Chenowith Water PUD

The Dalles, OR

Agenda and Minutes


Board meetings are usually held the 3rd Tuesday of each month 5:30 PM at the District office.

 

July 19, 2016

Posted on Oct 26, 2016 in Agenda and Minutes

Agenda

PUD BOARD MEETING AGENDA

July 19, 2016

1. 5:30 pm: Regular Board Meeting

2. Approval of June 14, 2016 Minutes and Consent Agenda

3. Public Comment – 5 minute time limit per person

4. Ben Beseda – Engineer Report

5. Financial Reports Discussion

6. Jeb Miller –District Manager Report

OLD BUSINESS:

NEW BUSINESS:

TRAINING SEMINARS & CLASSES:

BOARD MEMBER COMMENTS:

ADJOURNMENT:

Minutes

PUD BOARD MEETING MINUTES

July 19, 2016

Coming Soon

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June 14, 2016

Posted on Jun 9, 2016 in Agenda and Minutes

Agenda

PUD BOARD MEETING AGENDA

June 14, 2016

1. 5:30 pm: Regular Board Meeting

2. Approval of May 17, 2016 Minutes and Consent Agenda

3. Public Comment – 5 minute time limit per person

4. Ben Beseda – Engineer Report

5. Financial Reports Discussion

6. Jeb Miller –District Manager Report

OLD BUSINESS: July 1, 2016 – June 30, 2017 Budget Approval

NEW BUSINESS:

TRAINING SEMINARS & CLASSES: June ’16 Cross Connection Class cancelled Brenton Adams will be taking the Cross Connection Class July 14-16, 20166

BOARD MEMBER COMMENTS:

ADJOURNMENT:

Minutes

PUD BOARD MEETING MINUTES

MAY 17, 2016

Coming Soon

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MAY 17, 2016

Posted on May 24, 2016 in Agenda and Minutes

Agenda

PUD BOARD MEETING AGENDA

MAY 17, 2016

1. 5:30 pm: Regular Board Meeting

2. Approval of February 16, 2016 Minutes and Consent Agenda

3. Public Comment – 5 minute time limit per person

4. Ben Beseda – Engineer Report

5. Financial Reports Discussion

6. Jeb Miller –District Manager Report

OLD BUSINESS:

NEW BUSINESS: 16-’17 Budget Presentation

TRAINING SEMINARS & CLASSES: Brenton Adams – Cross Connection Certification June 7-10, 2016

BOARD MEMBER COMMENTS:

ADJOURNMENT:

Minutes

PUD BOARD MEETING MINUTES

MAY 17, 2016

 

Board meeting called to order at 5:33 pm by President Mike Elmore.

PRESENT: Rod Peterson, Mike Elmore, Wendy Shoptaw, Jeb Miller, Ben Beseda and Andrew Myers.

APPROVAL OF MINUTES AND AGENDA: Minutes approved as presented.

GUESTS: Joe Stewart

PUBLIC COMMENTS: Joe Stewart came to the meeting requesting that Chenowith Water PUD look into granting him easement through the Westside Village Apartment complex. He stated that the PUD had an old irrigation easement through the property and he would like to use that easement for a sewer line. The Board told Joe that the Attorney, Engineer and District Manager would look into his request and get back to him with the information they came up with.

ENGINEER OF RECORD REPORT: Ben Beseda presented his Engineer of Record report.

1. City Site Team Meeting: No PUD projects in the last month. There have been scheduled meetings for items outside of the PUD service area. This week’s meeting includes three 2016 Projects including a CWPUD project discussed below.

2. 2016 Projects: Design for the 8th and 9th Street Project has been reviewed with Staff and is complete and ready for OHD review. The Lockwood Street Project is designed and ready for review with Staff.

3. 6th and Snipes Street Hotel: The initial grading work for the first phase of this development is complete. The project is on the City Site Team meeting agenda for this week. Pending the outcome of some of the discussion items the project will move into the final design stage. Ben did not yet know what the service line size will be for SDC determination.

4. ODOT Old Highway 30 New Chenowith Creek Bridge Project: ODOT is in the design phase of this project. Chenowith Water will participate for installation of waterline crossing for future expansion to the west of Chenowith Creek. Ben anticipates working the ODOT design team in the next month to provide them our design criteria to include in their construction plans and bid documents.

5. No other new projects have come up with the PUD.

FINANCIAL REPORT: Jeb explained to the Board that the high general account balance had been transferred to LGIP of $100,000. The questions came up in April’s meeting and Jeb was letting the Board know that high balance was taken care of.

DISTRICT MANAGER’S REPORT: Jeb Miller presented his District Manager’s Report.

The first thing Jeb talked about was the second go round for payroll through PAYCHEX. Jeb said things went a lot smoother this time and next payroll he will attempt to enter the payments on his ow. He seemed to be very pleased how simple it was to have payroll taken care of.

The District will be getting rid of Satori Mailroom CASS system. Continental, who is our billing software program provider, suggested Satori in 2007 when we started, and now Continental doesn’t deal with Satori anymore. Jeb contacted Continental to ask who they work with now and they told him Auto Mail. So Jeb decided to get rid of Satori and go with Auto Mail. The cost to start Auto Mail was $2,000 and then an annual fee of $1,000. Satori cost us $995 a year so no difference as far as cost goes except for the setup fee.

Jeb said he contacted PERS for looking into a different retirement plan for the employees. He said that the rates were high for the District and once the District decided to join PERS they were not able to get out. Jeb gave a hard copy to each Board member for them to review and discuss at a later date. The discussion came up about a HRA VEBA Plan. Jeb was very interested in this health plan and told the Board he would get all the information to each Board member by hard copy. This would be another topic the Board could look over and discuss at a later date.

