account current. The letters were presented to the board, The letters need minor edits before being mailed out

Motion to approve mailing the letters after edits by Dave McAdams. Seconded by Joel Mulkey. Voted and approved.

4. Easement update.

The construction company will relocate the waterline and easement at their cost. Jason working with our lawyers on letter to construction company regarding the requirements of the relocation. Jason to forward the memo from the lawyer to board members for further review.

Bridgefarmer has no easement and this needs to be pursued.

The member that owns the property the Poppy Pump station sits on contacted the office for a copy of the easement.

5. Air B&B Update.

Kylie McDermott to continue researching properties in violation of water certificate and create individual letters for each property depending on the specific situation.  Draft of the letters to be presented to the Board.  Board requested more information regarding the location of members to receive the letter.

Kylie McDermott said she would be too busy until September to continue work on this issue.

6. Update on Policy for Transfer Certificate in event of Member Death

Kylie McDermott and Dave McAdams have a meeting scheduled the following week with the lawyer to review the current process, get more information on which legal documents to request for different situations.  Dave McAdams also to have a conference call with the attorney.

7. Part Timer Hours

Flexible hours within the current budget as long as part time employee remains  part time without benefits.

Motion to approve by Joel Mulkey. Seconded by Dave McAdams. Voted and approved.

New Business

1. Treasurer’s Proposal See Appendix A for Current Resources & Capital Expenditures. Linda Fountain to contact Certera May 23 to have $90,000 in the Cetera Insured Flex account transferred into the Heritage Account ending in 1350,  Monies to be used to cover capital expenditures.

Motion to approve by Ted Leach. Seconded by Joel Mulkey. Voted and passed.

2. Glatfelter Insurance Policy renewal

Due to increase in premium, request updates to deductibles in the following categorizes. These increases in deductibles are based on how the Board and managers have previously decided if we should or should not file a claim

Auto comprehensive & collision, property, and general.

Motion to approve taking $5,000 deductible instead of $1,000 and raise comprehensive and collision to $5,000 by Joel Mulkey. Seconded by Dave McAdams. Voted and passed.

3. Audio Device for notes

Previously discussed there is nothing in the bylaws or legally barring us from recording the meetings for the purpose of note taking. Joe Kuran to research recording solutions. Kylie McDermott gave preliminary budget range of up to $1,000 for device and transcription software.

4. Hydrant Meter Policy

The L.A. Water Cooperative  does not allow anyone to use our hydrants for any reason due to infrastructure concerns. Staff use them as blow off valves only.

5. Backflow Policy

Current member is using both a well and L.A. Water Cooperative water for their operations.  As this practice poses a significant health risk to the system, verbally inform them if their well is connect to the L.A. Water Cooperative in any way, the State of Oregon requires a Reduced Pressure Backflow Preventer be in installed.  If member does not comply, follow up with a written letter.  L.A. Water Cooperative staff to verify backflow devise in place.  Potential loss of water certificate if not compliant.

6. Gammon Driveway

Member has raised a concerned that damage has been done to member’s driveway while work was being done at the Gammon tank.  Jason Bayne to request the member attend the next board meeting to  file a claim.   Board to be provided with a copy of the Gammon easement.

7. Leak Credit

Motion to approve with a caution to the member that water usage is restricted to residential use only and cannot exceed the 15,000 monthly usage as designated on the water certificate by Dave McAdams. Seconded by Joel Mulkey. Voted and passed.

8. Past Due Write off request

Request to write off $11.05.

Motion to approve by Ted Leach. Seconded by Dave McAdams. Voted and passed.

9. Certificate application and update SDC Fee

Hillsboro charges a $4.00 administrative fee that the Business Manager was not aware of until submitting SDC fees in March. Request to increase the certificate total cost by $4.00 to reflect accurate SDC fees sent to Hillsboro.

Motion to approve increasing the SDC fee by $4.00 to cover the Hillsboro Water administration fee by Linda Fountain. Seconded by Dave McAdams. Voted and passed.

Motion to adjourn by Dave McAdams. Seconded by Joel Mulkey. Voted and passed.

