BOARD OF COMMISSIONERS
REGULAR MONTHLY BOARD MEETING
6:30 p.m. - TUESDAY NOVEMBER 21, 2017
Corbett Fire Hall, 36930 E. Historic Columbia River Hwy. Corbett

AGENDA
1. Call to Order
2. Roll Call
3. Approval of the Agenda
4. Approval of the Minutes: Regular Board Meeting October 17, 2017 
5. Leak Adjustments: acct.4870-00, acct.5055-00 - ACTION  
6. Insurance Renewal Review - Property/Liability - Agent of Record Steve Silva will be in attendance
7. Treasurers Report - ACTION  

OLD BUSINESS
1. Variable Base Rate Update 
 2. Southfork Intake - Update - District Manager and President
3. Aerial Inspection of Gordon Creek Watershed Update - District Manager  

NEW BUSINESS
1. Water Usage demographics report - Discussion - District Manager 
2. Feasability Study - District Manager & David Jacobs
3. 2016-2017 Audit - Progress Report - District Clerk

MANAGER’S REPORT
PUBLIC COMMENTS ITEMS NOT ON THE AGENDA
SUGGESTIONS FUTURE AGENDA ITEMS
REVIEW ACTION ITEMS FOR NEXT MONTH
BOARD MEMBER ADDITIONAL ITEMS FOR THE GOOD OF THE ORDER
ADJOURNMENT OF MEETING  

​                                THIS IS A PUBLIC MEETING

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 MINUTES OF THE BUDGET HEARING  JUNE 20, 2017

​Board Members Present: Jeff Hargens, Robert Gaughan, Jack Garrison, Robert Churnside
Absent Board Members: Kevin Wilhelm
Staff present: District Clerk Candy Sutton & Assistant District Clerk Lynda Ronell
Audience members present: Gail Griffith, Sara Grigsby, Malcolm Freund, David Jacobs of Hydra Engineering, Gordon Fulks and Robert Colclesser.

Jeff Hargens called meeting to order at 6:30Pm 
APPROVAL OF THE AGENDA: Bob Churnside made a motion the Agenda be approved as presented. Jack Garrison seconded, all were in favor, motion carried. (4 yes votes: J.Hargens, R.Churnside, B.Gaughan, J.Garrison 0 no votes )

APPROVAL OF THE MINUTES - Jeff Hargens made a motion to approve the minutes of the May 30, 2017 Budget Committee as submitted . Bob Churnside seconded, all were in favor, motion carried. (4 yes votes: J.Hargens, R.Churnside, B.Gaughan, J.Garrison 0 no votes )

TSCC Certification Letter - There were no objections to the Tax Supervising and Conservation Commission letter. 

ADOPT BUDGET 2017-2018 - Jeff Hargens made motion to ADOPT budget as presented for the 2017-2018 fiscal year. Bob Gaughan seconded, all were in favor, motion carried. (4 yes votes: J.Hargens, R.Churnside, B.Gaughan, J.Garrison 0 no votes )

AUDIENCE COMMENTS - Robert Colclesser asked about the master plan? That was adopted in 1995. Per David Jacobs we are good until 2025.
Gail Griffith made a suggestion that next year in our budget we lower our un-appropriated ending fund balance line item and possibly create a “Reserve Fund ”. This would make the funds available during the fiscal year. Jack Garrison thought it was a good idea to revisit that idea.

ADOPT BUDGET 2017-2018 - Jeff Hargens made motion the resolution to adopt the 2017-2018 Fiscal Year budget in the total amount of $1,444,692 be approved as presented. Bob Gaughan seconded, all were in favor, motion carried. (4 yes votes: J.Hargens, R.Churnside, B.Gaughan, J.Garrison 0 no votes ) The resolution was signed by Board members present.  

ADJOURNMENT
Jeff Hargens made a motion to adjourn the Budget meeting at 6:45pm. Bob Churnside seconded, all were in favor, motion carried. (4 yes votes: J.Hargens, R.Churnside, B.Gaughan, J.Garrison 0 no votes ) Meeting Adjourned. 


MINUTES OF THE MAY 30, 2017 BUDGET MEETING
Budget/Committee members present: Jeff Hargens, Robert Gaughan, Dave Mysinger, Kelly Piper, Sara Grigsby, Fred Sanchez.  
Absent: Jack Garrison, Marianne Pietras, Kevin Wilhelm, Robert Churnside.
Staff present: Jeffrey Busto, Candy Sutton.
Audience members present: Gail Griffith.

Chairman Dave Mysinger called the meeting to order at 6:03 p.m.
APPROVAL OF THE AGENDA
Fred Sanchez made a motion to change the Agenda to add line item 4a. Audience Comments with no other changes. Jeff Hargens seconded, all were in favor, motion passed unanimously. 

MEETING MINUTE APPROVAL
Dave Mysinger asked if there were any changes or corrections to the March 21, April 4 and April18, 2017 Budget Committee meetings. There were no changes or corrections. Fred Sanchez made a motion the minutes of the Budget Committee for March 21, April 4 and April 18, 2017 be approved as printed. Jeff Hargens seconded, all were in favor, motion passed unanimously. 

