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.

Motion to approve water leak credit by Joel Mulkey. Seconded by Linda Fountain. Voted and passed.

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

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

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

MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD August 22nd, 2024, AT THE GASTON FIRE HALL.

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

Board Members Absent: Don Wicks, Tom Gunn

Staff Present: Kylie McDermott

Guest Present: Kylie Kelly

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

Regular Business

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

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

Treasurer’s Report: July 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 Amber Morgan. 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. Employee Travel Reimbursement Policy 

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

New Business

1. Budget Review

Budget review has been moved to the following board meeting.

2. Leak Credit

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

3. Hardship Certificate Application 

The county has approved the hardship. Jason approved allowing the homeowner to serve the ADU off their existing meter.

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

4. Employee Handbook Update

The employee handbook was last updated in 2017. The Business Manager updated the employee handbook with current Oregon regulations, updated language, and current benefits. A copy was provided to board members to review. Discussion and approval will be pushed to the next board meeting to give time for board members to review. 

5. Chapter 7 Bankruptcy 

Confirm with the bankruptcy lawyer that L.A. Water Cooperative is included in the customer’s bankruptcy filing. If LA Water is named then write off the balance. 

Motion to approve to write off the balance if LA Water is included in the bankruptcy by Amber Morgan. Seconded by Dave McAdams. Voted and passed.

6. Shut off past due account 

Pull the shut off meter and close the account. Send the bill to the active certificate holder for active water use. Credit the account for no water use and late fees for the year the meter has been shut off. 

Motion to approve pulling the shut off meter and sending bill to active certificate holder by Dave McAdams. Seconded by Ted Leach. Voted and passed. 

7. Member requesting installation of hydrant at the end of their water line. 

Jason to refer them to the Fire Department.

8. Member planning major upgrades and wants to increase the meter from our standard ⅝ inch to 1 inch. 

Jason to request member fill out certification application and attend the next board meeting. Depending on the owners actual intent, SDC and new meter fee may be appropriate. 

MOTION to adjourn by Linda Fountain.  Seconded by Joel Mulkey.  Voted and passed.   Meeting Adjourned at 7:36 PM

MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD July 25th, 2024, AT THE GASTON FIRE HALL.

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

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

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

Guest Present: David and Leah Kindel

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

Regular Business

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

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

Treasurer’s Report: June financials were presented.

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

Business Manager’s Report presented in writing.

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

Operation Manager’s Reports presented in writing.

The team is working on gathering quotes for the Bald Peak utilization line.

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

Old Business

1. CDs and available cash for projects

See attached appendix A.

Motion to approve Treasurer’s proposal by Linda Fountain. Seconded by Joe Kuran. Voted and passed.

New Business

1. Budget Review

Budget review postponed due to board members’ absence.

1. Leak Credit

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

1. The neighbors to the office share the septic tank. The neighbor moved the line running to the office lower into the ground. They are requesting reimbursement for parts and labor. Totaling $460.59

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

1. Travel meal reimbursement policy.

Business manager to write up an official travel reimbursement policy. For the conference the Operations manager is attending in August:

Co-Op will cover the cost of lodgings and conference. Meals will be reimbursed up to 50.00 per day. Mileage will be reimbursed at the IRS rate of .67 a mile from home to event and back.

The operations manager will submit an expense report for reimbursement after the event.

Motion to approve by Ted Leach. Seconded by Joe Kuran. Voted and passed.

MOTION to adjourn by Linda Fountain.  Seconded by Dave McAdams.  Voted and passed.   Meeting Adjourned at 7:37 PM

Appendix A

MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD June 27th, 2024, AT THE GASTON FIRE HALL.

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

Board Members Absent: Amber Morgan

Staff Present:  Jason Bayne, Kylie McDermott, Garrett McCune, and Matt Jackson

Guest Present: 

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 May 2024 meeting were presented in writing.  

Motion to approve by Dave McAdams.  Seconded by Tom Gunn. Voted and passed. 

Treasurer’s Report: May financials were presented. 

Motion to approve by Linda Fountain.  Seconded by Tom Gunn. Voted and passed. 

 Business Manager’s Report for June presented in writing.

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

Operation Manager’s Reports presented in writing.

Motion to approve by Linda Fountain.  Seconded by Tom Gunn. Voted and passed. 