The issue over the new meters came up and Jeb said the most recent discussion was with Neptune meters. The representative for Neptune meters came down to talk with the crew and to do a demo of their MRX920 drive-by unit. Jeb said they put an R900i radio head out at Hatt’s 76 gas station, went up to Cherry Heights Lookout and hit start. The reads started coming in all around the District and so did the one from the gas station. Jeb wasn’t sure how much distance that was but he said he was very impressed. With talking to Jared from Neptune the conclusion was to look into testing existing meters and keeping the ones in the ground that were accurate or of a certain year age. If they are still good just replace the meter head with the R900i and get the new technology instead of replacing good meters. So the request from Jeb was to purchase the 150 meters and start testing and only replace the meters that are bad. The Board seemed to think that was a great idea. Jeb told the Board that he put in the budget to hire a summer help that would assist in the changing and testing of meters. With staying with Neptune we would not have to go to bid to purchase the 150 meters. It sounded like that was the direction to go by the end of the conversation.

Mike Elmore requested that the next meeting be on June 14, 2016. He will be leaving on June 17, 2016 and would like to be at the next meeting for purposes of passing the 2016-2017 Budget.

Neita Cecil did a luncheon with the crew to report on the Outstanding Performance Award for the Sanitary Survey. She interviewed the whole crew and took pictures of the plaque with the Certificate and a group picture out in front of the office.

Jeb said CCR’s will be coming up and due by June 30, 2016. With the process of the CCR’s Jeb will be updating the website as well. It hasn’t been updated with literature since 2007.

Jeb presented the PowerPoint presentation showing the charts and graphs of water sold, revenue, water loss, revenue from unaccounted for water and totals for yearly water loss.

Ben and Jeb talked about a letter being written up that would provide Tenneson Engineering to be in charge of future small projects and by-pass the State’s approval for future line replacement.

The Board had no problem with Tenneson Engineering writing this letter up for the future.

That concluded the District Manager’s report.

OLD BUSINESS: None.

NEW BUSINESS: Presentation of the 2016-2017 Budget was presented and with only a few questions, it looked good to be ready for passing at the June 14, 2016 meeting. This will give one more month for any changes before being voted in as the new Budget for 2016-2017.

TRAINING CLASSES AND SEMINARS: Brenton will be attending Cross Connection Specialist class on June 7 – 10, 2016.

BOARD COMMENTS: None.

With no further business, the motion was made by Rod Peterson and seconded by

Wendy Shoptaw to adjourn the meeting. 3 ayes, 0 nays. Submitted By: Jeb Miller, District Manager

Approved as to content at regular meeting held June 14, 2016. By: Mike Elmore, President Board of Director

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April 19, 2016

Posted on May 24, 2016 in Agenda and Minutes

Agenda

PUD BOARD MEETING AGENDA

APRIL 19, 2016

1. 5:30 pm: Regular Board Meeting

2. Approval of February 16, 2016 Minutes and Consent Agenda

3. Public Comment – 5 minute time limit per person

4. Ben Beseda – Engineer Report

5. Financial Reports Discussion

6. Jeb Miller –District Manager Report

OLD BUSINESS:

NEW BUSINESS:

TRAINING SEMINARS & CLASSES:

BOARD MEMBER COMMENTS:

ADJOURNMENT:

Minutes

PUD BOARD MEETING MINUTES

APRIL 19, 2016

Board meeting called to order at 5:30pm by President Mike Elmore.

PRESENT: Tom Ashmore, Rod Peterson, Marla Skroch, Mike Elmore, Wendy Shoptaw, Jeb Miller, Ben Beseda and Tom Peachey.

APPROVAL OF MINUTES AND AGENDA: Minutes approved as presented.

GUESTS: None.

PUBLIC COMMENTS: None.

ENGINEER OF RECORD REPORT: Ben Beseda presented his Engineer of Record report.

1. City Site Team Meeting: No PUD projects in the last month. There have been scheduled meetings for items outside of the PUD service area. This week’s meeting includes CWPUD project discussed below.

2. 2016 Projects: Design for the 8th and 9th Street Project is nearing completion. I anticipate submittal to the State Drinking Water Program this week. Lockwood is next on the list.

3. Water Management and Conservation Plan: No progress this month.

4. 6th Street and Snipes Street Hotel: Grading work as the first phase to this development is underway. This initial clearing of the site solid rock will be completed this week. Final design will be next week to determine depths of cut into the solid rock. I anticipate receipt of building plans shortly. This will show their needed meter size and start the SDC discussion with the District Manager. This project has not yet been schedule on the City Site Team agenda.

5. Georgia Vista Apartments: This is a proposed 20 unit apartment complex on the west end of 10th Street across from Pomona Meadows. This is on the City Site Team Meeting agenda for this week. Tenneson Engineering has completed boundary and topographic survey for the site. The developer seems experienced and will push the project to completion this year. I anticipate this will be one large service, SDC discussions with the District Manager shortly on this project as well.

6. No other new projects have come up with the PUD.

Financial Report: Mike Elmore had a question about the high balance in the general account. Jeb explained that there would be a few big purchases coming up and wanted to have the money in the account to make the purchases.

DISTRICT MANAGER’S REPORT: Jeb Miller presented his District Manager’s Report.

Jeb told the Board that one of the first big purchases was to buy a new motor and pump for the booster room at Well #4. The existing motor blew up during winter last year and needed to be replaced. The cost of the new motor will be $7,989.00 and needed to be approved by the Board due to the purchasing policy. Tom Ashmore made the motion to make the purchase and Wendy Shoptaw seconded it. With the motion made, the Board voted 5 ayes and 0 nays.