REVIEW OF PROPOSED BUDGET  
District Manager Jeff Busto advised the Committee that there had been a slight change to the budget detail sheets due to a calculation error. He said he and the new District Clerk are learning the process and apologized for the error. Jeff Busto stated that Gail Griffith had come in and helped District Clerk Candy Sutton with some of the Budget process. Gail Griffith addressed the Budget Committee. She explained that the Total Resources as listed on page 1 must equal the total expenditures on page 4. These did not equal under the draft proposed budget that was sent out for the May 16th meeting. The numbers have been corrected and the additional amount in revenue was added to the Un-appropriated ending fund balance, line 22 on page 4. Discussion. No objections to the change.  
Jeff Busto asked Gail Griffith to talk about the U.P. Grant listed on the Resource Page 1 line 14 in the amount of $9,800. Ms. Griffith stated that it would be easier to keep track of and understand expenses from the grant if it is listed as a line item in the expenditures. She suggested: “toilets- UP grant” under Capital Outlay on page 4. Discussion. The committee agreed to add “toilet rebates - UP grant” to Capital Outlay expenditures line 13 on page 4 in the amount of $9,800 and to reduce “Un-appropriated Ending Fund Balance” line 22 on page 4 by $9,800 and changed to $441,922. There were no other changes to the draft budget as presented tonight.  

PUBLIC COMMENTS
There were no additional public comments. 

BUDGET COMMITTEE APPROVAL OF THE 2017-2018 BUDGET 
 Dave Mysinger made a motion that the 2017-2018 budget be approved by the Budget Committee as amended in the amount of $1,444,692.00, with the permanent tax rate of 0.5781 per $1,000 of assessed value be used to calculate taxes. Jeff Hargens seconded, all were in favor, motion passed unanimously. 

ADJOURN
Dave Mysinger - adjourn meeting - 6:15pm 


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MINUTES OF THE MAY 23, 2017 REGULAR MEETING
Budget committee members present: Jeff Hargens, Robert Gaughan, Robert Churnside, Kevin Wilhelm, Dave Mysinger.  
Absent: Jack Garrison 
Staff present: Jeffrey Busto, Candy Sutton.
Audience members present: Malcolm Freund, David Jacobs, Gordon Fulks, Shio Uyetake, Frank Motley, James Woodward, Gail Griffith, Jodi Woodward

Chairman Jeff Hargens called the meeting to order at 6:25 p.m.

APPROVAL OF THE AGENDA
10-A. Secretary/Treasurer report will be tabled due to Jack Garrison being absent.
Robert Churnside - 1st, Kevin Wilhelm – 2nd, Motion to approve, unanimously approved.

APPROVAL OF THE MINUTES
Minutes of February 9, 2017: Jeff Hargens would like included that Spencer Rockwell was present by phone after going into executive session. Robert Gaughan made a motion to approve the minutes as modified, Kevin Wilhelm seconded, passed unanimously.
Minutes of February 16, 2017: Jeff Hargens would like included that Spencer Rockwell was present by phone after going into executive session. Jeff Hargens made a motion to approve the minutes as modified, Robert Gaughan seconded, passed unanimously.
Minutes of March 14, 2017: Correct the addition of “O” to SDAO. Jeff Hargens commented that it was a different format to get use to but did not mind. Correct so that all names are listed with first and last names. Jeff Hargens made a motion to approve the minutes as modified, Robert Gaughan seconded, passed unanimously.
Minutes of March 21, 2017: Corrections on page 3, addition of last names. Kevin Wilhelm made a motion to approve the minutes as modified, Robert Churnside seconded, passed unanimously.
Minutes of April 11, 2017: Jeff Hargens made a motion to approve the minutes, Robert Churnside seconded, passed unanimously.
Minutes of April 18, 2017: Kevin Wilhelm made a motion to approve the minutes, Robert Churnside seconded, passed unanimously. 

LEAK ADJUSTMENTS
2535-00 – Jeff Hargens – 1st, Kevin Wilhelm – 2nd, Motion to adjust March/April 2017 to 29 units. 
3020-00 – Jeff Hargens - 1st, Kevin Wilhelm - 2nd, Motion to adjust January/February 2017 to 23 units.
3021-00 - Questions: What is the $627.25 Adjustment for? No usage? Jeff Busto to investigate when he gets back to the office. No adjustment at this time, Jeff Busto confirms this line is shut off and locked out, until backflow device is replaced. 
7240-00 – Jeff Hargens - 1st, Kevin Wilhelm - 2nd, Motion to adjust January/February 2017 to 8 units.
8020-00 – Jeff Hargens - 1st, Kevin Wilhelm - 2nd, Motion to adjust January/February 2017 to 36 units.
1550-01 –This account was not on the agenda, but customer was in audience. Came forward to ask for an adjustment, brought sheets to show usage. Jeff Hargens - 1st, Kevin Wilhelm - 2nd, Motion to adjust November/December 2016 to 17 units, January/February 2017 to 16 units, March/April 2017 to 17 units.
Meter accuracy
This is included in the District Manager’s report below.
Ordinance 2017.04.01
Jeff Hargens stated that the second reading was posted in the Outlook. This ordinance replaces Ordinance 2009.05.19 Cross Connection.
Variable base rate
This is included in the District Manager’s report below.
Lowe’s community grant
Candy Sutton stated that 4 customers have submitted and received grant money from the toilet rebate program. Jeff Busto stated that the customers are not eligible for the Lowe’s community grant per the program. Currently Lowe’s offers a discount on toilet purchase. Jeff Hargens stated that this should be changed from listing as Lowe’s community grant but would like to wait until Jack Garrison & Marianne Pietras were present. Tabled until next month. 

