COID Board Meeting Minutes

October 11, 2011

The regular meeting of the Board of Directors of the Central Oregon Irrigation District (COID) was called to order by President Carroll Penhollow at 9:09 AM on October 11, 2011 in the District office.

Directors present were Terry Blackwell, Robert Borlen, Tom Burke, Paul Kasberger and Carroll Penhollow.  Also attending were Steve Johnson, Secretary-Manager; Liz Dickson, Attorney; Jenny Hartzell-Hill, Administrative Assistant; Larry Roofener, Operations Manager; Cary Penhollow, Watermaster; John Summers, Siphon Power Plant Operator and the guests listed on Exhibit “A”.

1.  OPEN FORUM:   

Beth Wendel introduced herself and reviewed a letter that she sent to Central Oregon Irrigation District last week, see attached Exhibit “B”. She explained that she purchased the property when it was in foreclosure. When it was purchased she did not realize that the water-rights were in danger. Due to unforeseen circumstances and her husband serving in the military and out of the country, she was unable to fully irrigate this past irrigation season. In addition, Ms Wendel listed the efforts and investments made by her and her husband in updating the irrigation system and stated very clearly their intent on irrigating in full next season. She is requesting that COID give her an additional year of irrigation to beneficially use the 2.1 acres of water that are in danger. The Board reviewed the matter and decided to follow the COID Staff recommendation of allowing her an additional year to use the water but requiring an irrigation contract between her and the District to do so.

2.  MINUTES: 

Terry Blackwell made a motion to approve the minutes for the September Regular Session Board Meeting as submitted.   Following a second by Tom Burke, the motion passed. 

3.  TRANSFERS / INCLUSIONS:    

Carroll Penhollow reviewed the memorandum regarding no transfers with the Board.  Confiscations were reviewed. COID will proceed with those identified in the report except for Wendel because she came before the Board and agreed to an Irrigation Contract. See Exhibit “C”. 

4.  REPORTS:

     A.  Water Report –

A written report (Exhibit “D”) was mailed to the Board prior to the meeting. Cary Penhollow announced that the irrigation shut off date will be October 17, 2011 for both canals. The stock runs have been tentatively scheduled. Cary reviewed the letter from Lynae Ireland and explained that the piece of property referenced in the letter has not been irrigated, but the water from that piece cannot be moved/sold because it has not been used. It must be used or it will be lost. Staff will notify patron that the water must be used for 5 years before it can be sold, leased, or confiscated.

     B.  Operations and Maintenance Report –

Larry Roofener was out of the office prior to the Board meeting and presented a verbal report. Staff has been focused on completing the COC debris rack so it can be transported and ready to install the first week in November.

Other projects that have been underway are the J-3 lateral roadway work as well as repairs to animal burrowing holes. He informed the Board that each patrolman has brought forward their problem areas or areas of concern and those have been added to the maintenance list.

Gary Waite retired on September 30, 2011. The maintenance job opening has been posted internally. It is anticipated that it will be filled internally, therefore opening a patrolman position which will then be posted and the hire will begin January 1, 2012. He also informed the Board that the new patrolman on CO-4 is working out well.

Paul Kasberger brought up hemlock being a big problem in the ditches. Larry informed the Board that the District does encourage patrons to take action. Larry brought up money for noxious weed and suggested that the Board budget more money for hemlock control/poisonous weed control. Discussion followed regarding working with other agencies and programs and resources to aid in control. COID has applied for grants for weed control in the past and did not receive any.

COID does not have any piping projects as of yet scheduled for this winter. Focus is on water and deliveries. Staff is researching staff time involved with issues beyond POD’s.

     C.  Hydro Report –

A written report (Exhibit “E”) was mailed to the Board prior to the meeting. The following issues were addressed:

  • As stated in the report, there are continued problems with trespass and vandalism at the Siphon Power Project. Security camera and fencing were discussed. Steve Johnson informed the Board that letters have been sent to Bend Metro Parks and Recreation to get the “trails” on COID property taken off of the trail maps and to remove signs. John Summers recently discovered that there are professionally designed and built entry points in the fence that allow access onto COID property. These issues will be assessed and addressed.
  • John Summers reported that there will be production at SPP this winter. It will be off the first part of November for the debris rack installation and scheduled maintenance and repairs. Bend Fire will be coming on site at SPP to review the facility and train staff on recovery and rescue within the penstock pipe.
  • Steve Johnson informed the Board that the Juniper Ridge BETC credits will not be sold by December 1, 2011.
  • Larry discussed the silt drain and Juniper Ridge and explained that it has an obstruction and it is scheduled to be removed.
  • John Summers explained that at the SPP they are having problems with the slid gates, they are not sealed anymore. These seals will be replaced on unit #2 when the SPP is shut down. He passed out a picture of the flange to show the section that needs repair. The pumps are wearing out. He proposed welding a flange onto it as a back up in case of an emergency. Inspections are done with digital photography for comparison. Staff has been dealing with the large issues that need repair. Staff is working with a company that aids in bringing systems like ours up to date.

D.  Finance Report –

A written report (Exhibit “F”) was passed out to the Board prior to the meeting.  

E.  Manager Report –

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

  • Steve Johnson announced that both hydroelectric facilities have been Certified for the Oregon and California RPS. This status increases COID’s ability to sell the RECs (renewable energy credits) to buyers.  Steve added that the Oregon REC market is full thru 2014 and COID will likely not be able to sell RECs  in Oregon until 2015, but after that the  RECs may likely be desired and purchased. The California market is active and COID can sell there now. The prices are softening and it is projected to be $4 a REC and COID will have 25,000 to sell for 2011. Going 2012 and forward COID would be able to offer 20,000 firm with 3,000 – 5,000 contingent. Steve Johnson is researching sales in the state of Washington, but it looks like things are limited in that state. It is projected that World trading will be options in the future. 
  • Steve reviewed legislative issues. The legislation on the Crooked River, Central Oregon Jobs and Security Act passed the full committee and will go before the House for a vote likely before the Christmas recess. At present, there is no accompanying bill  in the Senate. 
  • The DBBC will meet tomorrow to evaluate the budget for HCP and support for the Crooked River legislation. Staff’s recommendation is to budget the HCP dollars the same as in 2011 but wait and see on the CR legislative support depending on where the current process leads and will review and make a recommendation for the November Board meeting.  
  • Steve also explained that staff is working on archiving and digitally cataloging historical COID documents.

5.  BILLINGS & PAYROLL:  

Robert Borlen moved to accept the payroll registers and billings as presented. The motion was seconded by Tom Burke and then unanimously passed.

6.  OLD BUSINESS   

Meeting with North Unit Irrigation District is scheduled for October 11, 2011 at 12:30 p.m. at the Terrebonne Grange. Steve Johnson gave an overview of what the work session objectives are: Review of the Crooked River, conserved water projects. NUID’s long term goal is to get off of the pumps from the Crooked River.

7.  NEW BUSINESS  

  • A Memorandum of Action to Foreclose was presented from Hurley Re (Exhibit “H”) recommending foreclosure on 9 pieces of property for delinquent accounts.
  • Groundwater Request: Mr. Rosebrook has scheduled time with Staff and Board members to discuss his options.

8.  BOARD DISCUSSION:

Labor discussions will occur before the November Board meeting.

9.  BOARD COMMENTS:

None.

The Regular Session of the Board meeting was recessed at 11:24 AM to move into executive session. The Board was called back into regular session at 11:42 and was adjourned at that time following a motion by Terry Blackwell.  That motion was seconded by Bob Borlen and unanimously passed.