 Old Business

1. Tank relining update

The relining is scheduled for September 2024.

 2. 2024 Construction updates

Gaston Dairy line is scheduled to be completed by June 27th. 

The easements for the Cunningham tank and waterline are nearly completed. The water tank takes approximately 9 months to ship so we should look at purchasing the tank in October or November. 

The tanks that need to be cleaned will be scheduled for Fall of 2025.

 3. Inactive Certificate

Called inactive certificate holder to inform her that the CoOp will buy back her certificate and void the 2024 inactive fee. She will locate the original certificate to sign over to us.

 4. Contractor hit waterline

The contractor called in the first locate 45 days before the work began. The locates were not refreshed. The contractor is responsible for maintaining the locates after they have been marked. 

 5. Water Loss Calculation

Complete manual meter reads on the Hillsboro meter and the Withycomb meter to find the difference the confirm there is no leaks on line between Hillsboro meter and our first pump station. 

 6. CDs and available cash for projects

See attached appendix A. Linda to transfer funds on July 3rd. 

Motion to approve by Don Wicks. Seconded by Tom Gunn. Voted and passed.

 7. Insurance Renewal Update

Additional cyber insurance policy was added within the approved budgetary guidelines. 

 8. Accounting Process for capitalizing projects

At this time the accounting process for capitalizing projects will remain the same.

 9. Maintenance Quotes

a. Generator

First a plug in at Withycombe would need to be installed. Brightside quoted this at about $5,000.

b. Bald Peak

Bald Peak water utilization line involves putting in 1300 feet of 4 inch pipe to tie into the existing line and placing a live tap on the Bald Peak tank. This would increase the capacity that can be utilized on the tank. Approximate total estimate is $50,000. 

New Business

1. Budget Review

The budget review has been postponed until the next board meeting.

 2. Leak Credit

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

MOTION to adjourn by Linda Fountain.  Seconded by Joel Mulkey.  Voted and passed.   Meeting Adjourned at 7:56 PM

MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD May 23rd, 2024, AT THE GASTON FIRE HALL.

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

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

Staff Present:  Jason Bayne, Kylie McDermott, Matt Jackson, and Garrett McCune

Guest Present: 

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 April 2024 meeting were presented in writing.  

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

Treasurer’s Report: April financials were presented. 

Motion to approve by Linda Fountain.  Seconded by Joel Mulkey. Voted and passed. 

 Business Manager’s Report for April and May 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 Linda Fountain.  Seconded by Dave McAdams. Voted and passed. 

Old Business
1. Tank relining update

TMS has e-signed contract. We are expecting the signed hard copy to arrive the in mail shortly.  Relining is scheduled for September 2024. 

2.  2024 Construction updates

Jason Bayne is working with Blackrock to find a site to stage pipe near the Gaston Dairy line project. There is one business owner that owns a vacant lot near the road where the line is going in. Jason Bayne has spoken to the property owner to ask permission to stage pipes on the vacant lot. Jason will get signed approval from the property owner before staging pipe on the lot.

3. Late Fees 

Will maintain $15 flat fee for late fees. The charge will occur on the due date of water bills the 20th of each month. 

4. Inactive Certificate

As the business manager was out of office early May, there is no update at this time.

5. Contractor hit waterline

Office has sent the contractor an invoice for work done to repair the waterline hit by the contractor.

6. Updating Master Plan

Master plan only needs to be updated in house as projects are completed, we are not required to update the state every year.

7. Verify Withycombe Flow Meter Accuracy

Field technicians are going to do additional meter reading at the same time Hillsboro Water does our meter read to confirm accuracy of Withycombe flow meter.

New Business

1. Budget Review

Budget review was postponed for the next board meeting.

2. Leak Credit

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

The board requests gallons be added to the leak credit summary.

3. CDs and available cash for projects. 

Motion to approve moving 100k in funds from Umpqua bank to Heritage Bank to cover project expenses by Dave McAdams. Seconded by Joel Mulkey. Voted and passed.

4. Insurance Renewal

Our insurance provider no longer includes cyber insurance as part of the policy. It is now a separate add on. 

Motion to add cyber up to $500 a month additional by Joel Mulkey. Seconded by Dave McAdams. Voted and passed.