The 2” meter at the elementary school has been installed and the crew will keep an eye on the water usage to see if there has been any unaccounted for water accounted for. Jeb explained that the install was not easy. There was a small leak coming from the back side of the meter flange and the crew was watching to make sure it didn’t continue.

Valve turning and fire hydrant flushing have been completed. There will be one more hydrant flush in the fall, which will complete our programs for the 2016 year.

The next project will be 8th and 9th Street mainline replacement. Jeb will be meeting with Ben over the next week to go over the plans and get a parts list ordered.

A lady came in to talk about putting a RV park in a 3828 W. 10th Street. She asked what the SDC would be and was Chenowith Water PUD capable of suppling water. She is in the stages of signing papers for the property and would let us know once she has closed.

The parking lots at the office have gotten bad and Jeb announced to the Board that he has approved Seal Kote to crack seal and seal coat both lots. They will be starting in the next couple of weeks and the job cost was $3,543.50.

Jeb presented the PowerPoint presentation with slides showing water sold, revenue, water loss, revenue from unaccounted for water and totals for yearly water loss and water loss totals for the year so far. He included pictures of the Snipes and 6th Streets project and pictures of flushing fire hydrants.

Mike Elmore asked about lead and copper and if we test for lead and copper at the schools. Jeb explained about the tier system for lead and copper sampling. He explained that the District might be required to sample more than twenty that is required now and the school will be added if that is the case.

Jeb presented the Budget and explained to the Board that is wasn’t done but will be done for the next meeting on May 17, 2016 and be presented for final approval at the June 21, 2016 meeting.

That concluded the District Manager’s report.

OLD BUSINESS: None.

NEW BUSINESS: None.

TRAINING SEMINARS & CLASSES: Singer valve class was held a Crystal Springs on April 28, 2016 and the guys received .4 CEU’s. Brenton will be attending Cross Connection in June.

Board Comments: Tom Ashmore commented that the fire department is looking into a charge that could affect the District. The charge would be per bill and the money collected would go to the fire department. Tom Ashmore also said that they are looking into waiving SDC charges if the customer installs fire suppression systems in the new buildings. Not sure of the details, but there has been talk about this happening.

With no further business, the motion was made by Tom Ashmore and seconded by Rod Peterson to adjourn the meeting. 4 ayes, 0 nays.

Submitted By: Jeb Miller, District Manager

Approved as to content at regular meeting held May 17, 2016 By: Mike Elmore, President Board of Director

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March 15, 2016

Posted on May 24, 2016 in Agenda and Minutes

Agenda

PUD BOARD MEETING AGENDA

MARCH 15, 2016

1. 5:30 pm: Regular Board Meeting

2. Approval of February 16, 2016 Minutes and Consent Agenda

3. Public Comment – 5 minute time limit per person

4. Ben Beseda – Engineer Report

5. Financial Reports Discussion

6. Jeb Miller –District Manager Report

OLD BUSINESS:

NEW BUSINESS:

TRAINING SEMINARS & CLASSES: Singer Valve Training Odell, OR

BOARD MEMBER COMMENTS:

ADJOURNMENT:

Minutes

PUD BOARD MEETING MINUTES

MARCH 15, 2016

Board meeting called to order at 5:30pm by President Mike Elmore.

PRESENT: Tom Ashmore, Rod Peterson via conference call, Marla Skroch, Mike Elmore, Wendy Shoptaw, Jeb Miller and Tom Peachey.

APPROVAL OF MINUTES AND AGENDA: Changing chow and tell to show and tell needs to be correct as well as Cla-val. Minutes were approved as corrected and Agenda was approved as presented.

GUESTS: None.

PUBLIC COMMENTS: None.

ENGINEER OF RECORD REPORT: Ben Beseda presented his Engineer of Record report.

1. City Site Team Meeting: No PUD projects. There have been scheduled meetings for items outside the of PUD service area.

2. 2016 Projects: Field survey is complete for the W. 8th and 9th street projects. Field survey is in progress for the Lockwood project. In discussion with the District Manager staff time may be available for the 8th and 9th Street project. Tenneson work to complete this design and submit to the State for review as soon as possible.

3. Water Management and Conservation Plan: Tenneson took the handoff from the PUD to wrap up this project. Ben has completed an initial review of the 2011 draft review of the WMCP and made contact with the individual at Oregon Water Resources that will review when submitted. The WMCP will be reviewed under the ORD guidelines issued in March of 2015. Ben does not know how much impact this will have on the 2011 draft plan.

4. 6th Street and Snipes Street Hotel: Grading work as the first phase to this development is likely to commence in the next month. The building construction should also start this year and finish in 2017. The District Manager and Ben have discussed a possible upgrade to the waterline on the 6th Street frontage to this property prior to likely street improvements as part of the development. This line is newer PVC and in good shape. It is undersized for what we would install today. No decision was made on this yet.

5. No other new projects have come up within the PUD.

Financial Report: Marla suggested keeping an eye on the budget and making sure we are adding enough money to line items for the 2016-2017 budget.

DISTRICT MANAGER’S REPORT: Jeb Miller presented his District Manager’s Report.

Jeb told the Board he had contacted Candy Armstrong, Superintendent of the Northern Wasco County School District, to let her know about changing out the meter at the Chenowith Elementary School. He explained to her that the water bill might be higher than past months due to the accuracy of the new meter. Candy told Jeb she understood the situation and thanked him for the notice. Jeb also brought up the billing department and gave notice to Candy regarding previous months the School District have been getting late charges on their bills. Quickly Candy said she would take care of the late bills that Chenowith Water had received.

Jeb informed the Board that Northwest Hydro Tech will be coming in to do an annual maintenance program. The cost to the District will be $1,500 a year and they will come in and repair the valves. We have worked with Marty Walker before and he has provided the District with good service.

