CALL TO ORDER

The Board meeting of the Columbia Irrigation District was called to order by President Shawver at 1:00 pm.  Present at the meeting were:

Vincent Shawver, President Gary Weatherly, JUB
Neil Martin, Vice President Howard Ellison, Manager
Dallas Ayde, Director Pat Loftus, Field Foreman
Jim Gose, Director Bonnie Kulp, Recorder
Matthew Morrell, Director

Guests: Robert Blaine, Benton County
Sheila Thackham, Sherri Thackham, Stan King, Jim Christopherson

BOARD OF EQUALIZATION
President Vince Shawver opened the Board of Equalization at 1:00 pm.  There being no one present to come before the Board for equalization purposes, he immediately closed the Board of Equalization.

PUBLIC COMMENT

Sherri Thackham addressed the Directors and Manager Ellison with concerns about a pole at the ditch near Bryson Brown Road.  Manager Ellison stated he had seen it and was not overly concerned.  It is a Frontier Class 5 pole, four feet deep in the ground extending 20 feet above ground. The purpose of the pole is to support two phone cables. The pole in question is located between two poles which are supported by two guy wires on each side. Ellison assured her it will not fall into the ditch. She also told the Directors she noticed a piece of equipment sitting in the ditch with no one around.

CONSENT AGENDA

Minutes, November 3, 2017
The minutes of November 3rd were presented to the Board for approval.  Director Gose made a motion to approve the minutes and Director Ayde seconded it.  Director Gose commented on two spelling errors and a statement made during the discussion of the financial statement.  The statement was:  “A discussion occurred about protecting CID equipment” with no elaboration.  Director Gose stated he wanted the discussion itself written into the minutes.

Discussion was as follows:

Suggestions were made by Director Gose on how to keep the machinery safe while working on projects in the field.  He suggested hauling the equipment back and forth from the shop to the project site on a daily basis.  Pat Loftus, field foreman, stated the process of loading and unloading equipment would take away too much of the available work time. He suggested leaving the machine at a neighbor’s house close to the project. Director Gose told Loftus if he didn’t want to do it his way, then Loftus needed to find another way to keep it safe.

Loftus continued to explain when working at the County pit, the loader is brought back to the shop every night because that area is high risk for vandalism. There are CID patrons living close to other project sites where the machinery can be left overnight.  Director Martin asked if the patron could be indemnified if something happened to a machine parked at a private residence or would they be held accountable.

Manager Ellison stated he didn’t want to increase the cost of doing maintenance. He felt the best way to keep the equipment safe is to park it at a well-known individual’s place overnight while the project is underway.  He already had someone in mind.

Director Martin suggested putting GPS units on the machinery and Director Gose mentioned using high quality security cameras.

Director Gose asked President Shawver to add protecting equipment as a line item on the agenda under Old Business as he wanted to discuss the safety of CID equipment further.

The Board approved the minutes for November 3, 2017.

November Vouchers

Voucher 01 Reimburse Revolving Fund $108,463.29
 

The Board reviewed and discussed the November Vouchers.  Director Martin made a motion to approve the Vouchers as submitted and Director Ayde seconded the motion.  Motion approved.

October Financial Statement
The October Financial Statement was reviewed and discussed by the Board. Director Ayde questioned the cost of the indemnity insurance because it was higher than the amount budgeted.  Manager Ellison explained the $75,000 budgeted amount included the expected percentage increase but updates provided for equipment upgrades for the Elite Sod Spillway and the Traveling Screen caused the $6,000 additional increase.

OLD BUSINESS

Board of Director’s Policy
Director Shawver stated it would be nice to have the policy in place for any new board member following the election. Director Gose does not care for the policy and stated everything is covered in the RCWs.  He suggested a special meeting be held in January to complete this policy and review existing policies.

Work Orders by Division
The Board reviewed and discussed the work orders in their respective divisions.

Building Repair
Manager Ellison reported the inside and outside walls on the west end of the office are completely repaired and carpet has been ordered.

Information from the Manager

Tapteal:  Manager Ellison showed pictures of the problem area at Tapteal.  He explained when the Columbia Center Mall was built, the drain-off water was drained to the northwest and dumped below the railroad tracks. At that time, it was bare ground, no development. When Robert Young wanted to develop the area he initiated a lawsuit hoping to stop the drainage.  CID was part of the lawsuit but the suit failed.   Mr. Young put in pipe, a culvert, and a man-hole system to drain the water into the CID canal system.  There were no permits obtained for that purpose. It had been in place until this year when a severe rain storm washed out the manhole and sent the drain pipe into the canal and also caused road damage.   CID rebuilt the road access for canal maintenance but another rain storm washed everything out again.    He stated he has talked to the City of Richland, the City of Kennewick, and representatives of the Mall.  No one will claim any responsibility for the drainage. Ellison consulted with Attorney, Tom Cowan.  Mr. Cowan wrote letters to all three entities.  He received a letter back from the attorney for the Mall that basically referred back to the law suit.  Mr. Cowan will pursue different laws pertaining to the Clean Water Act of 1974.

