Whitworth Water District No. 2

"Working for Better Water"

Board Meeting Minutes

  October 5, 2017

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Call to Order/Confirm Quorum

The meeting was called to order by Irene Anderson, Chairperson, at 4:30 p.m.  Those present were Dennis Brown, Secretary-Treasurer; Chris Johnson, Commissioner; Rick Koller, Commissioner; Chan Bailey, Commissioner; Tim Murrell, Tom McInerney, Doug Babin, Tom Davis, Ron Gillies and District Counsel, Brian Werst.

Approve/Revise Agenda

The Agenda was approved with a revision adding a Meeting Time Change under 8b (Open Forum).

Review and Approve Minutes

Chan Bailey made a motion to approve the minutes of September 21, 2017.  The motion was seconded by Chris Johnson, Rick Koller and Irene Anderson.  Dennis Brown abstained from voting due to his absence at the last meeting.

Manager Report

a.   Bill Pay Follow-up Discussion - Tim Murrell opened a follow-up discussion from the September 7th Board Meeting about bill pay.  Tim talked about the demand from the customer base for a way to assist the customers to pay their water bills.  Tim explained the process of using bill pay for the customer and for the District.  Tim mentioned that customers will be able to setup payments using their checking account, debit card, credit card and the customer will also be able to use auto pay to set up reoccurring payments.  Tim said that the customer will be able to receive their bills through email instead of mailing out their bills.  Tim said that his team has worked hard to find this solution for the District.  Ron Gillies said that he looked into three different companies that offered the service.  Ron said that Xpress Solutions was the best fit for Whitworth Water District.  A discussion followed about the cost saving benefits, fees, policies, procedures and time frame needed to implement the new process.  Chan Bailey made a motion to accept the agreement with Xpress Solutions.  The motion was seconded by Dennis Brown and approved unanimously.

b.   Building Update:
      i.   Progress - Architecture and Design -
Tim Murrell, Chris Johnson and Chan Bailey gave the Board an update on the progress of the
      architecture and design process of the new building headquarters.  Chris Johnson showed the Board the final three designs for the new
      building.  Chris talked about the cost savings with the use of different designs and cost of the project.  It was discussed that the initial
      estimate put the headquarters cost at between $4,000,000 to $4,500,000.

      ii.   Bill Insert - Fall Newsletter - Tim Murrell discussed with the Board a Fall Newsletter that was suggested at the September 21st
      Board Meeting.  Tim said that him and Tom McInerney had developed an example and asked if there were any suggestions for change.
      A short discussion ensued about the Newsletter.  Tim said that the Newsletter will be going out with the October bills and will insert a
      discussion of Bill Pay.

c.   Water Sampling Program - Customer Appreciation Discussion -
Tim Murrell discussed with the Board an idea to do something special for the customers that volunteer their time and household for District routine water sampling.  Tim said that these customers are very valuable in their effort to be at home and open up their house to us.  A discussion followed about how to acknowledge the customers.  Chan Bailey suggested coming up with a couple different ideas and discussing it at another meeting.

Maintenance Report
None

Financial

1.   Dennis Brown presented and made a motion to approve Payroll Vouchers 34746-34748 in the amount of $8,299.49, withholding and FICA in the amount of $10,553.73, with a net payroll of $28,397.20.  The motion was seconded by Chris Johnson and approved unanimously.

2.   Dennis Brown presented and made a motion to approve Expense Vouchers 34749-34780 in the amount of $87,012.52.  The motion was seconded by Rick Koller and approved unanimously.

3.   Dennis Brown presented and made a motion to approve Expense Vouchers 34781-34782 in the amount of $4,590.00.  The motion was seconded by Rick Koller and approved unanimously.

4.   Dennis Brown presented and made a motion to approve Construction Voucher 1127 in the amount of $23,836.65.  The motion was seconded by Chan Bailey and approved unanimously.

5.   Dennis Brown presented and made a motion to approve Resolution 17-18 calling for the transfer of $55.90 from the Expense Money Market Account to the Expense Account and the transfer of $39.08 from the Construction Money Market Account to the Expense Account.  The motion was seconded by Rick Koller and approved unanimously.

Open Forum

General Manager Evaluation Process:  Chan Bailey mentioned that it was a good time to develop the evaluation process of Tim Murrell as General Manager.  Chan said that Tim was hired in June and his six month evaluation is coming up.  A discussion followed, it was suggested that there should be a committee of two Board Members to develop the process for his evaluation.  Chan and Rick Koller volunteered to be on the committee to do this.

Meeting Tim Change - 4:00 p.m.:  Tim Murrell asked if we should change the Board Meeting time from 4:30 p.m. to 4:00 p.m.  A discussion ensued on the benefits of changing the time to 4:00 p.m.  Chris Johnson made a motion to change the time of the Board Meetings from 4:30 p.m. to 4:00 p.m.  The motion was seconded by Rick Koller and approved unanimously.

Executive Session
None

With no further business, the meeting was adjourned at 5:45 p.m. by Irene Anderson.


Respectfully Submitted,

Tom McInerney

Dennis Brown, Secretary-Treasurer

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