5. Accounting process for capitalizing projects. 

Kylie McDermott to research the current method versus another method for capitalizing projects on an ongoing basis. 

MOTION to adjourn by Linda Fountain.  Seconded by Dave McAdams.  Voted and passed.   Meeting Adjourned at 7:47 P.M

MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD April 25th, 2024, AT THE GASTON FIRE HALL.

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

Board Members Absent: Joel Mulkey, Ted Leach, Tom Gunn

Staff Present:  Jason Bayne, and Matt Jackson

Guest Present: 

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 March 2024 meeting were presented in writing.  

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

Treasurer’s Report: March financials were presented. 

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

Business Manager’s Report was not presented due to the Business Manager being absent.

Operation Manager’s Reports:  presented in writing.

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

Old Business

1. Tank relining 

Still working on the warranty language with TMS. Jason Bayne to to start looking at other companies.

2. 2024 Proposals 

Jason Bayne said our engineer reported a pump house would not be needed for the Cunningham project. That project is not scheduled until 2025.

Future topic should be to address a fail safe for the Withycomb pump station.

Gaston Dairy Line Capital improvement project is in progress. Black Rock is doing the project and the bid is $318k. Motion to approve the funding for the Gaston Line Capital Improvement Project.

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

3. Inactive Reservoir 

Jason Bayne to ask our engineer about moving the small Rossman reservoir to Bald Peak.

4. New Construction Contractors Template

Our attorney is working on the TMS contract. Since contracts are specific to a project/company, a template is probably not needed. 

5. Late Fees

Subject deferred to executive session

6. CDs coming due

Dave McAdams provided a list Treasury Bills and Certificate of Deposits.  Motion by Amber Morgan to roll the Treasury Bill coming due in into a Treasury Bill due in November, 2024.  Seconded by Terry Wymore.  Voted and passed. 

 New Business

1. Inactive Certificate.  Board approved buying back the certificate for the original purchase price of $1,200.00 in compliance with the By-laws and will void the 2024 inactive fee if the member agrees to signing the certificate over to the L.A. Water Cooperative. 

2. Contractor hit a waterline.  Jason Bayne said he has a dispute with the contractor for billing us for flaggers and his crew had to repair the break.  Jason Bayne was tasked with billing the contractor for our crew’s time.

3. As Master Plan projects are being completed, Jason Bayne is updating the Master Plan.  Jason Bayne to file an updated Master Plan with the State.

4. Jason Bayne said the tool budget is very small and would like some extra funding.  Kylie McDermott to have the quarterly budget prepared for the May meeting.  Budget review to be the focal point of the meeting.

5. Jason Bayne is investigating the March water loss calculation.  There were not major leaks known leaks.  There is a discrepancy between what Hillsboro sends and what we are measuring of receiving.  Need to verify our flow meter at Withycomb is accurate

MOTION to adjourn by Don Wicks.  Seconded by Joe Kuran.  Voted and passed.   

Meeting Adjourned at 7:36 P.M.

MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD March 28nd, 2024, AT THE GASTON FIRE HALL.

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

Board Members Absent: Joel Mulkey

Staff Present:  Jason Bayne, Kylie McDermott, Garrett McCune, and Matt Jackson

Guest Present: Robert & Jennifer Rice

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

Welcome of new board members

Elect Officers

President & Chair – Don Wicks

Motion to approve by Linda Fountain. Seconded by Tom Gunn. Voted & Passed

Vice President – Terry Wymore

Motion to approve by David McAdams. Seconded by Tom Gunn. Voted & Passed

Secretary – Linda Fountain

Motion to approve by Terry Wymore. Seconded by Tom Gunn. Voted & Passed

Treasurer – David McAdams

Motion to approve by Linda Fountain. Seconded by Don Wicks. Voted & Passed

Regular Business

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

Motion to approve by Tom Gunn.  Seconded by Terry Wymore. Voted and passed.

Treasurer’s Report: February financials were presented.

Motion to approve by Tom Gunn.  Seconded by Linda Fountain. Voted and passed.

 Business Manager’s Report presented in writing.

Motion to approve by Tom Gunn.  Seconded by Linda Fountain. Voted and passed.

 Operation Manager’s Reports:  presented in writing.

