​Corbett Water District holds monthly meetings on the third Tuesday of every month at 6:30pm, located at the Corbett Fire Hall, 36930 E. Historic Columbia River Highway, Corbett, OR 97019, unless otherwise noted. We welcome you to attend our meetings and get a better understanding of the current events taking place at Corbett Water District. Following are the agendas for the upcoming meetings, as well as the most recent minutes approved by the Board of Commissioners.

Budget Meeting  6:00 p.m. May 23, 2017
HELD AT THE CORBETT FIRE STATION CONFERENCE ROOM

36930 E. HISTORIC COLUMBIA RIVER HWY
CORBETT, OR 97019

Agenda  
1.Call to order
2.Approval of the agenda
3. Approval of the minutes 3/21/17 Budget; 4/04/17 Budget; 4/18/17 Budget
4.Review of the proposed budget
5.Budget committee approval of 2017-2018 budget & levy
6.Adjournment of meeting

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Regular Board Meeting  6:30 p.m. May 23, 2017
HELD AT FIRE DISTRICT #14 FIRE HALL 36930 E. HISTORIC COLUMBIA RIVER HWY

Agenda  
1.Call to order
2.Roll call
3.Approval of the agenda
4. Approval of the minutes: 02/09/17 Special; 02/16/17 Special; 03/14/17 Special; 03/21/17 Regular; 04/11/17 Special; 04/18/17 Regular
5.Leak adjustments: 2535-00; 3020-00; 3021-00; 7240-00; 8020-00
6. Meter accuracy
7.Ordinance 2017.04.01; Cross connection (Second reading)
8.Variable base rate
9. Lowe's community grant 
10.Monthly reports & business:
a.Secretary/Treasurer financial report: March 2017; April 2017
b.District Manager’s report
11.Public comments on items not listed on the agenda
12.Unfinished items for Board consideration 
13.Adjournment of meeting.



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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.