Meeting Adjourned at 8:46 PM

MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER
COOPERATIVE HELD APRIL 24, 2025, AT THE GASTON FIRE HALL.

Board Members Present: Amber Morgan, Ted Leach, Linda Fountain, Dave McAdams, Don
Wicks, Joel Mulkey, Terry Wymore, and Joe Kuran.
Board Members Absent: Tom Gunn
Staff Present: Kylie McDermott, Jason Bayne, Matt Jackson
Guest Present:
This meeting of the L. A. Water Cooperative was called to order a 6:00 PM Amber Morgan,
President.

Regular Business
Secretary’s Report: The minutes of the February & March 2025 meeting were presented in
writing.
Motion to approve by Don Wicks. Seconded by Ted Leach. Voted and passed.
Treasurer’s Report: March financials were presented.
Motion to approve by Don Wicks. Seconded by Linda Fountain. Voted and passed.
Business Manager’s Report presented in writing.
Motion to approve by Linda Fountain. Seconded by Joe Kuran. Voted and passed.
Operation Manager’s Reports presented in writing.
Motion to approve by Ted Leach. Seconded by Don Wicks. Voted and passed.

Old Business
1. Construction Updates
TMS has completed Lambert and Jordan, they are now working on Gammon.
Cunningham project has begun. The pipe was delivered on April 21st and the tank will
arrive the first week of May.
2. Shut off past due account update
No update at this time
3. Easement update.
The construction company will relocate the waterline and easement at their cost.
The Jordan tank easement was recorded.
4. Air B&B Update.
No update at this time. Previously the Board had requested Kylie send out a letter to the
members who are exceeding the 15,000 gallons usage. Kylie to prepare final notice
draft and present to the Board for approval at the May meeting.

New Business
1. Treasurer’s Proposal See Appendix A for Current Resources & Capital Expenditures.
Motion to approve by Linda Fountain. Seconded by Joel Mulkey. Voted and
passed.
2. Quarterly Budget Update
Jason requested additional hours for Casey. Board approved a maximum of 80 hours
for the month of May to assist with flagging requirements for the Cunningham project.
Jason and Kylie to prepare their plan as to how Casey will be used and the cost through
the end of 2025. Jason to look for Project Management assistance.
3. Leak Credit
Motion to approve by Joel Mulkey. Seconded by Linda Fountain. Voted and
passed.
4. New Certificate Application
Motion to approve by Don Wicks. Seconded by Linda Fountain. Voted and passed.
5. Documentation needed for transfer ownership of Certificate of deceased member to
successor member.
The recent death of a member has raised the issue of what documentation is needed by
the L.A. Water Cooperative (the “Coop”) to recognize the transfer of legal title to a new
owner of the certificate previously owned by the deceased member. Various scenarios
were discussed, including situations where the certificate is owned in an individual’s
name who’s estate is subject to probate, where the certificate is held in the name of
more than one person (with and without right of survivorship), and where the certificate
is held in the name of the trustee of a trust. The Board decided to have the Business
Manager ask the Coop’s attorney to provide written guidance to the Coop on this matter.

Motion to adjourn by Don Wicks. Seconded by Linda Fountain. Voted and passed.
Meeting Adjourned at 7:42 PM

MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD MARCH 27, 2025, AT THE GASTON FIRE HALL.

 Board Members Present: Ted Leach, Amber Morgan, Terry Wymore, and Joe Kuran.

Board Members Absent: Tom Gunn, Joel Mulkey, Dave McAdams, both Linda Fountain and Don Wicks phoned into the meeting

Staff Present: Kylie McDermott, Jason Bayne, Matt Jackson

Guest Present: Andy Turudic

This meeting of the L. A. Water Cooperative was called to order at 5:57 PM Amber Morgan.

Welcome of new board members

Elect Officers

President & Chair – Amber Morgan

Motion to approve by Linda Fountain. Seconded by Terry Wymore. Voted & Passed

Vice President – Ted Leach

Motion to approve by Amber Morgan. Seconded by Linda Fountain. Voted & Passed

Secretary – Linda Fountain

Motion to approve by Amber Morgan. Seconded by Ted Leach. Voted & Passed

Treasurer – David McAdams

Motion to approve by Linda Fountain. Seconded by Amber Morgan. Voted & Passed

Regular Business

Secretary’s Report: The minutes of the February 2025 meeting were presented in writing.

