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|
Guests: John Hanson, Environmental Specialist, Agrium, US Inc.
Mr. Hanson is seeking approval of the Board for using a portion of the canal right of way to location of a conveyance pipe for their groundwater recovery system. The location is at the end of the canal where it spills into the river. Manager Ellison stated there wasn’t any reason we should not grant an easement for this location. Director Gose made a motion for Agrium to proceed with their plans, using our right of way, per Gary Weatherly’s approval of their plan. Director Martin seconded the motion and it was approved.
PUBLIC COMMENT No comments.
Minutes, August 4, 18, 2017
The minutes of August 4 and 18, 2017 were presented to the Board.
Manager Ellison clarified a comment made by Director Martin concerning the OJ Smith/Huet property. Mr. Martin stated in the previous meeting that he was contacted by Mr. Smith. Mr. Smith told him he was not able obtain satisfactory information from CID concerning the right-of-way. Manager Ellison presented a file, complete with property deeds he has had on file since the spring of 2016.
Manager Ellison also clarified a statement made by Director Gose that the key log and tool inventory had not been implemented since the last employee review. Manager Ellison presented the key log and inventory list, completed in October 2016. Director Gose stated he had not seen it before.
Due to circumstances relating to Board/Employee activity, Manager Ellison reminded the Board the Manager is the only person who reports to the Board. The employees report to the Manager.
Director Gose stated the statement he made about former manager, Keith Martin was taken out of context and needed to be reworded. Director Shawver agreed at the end of Martin’s employment, he did resign.
Director Ayde made a motion to accept the minutes as read and Director Martin seconded. Director Gose opposed. Motion passed.
|Reimburse Revolving Fund||$160,264.62|
The August Vouchers were reviewed and discussed. Director Gose made a motion to approve the Vouchers and Director Ayde seconded the motion. Motion was approved.
July Financial Statement
The July Financial Statement was reviewed and discussed by the Board.
No new information was submitted. Manager Ellison reiterated the judge ruled on August 10th on the adjudication of water rights and now waiting the 90 day period for appeals to be submitted followed by another 90 day period to decide if appeals will be accepted.
Director Ayde exited the meeting at 1:43 pm.
Work Orders by Division
The Board reviewed and discussed the work orders in their respective divisions.
Manager Ellison reported he was only able to obtain one bid on the building repair. It was listed at the Tri-City Construction council for several weeks but no one came forward with a bid. Ellison approached the Clear Image Carpet and Restoration Company located across the street. They submitted a bid for $7,900 for the sealing and repair of the inside and outside wall of the building as well as fixing the wall in the safe.
He received two bids for windows that need replaced due to damaged seals and/or holes from vandalism. Perfection Glass bid $1,971 and Tri-City Glass bid $4,700. Perfection Glass bid on window replacement where Tri-City Glass bid was for a different style of window. They indicated the price was comparable to just straight replacement.
2017/2018 Fiscal Year Budget
Manager Ellison went through the changes he made on the draft budget and reviewed office practice changes and how they will affect the budget. The Board suggested adding $2,000 to Director expense due to an increased number of board meetings. Manager Ellison then removed $2,000 from the canal maintenance capital project.
An O & M rate increase for assessments was suggested by Manager Ellison. Discussion followed. Director Gose made a motion to increase the O & M 1% for each of the next four years and approve the budget with the changes made. (Copy attached.) Director Martin seconded the motion and it was approved.
Cash Basis Accounting
Manager Ellison explained the District will be changing the method of reporting the annual financial statement from GAAP basis accounting to CASH basis accounting.
Unemployment Benefit Policy
Manager Ellison presented a draft of the Unemployment Policy, Resolution 2017-02. Because we are a self-insurer for unemployment benefits, the auditor suggested we have a policy for how CID will pay the benefit if necessary. The District does not budget for unemployment. If it is required to pay a benefit the funds are taken from the O & M account. Director Martin made a motion to approve the policy and Director Gose seconded the motion. Motion approved.
Ellison also gave the Board copies of agreements to implement professional services, including evaluation forms to use in the selection process.
Canal Break Procedure
In the meeting of August 4, 2017, Director Gose stated the need for a canal break procedure. Manager Ellison presented a draft of a procedure for the Board to review. Director Gose stated he would like to see included a historical time line documenting the sequence of events including the cause of break.
Review Other Policies
Director Shawver suggested policy and procedures be reviewed every two years. Copies of existing policies and procedures were given to the Board for review.
Shawver stated we need a policy for board members, particularly new members. He suggested several items pertaining to training that should be included in the policy. A draft policy will be written for the October board meeting.
Benton County Treasurer
Manager Ellison informed the Board about the problems the District is having with the Benton County Treasurer’s new PACS computer program. The laws pertaining to tax collections are not the same as irrigation assessment collection laws, therefore, the County may not be able to continue putting the CID assessment on their tax statement.
Field Foreman, Pat Loftus reported CID had six weeks left to run water. With no drought this year the water supply has been good. He stated there have been no major pump issues and they’ll continue to treat for algae and aquatic weeds as needed.
ADJOURNMENT President Shawver adjourned the meeting at 3:20 pm.