March 1, 2011

Apr 2011 8 5:51pm

CALL TO ORDER:  The Board meeting of the Columbia Irrigation District was called to order at 6:00 pm at the District office by President Jerry Sleater.  Present at the meeting were:

                        Jerry Sleater, Director                           Keith Martin, Manager            
                       Gary Hutchcraft, Director                       Russ Pelleberg, Asst. Manager
                       George Janicek, Director                       Bonnie Kulp, Recorder
                       Jim Gose, Director                                Terry Miller, Attorney 
                       Jim Berger, Director                           

CONSENT AGENDA:  The following consent agenda was presented to the Board for approval:

  1. Minutes February 1 and 9, 2011
  2. February Vouchers
           #01      CID Revolving Fund                 $109,158.06
           #02      LDF Concrete                          $109,738.92

       3.   January Financial Statement

Jim Gose made a motion to approve the consent agenda as presented.  Jim Berger seconded the motion and it passed unanimously.

The Financial Statement for January 2011 was reviewed by Manager Keith Martin.

DITCH INFRASTRUCTURE REPORT:  Assistant Manager Russ Pelleberg reported CID crew has mobilized equipment to use at the end of the canal to help clean up the construction work where old weirs and ecology blocks have been removed from the canal. The project is about half done with only 12% of total allocated materials used and 23% of the allotted labor cost used.  Total cost this far is under $5,000.00 with rock still to be paid.

The re-building of the escalator finished at 58% of the budgeted amount using in-house labor.     The major silt berms were removed from Lateral 1, Lateral 2 and the Main Canal.  

Matheson Painting will be spraying Aqualastic on the eroded concrete where the canal enters the Leslie Flume.  The new checks are finished with new catwalks in place. 

Gary Weatherly reported the main portion of the Main Canal Lining Project is finished and the contractors have moved to the Badger Mountain Pump Station to continue lining approximately 630 feet of  the canal in that area.  Mr. Weatherly also reported on the Badger Mountain Substation relocation and impacts to the District.

Assistant Manager Pelleberg discussed future projects and is developing a project list for a five-year plan.

 SAFETY AND LABOR ISSUES:  George Janicek commended Assistant Manager Pelleberg for his prompt attention in submitting a list of safety issues as requested.  Janicek also suggested putting a high importance on the list and using a check-off sheet as issues are addressed.

Pelleberg reported safety catwalks have been installed at the new Riek check, OJ’s check, Soggie, on the Main Canal at 10th, on the Lateral 1 siphon by Bowles Road and the escalator.

The spill retention containers being considered for chemical totes meet all state and federal guidelines for handling the totes.  The portable containers are designed to go to the field with the chemicals resulting in spill proof protection for field applications.  Options were discussed for equipment to safely handle the 250 gallon, 2000 pound totes.

 Further discussion included large trees with potential hazards to patron’s homes and the canal structure itself.

Pelleberg requested hiring two individuals as permanent employees due to the great need for continued maintenance during water season.  The matter was tabled until the next meeting scheduled on March 15th at 1:00 pm.

INTER-LOCAL AGREEMENTS AND CONTRACTS:  Manager Martin reported on an Interlocal Agreement, drawn up by the City of West Richland to cover combined ground water activities from the City, KID and CID.  Ground water over feeding Keene Pond is causing flooding issues within the City.   Manager Martin and Public Works Director, Roscoe Slade met with Dept of Ecology to discuss recycling the water back into our system.  The CID cost is $4,000.00 and will be charged to the Drainage Fund. 

Attorney Miller stated we can only recapture CID water.  Manager Martin replied the Department of Ecology said they would not issue CID a water right but will allow us to recycle the water regardless of whose water it is.  Attorney Miller suggested CID get this matter in writing, addressed to the CID.  CID is not planning on using the water this year but there is potential for future use.  President Sleater requested CID get the letter from the Department of Ecology.

Manager Martin requested $5000 for the District to participate in the WSWRA Endothall Fish study.  Gary Hutchcraft made a motion to allow the $5,000 expenditure followed by a second from George Janicek.  The motion passed unanimously.  The Board directed Martin to show where the money will come from on the budget.

            Anova Works (drug and alcohol screening facility) annual agreement is due. 

            Benton County Sheriff’s Crew request is still going through council approval. 

