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
- 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.
- 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.
- 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.
- 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
- 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.
- 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.
- 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.
- 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.
- 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.
- Past Due Write off request
Request to write off $11.05.
Motion to approve by Ted Leach. Seconded by Dave McAdams. Voted and passed.
- 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