MONTHLY REPORTS
Secretary/Treasurer Financial Report: Tabled until next month due to Jack’s absence.
Manager’s Report: District Manager Jeff Busto read as follows:
The meter replacement program is scheduled to begin in June 2017. Twenty pilot meters have been purchased and will be installed, our current meters are catastrophically failing. This will provide us with a test base for determining the accuracy of our current meter population. We will then move forward accordingly to replace the entire districts domestic and irrigation meters. This will dramatically increase our revenue generated from water sales.
The variable base rate is still under investigation by the State of Oregon. We will proceed with board approval when an answer is finalized by the State. 
The field crew has been shorthanded for the last three months with illness’s and absences, which has put our summer schedule for maintenance behind considerably. We are striving to catch up and plan on hiring in June to fill vacancies.  
The District has brought an intern on board for three months. Her name is Grettle Bauer. She is a college student attending University of San Francisco. Her major is environmental science, studying watershed and forestry management. She will be helping out one or two days a week over her Summer break. Monitoring stream conditions and logging impact on the watershed at our headworks.
Drew Forbes is back as a temp/summer help employee. Finishing up his degree, accruing hours one or two days a week towards meeting his educational requirements. 
Filter Pond #1 has been deep cleaned, harrowed, and is in ripening mode. It will be sampled and put into service when we get an acceptable test result. 
Water usage has doubled in the last 4 days due to the warmer temperatures. The increase in usage always brings a strain on our system. We have been hypervigilant and corrected all of our deficiencies before they became a problem. Looking forward to a productive new fiscal year. 
Thank you all for your support and patience while our new staff transitions towards achieving our goals. 
PUBLIC COMMENTS ON ITEMS NOT LISTED ON THE AGENDA
None
UNFINISHED ITEMS FOR BOARD CONSIDERATION
Jeff Busto’s will get full accounting on 3021-00. 
Budget approval was postponed.
Logging up on the watershed and turbidity of the water. Intern Grettle Bauer will be working on this area of information.
 Robert Churnside made a motion to adjourn the meeting, Kevin Wilhelm seconded, passed unanimously. Meeting adjourned at 7:55 p.m.
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MINUTES OF THE APRIL 18, 2017 REGULAR MEETING
Board members present: Jeff Hargens, Robert Gaughan, Jack Garrison, Robert Churnside, Kevin Wilhelm 
Staff present: Jeff Busto, Candy Sutton.
Audience members present: Malcolm Freund, Marianne Pietras, Adam Pomante, Henry Fong, Leigh Moss, Gail Griffith, David Jacobs

Chairman Jeff Hargens called the meeting to order at 7:35 p.m.

APPROVAL OF THE AGENDA
Jack Garrison – 1st, Robert Churnside – 2nd, Motion to approve, unanimously approved.

APPROVAL OF THE MINUTES
No draft minutes available for approval. All will be included in next board meeting.

LEAK ADJUSTMENTS
1375-02: Jeff Hargens – 1st, Jack Garrison - 2nd, Motion to adjust to 6 month average; 6 units with homeowner adding needed insulation. 
1435-00: Jeff Hargens - 1st, Jack Garrison - 2nd, Motion to adjust to 6 month average; 19 units.
2535-00: Jeff Hargens - 1st, Kevin Wilhelm - 2nd, Motion to adjust to 29 units. Finalize leak adjustment at May 16 board meeting. Customer does not need to attend the May 16th meeting.
3020-00: & 3021-00: On hold for Jeff Busto to verify current standing on the lines. No late fees while under investigation.

ORDINANCE 2017.04.01: CROSS CONNECTION
This is the second reading of the Cross Connection. Per requirement has been published in the newspaper. Anyone wanting to read it, it is available at the Corbett Water District. 

RESOLUTION 2017.04.02: ON CALL COMPENTATION
Jack Garrison -The resolution will be included in the personnel policy manual. Increased the 30 minutes radius. Emergency call out on ¼ hour pay, if additional staff needed will revert to standard overtime policy. Personnel policy manual will be updated when approved. 6 month audit will be done. Jeff Busto - Increased the 30 minutes radius.This will be implemented on the next pay period-May. 


VARIABLE BASE RATE
Jack Garrison - The country recommended a variable base rate for those outside of the district. Question has come up if we can by policy charge this. There is a current resolution. Other district use a 2 times base rate charge. This is a standard formula. Currently have a resolution that will need to be changed. Variable base rate was approved and letters sent to all customers out of the District. Jeff Hargens – Shanti has contacted County & State regarding this issue. Recommend that the District Manager contact the Oregon Dept of Revenue to confirm the variable base rate. Tabled until next meeting.

MONTHLY REPORTS
Secretary/Treasurer Financial Report: Jack Garrison – No actual financials this month. The checks are okay. January’s had 3 questions that have been answered, so completed. March has been deferred to next month. 
Manager’s Report: Jeff Busto read the following report:
The District has received three applications for new water service connections, all are 5/8 domestic meters. One is involving a main extension totaling 400 feet. The customer is hiring a contractor to complete the permitting and construction, under the districts supervision. Totaling a gross revenue of $15,000.00 to the District for all three service connections. 

The filter pond #1 is currently off line. Weather permitting it will be cleaned and placed in ripening mode this week. The Treatment Plant and NF intake have been relatively trouble free as we continue to make improvements to the infrastructure, and repair electrical deficiencies. 

SF intake is in need of repairs and transmission line maintenance before it can be put into service. Logging operations continue. We are keeping a close eye on erosion control measures. The contractor has been very accommodating, in allowing access to the Treatment Plant and Watershed  

The front office is working to transition smoothly with the recent changes in personnel. There was a glitch with the last billing cycle. Many payments were not received until after the due date. This was a USPS issue, they have hopefully resolved the problem. All of our customers who had legitimately paid on time have been treated fairly and no late fees were levied against their account.  
Jack Garrison-Who is paying the cost of the pipe? Jeff Busto –Customer is paying the cost. Does not include engineering on main extension. The District will do the testing. David Jacobs-Does this include engineering? There is an additional charge of $0.40 per foot on main extension cost to the customer to cover cost of engineering above the original $5000 charge.

