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, Engineer
Neil Martin, Vice President Pat Loftus, Acting Manager
Dallas Ayde, Director Lila Freshment, Recorder
Jim Gose, Director  
Sherri Thackham, Director  

Guests: Sheila Thackham

PUBLIC COMMENT

None

CONSENT AGENDA

Minutes, February 2 and 9, 2018
Director Thackham commented on the minutes of February 9th, page 2, third paragraph under Additional Business.  The date should be changed from February 2nd to March 2nd.   Director Thackham motioned to approve the minutes as amended.  Director Ayde seconded the motion.  Motion approved.

February Vouchers

Voucher 01 Reimburse Revolving Fund $71,341.63
     
     
     

The Board reviewed and discussed the February Vouchers.  Director Martin motioned to approve the Vouchers as submitted.  Director Thackham seconded the motion.  Motion approved.

January Financial Statement
The January Financial Statement was reviewed and discussed by the Board.  There was discussion about whether line items that were over budget should be adjusted on the Financial Statement.  It was decided that individual line items wouldn’t be adjusted at this time, focusing on the overall budget.

OLD BUSINESS

Attorney
President Shawver and Vice-President Martin met with Tom Cowan to discuss the possibility of continuing as the Districts attorney.  He has declined.  The District received one response to our February attorney ad from Anna Franz of Lemargie Kennison Franz and Whitaker, located in Ephrata.  Shawver suggested we place an ad to open it up for another week and reach out to local attorney Bill Davis to see if he would be interested.  Director Martin motioned to open the submission period for another week. Director Ayde seconded the motion. Motion passed.

Professional Services Contracts
The process involved in selection for professional service contracts was explained by Office Manager Freshment.  Ads must be placed annually as required by law.  There must be a documented selection process before a contract is offered.   The State Auditor noted the District did not have contracts in place during the September 2017 Audit.  Contracts were completed at that time.  They were for a one-year term with an option to renew.  In December 2017 professional services ads were placed to comply with the annual requirement.  Freshment explained that the ads should be done prior to the contract due date and suggested ads be run in July.  Evaluations can then be submitted to the Board at the August meeting, and a decision can be made before the contracts are up for renewal.

Tapteal
The Tapteal discharge pipe reinstallation has been completed.  The letter written by Attorney Cowan to the Columbia Mall Partnership was reviewed.

Fairgrounds
A meeting is set for 11:00 am on Monday with representatives from Benton County and the City of Kennewick to discuss the drainage problem at the Fairgrounds.  Gary Weatherly agreed to be in attendance.

GIS Mapping
Gary Weatherly reported that in his discussion with Attorney Cowan, Tom indicated that Aquavella is being completed and the time has passed to make changes.  At this point any boundary changes would be better handled through the County and the Boundary Review Board after Aquavella is completed.

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

NEW BUSINESS

Transfer – Surplus to O & M
No transfer is needed at this time.

KID Electrification of Chandler Dam
Gary Weatherly explained KID currently uses hydraulic pumps to pump water into their canal.  They are looking into adding electrical pumps to use during times of low water.  He has worked on the conceptual design and cost estimate for building the pump station as well as some transient pressure analysis for KID.  He doesn’t feel this creates a conflict of interest.  He recommended that the new attorney be made aware to address any concerns about CID’s senior water rights.  President Shawver stated he has spoken with Chad Stewart from the Yakima Field Office of the Bureau of Reclamation.  He has agreed to attend a future meeting to discuss this.

Operations Report
The District will start filling the canal on March 20, 2018.  Operations Staff are burning tumbleweeds and picking up debris blown into the canal.  More staff are getting the pump stations ready.  It will take about six days to flush the canal.  Check boards will be placed after flushing is complete.  Canal rehabilitation is continuing.  Operations Staff hauled 1,990 cubic yards of county rock from March 12th through March 28th.  They finished the west side of Gum Street on the Main Canal and the east side of Gum Street to the 36th Street Bridge.

Open Managers Position
President Shawver spoke to Kris Polly from Irrigation Leader magazine.  They will publish an electronic ad through March 7th and will publish a print ad in their next issue if we request it.  The Board decided to continue today’s meeting on Friday, March 9th to discuss interviews for the open managers position and attorney.

Executive Session
President Shawver moved the meeting into Executive Session at 3:05 pm for 30 minutes to discuss potential litigation.

President Shawver moved the meeting into Open Session at 3:35 pm.   Director Thackham passed out draft copies of the Managers Policy, Managers Job Description and Board of Directors Policy.  It was decided the Policies would be reviewed in a future meeting.

RECESS
President Shawver recessed the meeting at 3:54 pm and will reconvene on Friday, March 9, 2018 at 1:00 pm.