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

Guests: Yuen Ting Chung (Ruby) and Ginny Waltman, Washington State Auditor’s Office.

Sheila Thackham, Sherry Thackham

AUDIT EXIT

Ruby Chung and Ginny Waltman from the State Auditor’s Office were present to conduct the exit conference for the CID Financial Statement and Accountability Audits for the 2015 – 2016 financial period. A PowerPoint presentation was given explaining how the audit was conducted.  The next audit is scheduled to occur during the summer of 2018 for Fiscal year 2017.  This will be a Financial Statement & Accountability audit at a cost of approximately $14,250.00.

PUBLIC COMMENT

Sheila spoke on RCW’s pertaining to Director Policy.

CONSENT AGENDA

Minutes, September 1, 2017
The minutes of September 1, 2017 were presented to the Board. Director Gose made a motion to approve the minutes and Director Martin seconded the motion.  Motion approved.

September Vouchers

Voucher 01 Reimburse Revolving Fund $222,417.62
Voucher 02 Liability Insurance    81,756.00
$304,173.62

The Board reviewed and discussed the September Vouchers. Director Morrell made a motion to approve the Vouchers as submitted and Director Ayde seconded the motion.  Motion passed.

September Financial Statement
The September Financial Statement was reviewed and discussed by the Board. Manager Ellison reported the District’s 1984 Champion Grader was vandalized. Due to age and high cost of repairs it will have to be replaced. Manager Ellison had contacted Directors Shawver, Ayde and Martin to inform them he took forty-four thousand dollars ($44,000), from the unused, allotted portion of $80,000 from the Columbia Park Spillway on the current budget. It will be applied towards the rent of a replacement grader combined with a possible purchase.  Director Gose stated he did not like the fact he was not notified as well.  Following discussion, Director Shawver suggested when more than two board members are notified of a situation, a special meeting should be called. Because the amount was under the $50,000 threshold designated by the purchasing policy, Ellison stated it was only an effort to keep the Board informed.

OLD BUSINESS

Building Repair
Clean Image LLC has been contracted for work on the building repair. The outside wall has been repaired and sealed. Inside repairs are nearly done.

Canal Break Procedure
The Canal Break Procedure was presented to the Board. Director Gose suggested adding notification of KID or others who have water carriage with the District.  Discussion followed.  Director Ayde motioned to approve the procedure and Director Morrell seconded the motion.  Motion passed.

Board of Director’s Policy
The Board reviewed and discussed the proposed Board of Director’s policy. Manager Ellison requested they each go over it and mark the changes they would like to see made. Director Gose suggested a workshop be held to go over the policies. It was decided since Director Ayde didn’t have copies of the policies before the meeting they take more time to review them and then decide whether to call a special meeting.  Director Gose noted a spelling error on the Purchasing Policy and requested it be corrected.

Work Orders by Division
The Board reviewed and discussed the work orders in their respective divisions. Manager Ellison presented slideshow of the mainline break in LID #63 and discussed the City of Kennewick storm water issue that arose after the storm on September 20, 2017.

NEW BUSINESS

Equipment – Grader Purchase
Manager Ellison reported a used 2011 Motor Grader in good condition had been found and would be an excellent replacement for the vandalized Champion Grader. He proposed that CID postpone the canal road widening project budgeted in the 2017/2018 fiscal year budget and use that money to purchase the grader instead of renting.  Director Morrell motioned to take the money budgeted for the 2018 Canal Road Widening Project to purchase the 2011 Motor Grader.  Director Gose seconded the motion.  Motion passed. The Canal Road Widening Project will be rescheduled for 2018 – 2019 budget season.

Director Martin inquired as to the status of the Columbia Center storm water issue. Manager Ellison reported letters on behalf of the District were sent from Tom Cowan, the District’s attorney, to Columbia Center Mall, City of Richland and the City of Kennewick informing them no more storm water would be accepted into the CID Canal.  He also presented a slideshow of the damage from storm water runoff from the City of Kennewick after the September 20, 2017 storm.

Operations Report
Field Foreman, Pat Loftus reported water is being shut off on Sunday, October 15th.  The crew will then move on to winterization, canal rehabilitation, weir box removal and replacement of old leads.  He stated it was a good water season, pump stations worked well and having a good pump technician was beneficial to the District.

Wages
Manager Ellison recommended wage increases for Office Staff to go into effect January 2018. Bonnie will be retiring and CID will reduce staff to a two person office. Lila will be moving into the Office Manager position and Tana will be moving into Accounts Payable.  He recommended an increase of $3.88 for Lila and $3.83 for Tana resulting in $16,036.80 annual total.  President Shawver proposed the Office Staff portion of Health Insurance Premium increase from seven to eight percent.  Director Ayde motioned to increase hourly wages as suggested and increase the employee cost of insurance to eight percent.  Director Morrell seconded the motion. Directors Shawver, Ayde, Martin and Morrell were in favor; Director Gose was opposed.  Motion approved.

Election
Manager Ellison reminded the Board the Election Petitions of Candidacy need to be submitted by the first Monday of November.

ADJOURNMENT
President Shawver adjourned the meeting at 3:35 pm.