The minutes will be voted on at the next board meeting. 

Treasurer’s Report: February financials were presented.

The financials will be voted on at the next board meeting. 

Business Manager’s Report presented in writing.

The Business Manager’s Report will be voted on at the next board meeting.

Operation Manager’s Reports presented in writing.

The Operations Manager’s Report will be voted on at the next board meeting.

Old Business

1. Construction Updates

After the soil tests have been completed, the engineer and construction company has a complete plan on installing the Cunningham tank and waterline. There will be additional costs from the original quote a year ago due to required retaining wall and additional DEQ permit. Even with additions, we are still under the Master Plan’s estimated cost.

2. Shut off past due account update
No update at this time

3.  Easement update
Operations Manager is still working on the Jordan easement.

4. Air B&B Update.

No update at this time.

5. New Certificate Application

Motion to approve will occur over email to all board members.

New Business

1. Treasurer’s Proposal See Appendix A for Current Resources & Capital Expenditures.

Recommendations made by the Business Manager, any decisions moved to next board meeting.
Treasurer’s Proposal March 2025

Meeting Adjourned at 7:23 PM

MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD February 27, 2025, AT THE GASTON FIRE HALL.

Board Members Present: Don Wicks, Linda Fountain, Ted Leach, Amber Morgan, Terry Wymore, and Joe Kuran.

Board Members Absent: Tom Gunn, Joel Mulkey, Dave McAdams Staff Present: Kylie McDermott, Jason Bayne, Matt Jackson Guest Present: Joseph Zampko

This meeting of the L. A. Water Cooperative was called to order at 6:02 PM by Don Wicks, President.

Regular Business

 Secretary’s Report: The minutes of the January 2024 meeting were presented in writing.

Motion to approve by Amber Morgan. Seconded by Terry Wymore. Voted and passed.

Treasurer’s Report: January financials were presented.

Motion to approve by Amber Morgan. Seconded by Linda Fountain. Voted and passed.

Business Manager’s Report presented in writing.

Motion to approve by Amber Morgan. Seconded by Linda Fountain. Voted and passed.

Operation Manager’s Reports presented in writing.

Motion to approve by Ted Leach. Seconded by Amber Morgan. Voted and passed.

 Old Business

1. Construction Updates

Removed trees around Bald Peak inside the easement. This is in accordance with the master plan. These trees posed a fall risk to the reservoir and contributed to accelerated corrosion.

2. Shut off past due account update No update at this time.

3. Easement update

The easement for Cunningham has been recorded.

4. Air B&B

No update at this time.

New Business 

1. Financial Statements

Motion to approved the 2024 Financial Statements by Amber Morgan. Seconded by Terry Wymore. Voted and passed.

2. New Certificate Application

The certificate applicates need to clarify the timing of payment and installation of the meter.

3. Leak Credits

Motion to approve the first leak credit by Linda Fountain. Seconded by Ted Leach. Voted and passed.

 Motion to approve the second leak credit by Amber Morgan. Seconded by Linda Fountain. Voted and passed. 

4. Inactive Certificate Buy Back

Motion to approve certificate buy back by Amber Morgan. Seconded by Linda Fountain. Voted and passed. 

5. Treasurer’s Proposal See Appendix A for Current Resources & Capital

Motion to approve by Linda Fountain. Seconded by Amber Morgan. Voted and passed.

Treasurer’s Proposal February 2025

MOTION to adjourn by Ted Leach. Seconded by Amber Morgan. Voted and passed. Meeting Adjourned at 7:14 PM

MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD January 23, 2025, AT THE GASTON FIRE HALL.

Board Members Present: Dave McAdams, Linda Fountain, Ted Leach, Joel Mulkey, Terry Wymore, and Joe Kuran.

Board Members Absent: Don Wicks, Tom Gunn, Amber Morgan

Staff Present: Kylie McDermott, Jason Bayne, Matt Jackson
Guest Present: 

This meeting of the L. A. Water Cooperative was called to order at 6:00 PM by Terry Wymore, President.