Bids – Cement Liner:  Manager Ellison reported he received three bids from C & E, Apex and Poland to repair the cement lining in the main canal. Poland submitted the low bid. The locations are one-half mile west of Leslie Road at the first bridge crossing the canal, at the bridge, and upstream from the bridge approximately one-half mile.  Also on Lateral #2 and Finley Road, between Donaldson and Bryson Brown, upstream of the bridge.

Elite Sod Sluffing:  Manager Ellison showed pictures of more sluffing at Elite Sod that will have to be repaired.

He also showed pictures of an area near the school on Lateral #1, upstream of Oak and Fairway where the walkway crosses the canal to get from 13th to 15th.  District crew is installing a check point to allow better control of the water levels to keep the pump station running.

Oak/Fairway:  Manager Ellison reported the City of Kennewick put rock in the washed out area at Oak and Fairway and spread 5/8” gravel over it to fix the road.  Nothing else has been done to contain their water but Ellison was informed they were going to talk to the County to see if they can arrange for a deflector inside the fairgrounds to keep the run-off water on fairground property.

Dupertail Bridge
Gary Weatherly, JUB, reported the bids for the bridge project will be opened Monday.  It looks like the flume will be constructed next winter.  The contractor will be submitting a plan on how they propose to do the work.  Once it has been submitted, CID will have a better idea of when it will start having an impact on the canal. Weatherly stated a lot of time and effort was put into writing the contract so it would least affect the District.

NEW BUSINESS

Signature Authority
Due to the retirement of Office Manager Bonnie Kulp, Manager Ellison asked the Board to authorize Lila Freshment as a signatory on the District’s bank account and have a credit card issued for her use when the need arises.  Ms. Kulp’s signatory will be removed and the current credit card will be closed. Director Martin made a motion to give Ms. Freshment signature authority for the bank account and get a credit card issued for her to use for office expenses if necessary.  Director Gose seconded the motion and it was approved.   

Set Date to Canvass Absentee Ballots
The date of December 19th at 2:00 p.m. was set to canvass the absentee ballots. Director Gose suggested moving the date out further because of the slow speed of the post office. He was disturbed about his son not receiving his ballots in a timely manner.  It took 13 days from the time it was mailed from the Kennewick post office and delivered to him on the 28th.   He also stated his other son’s ballots mailed at the same time have not been received, yet another son received his in a timely manner.

Inter-local Agreement – Benton County/CID
Manager Ellison presented the Inter-local Cooperative Agreement between Benton County and CID.  The agreement allows for the ability to work back and forth with each other with equipment and/or services if the need arises. Resolution 2017-03 was also presented for approval to allow Manager Ellison to sign the agreement.  Director Gose made a motion to approve the Inter-local Cooperative Agreement with Benton County and approve Resolution 2017-03.  Director Morrell seconded the motion and it was approved.

Operations Report
Field Foreman, Pat Loftus reported CID crew has replaced several defective weir boxes, pumped out the Settling Basin, and poured a check point in the canal near Eastgate School.  They will soon start replacing small portions of concrete lining and will replace the 200 HP pump at the Lakes pump station.

Director Gose asked if the vandalism on the grader had been reported and wanted to know who appraised it.  Manager Ellison assured him it had been reported and the value was appraised by Central Machinery when they negotiated the trade in on a replacement.

RECESSED
President Shawver recessed the meeting at 2:38 pm to Tuesday, December 19, 2017 at 2:00 pm.

COLUMBIA IRRIGATION DISTRICT BOARD MEETING
December 1, 2017 Adjourned to December 19, 2018

Vincent Shawver, President Howard Ellison, Manager
Neil Martin, Vice President Bonnie Kulp, Recorder
Matthew Morrell, Director Lila Freshment
Jim Gose, Director

President Shawver reconvened the meeting of Friday, December 1, 2017 on Tuesday, December 19, 2017, at 2:00 pm for the purpose of counting the absentee ballots received for the December 12th election for Divisions #4 and #5.  Ballots were counted resulting in the following:

In Division #4, total ballots received for James Gose was 266;  James Christopherson received 43.  In Division #5, total ballots received for Sherri Thackham was 183; Brian Criswell received 36.

Jim Gose retained his position in Division #4 and Sherri Thackham will replace outgoing Board member, Mathew Morrell in Division #5.

Due to the fact the Board was together as a quorum, Manager Ellison used the opportunity to ask the Board to renew the five-year water carriage contract for Frank Tiegs  which includes up to three percent annual increases.  Director Morrell made a motion to approve the contract for the five year period with the possibility to increase fees by three percent annually.  Director Martin seconded the motion. It was approved.

Before adjourning the meeting, Director Shawver thanked Matthew Morrell for his service to the Board.  He also thanked Office Manager, Bonnie Kulp for her years spent working for the District. There being no further business to bring before the Board, President Shawver adjourned the meeting at 4:20 pm.