CENTRAL OREGON IRRIGATION DISTRICT

BOARD OF DIRECTORS’ MEETING

April 10, 2007

 

The regular meeting of the Board of Directors of the Central Oregon Irrigation District (COID) was called to order by President Carroll Penhollow at 9:06 AM on

April 10, 2007 in the District office.

 

Directors present were Carroll Penhollow, John Robbins, Tom Burke and Robert Borlen.   Paul Kasberger was absent.  Also attending were Steve Johnson, Secretary-Manager; Liz Dickson, Attorney; Priscilla Ross, Assistant Secretary and Bob Beal, Hydro Engineer.  There were no visitors attending.

 

1.         OPEN FORUM  

No issues were presented.

 

2.         MINUTES:  

Carroll Penhollow noted that minutes for both the Regular Board meeting on March 6th and the Special Board Meeting on March 13th needed to be approved.  Robert Borlen made a motion to approve both sets of minutes as submitted.  Following a second by Tom Burke, the motion passed unanimously.

 

 

3.         TRANSFERS / INCLUSIONS:       

Carroll Penhollow reviewed the following transfers with the Board.  See Exhibit “A”.

COC Temporary:

Brasada Ranch is applying for a one year temporary transfer of approximately 110 to 120 acres to allow COID staff time to determine final transfer acreage.

 

PBC Permanent:                                            Total                 .78

COID (Deschutes Co Quitclaim)                                               .47  Off

Springer                                                                                     .31  Off

Springer                                                                                     .78  On                                 

                                                                                 

COC Permanent:                                           Total               8.30

Byrnes and Doyle                                                                     1.10  Off

Doyle                                                                                       4.80  Off

Byrnes and Doyle                                                                     1.10  On

Doyle                                                                                       4.80  On

 

COID (Richter Quitclaim)                                                         2.00  Off

Fisher                                                                                       2.00  On

 

COID (Hargrave Quitclaim)                                                      1.00  Off

COID (Jones Quitclaim)                                                             .50  Off

HCF Investors, LLC                                                                  .62  On

Badlands Ranch LLC                                                                 .88  On

 

Steve Johnson noted that the Board would see a significant number of these small transfers in future months as staff is working with patrons ensure that the water rights are located correctly on their property.

 

Carroll Penhollow made the motion to approve the transfers as reported.  The motion was seconded by John Robbins and passed unanimously.  

 

Carroll Penhollow reviewed the following water right transactions:

·        38.90 acres on the PB Canal and 3.38 acres on the CO Canal were quitclaimed to COID.

·        39.58 quitclaimed acres on the PB Canal and 3.5 quitclaimed acres on the CO Canal were sold.  An Exit Fee of $48,912.56 was paid by the DRC for the acres sold on the PB Canal.

 

Jennifer Wilson and Deschutes County have filed Inclusion Petitions for parcels on the CO Canal.  The lands filed by Deschutes County are currently within Arnold Irrigation District boundaries.  AID has approved the inclusion.  Carroll Penhollow made a motion to approve these inclusions.  The motion was seconded by Robert Borlen and was then passed unanimously.

 

Steve Johnson reviewed the summary of the water right acres in reserve.  There are 215.7 acres currently available with total acres at 403.77. 

 

There have been eight new applications for one-year instream leases of 85.75 acres and three applications for five-year instream leases totaling 155.54 acres.   The five-year requests are from Brasada Ranch, the City of Redmond and the DRC, entities eligible to receive five-year instream leases per Board policy.  Steven Johnson noted that the instream levels currently are below those of last year.   Robert Borlen made a motion to approve the instream leases as reported.  Tom Burke seconded the motion that then was unanimously passed.

 

4.         REPORTS:

            A.        Water Report –

A written report (Exhibit “B”) was mailed to the Board prior to the meeting.   

B.         Engineering Report –

A written report (Exhibit “C”) was mailed to the Board prior to the meeting.    Steve Johnson noted that Jeremiah Fender had prepared the March report.  Following discussion regarding heavy equipment work being done on the property next to Mel’s Tractor and the risk of potential damage to COID’s pipe on that property, Liz Dickson stated that she would have her office review the property contract on that parcel to verify who has responsibility for pipe maintenance.

C.        Maintenance Report –

A written report (Exhibit “D”) was mailed to the Board prior to the meeting. 

D.        Hydro Report –

A written report (Exhibit “E”) was mailed to the Board prior to the meeting.  Bob Beal will add the statistic listing average electrical production since SPP’s inception to provide a benchmark for the current month’s production.

            E.         Financial / Accounting Report

A written report (Exhibit “F”) was mailed to the Board prior to the meeting.  Priscilla Ross asked the Board for approval to issue RFP’s for the 2007 audit.  The Board expressed consensus.

            E.         Manager Report –

The written Manager’s Report (Exhibit “G”) was mailed to the Board prior to the meeting. 

 

5.         BILLINGS & PAYROLL:  Robert Borlen moved to accept the payroll registers and billings as presented. The motion was seconded by Tom Burke and passed unanimously.

 

6.         OLD BUSINESS: 

Resolution 2007 – 8  Employee Policy – Responsibilities Regarding Using a Vehicle or Equipment for Business Purposes

This policy, adopted at a Special Session held on March 13th, was signed by all Board members in attendance.

 

7.         NEW BUSINESS:

Resolution 2007 – 7  Volunteer Resolution Extending Compensation Coverage to Volunteers of Central Oregon Irrigation District

Priscilla Ross reported that this Resolution is required by the Oregon State Workers’ Compensation Division as it declares the Board’s intent to cover volunteer personnel, including unpaid Board members.   Board members have historically been covered by COID Workers’ Compensation Insurance, but this resolution documents that coverage.  A motion was made by Robert Borlen and seconded by Tom Burke to approve Resolution 2007 – 7.  The motion was passed unanimously.

 

Robert Borlen reported that he had several items for discussion.

·        Henry Lewis wants to install an automatic gate opener on the ditch road on his property.  Steve Johnson said that he talked to Henry and that the opener will be installed and maintained at Henry’s expense.  Prior to installation a signed agreement detailing this understanding will be in place.

·        Glenn Green, owner of the Alfalfa store, wants to purchase property owned by COID adjacent to the store.  Steve Johnson said that he had asked Glenn to contact Steve Scott regarding any potential purchase.

·        Robert has received inquiries from several people regarding the right-of-way for walking next to the canal near 27th Street North of Ferguson.  Steve Johnson reported that the District has put up “No Trespassing” signs as Bend Parks and Recreation Department does not have easement in this area.  Easement rights are specified in the contract with the specific land owners.

 

Steve Johnson informed the Board that District personnel will be working with our insurance agents in the next few days to draft a proposed medical / dental insurance plan for 2007-2008.   This agreement needs to be completed by May 31 for Union contract negotiations.  As this agreement needs to be approved by the Board, he will schedule a Special Session once the proposal is drafted.

 

Carroll Penhollow adjourned the Regular Session of the COID Board to Executive Session at 11:20 AM  per

·        ORS 192.660(2)(e) to conduct deliberations with persons designated by the governing body to negotiate real property transactions

·        ORS 192.660(2)(h) to consult with counsel concerning the legal rights and duties of a public body with regard to current litigation or litigation likely to be filed.

 

The Regular Session of the COID Board was reconvened at 12:20 PM.

 

A motion was made by John Robbins and seconded by Robert Borlen to adjourn the Regular Session.  The motion was unanimously accepted.