Regular Business

Secretary’s Report: The minutes of the December 2024 meeting were presented in writing.
Motion to approve by Ted Leach. Seconded by Dave McAdams. Voted and passed.

Treasurer’s Report: December financials were presented.
Motion to approve by Linda Fountain. Seconded by Joe Kuran. Voted and passed.

Business Manager’s Report presented in writing.
Motion to approve by Linda Fountain. Seconded by Joel Mulkey. Voted and passed.

Operation Manager’s Reports presented in writing.
Motion to approve by Ted Leach. Seconded by Joel Mulkey. Voted and passed.

Old Business
1. Construction Updates
Work has begun on the Bald Peak water utilization project.
The electrical permitting process has been started
2. Shut off past due account update No update at this time.
3. Easement update The easement for Cunningham has been recorded.
4. Air B&B Update.
No update at this time.

New Business
1. 2025 Holiday Schedule
Motion to approve the floating holiday at Christmas Eve by Linda Fountain. Seconded by Ted Leach. Voted and passed.
2. Leak Credits
Motion to approve by Linda Fountain. Seconded by Dave McAdams. Voted and passed.
3. New Certificate Application
All applications for Bald Peak will be held until the project is completed. They will be brought to the board for approval after project completion.
4. Treasurer’s Proposal See Appendix A for Current Resources & Capital Expenditures.
Motion to approve by Joe Kuran. Seconded by Joel Mulkey. Voted and passed.
MOTION to adjourn by Linda Fountain. Seconded by Dave McAdams. Voted and passed. Meeting Adjourned at 7:15 PM

Appendix A

Treasurer’s Proposal January 2025

MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD December 19, 2024, AT THE GASTON FIRE HALL.

Board Members Present: Don Wicks, Dave McAdams, Linda Fountain, Ted Leach, Amber Morgan and Joe Kuran.

Board Members Absent: Tom Gunn, Joel Mulkey, and Terry Wymore

Staff Present: Kylie McDermott, Jason Bayne, Matt Jackson

Guest Present: Greta Zuercher, Suzanne Kohlmeyer, Rebecca Wilson, and Greg Wilson

This meeting of the L. A. Water Cooperative was called to order at 6:00 PM by Don Wicks, President.

Regular Business

Secretary’s Report:  The minutes of the November 2024 meeting were presented in writing.

Motion to approve by Amber Morgan.  Seconded by Dave McAdams. Voted and passed.

Treasurer’s Report: November financials were presented.

Motion to approve by Linda Fountain.  Seconded by Amber Morgan. Voted and passed.

Business Manager’s Report presented in writing.

Motion to approve by Amber Morgan.  Seconded by Joe Kuran. Voted and passed.

Operation Manager’s Reports presented in writing.

Issue with property at 13191 SW Springhill Road.  Staff discovered the foundation builder violated the terms of the easement as the foundation is over the Cooperative’s waterline.  Property owners were not aware of the problem.  Builder no longer communicating with Jason Bayne.  Lawyers preparing a demand letter that is to be reviewed by the Board.  Also a new certificate is to be issued with the correct address (tax lot is correct on current certificate).

Motion to approve by Ted Leach.  Seconded by Amber Morgan. Voted and passed.

Old Business

1. Construction Updates
   We received the plans for the Cunningham Tank and I have forwarded the documents to Luke (engineer). He is preparing engineering plans and getting all the permits and approvals through the County.

The easement for the Cunninham project is completed except for the notarized signatures for Dave and Don; Furthermore, I have a notary coming to the board meeting to finalize the documents. Will be recorded in Yamhill County on Monday.

2. Employee Handbook Update
Motion to approve by Dave McAdams. Seconded by Amber Morgan. Voted and passed.

3. Shut off past due account update
No update, moved to next board meeting.

4. Easement update
Schroder Law is currently preparing new easement documents for our Jordan waterline, tank, and access easement. We expect to receive these documents by the end of the month. I have been in contact with potential grantors and will meet with all of them once I receive the new easements from the attorney

Another easement in question.  Our survey shows significant encroachment.  Property owners said they have different information.  Jason Bayne meet with property owners and determine what the options are to correct the problem with the home being too close to our water line.

