MINUTES OF THE REGULAR MEETING

 OF THE HARBOR WATER P.U.D.

Sept 14, 2023

 

The regular meeting of the Harbor Water P.U.D. Board of Directors was called to order by Chairman Dan Fraser at 6:37, Sept 14, 2023 in the administrative building, at 98069 W. Benham Lane Harbor, Oregon

Board Attendance was taken.

President: Dan Fraser “present” Vice President: Tom Beene “present, Via phone” 

Board Member: Jim White “present” Board Member: Herman Bloemsma “Absent” 

Board Member: Bill Frye “present.” Superintendent: Ken Burshem “present”

District Manager: Ami Arneson “present” Office Staff:  Evie Lampley “Absent”

Engineer: Matt Robart, and members of the community.

 

The Pledge of Allegiance was said.

 

No Modifications, Additions or changes to the agenda, or conflicts of interest stated.  White made a motion to accept the agenda, Frye seconded, Roll Call – All in favor.

Minutes from the previous board meeting on Aug 10, 2023 were reviewed.  White made a motion to accept the minutes, seconded by Frye, Roll call – All in favor.  

Sept 2023 current bills, in the amount of $66,500.06 were presented, discussed, and approved. Beene made a motion to accept and pay the bills seconded by White, Roll call - All in favor.  

Superintendent, Ken Burshem, reported they had 3 service line leaks. Siskiyou pumps have installed the new pumps. Towards the end of the month, an isolation valve will be installed on Pelican Bay.  Burshem asked the board for their opinion as to charging the fire incident command center located by the Coast Guard station for water. The board all agreed not to charge the command center as they are here to protect our community and surrounding areas.  

District Manager, Ami Arneson presented the board with a bid from a local cleaning company.  At this time the service is not needed, but will hold onto the bid for future needs.  Two audit items were discussed.  The first was the wording on the corrective action plan for the deficiencies reported in our last audit.  Beene made a motion to accept the wording in option one, seconded by White, Roll call – All in favor.  The second audit item was to increase the Capitalization threshold to $5,000.  Frye made a motion to accept the wording as follows. The Harbor Water PUD board of directors agreed to increase the capitalization threshold to $5,000.00. If the initial cost of a piece of equipment and / or other real property is $5,000 or more and the anticipated life or useful value of said equipment or property is more than one year, the asset shall be capitalized.  Seconded by Beene, Roll call – All in favor.  Arneson presented the board with a Merchant Service Statement for comparison from Rogue Credit Union.  At this time, we will stay with Umpqua Bank, but revisit the comparison next year.  Arneson will be absent at the next board meeting.  The Board agreed to change the next board meeting date to October 19, 2023. A recommendation of the auditors was to have someone else balance the checkbook monthly.  Frye, the board treasurer, agreed to reconcile the bank account monthly for Arneson. 

Matt Robart from Camas Engineering went over the cost estimates for the preparation of grant applications to Business Oregon.  The estimate of $15,234 is for time and materials.  Beene made a motion to accept the grant application proposal, seconded by White, Roll call – All in favor.  

Julia Bott, Harbor resident, was present.  She is asking for reimbursement for damages caused by the water outage of her pump. Burshem asked her if she had a safety switch, she replied no, but is working on having one installed.  The amount of the reimbursement she is asking for is $720.00.  Beene made a motion that the board pay Julia for half of the pump, $360.00, this is a one-time deal.  Seconded by White, Roll call – All in favor.  

Arneson asked the board to decide on the parking lot project.  Two bids were discussed.  Fraser made a motion that we accept the bid from Tri County Asphalt for $5,600.  White seconded, Roll call – All in favor. 

Revenue Fund $581,080.24

Money Market $2,285,062.93

Security $98,045.19

 

Meeting adjourned at 7:50 PM