Jeb talked with a few people from OAWU about painting the reservoirs and they sent him to talk with Jeff Austin. Jeb told the Board that he had attempted to contact Tnemec and was waiting on them to contact him back. Painting the reservoirs is on the 2010 Master Plan and should be something to look into for future projects.

Jeb presented the PowerPoint presentation showing the charts and graphs of water sold, revenue, water loss, revenue from unaccounted for water and totals for yearly water loss.

In addition, slides of all the buildings that were cleaned up for the Sanitary Survey. He informed the Board that Michelle Byrd from the Drinking Water Program told him that our system was one of the cleanest systems that she visits. Jeb was confident that the District will be receiving an outstanding performance for the 2016 Sanitary Survey.

Jeb talked about Lead and Copper sampling and what to expect in the future. The State asks for twenty sample points from the District and that might be going up. The tier 1 sights for lead and copper and houses from 1983 – 1985. If we end up having to take additional samples in the future we will have to look for residential homes built during this time.

Jeb presented the start of the 2016-2017 budget. He presented the income side of the budget and had not gotten to the expense side of the world. With what was presented, the Board was happy with the progress made.

The server computer has been out dated and needs to be replaced. Steve who runs our IT system has suggested we go to a network system and Jeb told him to pull the trigger. Once this gets done The District will be more efficient and not have to worry about server issues. This should be wrapped up by the next meeting.

That concluded the District Manager’s report.

OLD BUSINESS: None.

NEW BUSINESS: None.

TRAINING SEMINARS & CLASSES: Singer Valves will be holding a class in Odell for .4 CEU’s and all staff will be attending.

Marla talked about the SDAO Board Training that would be great for Wendy to attend.

With no further business, the motion was made by Tom Ashmore and seconded by Marla Skroch to adjourn the meeting. 4 ayes, 0 nays.

Submitted By: Jeb Miller, District Manager

Approved as to content at regular meeting held April 19, 2016 By: Mike Elmore, President Board of Director

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February 16, 2016

Posted on May 24, 2016 in Agenda and Minutes

Agenda

PUD BOARD MEETING AGENDA

FEBRUARY 16, 2016

1. 5:30 pm: Regular Board Meeting 2. Approval of January 19, 2015 Minutes and Consent Agenda 3. Public Comment – 5 minute time limit per person 4. Ben Beseda – Engineer Report 5. Financial Reports Discussion 6. Jeb Miller –District Manager Report

OLD BUSINESS:

NEW BUSINESS:

TRAINING SEMINARS & CLASSES: OAWU at Sunriver February 29 through March 4, 2016 will be attended by Jeb Miller and Nathan Pope

BOARD MEMBER COMMENTS:

ADJOURNMENT:

Minutes

PUD BOARD MEETING MINUTES

FEBRUARY 16, 2016

Board meeting called to order at 5:30pm by President Mike Elmore.

PRESENT: Tom Ashmore, Rod Peterson via conference call, Marla Skroch, Mike Elmore, Jeb Miller and Tom Peachey. Wendy Shoptaw absent.

APPROVAL OF MINUTES AND AGENDA: Minutes were approved as corrected and Agenda was approved as presented.

GUESTS: None.

PUBLIC COMMENTS: None.

ENGINEER OF RECORD REPORT: Ben Beseda presented his Engineer of Record report.

1. City Site Team Meeting: No PUD projects. There have been scheduled meetings for items outside of the PUD service area.

2. 2016 Project Planning Meeting: Met with PUD staff to discuss needed projects for 2016. Multiple items were discussed. We elected to move forward with distribution system improvements plans for two projects. The first being to complete the replacement and upgrade of the waterline in Lockwood Street in Murray’s Addition area. This project will complete needed work in this part of the system identified in the 2011 Water System Master Plan. The second project is waterline replacement and upgrade on West 8th and 9th Streets. These are two dead end roads running northerly off of Snipes Street. These lines were also identified for replacement in the Master Plan and have been a maintenance issue for the staff. We have started utility locates and filed survey on both of these projects.

3. Highway 30 Chenowith Creek Bridge Replacement: ODOT has started design on a replacement bridge for the Old Highway 30 crossing of Chenowith Creek. The work is at least a year out from construction. We inquired with ODOT if the PUD could place a waterline in the new bridge structure for future system expansion. ODOT was very receptive to this inquiry and have a process and agreement system for these types of partnerships with other utility providers. We assist ODOT with the design component of what we need. ODOT then includes the item in their project and then the PUD would reimburse ODOT for the cost of the bid item(s) related to our work. If the PUD wishes to pursue this arrangement I can make sure ODOT knows and contacts us for the design component when they are ready.

4. 6th and Snipes Street Hotel: This project appears to be coming back to life. I anticipate some site grading activity in the next couple months. I do not yet know the schedule for the full project but it does appear to be on the relatively near time horizon.

FINANCIAL REPORT: Jeb Miller let the Board know that he had found out how to print individual line items. If there are any questions at future Board meetings he was able to print those out before the meeting starts. Financials approved as submitted.

DISTRICT MANAGER’S REPORT: Jeb Miller presented his District Manager’s Report.

Jeb talked about sending a letter to the three meter companies that sent in bids for the meter replacement project. The letter said “we regret to inform you that Chenowith Water PUD has decided to not accept any bid for new meters at this time. Thanks for assisting in this matter and we will inform you when we are ready to go to bid in the future.” Jeb explained he was going to Jackson Hole in the end of February and contacted Jackson Hole District. He explained that they have Neptune meters and reading equipment that he was going there to take a tour while there. Jeb will also be taking a tour of Sunriver Water District while at the OAWU Conference.

