Whitworth Water District No. 2

"Working for Better Water"

Special Board Meeting Minutes

  September 7, 2017

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

Chris Johnson made a motion to approve the minutes of August 3, 2017.  The motion was seconded by Chan Bailey, and approved unanimously.

Old Business

RFQ Design and Architecture Update - Tim Murrell gave the Board an update on the RFQ (Request For Qualifications) on the new building.  Tim discussed with the Board a meeting he held to answer any questions that the firms might have about the RFQ.  After a brief conversation, the Board agreed that Chan Bailey and Chris Johnson should assist with the next phase of the RFQ since they are on the building committee.

Chattaroy Tank Complete - Tom Davis spoke to the Board about the completion of the painting project on the Chattaroy Tank.  Tom showed the Board a picture of the tank.  The Board agreed that the tank looked nice.

New Business

On-Line Bill Pay, Paperless Billing - Tim Murrell discussed with the Board the advantages of implementing an online bill pay service and paperless billing.  A discussion followed about looking into integrating an online bill pay service with Whitworth Water District's current software and the advantages of paperless billing to the Districts customers.  Tim mentioned that his team is looking into several different companies to assure the best savings to the District and the process would take awhile to get started.  After a discussion, the Board agreed to allow Tim to proceed further with online bill pay and paperless billing.

Open Forum

Tim Murrell:  Susan McGeorge's final check - Tim spoke to the Board about the details of Susan McGeorge's final check from the District.  The Board agreed on the terms within the conversation.

Tom McInerney:  Flu Shots - Tom McInerney mentioned that Whitworth Water District will be having Walgreens come to the office on October 13th at 7:30 a.m.  He also mentioned that the flu shots will be free to the District if you bring your insurance card with you.

Chris Johnson:  Susan's gift - Chris Johnson discussed Susan's gift from the Commissioners to Susan.

Dennis Brown:  District's Water Rights - Dennis Brown asked for future clarification of the sustainability of the Districts water rights and if they were included in our latest Water Service Plan Draft.

Chan Bailey:  Fall Conference with WASWD (Washington Association of Sewer and Water Districts) - Chan Bailey mentioned that there is a fall conference for WASWD coming up.  Chan said that he had looked at the Agenda and didn't find much of it that was informative for him.

Financial 

1.  Pay Estimate #1, J&L Construction, Chattaroy Hills Reservoir - 2017 - Dennis Brown presented and made a motion to approve Pay Estimate #1 from J&L Construction for the amount of $78,364.25.  The motion was seconded by Rick Koller and approved unanimously.

2.   Dennis Brown presented and made a motion to approve Payroll Vouchers 34580-34585 in the amount of $30,682.46, withholding and FICA in the amount of $12,315.05, with a net payroll of $29,586.03.  The motion was seconded by Chris Johnson and approved unanimously.

3.   Dennis Brown presented and made a motion to approve Expense Vouchers 34586-34629 in the amount of $281,164.87.  The motion was seconded by Chan Bailey and approved unanimously.

4.   Dennis Brown presented and made a motion to approve Expense Voucher 34630 in the amount of $30,542.39.  The motion was seconded by Chan Bailey and approved unanimously.

5.   Dennis Brown presented and made a motion to approve Payroll Vouchers 34631-34635 in the amount of $11,574.85, withholding and FICA in the amount $11,794.09, with a net payroll of $28,232.38.  The motion was seconded by Rick Koller and approved unanimously.

6.   Dennis Brown presented and made a motion to approve Expense Vouchers 34636-34678 in the amount of $48,305.88.  The motion was seconded by Chan Bailey and approved unanimously.

7.   Dennis Brown presented and made a motion to approve Expense Vouchers 34679-34687 in the amount of $148,186.18.  The motion was seconded by Chan Bailey and approved unanimously.

8.   Dennis Brown presented and made a motion to approve Expense Voucher 34688 in the amount of $231,118.39.  The motion was seconded by Rick Koller and approved unanimously.

9.   Dennis Brown presented and made a motion to approve Construction Vouchers 1122-1126 in the amount of $150,609.23.  The motion was seconded by Chan Bailey and approved unanimously.

10. Dennis Brown presented and made a motion to approve Resolution 17-14 calling for the transfer of $70,000 from the Expense Account to the Construction Account and the transfer of $65,000 from the Expense Account to the Bond Money Market Account.  The motion was seconded by Chris Johnson and approved unanimously.

Executive Session

At 5:10 p.m. Irene Anderson announced that the Board of Commissioners is convening to Executive Session to meet with legal counsel where public knowledge regarding the discussion is likely to result in adverse financial consequence to the District in accordance with RCW 42.32.110 1.(i).3.  The Executive Session will conclude at approximately 5:20 p.m.

Irene Anderson brought the Board out of Executive Session at 5:20 p.m. after discussing an action where public knowledge regarding the discussion is likely to result in an adverse financial consequence to the District.

Irene Anderson announced that the Board of Commissioners was convening to Executive Session again to meet with Council where public knowledge regarding the discussion is likely to result in adverse financial consequence to the District in accordance with RCW 42.32.110 1.(i).3.  The Executive Session will conclude at approximately 5:30 p.m.

Irene Anderson brought the Board out of Executive Session at 5:30 p.m. after discussing an action where public knowledge regarding the discussion is likely to result in an adverse financial consequence to the District.

With no further business, the meeting was adjourned at 5:30 a.m. by Irene Anderson.


Respectfully Submitted,

Tom McInerney

Dennis Brown, Secretary-Treasurer

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