 KID WATER CARRIAGE:  Manager Martin reported he and Assistant Manager Pelleberg met with KID to discuss acreage comparisons for the four pump stations billed by CID for water carriage.  Using GIS mapping the end result was an acreage increase from 269 acres to 332.45 acres.  Martin presented two options for future water carriage billing – taking over the KID system or charging operation and maintenance, surplus and drainage fees on each lot involved. 

EXECUTIVE SUMMARY ON POLICY AND PROCEDURES:    Manager Martin presented to the Board a policy and procedure with an executive summary.  It was a foundation on how the District will make policies and procedures   He asked the Board to review the policy and procedure and provide comments at the next meeting.

ADMINISTRATIVE REPORT:  Bonnie Kulp reported a need to correct the assessment roll due to the completion of water right transfers.  A correction worksheet is attached and made a part of these minutes.  George Janicek made a motion to approve the correction to the assessment roll followed by a second from Gary Hutchcraft.  The motion passed unanimously.  

Manager Martin requested approval for Bonnie Kulp and Russ Pelleberg to have a credit card for CID purchases.  Jim Gose made a motion to provide a credit card for Bonnie and Russ and seconded by Gary Hutchcraft.  Motion passed unanimously.

INSTEP CHURCH:  Manager Martin presented a letter drafted to InStep Church to correct the issue of not charging the $500 per acre hook-up fee when they were added to the line.  Those individuals hooking up to the line in 2006 were given an opportunity to pay over a five-year period with 8% interest.  Because current interest rates are lower, Manager Martin suggested the interest rate be lowered to 5% if InStep Church chooses to pay their fee over the same time frame.  George Janicek made a motion to set the interest at 5%.  Gary Hutchcraft seconded the motion and it passed unanimously.

REQUEST TO PURCHASE CID LAND:  Doug Kubik has expressed interest in purchasing  0.28 acre piece of right-of-way from CID to square up his land.  Attorney Miller stated the land must be declared surplus land by resolution, offered to adjacent property owners and appraised through the County.  A resolution will be prepared for the next meeting.

ATTORNEY REPORT:  Attorney Miller had no comments to report on note worthy actions.  He explained his January billing included board meeting charges, telephone conversations with the Board and also included a brief meeting regarding CID/KID pertaining to Acquavella records and the KID contract.

ENGINEERS REPORT: Gary Weatherly reviewed JUB’s billing statement to CID for December.   The billing was for preparing the bid document, drawings for the canal lining project, bid opening, review sewer crossing, irrigation line extension in the Lakes LID to  Kadlec Clinic, and reviews in View Ridge and Paradise Estates.

CID ORGANIZATIONAL CHART:  Manager Martin presented an organizational chart to the Board for review.  George Janicek requested more thought be put into the chart.    

BOARD ROOM REMODEL:  Electrician, Larry Moore reviewed the electrical wiring through out the main office building.  Some updates will be necessary.   George Janicek stated the January minutes did not include the tour of the new board room taken during executive session.  Janicek requested these minutes reflect the fact there is a new board room, built without approval from the Board and without a building permit.  He also requested Manager Martin present a statement of cost accounting for the new room and show where it will be listed on the budget.  Manager Martin stated he would have the figures for the meeting on the March 15th.  The Board also directed Manager Martin to obtain a building permit to bring the project into compliance.

WEST RICHLAND MEETING:  Manager Martin, Assistant Manager Pelleberg and Director Janicek attended a meeting in West Richland with the Mayor, Donna Noski, Public Works Director, Roscoe Slade, and principal property owners who live in the area that needs to be developed.  The purpose of the meeting was to introduce to property owners the idea of putting in a water feature reservoir to service approximately 500 acres.

VEHICLE LOGOS:  George Janicek addressed the issue of vehicle logos.  Manager Martin stated  logos have been ordered.

WEBSITE:  George Janicek requested the Board Minutes be brought up to date on the web site.  He also requested the end of the year message and the budget be included.

EQUIPMENT REQUEST:  Assistant Manager Pelleberg requested the ability to purchase a new John Deere Tractor Mower.  President Jerry Sleater made a motion to approve the purchase of the mower at $60,000 however offer $50,000 in the event the dealer would  accept the lesser amount.  Jim Gose seconded the motion and it passed unanimously.

RECESS:  President Sleater recessed the meeting at 8:30 pm and will reconvene the meeting on Tuesday, March 15, 2011 at 1:00 pm at the District office.