Jeb told the Board that he did order a compound meter for Chenowith Elementary. The existing meter is a two inch turbine meter that is not reading accurately on low flow. Jeb also had the question on whom to get ahold of for multiple months of past dues from the School District. Tom Peachey advised Jeb to contact the School’s Superintendent over this matter and during that time let her know Chenowith Elementary will be having a new meter installed and that bills could go up due to better accuracy. Jeb said he would contact the superintendent over these two matters.

There was a show and tell with CLA-VAL parts that Jeb presented. Jeb had Hydro-Tech come in to fix a solenoid valve at the LC3 location. What they found was a hole in the diaphragm of the 3 inch valve. Fixing a diaphragm was much cheaper than the solenoid valve so they decided to look at the CLA-VAL at Foley Booster Station. There they found a bad gasket seat which was not allowing the valve to close. Jeb brought the parts in for the Board to see. Mike Elmore asked if the District was planning on starting a yearly maintenance program on these valves. Jeb informed the Board that the District already had Hydro-Tech writing up a yearly maintenance program.

The crew had been busy getting all buildings ready for the Sanitary Survey. Michelle Byrd from the State Drinking Water Program will be here March 8, 2016 at 10:00am. Last Sanitary Survey we received an outstanding performance and Jeb destined to receive it again.

Jeb presented the PowerPoint presentation showing the charts and graphs of water sold, revenue, water loss, revenue from unaccounted for water and totals for yearly water loss. Along with the graphs Jeb showed pictures of the Hostetler main break along with pictures of moving Dan Durows meter. Jeb informed the Board that he would have many pictures of all the buildings painted and cleaned up at the next Board meeting.

That concluded the District Manager’s report.

OLD BUSINESS: None.

NEW BUSINESS: None.

TRAINING SEMINARS & CLASSES: OAWU Conference in Sunriver February 29th March 4, 2016 will be attended by Nathan Pope and Jeb Miller.

Tom Ashmore announced that Jeb, Marla and he attended the SDAO Conference in Sunriver. Tom mentioned that the conversation came up about the District switching to a PERS retirement. The discussion went around the Board and they asked for Jeb to look into PERS and get more information. Jeb said he would look into it and have more information at the next Board meeting.

With no further business, the motion was made by Tom Ashmore and seconded by Marla Skroch to adjourn the meeting. 4 ayes, 0 nays.

Submitted By: Jeb Miller, District Manager

Approved as to content at regular meeting held March 15, 2016 By: Mike Elmore, President Board of Director

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January 19, 2016

Posted on Feb 8, 2016 in Agenda and Minutes

Agenda

PUD BOARD MEETING AGENDA

January 19, 2016

  1. 5:30 pm: Regular Board Meeting
  2. Approval of December 15th, 2015 Minutes and Consent Agenda
  3. Public Comment – 5 minute time limit per person
  4. Ben Beseda – Engineer Report
  5. Financial Reports Discussion
  6. Jeb Miller –District Manager Report

OLD BUSINESS: Review Delinquency & Shut off Policy

NEW BUSINESS: Presentation of Fiscal Year July 1, 2014-June 30, 2015 – Friend & Reagan

TRAINING SEMINARS & CLASSES: SDAO Annual Conference, February 5-7, 2016 in Sunriver OAWU Conference February 29-March 4, 2016 in Sunriver

BOARD MEMBER COMMENTS:

ADJOURNMENT:

Minutes

PUD BOARD MEETING MINUTES

January 19, 2016

Board meeting called to order at 5:30pm by President Tom Ashmore.

PRESENT: Tom Ashmore, Rod Peterson via conference call, Marla Skroch, Mike Elmore, Wendy Shoptaw, Jeb Miller and Tom Peachey. APPROVAL OF MINUTES AND AGENDA: Mike Elmore made the suggestion that the agenda be changed and add the Election of Officers January 19, 2016.

GUESTS: None.

PUBLIC COMMENTS: None.

ENGINEER OF RECORD REPORT: Ben Beseda presented his Engineer of Record report.

1. City Site Team Meeting: No PUD projects. ^There have been scheduled meetings for items outside of the PUD service area.

2. 2016 Project Planning: Need to schedule a meeting with the District Manager to talk over and review potential District improvement projects for 2016.

3. No other new projects have come up within the PUD.

NEW BUSINESS: Presentation of Fiscal Year July 1, 2014 – June 0, 2015: Nate Reagan with Friend and Reagan, P.C., presented his audit report for July 1, 2014 through June 30, 2015. Report indicated cash was up due to less expenditures in the fiscal year. Issues were minor and overall the audit went smooth. Nate thanked the District staff for their cooperation in performing the audit and also thanked the Board for doing business with Friend and Reagan.

ELECTION OF OFFICERS: Marla Skroch made the motion to nominate Mike Elmore as the President of the Board. Mike Elmore made the motion to nominate Marla Skroch as Vice President of the Board. Mike Elmore made the motion to nominate Wendy Shoptaw as Secretary/Treasurer. With the motion being made for all positions, the nominations were closed with 4 ayes and 0 nays.

FINANCIAL REPORT: Marla had the question about our dues and why we were above budget by 121%. Marla’s request was to watch for next year’s budget and add funds to th3e Dues line item if needed. Financials approved as presented.

DISTRICT MANAGER’S REPORT: Jeb Miller presented his District Manager’s Report.

Jeb presented to Marla how much the transaction fee was to use plastic in the office and it was 1.47% per transaction.