5. Repairs Reimbursement

Motion to pay remaining reimbursement out of the operation account by Amber Morgan. Seconded by Joe Kuran. Voted and Passed.

6. Air B&B Update.

Send the same memo again only to the members who have detached unit at this time.  Board will need to consider gray areas in the future.

Separate but similar issue.  One member reported a leak and during their communication informed Cooperative staff that they have moved into a second unit while allowing other family members to occupy the main dwelling.  Business Manager to send letter with a copy of the Bylaws stating they will need to purchase a second certificate.

7. Financial Audit.

The business manager is working on getting everything ready for an audit. This is scheduled to take several months.

8. 2025 Budget and Proposals
   Amber Morgan requested a change to the budgeted amount for late fees and door hanger fees to be lowered.
9. Motion to approve the 2025 Operations budget with quarterly revisions by Don Wicks. Seconded by Dave McAdams. Voted and Passed.

Motion to add vision benefit to employee benefits by Dave McAdams. Seconded by Don Wicks. Voted and Passed.

10. Water Rate Increase

Business manager to make a proposal with 3% and 6% increase.

Motion to approve 3% water rate increase effective on the February bill by Amber Morgan. Seconded by Dave McAdams. Voted and Passed.
Business Manager to send members letter notifying of the increase and noting Hillsboro increase is 6%, L.A. Water Cooperative increase is only 3%.

New Business

1. Service Truck Proposal

Motion to approve selling the Tundra and using the funds to buy a different service truck by Amber Morgan. Seconded by Dave McAdams. Voted and Passed.

2. New Certificate Application

Motion to approve two certificates on Bald Peak to pay for Bald Peak utilization project by Joe Kuran. Seconded by Ted Leach. Voted and Passed.

Motion to approve one certificate on Gammon tank by Linda Fountain. Seconded by Dave McAdams. Voted and Passed.

3. Treasurer’s Proposal See Appendix A for Current Resources & Capital Expenditures.

Motion to approve by Dave McAdams. Seconded by Ted Leach. Voted and passed.

MOTION to adjourn by Dave McAdams.  Seconded by Linda Fountain.  Voted and passed.   Meeting Adjourned at 7:38 PM

Appendix A

Treasurer’s Proposal December 2024

MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD November 21, 2024, AT THE GASTON FIRE HALL.

 Board Members Present: Dave McAdams, Linda Fountain, Terry Wymore, Ted Leach, Joel Mulkey, Tom Gunn and Joe Kuran.

Board Members Absent: Don Wicks (phoned in), Amber Morgan

Staff Present: Kylie McDermott, Jason Bayne, Matt Jackson

Guest Present: None

This meeting of the L. A. Water Cooperative was called to order at 5:58 PM by Terry Wymore, Vice President.

Regular Business

Secretary’s Report:  The minutes of the October 2024 meeting were presented in writing.

Motion to approve by Joel Mulkey.  Seconded by Ted Leach. Voted and passed.

 Treasurer’s Report: October financials were presented.

Motion to approve by Linda Fountain.  Seconded by Joe Kuran. Voted and passed.

 Business Manager’s Report presented in writing.

Motion to approve by Ted Leach.  Seconded by Joel Mulkey. Voted and passed.

 Operation Manager’s Reports presented in writing.

Motion to approve by Joe Kuran.  Seconded by Dave McAdams. Voted and passed.

Old Business

1.Construction Updates

The estimate for the Cunningham reservoir project has increased from the original estimate earlier in the year. Now included is an extra charge of $13,000 for the powder coating for the tank.  Mission SCADA install on Withycombe pump station and Cunningham reservoir so they can communicate with each other will add $15,000 to the project.  Getting quotes for installation of security fencing. Received easements back from Welliver.  Dave McAdams has reviewed and sent back some changes to insure work will not impact the grass seed crop.

2. Employee Handbook Update

Business Manager to update some wording. Moved to next board meeting.

3. Shut off past due account update

No update, moved to next board meeting.