PUBLIC COMMENTS ON ITEMS NOT LISTED ON THE AGENDA
Malcolm Freund-How can the past manager be paid through 4th Quarter and receiving unemployment. Jeff Hargens-District submitted paperwork to SDAO. SDAO filled out all paperwork and submitted to State. State took everything into consideration and set a March 31st expiration of benefits. Jack Garrison-commented that there was no clear information on what was reported by the District and SDAO to the State for determination of benefits. Paperwork was signed by the District. Timeline was facts. OSHA issue up at the treatment plant, no board member had anything to do with it. Jeff Hargens-commented that the paperwork was filled out by SDAO. A timeline of information can’t be sent to board members via email received from Jack Garrison. Timeline should have gone back to first of May. There was a accusation of wrong doing by two board members. Robert Churnside- Started when you threatened to his face that you wanted to get rid of him. You don’t threaten someone you are going to dump them and make their life miserable. You just need to tell them their services are no longer needed.

UNFINISHED ITEMS FOR BOARD CONSIDERATION
No comments were made.

Jeff Hargens made a motion to adjourn the meeting, Robert Churnside seconded, passed unanimously. Meeting adjourned at 8:34 p.m.
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MINUTES OF THE APRIL 18, 2017 BUDGET MEETING
Budget committee members present: Jeff Hargens, Robert Gaughan, Jack Garrison, Robert Churnside, Kevin Wilhelm, Sara Grigsby, Marianne Pietras, Dave Mysinger, Fred Sanchez 
 Absent members of the Budget Committee: Kelly Piper
Staff present: Jeff Busto, Candy Sutton
Audience members present: Craig Gibons TSCC Director, Gail Griffith, Malcolm Freund 

Chairman Dave Mysinger called the meeting to order at 6:00 p.m.

APPROVAL OF THE AGENDA
Jeff Hargens made a motion to approve the agenda, Marianne Pietras seconded, passed unanimously. 

APPROVAL OF THE MINUTES
No minutes available for approval.

Craig Gibons from TSCC discussed the required State Laws regarding budget meetings. 1500 are currently reviewing budgets at this time. All discussion is required to be public. If you don’t follow the rules you are subject to a lawsuit. No emails, No phone calls, No coffee meeting. All discussions can only be during budget committee meetings. Question asked outside of the meeting go to the Finance chair. The Finance chair then responds to the entire committee with an answer. Grant funds can have a foot note that this is a restricted fund in general fund.
Candy Sutton was introduced to all present as the new District Clerk.

REVIEW OF PROPOSED BUDGET
General Fund Resources: Fire Hydrants install and repairs are agreed to be reimbursed 50% by the fire dept. Need to get an agreement in writing from the Fire Dept. so when personnel changes, new personnel has the information. Goal is 120 hydrants, currently 80 installed. Question asked outside of meeting regarding the number of customers. Jeff Busto said he did not realize this was a question regarding the budget committee, apologized that this should have been sent to the entire committee. Dave Mysinger stated that this committee needs to move on or he will resign as chairperson. Increase line #14 to $9000.
Personnel Services: # 5-Decrease for new clerk with a 6 month probationary period. #8-Increase in health insurance as previous District Clerk was not on health insurance. $2-Increase if worker passes next certification. #1- Need to look at Job Description with pay being discussed by the Board of Commissioners. Cost of living based on Portland CPI, resolution does not state which Portland CPI is being used. #1-Decrease District Manager to $65,000. #12-Decrease to normal past budget amount, not to include what could be possible from District Clerk, $1500.
Materials & Services: No changes.
Capital Outlay: #7-Placeholder for North Fork if ODFW states work needs to be done. #5- Meters-Some meters are not reading 100%. Current meters were purchased used and now at end or past end of life. Will focus on the commercial accounts first. Will be doing a survey to determine water sales loss from old meters. Plan is zero cost to district, increase in water sales to cover cost of replacement. 

Finish work is agreement with Fire Hydrant and Fire Hydrant repairs. Current Fire Dept. is taking the responsibility to flush meters. Toilet Rebate program confirm number. Add as a restricted fund.
Next Board meeting May 16, 2017. 

Malcolm Freund-Question on line item 32 - Utilities. Has this come down with hydro? Jack Garrison will check on the actual numbers.
Marianne Pietras– 1st, Jeff Hargens – 2nd. Motion to adjourn meeting. Approved. 
Meeting was adjourned at 7: 26 p.m. 

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MINUTES OF THE MARCH 21, 2017 REGULAR MEETING
Board members present: Jeff Hargens, Robert Gaughan, Jack Garrison, Robert Churnside, Kevin Wilhelm 
Staff present: Jeffrey Busto, Shanti Burns, Candy Sutton.
Audience members present: James Humphries, Malcolm Freund, Dave Mysinger, David Jacob, Gordon Fulks, Marianne Pietras, Robert Hysen, Joe Gorciak.

Chairman Jeff Hargens called the meeting to order at 7:07 p.m.

APPROVAL OF THE AGENDA
Kevin Wilhelm – 1st, Jeff Hargens – 2nd. Approved 5 to 0.