The Rodeo Association had a request to the Board asking if we would be able to install their meter again for the last rodeo. Jeb explained that in the past if we pull a meter for a customer they would have to pay complete SDC and Connection fees. The Board said that it would be fine as a community relations situation. The Board stated that it should be labeled as a temporary meter if the Rodeo goes on this year. A motion was made by Tom Ashmore that a temporary meter be installed and second by Marla Skroch and passed with 4 ayes and 0 nays.

Jeb told the Board that the drop box in Lower Chenowith was starting to have very soggy payments. Also on the weekend there could be payments in there not protected by theft. Jeb said that if we could do away with the drop box he would get ahold of the customers that use it and let them know where the can drop their payments. The Board had no problem with that as long as the customers were notified.

Jeb talked about the booster pump at Well #4 going out over the weekend of January 16th. He had the electrician come and take a look at the variable drive to make sure it wasn’t electrical. The electrician determined that it was the pump on the motor and suggested we get ahold of Mather and Sons to come fix the pump. Jeb had not gone any farther with this situation until he talked with the Board.

Jeb had a phone call from Fred at Crystal Springs during the Christmas week stating that 20% of his Sensus meters were not reading. Fred told Jeb that he had phone calls into Sensus and nobody will contact him back. Fred stated that he was not happy with the meter and suggested that Chenowith look into other options. Jeb said that he was probably stopping the bid that was out and do more research on other companies. The Board was pleased that Fred contacted Jeb and felt like it was a blessing. Jeb had talked with a few other meter companies and he plans on going to see a few other utilities and see what they think about their product.

Jeb presented the PowerPoint presentation showing the charts and graphs of water sold, revenue, water loss, revenue from unaccounted for water and totals for yearly water loss. The total unaccounted water for the year was 12.47% which is 2.47% over than what the State asks for. Along with the graphs Jeb showed pictures of the aeration basin with the finished roof. The District was granted a half payment for the roof and will send a check once Jeb sends final pictures and cost statement. Mike Elmore suggested that we look into the turbine meters that are in the system and start changing those meters out. If the new meter purchase is not going to be happening soon the suggestion was to start changing the turbine meters. Jeb said that was no problem and he would start changing the turbine meters as soon as possible.

OLD BUSINESS: Delinquency policy change: Jeb read the policy in place now and asked if he could get #3, line B changed.

It read as of now; Customer will have 2 business days to make payment or arrangement to pay within 5 days to avoid water disconnection.

Jeb would like to change #3, line B to say; Customer will have 2 business days to make payment.

Tom Ashmore made the motion to take off the arrangements after 5 days pst the shut off date, Marla Skroch seconded it. Motion passed 4 ayes, 0 nays.

Tom Peachey made the suggestion that we look into the door tage policy and see what other utilities do as far as notifying the customers for non-pay before shut offs. Jeb said he would look into maybe sending the door tags in the mail. This will be a discussion at the next Board meeting.

TRAINING SEMINARS & CLASSES: SDAO conference in Sunriver will be coming up in February 4-7, 2-16 and will be attended by Tom Ashmore, Marla Skroch and Jeb Miller. OAWU conference in Sunriver February 29 through March 4, 2016 will be attended by Nathan Pope and Jeb Miller.

With no further business, the meeting was adjourned.

Submitted By: Jeb Miller, District Manager

Approved as to content at regular meeting held February 15, 2016

By: Mike Elmore, President Board of Director

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December 15th, 2015

Posted on Dec 18, 2015 in Agenda and Minutes

Agenda

PUD BOARD MEETING AGENDA

December 15th, 2015

  1. 5:30 pm: Regular Board Meeting
  2. Approval of November 17th, 2015 Minutes and Consent Agenda
  3. Public Comment – 5 minute time limit per person
  4. Ben Beseda – Engineer Report
  5. Financial Reports Discussion
  6. Jeb Miller –District Manager Report

OLD BUSINESS: Brackenbury Construction – Roof on Aeration Building

NEW BUSINESS: Review Delinquency & Shut off Policy

TRAINING SEMINARS & CLASSES: SDAO Annual Conference, February 5-7, 2016 in Sunriver OAWU Conference February 29-March 4, 2016 in Sunriver

BOARD MEMBER COMMENTS:

ADJOURNMENT:

Minutes

PUD BOARD MEETING MINUTES

December 15th, 2015

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November 17th, 2015

Posted on Dec 18, 2015 in Agenda and Minutes

Agenda

PUD BOARD MEETING AGENDA

November 17th, 2015

  1. 5:30 pm: Regular Board Meeting
  2. Approval of October 20th, 2015 Minutes and Consent Agenda
  3. Public Comment – 5 minute time limit per person
  4. Ben Beseda – Engineer Report
  5. Financial Reports Discussion
  6. Jeb Miller –District Manager Report

OLD BUSINESS:

NEW BUSINESS:

TRAINING SEMINARS & CLASSES:

EXECUTIVE SESSION:ORS 192.660(2)(i)

BOARD MEMBER COMMENTS:

ADJOURNMENT:

Minutes

PUD BOARD MEETING MINUTES

November 17th, 2015

 

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October 20th, 2015

Posted on Dec 18, 2015 in Agenda and Minutes

Agenda

PUD BOARD MEETING AGENDA

October 20th, 2015

  1. 5:30 pm: Regular Board Meeting
  2. Approval of September 8th, 2015 Minutes and Consent Agenda
  3. Public Comment – 5 minute time limit per person
  4. Ben Beseda – Engineer Report
  5. Financial Reports Discussion
  6. Jeb Miller –District Manager Report

OLD BUSINESS: CCTP Easement

NEW BUSINESS: TRAINING SEMINARS & CLASSES:

BOARD MEMBER COMMENTS:

ADJOURNMENT:

Minutes

PUD BOARD MEETING MINUTES

October 20th, 2015

PRESENT: Tom Ashmore, Marla Skroch, Rod Peterson, Mike Elmore, Wendy Shoptaw, Jeb Miller, Ben Beseda and Tom Peachey.