4. Easement update

Operations Manager still working with the lawyers regarding Jordon reservoir easement.
Reservoir sits on a non-members property.  Original easement and exchange of money was done with     previous owner.  Easement was never signed or recorded.

5. Repairs Reimbursement

Repairs reimbursement request moved to the next board meeting.

6. Air B&B Update.

Business manager to make a list of Air B&Bs in our service area.  Match up with members. Send a letter to those members with an Air B&B requiring purchase of certificates

7. Financial Audit.

The business manager is working on getting everything ready for an audit. This is scheduled to take several months.

New Business

1. 2025 Budget and Proposals

Operations Manager to investigate selling the Tundra and buying a on ton service truck at no cost to the co-op.

Business Manager to do revenue modeling for interest income in 2025.

2. Water Rate Increase

Business manager to make a proposal with 3% and 6% increase.

3. Treasurer’s Proposal See Appendix A for Current Resources & Capital Expenditures.

Motion to approve by Dave McAdams. Seconded by Linda Fountain. Voted and passed.

4. Leak Credit

Motion to approve by Joel Mulkey. Seconded by Dave McAdams. Voted and passed.

MOTION to adjourn by Dave McAdams.  Seconded by Joel Mulkey.  Voted and passed.   Meeting Adjourned at 8:54 PM

Appendix A

Treasurer’s Proposal November 2024

MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD October 24, 2024, AT THE GASTON FIRE HALL.

Board Members Present: Amber Morgan, Dave McAdams, Linda Fountain, Terry Wymore, Ted Leach, Joel Mulkey, Tom Gunn and Joe Kuran.

Board Members Absent: Don Wicks (joined meeting in progress via telephone)

Staff Present: Kylie McDermott, Jason Bayne, Garrett McCune

Guest Present:

This meeting of the L. A. Water Cooperative was called to order at 5:57 PM by Terry Wymore, Vice President.

Regular Business

Secretary’s Report: The minutes of the September 2024 meeting were presented in writing.
Motion to approve by Tom Gunn. Seconded by Joel Mulkey. Voted and passed.

Treasurer’s Report: September financials were presented.
Motion to approve by Linda Fountain. Seconded by Tom Gunn. Voted and passed.

Business Manager’s Report presented in writing.
Motion to approve by Linda Fountain. Seconded by Amber Morgan. Voted and passed.

Operation Manager’s Reports presented in writing.
Motion to approve by Dave McAdams. Seconded by Joel Mulkey. Voted and passed.

Old Business

1. Construction Updates The tank relining will be scheduled for the Spring of 2025.

2. Employee Handbook Update Business manager to make updates then resend at the November board meeting.

3. Chapter 7 Bankruptcy Update

Motion to write off bankruptcy amount by Dave McAdams. Seconded by Terry Wymore. Voted and approved.

4. Shut off past due account update

First letter sent by the Business Manager.  Second letter will be sent if there is no response.

5. Airbnb update

6. Easement update
Motion to reimburse member’s estate for payment of 2023-2024 property taxes. Seconded by Amber Morgan. Voted and passed. Title checks will be done regarding the property occupied by the reservoirs. Jason Bayne to fine out status of easements associated with the reservoirs. Jason Bayne to contract Estate Manager to obtain contacts for the properties. Amber Morgan and Kylie McDermott to draft a letter for board signature.

7. Audit update Business Manager to complete the legwork of getting the financials ready for an audit.
Once Pedro approves of the work completed by the business manager, then the business manager will seek out an auditor to complete the official audit.
The official audit time frame is beginning January of 2026.

New Business

1. Budget Review

Motion to have 2025 budget ready for November board meeting with intent to finalize at December 2024 meeting by Dave McAdams. Seconded by Linda Fountian. Voted and passed.
Don Wicks requested staff prioritize what projects have to be done and which projects can wait.
Business Manager to create two water rate increase proposals.
Business Manager to create a gross margin comparison of 2023 and 2024 report.
Business Manager to create a draft of the 2025 budget to review at the November board meeting with intention of finalizing at the December board meeting.