APPROVAL OF THE MINUTES
Minutes of January 24, 2017: Jeff Hargens –under Union Pacific grant changed from incentive program to community grant through Lowes. Jack Garrison-remove Home Depot on Community Grant.
Jack Garrison made a motion to approve the minutes as modified, Kevin Wilhelm seconded, passed unanimously
Minutes of February 9, 2017: Jack Garrison-make sure Feb. special meeting showing correct attendees or date.
Jeff Hargens made a motion to table until verification with Staff. Jack Garrison second, passed unanimously.
Minutes of February 28, 2017: Jack Garrison –January financial questions still exist.
Kevin Wilhelm made a motion to approve the minutes, Robert Churnside seconded, passed unanimously.
LEAK ADJUSTMENTS
4653-01: Jeff Hargens suggested moving the PRV to behind the meter. Jeff Busto said if replacing their line, contact him for cost savings idea. Jeff Hargens made a motion to adjust the November/December 2016 billing cycle to 10.5 units after PRV is moved as close as practical to the meter, Robert Gaughan seconded, passed unanimously.

DISTRICT BOUNDARY
Shanti Burns – Researching the Dept of Revenue, only the county had been contacted in the past. Dept of Revenue states that we can’t charge the variable tax rate to customers. Need to contact the county and the state. Approx. $1000 per year received from the 5 customers. Currently only researching as of now, will got time & cost estimates. 
Jack Garrison – Previous meeting with district manager, county office Diane McKeel, tax office xx Mercer. Provided a letter detailing the issue with customers outside of boundary. Lengthy discussion, what are the options. Protracted and lengthy expense process by annexation. Their suggestion was doing the variable base rate. Two processes; A customer can initiate boundary change or the water district can.
Jeff Hargens – Get a map of homes outside of boundaries. Find average cost to annex. Option could be to have customers pay annex fee. Customers within the boundary not currently getting water do have the option of connecting to service. Customers should be given voting rights.
David Jacobs – Rockwood had a policy with homes outside boundaries where everything was twice the price. Can see how State wouldn’t like taxes or charges looking like taxes. Rockwood did do an annex that was a lengthy process.
James Humphries – Too much to annex.
Dave Mysinger – Charge more for water instead of annex. Cost of annex seems astronomical. Give customers outside of boundary options.
Gordon Fulks – What is the average of taxes? What about customers in the District but not on water service. 
Joe Gorciak – Why do annex or boundary change, is the time & cost for staff worth it?

ON CALL COMPENSATION
Jeff Busto – Changes made regarding previous questions brought up. 1. Answering and returning calls on the emergency phone, respond for emergency locates generated through Oregon 811. 2. Respond to customers calls and determine the severity of their need and respond accordingly. Following district guidelines and policy to assist their needs. Currently all employees except new hires are capable of making decisions without calling the manager. Added that they would call the manager. 5. Change to 30 minute radius. Expect that any page they will contact the District Manager. Based on needs, employee may use their own vehicle depending on getting to the customers emergency. Currently out of compliance right now for work laws both State & Federal. Pilot project, best est./good faith for cost estimate. 
Jack Garrison – District Manager needs to know if additional employees need to be called out. Monitor cost comparison of District Manager’s weekly compensation and overtime cost. Will have additional cost increase in the budget. 
Robert Churnside – Use District vehicle or personal vehicle? Rates seem reasonable. 
Jeff Hargens – Monitor cost for on call compensation. Once resolution signed will go into effect. On next month agenda.
Gordon Fulks – Folding the compensation cost into the over all labor cost and inflation cost? Shifting cost or revenue neutral?
Jack Garrison – 1st, Kevin Wilhem -2nd Motion to approve On Call Compensation Policy through resolution & examine total cost in 6 months. Approved 5 to 0.

CROSS CONNECTION
Shanti Burns – Needs to be posted. Section 8 was missing 0. Changed to add wording that we follow the standards listed in OAR 333-061-0070 and 333-061-0071. Added wording that there will not be a charge for inspection of air gaps. Have a database of known air gaps. First reading will be in April.
Jeff Busto – Inspection of air gaps can be done with scope of daily work, just like work orders. Any 2” meter requires a backflow assembly
Jack Garrison – Have a semi-current air gap database. Any state requirement on air gaps reporting? Address state & county plumbing codes?
Jeff Hargens - 1st, Bob Gaughan – 2nd Motion to approve the Cross Connection Ordinance 2017.03.01 as modified. Approved by 5 to 0.

RESOLUTION 2017.03.01
Jeff Hargens – Questions or modifications to the resolution.
Shanti Burns – All questions from last month have been answered and corrected. Unemployment has been based on quarterly. Has a call in regarding clarification on determination. 
Jack Garrison – Overtime has been updated. Unemployment has been changed, how was it calculated for March-June? Determination from the State on liability at a lower number than shown.

DISTRICT MANAGER COMPENSATION
Jeff Busto – Request to come up with numbers with both Jack Garrison & Robert Gaughan, has not had a chance to work on it. Will remove wording regarding union representation. When it goes to salary, hours will still be tracked on a time card.
Jeff Hargens – Table until next month. Need to be finalized by July 1, 2017. Include safety duties in the job description. Jack Garrison & Bob Gaughan working as a sub-committee with Jeff Busto to come back with a package to the board for review. Not known if it will be hourly or salary at this time. There are a lot of laws regarding paying a salary.
Jack Garrison – Budget has a placeholder for compensation. Jeff Busto to review job description. Currently being paid on a hourly base. Complete the package with Jack Garrison & Robert Gaughan. Manager’s job description has not been updated since 2004. Intent of the board is to go to a salary. Got into issues in the past on hours, comp. time and over time. 
Gordon Fulks – Question on salary going from hourly to yearly?
James Humpries – Reviewed personnel policy, regarding issues of salary.
Tabled until next month.