GUESTS: None.

PUBLIC COMMENTS: None.

Board meeting called to order at 5:34 PM by President Tom Ashmore.

With Dick Kessler’s resignation, Tom Ashmore announced the new candidate to complete the term for Sub-District 5. Attorney Tom Peachey asked if the Board has taken action to accept the resignation from Dick Kessler. Motion by Mike Elmore, second by Marla Skroch to accept Dick Kessler’s resignation effective October 20, 2015. Motion approved 4 ayes, 0 nays.

Tom Peachey explained to the Board the laws about the new member position and they were able to fill the vacant position with a motion by the Board. Motion by Marla Skroch, second by Mike Elmore to fill the position vacated by Dick Kessler with Wendy Shoptaw. Motion approved 4 ayes, 0 nays.

Tom Peachey presented the Oath of Office to Wendy Shoptaw and congratulated her for filling the vacant position.

With no changes to the September 8, 2015 minutes, President Tom Ashmore approved as written.

FINANCIAL REPORT: Financials approved as presented. Marla asked about shipping and freight line item.

ENGINEER OF RECORD REPORT: Ben Beseda presented his Engineer of Record Report.

City Site Team Meeting: No PUD projects.

Patrick Erickson: TEC is working on design of a house site and access road for property in the National Scenic Area above Kingsley Reservoir. The house will be located close to the transmission line between the Kingsley and Cherry Heights Reservoirs. One new hook-up imminent. They may contact the PUD for installation of a hydrant near the house.

Richman Family/Whispering Pines Subdivision: Initiated work with the Richman Family to start extending their development west of Elberta on 14th and 15th Streets. Probably will be a long term project with maybe a lot or two per year.

Pomona Terrace Apartments: TEC is initiating work to add additional units off the north side of the existing development and on the north side of 8th and 9th Streets. Very preliminary at this time could turn into a fair sized project.

2016 Project Planning: Need to schedule a meeting with the District Manager to talk over and review potential District improvement projects for 2016. Very busy end and start of fall for Tenneson but has been skimpy for PUD work.

DISTRICT MANAGER’S REPORT: Jeb Miller presented his District Manager’s Report.

The rodeo grounds meter has been abandoned per request. Matt Larson called and asked that the meter be pulled and account cancelled. The property will no longer be used for this event.

We are getting closer to taking plastic in the office. Patsy has been in conversation with Columbia Bank and they would like to have our IT guy here when they hook everything up. This should be a new option to pay coming in the next month.

SDIS Best Practices: Been sent off and they have confirmed we have earned our 10% discount for the year.

Jeb informed the Board about the meter purchase and told them the bid letter was close to being complete. The Board had some questions about meter reading equipment and asked if we needed to purchase that as well. Jeb told them the Neptune meter reading equipment would work for the first year. Jeb advised that we should take the first year as a test year and stick to the five year plan. The Board was happy with Jeb’s suggestion and gave consent to buy first year of meters.

Now that the Homberg/Waters issue has been resolved the new service line will be put in this next month. We will be running a service line from CCTP over to Waters meter. With the completion of the easement of CCTP finished, Jeb said he needed to get with Tom Peachey and go over our Customer Service Policy handbook.

Jeb talked about the City of The Dalles starting to pot hole on 2nd Street. He was told by the City staff they were pot holing for the 2nd Street sanitary and storm project. So far that is all he heard about the City looking into the project.

Jeb presented the PowerPoint presentation showing the charts and graphs of water sold, revenue, water loss, revenue loss from unaccounted for water and totals for yearly water loss. Other slides shown were of the hydrant installations at Foley Lakes/Sevenmile Road.

OLD BUSINESS: CCTP easement has been signed and processed through Wasco County. The project to move Water’s on to her own line will be completed in the next month.

NEW BUSINESS: None.

TRAINING SEMINARS & CLASSES: Brenton is certified with Flagger, CPR, First Aid, and Backflow Tester. Jeb will be attending the OPUDA Conference October 20, 2015 through October 22, 2015.

BOARD MEMBERS COMMENTS: Mike Elmore asked the District Manager to do a self-evaluation and to do a wage comparison of other Utility Districts. Jeb’s evaluation will take place in executive session at the November 17, 2015 Board meeting. With no further business, motion by Mike Elmore, second by Rod Peterson to adjourn meeting. Motion approved 4 ayes, 0 nays. Meeting adjourned at 6:30pm. Submitted By: Jeb Miller, District Manager

Approved as to content at regular meeting held November 17, 2015. By: Tom Ashmore, President Board of Director

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September 8th, 2015

Posted on Dec 18, 2015 in Agenda and Minutes

Agenda

PUD BOARD MEETING AGENDA

September 8th, 2015

  1. 5:30 pm: Regular Board Meeting
  2. Approval of August 11th, 2015 Minutes and Consent Agenda
  3. Public Comment – 5 minute time limit per person
  4. Ben Beseda – Engineer Report
  5. Jeb Miller –District Manager Report

OLD BUSINESS: CCTP Easement

NEW BUSINESS: Acceptance of Meter Read Program

TRAINING SEMINARS & CLASSES: Backflow Assembly Tester Certification Class ~ Brenton Adams September 14-18, 2015 Backflow Assembly Tester Recertification Class ~ Jeb Miller; Nathan Pope; Bill VanEk October 13, 2015 Cross Connection Specialist Update ~ Jeb Miller; Nathan Pope; Bill VanEk October 29, 2015

BOARD MEMBER COMMENTS:

ADJOURNMENT:

Minutes

PUD BOARD MEETING MINUTES

September 8th, 2015

PRESENT: Tom Ashmore, Marla Skroch, Rod Peterson, Mike Elmore, Jeb Miller, Ben Beseda and Tom Peachey. Dick Kessler resigned.