2. Treasurer’s Proposal See Appendix A for Current Resources & Capital Expenditures.
Motion to move $200,000 from Cetera Flex Insured account to T-Bill or CD due March 2025 by Dave McAdams. Seconded by Linda Fountain. Voted and passed.
Motion to have Linda Fountain move 100,000 from Heritage checking account to Umpqua bank account to maintain under 250,000 FDIC coverage by Amber Morgan. Seconded by Tom Gunn. Voted and passed.

3. Repairs Reimbursement
Operations manager to do more research and bring more information to the next board meeting.

4. Bald Peak Utilization Proposed Project
Create proposal for the 2025 budget.

5.Leak Credit
Motion to approve by Ted Leach. Seconded by Dave McAdams. Voted and passed.

6.. New Certificate Application
Motion to approve by Amber Morgan. Seconded by Joel Mulkey. Voted and passed.

MOTION to adjourn by Linda Fountain. Seconded by Dave McAdams. Voted and passed. Meeting Adjourned at 8:30 PM

Appendix A

Treasurer’s Proposal October 2024

MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD September 26, 2024, AT THE GASTON FIRE HALL.

Board Members Present: Amber Morgan, Dave McAdams, Linda Fountain, Terry Wymore, Ted Leach, Don Wicks, and Joe Kuran.

Board Members Absent: Joel Mulkey, and Tom Gunn

Staff Present: Kylie McDermott, Jason Bayne, Matt Jackson

Guest Present: Andy Turudic, Greta Zuercher, John Chambers, Sharon & Mack Zertanna, Jill Ward, Joseph Zupoko, Connie Thias, Colleen & Keaton Gildersleeve, Brenda Leach, Kathy Hayes, Loren Vaught

This meeting of the L. A. Water Cooperative was called to order at 6:00 PM by Don Wicks, President.

Regular Business

Secretary’s Report:  The minutes of the August 2024 meeting were presented in writing.

Motion to approve by Amber Morgan.  Seconded by Ted Leach. Voted and passed.

Treasurer’s Report: August financials were presented.

Motion to approve by Linda Fountain.  Seconded by Terry Wymore. Voted and passed.  

Business Manager’s Report presented in writing.

Motion to approve by Amber Morgan.  Seconded by Linda Fountain. Voted and passed.

Operation Manager’s Reports presented in writing.

Motion to approve by Amber Morgan.  Seconded by Joe Kuran. Voted and passed.

Old Business

1. Hardship Certificate Application

Member rescinded application, they will get water from a different source. Team tasked with updating the hardship application.  Jason Bayne to remind member that their water certificate covers 15,000 gallons of usage per month.  Violation of the certificate may result in loss of certificate

2. Employee Handbook Update

Reference safety manual.

3. Chapter 7 Bankruptcy Update

Waiting for Lawyer to send confirmation LA Water Cooperative is included in the claim.

4. Shut off past due account update

LA Water Team to continue working to contact the active member. The member does need to follow procedure for have the certificate updated in their name.  The meter is to be moved to the street.

New Business

1. Budget Review

Budget review has been moved to the following board meeting.

2. Treasurer’s Proposal

See Appendix A

Motion to approve by Dave McAdams.  Seconded by Terry Wymore. Voted and passed.

3. 2023’s 990

Motion to approve by Ted Leach.  Seconded by Amber Morgan. Voted and passed.

4. Construction Updates

Tank Relining: TMS has completed all terms of the agreement. The project will be scheduled shortly.

Cunningham Tank: Based on recommendations by the engineer, we completed geotechnical report on the soil of the site. The preliminary results show the site soil is favorable to install a tank there.

5. Policy Manual Updates

Policy manual updates have been moved to the following board meeting.  Kylie McDermott to provide Board with a copy for the next meeting.

6. Leak Credit

Motion to approve by Linda Fountain.  Seconded by Dave McAdams. Voted and passed.

7. Don Wicks asked the staff to bring an update on outside pending projects. A partial list includes:  Follow up on B&B, follow up and review of all easements, status on moving forward with an audit.

MOTION to adjourn by Dave McAdams.  Seconded by Linda Fountain.  Voted and passed.   Meeting Adjourned at 8:30 PM

Appendix A