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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|
Guests: Sheila Thackham, Sherri Thackham
No public comments.
Minutes, October 6, 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. Discussion followed. Director Gose questioned the transfer of $44,000 from the Columbia Park Spillway to apply to the rental of the grader. He asked if the $80,000 budgeted for the Columbia Park Spillway was correct. He also reiterated again, the transfer was done without his or Director Morrell’s knowledge while three other board members were notified.
Director Shawver stated he contacted MRSC and was advised when talking to three board members, although individually, it constitutes conducting business as a quorum. Director Shawver stated if this type of situation happens in the future a meeting will need to be scheduled. Manager Ellison referred to the purchasing policy which allows him to spend up to $50,000 without Board approval. He stated he contacted those members as a matter of courtesy and apologized for not contacting all five members.
To answer Director Gose’s question about the budgeted amount for the Columbia Park Spillway, Manager Ellison explained CID was able to make minor changes to make the Spillway work better instead of a major replacement. Only a portion of the original $80,000 budgeted was needed for the repair, leaving a balance that was available for use.
A vote on the motion to approve the minutes was taken and they were approved.
|Voucher 01||Reimburse Revolving Fund||$163,550.14|
|Voucher 02||Liability Insurance||59,170.00|
The Board reviewed and discussed the October Vouchers. Director Martin 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 stated the total annual budget came in at 88.02 percent. Discussion on the bonds confirmed the remaining balances will be paid within the next six years. (Not recorded in the meeting – the first bond purchased will be paid in three years $250,873.75, the second bond will be paid in five $342,523.75.)
A discussion occurred about protecting CID equipment.
Manager Ellison reported the repairs made to the inside and outside walls of the office building were finished and he is currently looking at carpet samples.
Policies & Procedures
Director Shawver initiated a discussion on the draft Board Policy. Other directors thought a special meeting was going to be scheduled to go over policies. Manager Ellison stated the policies/procedures handed to the board at the October meeting were to be reviewed by the Board to determine if changes needed to be made.
Work Orders by Division
The Board reviewed and discussed the work orders in their respective divisions.
Set Date for Board of Equalization
The date for the Board of Equalization was set for December 1st, 1:00 pm, prior to the next regularly scheduled board meeting. Advertisements will be placed in the newspaper.
Canal Lining Bid
Manager Ellison reported he issued letters to solicit bids for several small sections of liner replacements. The areas concerned are in the canal west of Leslie Road and off of Finley Road near Bryson Brown and Donaldson Road. The bids will close November 15th.
Field Foreman, Pat Loftus reported water was turned off October 15th and crew members have finished winterizing LID pump stations and drum screens. Crew members have started on the off-season work orders replacing screen boxes and collapsed leads. They are also correcting valve sizes to a few properties in LID #42. Once the miscellaneous repairs have been finished, crew will begin hauling rock for canal restoration. A variable frequency drive unit needs to be installed at LID 50 and one of the 300 HP pumps in LID 46 needs to be repaired during the off season.
Manager Ellison reported the process for determining LID maintenance costs has been completed. Staff is working on parcel changes for the election so the per acre costs are subject to change. A preliminary assessment roll has been printed.
Ellison also announced two individuals petitioned to be elected to the Board for each of Division 4 and 5. Jim Christopherson and Jim Gose have petitioned for Division 4; Sherri Thackham and Brian Criswell petitioned for Division 5. November 6th is the deadline for any additional petitions. The election will be held December 12, 2017.
The election process was discussed.
There being no further business to present to the Board, President Shawver adjourned the meeting at 2:50 pm.