GUESTS: None.

PUBLIC COMMENTS: None.

Board meeting called to order at 5:30 PM by President Tom Ashmore.

With no changes to the August 11, 2015 minutes, President Tom Ashmore approved as written.

FINANCIAL REPORT: Financials approved as presented.

ENGINEER OF RECORD REPORT: Ben Beseda presented his Engineer of Record Report.

City Site Team Meeting: No PUD projects.

Second Street: Completed project asbuilts and mailed into State. Tenneson Engineering work is complete on this project.

Sevenmile Hill-Chenowith Road Intersection: Worked with PUD staff to mark the right of way at this intersection for future hydrant installation.

The Dalles Transit Center: Construction is underway for the new transit center. Tenneson Engineering is providing construction layout.

Very busy end of summer for Tenneson Engineering but has been skimpy for PUD work.

DISTRICT MANAGER’S REPORT: Jeb Miller presented his District Manager’s Report.

Several Board of Directors with Pomona Meadows Homeowners Association (PMHA) asked what size meters and how many residents can be connected to each meter size.

Jeb gave them the information using information from AWWA.

Meter bid process was discussed. It was determined an informal bid was acceptable.

Jeb informed the Board he sent a letter of interest to Barbara Nagle in regards to an interest in the property. He has had no reply as of yet.

The projects on W. 2nd St. and hydrants in the vicinity of Foley Lakes has been completed.

Marla asked that the Topic of Discussion be added to the agenda each month.

Jeb presented the PowerPoint presentation showing the charts and graphs of water sold, revenue, water loss, revenue loss from unaccounted for water and totals for yearly water loss.

Other slides shown were the leak at Garden Court.

OLD BUSINESS: Still pending signatures for the easement on CCTP. Should be finalized by next Boaqrd meeting.

NEW BUSINESS: Jeb discussed the acceptance of Meter Read Program in his Manager’s Report.

TRAINING SEMINARS & CLASSES:

BOARD MEMBERS COMMENTS: None.

With no further business, motion by Mike Elmore, second by Marla Skroch to adjourn meeting. Motion approved 4 ayes, 0 nays. Meeting adjourned at 6:30pm. Submitted By: Jeb Miller, District Manager Approved as to content at regular meeting held October 20, 2015. By: Tom Ashmore, President Board of Director

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August 11th, 2015

Posted on Dec 18, 2015 in Agenda and Minutes

Agenda

PUD BOARD MEETING AGENDA

August 11th, 2015

  1. 5:30 pm: Regular Board Meeting
  2. Approval of July 14th, 2015 Minutes and Consent Agenda
  3. Public Comment – 5 minute time limit per person
  4. Ben Beseda – Engineer Report
  5. Jeb Miller –District Manager Report

OLD BUSINESS: CCTP Easement

NEW BUSINESS: Acceptance of Meter Read Program

TRAINING SEMINARS & CLASSES: OAWU Summer Conference August 17-20, 2015 Brenton Adams & Bill Van Ek

EXECUTIVE SESSION: ORS

BOARD MEMBER COMMENTS:

ADJOURNMENT:

Minutes

PUD BOARD MEETING MINUTES

August 11th, 2015

PRESENT: Tom Ashmore, Marla Skroch, Rod Peterson, Mike Elmore, Jeb Miller, Ben Beseda and Tom Peachey. Dick Kessler absent.

GUESTS: Karen Smith.

PUBLIC COMMENTS: None.

Board meeting called to order at 5:32 PM by President Tom Ashmore.

With no changes to the July 14, 2015 minutes, President Tom Ashmore approved as written.

FINANCIAL REPORT: Financials approved as presented.

ENGINEER OF RECORD REPORT: Ben Beseda presented his Engineer of Record Report. No other new items came to Ben’s attention this month.

DISTRICT MANAGER’S REPORT: Jeb Miller presented his District Manager’s Report.

Jeb presented the PowerPoint presentation showing the charts and graphs of water sold, revenue, water loss, revenue loss from unaccounted for water and totals for yearly water loss. Other slides shown were service lines connecting the Friel, Poineer Potlatch and Luna connections to the new Second Street mainline and installing the new hydrant on Second Street.

OLD BUSINESS: None.

NEW BUSINESS: The Board was given copies of the Special Districts Insurance Services (SDIS) Better and Best Practices Checklist to be completed by the Board and District Manager. By completing and submitting the checklist to SDIS, the District will get a 2% rate discount on the general insurance. Jeb will get together with Tom Peachey to go over it.

Jeb informed the Board that the office is in its final stages of getting set up to take debit/credit cards for payments. Marla requested that the swiper used to run the cards can also swipe the cards with chips.

Mike Elmore asked for updates on the WMCP project.

Discussion was held on new meter replacement program. It was noted to check in to the Tag-Along bid process.

TRAINING SEMINARS & CLASSES: Bill and Brenton will be attending the OAWU Summer Conference August 17-20, 2015 in Seaside.

EXECUTIVE SESSION: Meeting convened to Executive Session at 6:20pm. Meeting returned to regular meeting at 6:33pm.

BOARD MEMBERS COMMENTS: None.

With no further business, motion by Marla Skroch, second by Rod Peterson to adjourn meeting. Motion approved 4 ayes, 0 nays. Meeting adjourned at 6:30pm. Submitted By: Jeb Miller, District Manager

Approved as to content at regular meeting held September 8, 2015. By: Tom Ashmore, President Board of Director

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