MONTHLY REPORTS
Secretary/Treasurer Financial Report: Jack Garrison said no issues this month. Question on David Jacob’s pay, under what is it reported. Suggested additional line items to be used. Shanti Burns clarified that Engineering of record fees under materials & services-engineering, CT reporting under labs. Cost booked on project that David is working on. Travel time based on what he is working on. James Humphries asked how long it will take to pay for hydro. Jeff Hargens said it was planned for 8-9 years, due to part issues will probably not be there. Jeff Busto said it depends on production and water needs. 
Jack Garrison made to motion to approve the February 28, 2017 financial reports as presented, Kevin Wilhelm seconded, passed unanimously. 
Manager’s Report: Jeff Busto read the following report:
Paving and driveway repairs are completed for the Christmas Eve main break on 365th. The damage was extensive to county ROW and private property.

We are busy preparing for an upcoming sanitary survey from OHA. There are imminent infractions that require replacement and or repair to district appurtenances. As well as new regulatory rules regarding communication and record keeping that are now necessary to remain in compliance.

There have been several negative comments made regarding the lack of CIP projects currently underway, or forecast to begin this upcoming budget year. The push to replace old steel lines has reduced our water losses from leaks substantially. Over the last eight years, approximately 14 miles of pipe have been upgraded to C-900 or ductile iron water line. Its time now to switch gears and repair our neglected infrastructure. We are losing a substantial amount of revenue to inaccurate meters that are beyond end of life. A meter replacement program is very necessary and is being studied. Choosing the best meters and type of management software is important to keep our costs down and revenue up. The safety of our system is also in jeopardy due to deferred maintenance involving pressure reducing stations, the treatment plant, treatment ponds, headworks, fire hydrant maintenance, valve exercising, valve locations and mapping, as well as reservoir cleaning and repairs. 

I would like to invite the public to contact me directly with concerns or suggestions. I am happy to address everyone’s ideas in a constructive manner. Bringing to the board a comprehensive list of concerns. Spewing untruths and negativity in a public forum is detrimental to this districts best interest. Please let us all work together to achieve our goals through honest communication, hard work, and education.

Gordon Fulks – Question on problem with leak? What kind of meters, touchread?
Jeff Busto – Was a main break, old thin wall pvc. Replacing 4” to 6” using C-900. Not know, have to do a feasibility study, find out options. Radio read not cost effective. Need to visit meters every two months. Touch read has cut cost drastically. Current touch reads are failing. Plan to pull 10 meters at random to check, estimate we are losing 40% loss. Meters were replaced 6 years ago.
Jeff Hargens – Bad meters loss can add up to approx. $150,000. Move up testing. 
Jack Garrison – Prioritize on large meters.
David Mysinger – When were the meters replaced?
Gordon Fulks – Found many years ago that an old meter was pretty close to accurate when compared to a brand new meter.
PUBLIC COMMENTS ON ITEMS NOT LISTED ON THE AGENDA
Malcolm Freund – Recent manager resign? How does the district transfer money to cover unemployment, how can you pay unemployment on resignation?
Jeff Hargens – Mutual separation. Trying to find out from unemployment office what was claimed for determination. Separation agreement said there would be no contest on unemployment claim. Turned over to the lawyers to handle. Look into options of employee & employer paying 50% of unemployment insurance. 
Jack Garrison – Determination from State says he was fired. Not sure how they came to this determination. Issue involved also on how often claims are made. PERS system has an unfunded liability by this District.
Shanti Burns – State received copy of separation agreement. Has a call into the unemployment office for verification on their determination. 
Gordon Fulks – General policy of not paying unemployment taxes compared to paying only when claimed. Would the District be better off paying unemployment tax monthly? 
Jack Garrison – What is your interpretation of the motion regarding boundary that had a vote of 3 to 1 to 1 at the last special meeting.
Jeff Hargens – Was to start the process of move customers outside of district into the district. 
Malcolm Freund – Will the taxes have to be refunded?
Shanti Burns – More research being done, if done wrong, then the taxes collected will need to be refunded. 

UNFINISHED ITEMS FOR BOARD CONSIDERATION
No comments were made.
Jeff Hargens made a motion to adjourn the meeting, Jack Garrison seconded, passed unanimously. Meeting adjourned at 8:50 p.m.

___________________________________________________________________________
MINUTES OF THE MARCH 21, 2017 BUDGET MEETING
Budget committee members present: Jeff Hargens, Robert Gaughan, Jack Garrison, Robert Churnside, Kevin Wilhelm, Kelly Piper, Sara Grigsby, Fred Sanchez, Marianne Pietras, Dave Mysinger.  
Staff present: Jeff Busto, Shanti Burns.
Audience members present: Malcolm Freund, David Jacob (arrived at 6:20pm), Gordon Fulks (arrived at 6:45pm)

Chairman Jeff Hargens called the meeting to order at 6:00 p.m.

APPROVAL OF THE AGENDA
Kevin Wilhelm made a motion to approve the agenda, Robert Gaughan seconded, passed unanimously. 

ELECT BUDGET COMMITTEE CHAIRMAN
Robert Gaughan made a motion to elect Dave Mysinger as the budget committee chairman, Fred Sanchez seconded, passed unanimously.

REVIEW OF PROPOSED BUDGET
Jeff Busto read the 2017-2018 budget message. 
Resources: Jack Garrison feels that the interest rate should be increased since funds were moved to a bank account yielding higher interest rates. He thinks $3,000 would still be a conservative estimate.
Personnel: Kelly Piper questioned why the personnel wages were decreasing for some positions. Jeff Hargens explained that some employees were promoted to a higher position but were at a lower step in the wage scale than the employee in the position before them.
Jeff Hargens asked if three utility workers will be enough to run the District. Jeff Busto states three utility workers will be sufficient as long as there is still the option to hire temporary help as needed. He states the District has applied for a matching internship grant through the Special District’s Association of Oregon (SDAO). 
Jack Garrison questioned what the cost of living increase is proposed to be. Shanti Burns states the cost of living last year was 1.1%, and the Portland consumer price index (CPI) states the cost of living is now 2.6%.
Robert Gaughan questioned what the audit adjustment, pension expense was for. Shanti Burns states this was an adjustment the auditor made to comply with new GASB requirements.


