Board Meeting Minutes – December 19, 2024

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.

  1. 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.

  1. Financial Audit.

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

  1. 2025 Budget and Proposals
    Amber Morgan requested a change to the budgeted amount for late fees and door hanger fees to be lowered.
  2. 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.

  1. 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.

  1. 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