Motion to approve by Ted  Leach.  Seconded by Tom Gunn. Voted and passed.

Old Business
1. Tank relining

Jason Bayne to present updated contract to TMS. David McAdams approved to sign final contract once TMS agrees.

2. 2024 Proposals

3. Member with two inactive certificates

4. Member with no proof of land ownership.

Member requested that Co-Op reach out to previous owner for original certificate. The member needs to organize receiving the original certificate.

5. Member with inherited certificates providing proof of ownership

6. Virtual Phone update

New Business

1. Laurelwood Water Cooperative Presentation

Guests did not attend.

2. Bald Peak Reservoir Storage

3. Inactive Reservoir

Coop staff will research the inactive storage tank to determine its usability and best option.

4. New Construction Contractors Template

Coop’s attorney worked with David McAdams and Jason Bayne to create a template for to outline required documentation for current and future construction vendors. This template is meant to assist in the future with vendors knowing up front the documentation the coop will need for their proposals.

5. Late Fees

Coop staff will research software’s capabilities on fee structure and will come back with a proposal depending on capabilities.

6. CDs coming due in April

a.  Treasurer’s proposal regarding CDs and FDIC coverage

Motion to adopt Treasurer’s proposal by Tom Gunn. Seconded by Amber Morgan. Voted and approved.

7. Voting Ballot and Voting Envelopes

Staff requesting for feedback and future recommendations for the annual meeting mailings and processes.

8. Leak Credit Request

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

9. Hardship Certificate Application

After conversation with member, the hardship certificate has been approved as a regular certificate, not a hardship.

Motion to approve by Linda Fountain. Seconded by Tom Gunn. Voted and passed.

MOTION to adjourn by Linda Fountain.  Seconded by Joe Kuran.  Voted and passed.  

Meeting Adjourned at 8:27 P.M.

MINUTES OF THE REGULAR MONTHLY BOARD MEETING OF L. A. WATER COOPERATIVE HELD February 22nd, 2024, AT THE GASTON FIRE HALL.

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

Board Members Absent: Lisa Dutz, and Amber Morgan

Staff Present:  Jason Bayne, Kylie McDermott

Guest Present:  

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 January 2024 meeting were presented in writing.  

Motion to approve by Tom Gunn.  Seconded by Terry Wymore. Voted and passed. 

Treasurer’s Report: January 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 Joel Mulkey.  Seconded by Dave McAdams. Voted and passed. 

Motion to adjust SDC fees to match Hillsboro Water’s. SDC fees lowered to 7094.00. 

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

Operation Manager’s Reports:  presented in writing.

Motion to approve by Tom Gunn.  Seconded by Joel Mulkey. Voted and passed. 

Old Business

1. Letter to members regarding water certificate per dwelling.
   

2. Tank Relining Jason Bayne and Dave McAdams to meet with the attorney on Wednesday regarding the contract.

3. 2024 Proposals

 New Business

1. Leak Credit Request

Motion to approve all leak credit requests submitted by Tom Gunn. Seconded by Linda Fountain. Voted and passed. 

2. Payment Plan Request

3. One member has two inactive certificates and has not paid in two years. Member has been sent certified mail and brother has been contacted to confirm the address. Send second certified mail with 45 days to respond before forfeit. If second certified mail comes back not signed do an heir search and charge him for search. 

4. Person asking for certificate to be transferred to them but no proof they own the land, just the mobile home on the land. Person must provide proof they own the land before certificate can be transferred to them. 

5. Person wanting to get certificate but needs to provide proof of ownership of property before transfer can occur. 

6. Some complaints came to Don regarding phone calls and in person customer service. Business Manager to get a virtual phone to respond to phone calls while working from home on Fridays. 

MOTION to adjourn by Tom Gunn.  Seconded by Ted Leach.  Voted and passed.   

Meeting Adjourned at 7:20 P.M.

Executive Session

 Re-Adjourned at 8:07 P.M.

Motion to allocate available funds to three capital improvement projects. The tank relining, reservoir installation and gaston line replacement projects. 

Motion to approve by Tom Gunn. Seconded by Dave McAdams. Voted and Passed.

Motion to adjourn by Tom Gunn. Seconded by Linda Fountain. Voted and passed. 

Meeting adjourned at 8:12 P.M,