Kelly Piper asked if the District Manager’s pay had been negotiated as of yet. Jeff Busto said they are still in the process of finalizing the draft compensation package. 

Dave Mysinger reminded the budget committee that the next meeting will be held on April 4, 2017.

Meeting was adjourned at 6:58 p.m. 
_________________________________________________________________________
MINUTES OF THE JANUARY 24, 2017 REGULAR MEETING
Board members present: Jeff Hargens, Robert Gaughan, Jack Garrison, Kevin Wilhelm, Robert Churnside.  
Staff present: Shanti Burns.
Audience members present: Klaus Heyne, Carolyn Coons, Gordon Fulks, Marianne Pietras, James Humphries. 

Chairman Jeff Hargens called the meeting to order at 6:33 p.m.

APPROVAL OF THE AGENDA
Jack Garrison would like to remove account 8540-01 from the leak adjustments since the customer did not submit the necessary paperwork. He would also like to remove the cross connection ordinance from the agenda since the District’s cross connection control specialist had not reviewed it. Shanti Burns informed him that the District’s cross connection control specialist, manager, and engineer have all reviewed the cross connection ordinance. Jack Garrison would like to remove the Union Pacific Grant from the agenda. Jeff Hargens said it was a Board decision to include this topic on the January 2017 agenda, so he would like to leave it on for discussion purposes. Shanti Burns would like to remove account 3380-00 from the leak adjustments. Robert Gaughan would like to include the notice for volunteers as item 6. Jeff Hargens made a motion to approve the agenda as modified, Jack Garrison seconded, passed unanimously.

APPROVAL OF THE MINUTES
Minutes of December 13, 2016: Jeff Hargens would like Kevin Wilhelm to be listed under Board members present. Jack Garrison made a motion to approve the minutes as modified, Kevin Wilhelm seconded, passed unanimously.

LEAK ADJUSTMENTS
2643-00: Shanti Burns states the customer was unable to attend the meeting due to the date modification. This case was viewed as a hardship due to the large amount of the bill caused by the leak. Jeff Hargens made a motion to adjust the November/December 2016 billing cycle to 30 units, Robert Gaughan seconded, passed unanimously.
3605-00: Jeff Hargens suggested this customer install a pressure reducing valve (PRV) at the meter. The customer states they plan to replace their entire waterline with PEX pipe this spring. Robert Gaughan made a motion to adjust the September/October 2016 billing cycle to the six month average prior to the leak, 4 units, Jack Garrison seconded, passed unanimously.
3685-00: This customer’s case was viewed as a hardship due to the large amount of the bill caused by the leak. It was noted that the leak was repaired promptly. Jeff Hargens made a motion to adjust the November/December 2016 billing cycle to the six month average prior to the leak, 9 units, Robert Churnside seconded, passed unanimously.

NOTICE OF VOLUNTEERS
Robert Gaughan feels it would be more productive and cost effective to post a need for volunteers on the Corbett website instead of mailing notices. Shanti Burns thinks that notifying customers both by mail and through the Corbett website would reach the highest amount of customers. Jeff Hargens suggested purchasing a sign to put in front of the office, which could be used for a variety of notifications. Robert Churnside said staff should periodically check the Corbett website for comments regarding the District that we could respond to.

ON CALL COMPENSATION
This discussion will be included on the February 2017 regular Board meeting in order to allow the District Manager to be present for questions. Robert Churnside suggested having the District Manager answer the after hour calls in order to determine if it warrants dispatching the crew. 

UNION PACIFIC GRANT
Jeff Hargens thinks low flush toilet rebates are a great option for water conservation, however the rebate program is not currently being utilized by very many customers. Shanti Burns informed the Board that notifications for the toilet rebate program were mailed to all customers within the District, the phone tree contacted all current customers within the District, it is listed on the front page of our website, fliers were distributed at Corbett night out, and there are copies on the desk of the front office. Marianne Pietras said the District may be eligible for a community grant through Lowes. Shanti Burns informed her that the office staff will contact these companies. It was decided upon having the Union Pacific grant be included on the February 2017 agenda.

MONTHLY REPORTS
Secretary/Treasurer Financial Report: Jack Garrison said the District has spent 75% of the Material & Services budget. He would like this to be monitored closely and discuss projected purchases with the District Manager. Jack Garrison made a motion to approve the financial reports as presented, Kevin Wilhelm seconded, passed unanimously. 
Manager’s Report: Due to the absence of the District Manager, this report was tabled until the February 2017 Board meeting.

PUBLIC COMMENTS ON ITEMS NOT LISTED ON THE AGENDA
No comments were made.

UNFINISHED ITEMS FOR BOARD CONSIDERATION
No comments were made.

Jeff Hargens made a motion to adjourn the meeting, Robert Churnside seconded, passed unanimously. Meeting adjourned at 7:40 p.m.




MINUTES OF THE FEBRUARY 28, 2017 REGULAR MEETING
Board members present: Jeff Hargens, Robert Gaughan, Jack Garrison, Robert Churnside, Kevin Wilhelm.  
Staff present: Jeffrey Busto, Lynda Ronell.
Audience members present: David Jacob, Brian Lee, Marianne Pietras, James Humphries, Kelly Piper, David Mysinger, Gordon Fulks, Nicholas Ray, Joseph Gorciak.

