MINUTES OF THE REGULAR MEETING

 OF THE HARBOR WATER P.U.D.

APRIL 10, 2025

 

                The regular meeting of the Harbor Water P.U.D. Board of Directors was called to order by Chairman Dan Fraser at 4:09 pm, April 10, 2025, in the administrative building, at 98069 W. Benham Lane Harbor, Oregon

                Board Attendance was taken

President: Dan Fraser “present” Vice President: Tom Beene “present”

Board Member: Jim White “present” Board Member: Herman Bloemsma “present” Board Member: Bill Frye “present ” Superintendent: Ken Burshem “present”

District Manager: Ami Arneson “present” IT: Ariel Poston “present” Engineer: Matt Robart “present”

 

                Pledge of Allegiance was said.

                No Modifications, Additions or changes to the agenda, or conflicts of interest stated.  Beene made a motion to accept the agenda, White seconded, the motion passed 5-0. Yes: Fraser, Beene, White, Bloemsma, Frye. No: None

                Minutes from the previous board meeting on March 13, 2025, were reviewed. Beene made a motion to accept the minutes, seconded by White, the motion passed 5-0. Yes: Fraser, Beene, White, Bloemsma, Frye. No: None. 

                April 2025 current bills, in the amount of $63,064.88 were presented, discussed, and approved. Beene made a motion to accept and pay the bills, seconded by White, the motion passed 5-0. Yes: Fraser, Beene, White, Bloemsma, Frye. No: None. 

 

Items For Action:

 

                This is first meeting for title only for the ordinances.  The new ordinances will be adopted in June 2025. 

 

 

 Superintendent Report:

                Burshem reports that VXU device when out and is currently being repaired.  The cost for replacing the R radios with M radios is approximately $300,000. for 1,749 radios.   The total cost for upgrading the whole system, meters and radios would be approximately $900,000.  Burshem will reach out to other meter companies for price and comparison.  The board suggested hiring temporary help for the new meter installation.  Spare parts for the chlorination unit need purchased.  The amount would be $9,200.00.  Beene made a motion that Burshem could purchase the spare chlorination unit parts for $9,200.00, seconded by White, the motion passed 5-0. Yes: Fraser, Beene, White, Bloemsma, Frye. No: None.  The OAWU rate study was discussed.  Total cost would be $15,000.  White made a motion to approve Burshem to proceed with the OAWU rate study, seconded by Beene, the motion passed 5-0. Yes: Fraser, Beene, White, Bloemsma, Frye. No: None.  The board will review the findings of the rate study based on rising costs and findings, before raising the rates.  The cathodic protection repairs were done.  The technician was already in town, so Burshem took advantage of cost savings while they were here.  Burshem would like to see a change made to the employee handbook.  The field workers day is a nine-hour day.  He questioned that the sick time they receive monthly currently is 8 hours.  He also questioned why the part-time employees receive the same, 8 hours a month, when they only work 5 hours a day.  These items will be looked at when the handbooks are revised. 

 

District Manager Report:

 

                Arneson reported that Nick Diesen is moving out of the rental house at the end of April.  We have a new renter ready to move in after the house has been inspected and all repairs are done.  The washing machine is going out, there’s a hole in a window, and the bathroom sheetrock needs fixed.  The board decided to remove the washer and dryer.  Burshem asked if the renter could also take over mowing the lawn.  The employee handbooks are being updated using the SDAO guidelines.  The CCD contract and the Audit paperwork were signed by Dan Fraser.  A new purchase procurement policy was signed by the board of directors.  The new guidelines state that any construction, parts purchased totaling between $25,000 - $250,000, must go out to bid.  Fraser made a motion to adopt the new purchase procurement policy, Seconded by Beene, the motion passed 5-0. Yes: Fraser, Beene, White, Frye, Bloemsma. No: None.  Currently, Harbor Sanitary pays $25.00 a month for the commercial reads from Harbor Water.  Arneson asked the board to increase the amount.  The board supported charging Harbor Sanitary an hourly rate for each time our field workers had to go do re-reads or investigation meters for Harbor Sanitary.  New service prices also need to be increased.  The cost of the installation doesn’t even cover the parts that are needed.  Burshem will bring a cost sheet for the board to compare at the May meeting.  Comp time rules were discussed.  Federal / State laws state that no one can carry more than 240 hours on the books.  Burshem is the only employee who carries more than 240 hours on the books.  He has 26 pay checks to reduce his hours to comply.  There are still some customers with credits on the books.  Arneson will make attempts to reimburse said customers.  All monies left undeliverable will be sent to the state.  Harbor Water should be getting reimbursement checks from FEMA soon.  CCD has started the process. 

Engineer:

                Robart inspected the Ranney collector and noted new erosion on the banks.  He also visited social Security bar, noting an unauthorized placement of riprap was placed on state lands.  He will report the issue to the Department of State lands. The potential effects of the riprap could affect the flow and erosion of the river and riverbanks. When the Ranney collector was installed, the O and M manual stated that Harbor Water should maintain the riprap and plant willows for future maintenance.  This has never been done.     He also inspected the Hallway tank for concerns of the ground erosion and possibly causing problems in the future.  FEMA process is moving forward.  Robart is answering questions from the environmental review and will be pursuing the necessary permits. 

 

 

Revenue Fund $393,765.90

Money Market $2,409,618.06

Security $99,374.70

 

Meeting adjourned at 5:45 PM