Chairman Jeff Hargens called the meeting to order at 6:33 p.m.

APPROVAL OF THE AGENDA
Robert Gaughan made a motion to approve the agenda, Kevin Wilhelm seconded, passed unanimously.

APPROVAL OF THE MINUTES
Minutes of January 24, 2017 regular meeting: Robert Gaughan does not feel that notices for volunteers should have been mailed. He thinks there were better ways to solicit volunteers. Jeff Hargens said the notice for volunteers was also listed on the website. He states due to the notice for volunteers being mailed, we have received the largest number of community volunteers than we have ever had in the past. Robert Gaughan would like staff to listen to the meeting recording to determine who authorized the mailing of the notice for volunteers.
Jack Garrison states Marianne Pietras had discussed a community grant through Lowe’s, not an incentive. He would like the minutes to be updated to reflect this. 
The minutes were tabled until the next regular Board meeting.
Minutes of January 26, 2017 special meeting: Jack Garrison made a motion to approve the minutes as written, Robert Gaughan seconded, passed unanimously.

APPOINT BUDGET OFFICER
Robert Gaughan made a motion to appoint District Manager Jeff Busto as the budget officer, Robert Churnside seconded, passed unanimously.

APPOINT BUDGET COMMITTEE MEMBERS
Jack Garrison explained that each appointment is a three year term and one committee members who had not completed their full term was not included on the list. Jeff Hargens said there was a concern due to the harassment complaint that was filed and has not yet been resolved. It was decided to allow Marianne Pietras to remain on the budget committee at this time. Jeff Hargens made a motion to have the budget committee members consist of  
Sara Grigsby, Fred Sanchez, Marianne Pietras, Kelly Piper, and David Mysinger, Kevin Wilhelm seconded, passed unanimously.

ADOPT BUDGET CALENDAR
Robert Gaughan made a motion to adopt the budget calendar as presented, Kevin Wilhelm seconded, passed unanimously.

RESOLUTION 2017.02.01: TRANSFER APPROPRIATIONS
Robert Gaughan was concerned that overtime was not listed on the calculation sheet given to the Board. He states there was not a revision to include on call pay and this should be added in case the Board adopts this policy.
Robert Gaughan questioned who authorized the allowance of unemployment benefits in James Jans’ severance agreement. He requested information on when the letter from the unemployment office was received. Jeff Hargens said the severance agreement stated the District would not contest the unemployment determination. He said the Board had authorized him to finalize the negations with legal on the Board’s behalf. 
Robert Gaughan asked if the Commissioners would like Chairman Jeff Hargens to step down from his position on the Board. Jeff Hargens informed him that a recall would be required to remove him from the Board. 

ON CALL COMPENSATION
Jeff Busto read the proposed on call compensation policy. He said the District needs to make sure they are in compliance and are compensating employees when required to do so. Jeff Busto said an on call compensation resolution was proposed in 2002 and the pay was close to what his current proposal is. Robert Gaughan said the District Manager has not been given training in manager skills. Jack Garrison said the policy needs to state what determines an emergency and warrants the crew going out after hours. He would like to know what the majority of after hour calls are for. Jeff Busto said most of them have been weather related, with an average of three calls per week. He informed the Board that it requires two crew members to go on calls to the water shed. Jack Garrison would like to crew to contact the District Manager to determine if the call warrants going out after hours. Kelly Piper questioned how the on call compensation would affect our insurance. Jeff Busto replied that the crew would only be covered on our insurance at the time they were actually out on an after hours call. He states multiple call outs are due to treatment plant computer issues. 

CROSS CONNECTION
Jack Garrison would like the cross connection ordinance to reflect if the District is going to charge customers for air gap inspections. He states OAR 333-061-0070 no longer has a section 8 and the ordinance should be updated to reflect this. He would like OAR 333-061-0071 to be included on the ordinance as well.

UNION PACIFIC GRANT
Jeff Hargens said Lowe’s in Wood Village is now offering our customers a 10% discount if they purchase their low flush toilets through their store. He instructed the staff to research the community grant that Marianne Pietras had mentioned.

FILTER POND 1B
It was discussed pumping out the media on the existing filter pond, as well as the cost of replacing the liner and piping. The Bureau of Land Management (BLM) gave the District permission to store materials adjacent to the treatment plant, on Donahue Road. The current filter pond liners are several years past their life expectancy and the same material is no longer available for purchase.

MONTHLY REPORTS
Secretary/Treasurer Financial Report: The January 2017 financial reports were tabled until the next regular Board meeting.

Manager’s Report: District Manager Jeff Busto read as follows: 
The new cellular phone system is enhancing communications in the field dramatically. Its primary function is to decrease response time and increase reliability to our emergency response system. I have received numerous compliments from our customers on response times to emergency calls and the systems ease of use. This system is also tied to the Districts treatment plant and reservoir SCADA. We received 14 after hour calls this month.
Our usages have been high due to colder temperatures; equivalent to summer time use for consumption. 
The meter replacement feasibility study has come to a temporary standstill due to freezing temperatures and illness amongst the field crew.
Two leaks within the system were recently discovered and repaired. This reduced our flow by 43,000 gallons per day and dramatically reduced operation costs of production. We continue to strive to operate the district efficiently with water quality and cost being our primary goal. 

PUBLIC COMMENTS ON ITEMS NOT LISTED ON THE AGENDA
No comments were made.

UNFINISHED ITEMS FOR BOARD CONSIDERATION
The District Manager compensation package will need to be completed and brought back to the Board in March 2017. 

Jeff Hargens made a motion to adjourn the meeting, Robert Gaughan seconded, passed unanimously. Meeting adjourned at 8:33 p.m.