DCI Board Meeting Minutes 20240320 first draft.docx

 

 

 

Attending: Steve Smith, Leslie Wagner, Julie Chan, James Jolly, Myron Parry, J.D. Ray, Shawn Albert, Graig Habermann

 

Absent: Mark Van Wyngarden

 

Guests: Steve Hucke, JJ Olson (King Water/NWNW), Mike Legere (Clubhouse Manager)

 

1.The meeting at the clubhouse was called to order at 6 PM March 20, 2024 by President Jim Jolly.

 

2.Minutes from 2/21/2024 Board Meeting: Julie made a motion to approve the minutes as submitted including one edit.  Seconded by JD.  Passed unanimously.

 

3.Treasurer’s Report: Bank balance as of 2/29/2024 is $614,185.49 with $361,686.79 in the money market account, $52,498.70 in the checking account and $200,000.00 in a certificate of deposit.  See attached report.  Julie reported this is an increase of $20,803.10 from the previous month with water revenues from the January billing started to be received.  Julie also reported that, as directed by the Board, she and Jim opened a 10-month certificate of deposit of $200,000 at 4.5% APR.  It expires in December 2024 at which time the Board will reassess whether to renew the CD.

 

 

 

4.OLD BUSINESS

 

a.Door Hanger: Graig presented another draft.  After discussion, Graig presented some samples.   JD moved we approve funding of $265 plus tax.  Leslie seconded.  Passed unanimously.  Graig to order after determining the final design.

 

b.Architectural application for Division 1, Block 3, Lot 3, 663 Maplewood Loop: The Board voted to approve the plans as submitted at the 2/21/2024 Board meeting.  Shawn reported that he visited the job site earlier this week and determined that the framing is taller than the submitted plan.  On 3/20/2024, a sign was placed at the job site directing work to stop.  The Board discussed enforcement options including getting Jake Cohen involved.  First step is contact the owner/builder.  More to follow.

 

 

 

c.King Water received a letter from a water user dated 10/31/2023 requesting a rate reduction due to a leak that has since been repaired.  Jim made a motion to approve request.  Passed unanimously.  Graig to notify King Water.

 

 

 

5.NEW BUSINESS

 

 

 

a.JJ Olson, Business Compliance Manager from King Water/Northwest Natural Water Services attended the meeting: The Board introduced themselves and as did JJ, describing how he started in the family business (Hiland Water Corporation in Newberg, OR) at an early age, is now certified for several aspects of water system operation and is currently active in customer contracts and operations at NNW.  Hiland was acquired by NNW as was King Water (in 2023).  JJ explained some of the changes and challenges underway at King Water following the acquisition:

 

 

 

JJ explained his first order of business is getting all practices into compliance including five-day-per week chlorine testing.  JJ explained that this is not a new requirement, but needs to be enforced now that more resources are becoming available at King Water.

 

 

 

JJ stated that King Water is very much in transition due employee turnover and customer contract management while trying to standardize procedures and implement training.

 

 

 

JJ is the process of sending us a current contract and hopes to send it shortly.  Along with the updated contract, DCI needs to identify who with DCI is empowered to authorize work for NNW.

 

 

 

Myron expressed concerns about inaccurate meter readings in the most recent billing cycle.  JJ explained that he was implementing processes to improve accuracy that are currently used in their Oregon companies.  He also explained that NNW prefers recording readings on paper as opposed to electronic devices due to losing readings when the battery run out.

 

 

 

Jim Jolly explained our plan to replace pipes in DCI’s water system.  JJ responded that King Water will still do repairs and, once operations are leveled out, NNW is interested in doing replacements.  He said to contact him to get this started.  JJ went on to recommend pipe bursting as it does not require digging up the road, is more economical and can even be done with ductile iron.  JJ indicated that NNW would prefer to do replacements dry and cooler months.  JD and Graig to start the process.

 

 

 

JJ also stated that NNW has the capability to locate system components using GPS and offered access to the software so we can make a map available via the DCI website.  DCI could pay for the labor to locate the points or use NNW’s equipment to locate the points ourselves (details to be determined).

 

 

 

JJ closed by saying that he hopes that we will work with him as he implements new processes and gets everything up to speed.  He is optimistic about the future.

 

 

 

b.Mike explained the past rates and practices on renting the Clubhouse.  For example, should we be renting to commercial organizations?  Should we ask organizations to provide insurance?  The Board Discussed who is able to rent the clubhouse and concluded that Mike would contact Julie with questions.

 

 

 

6.Visitor comment:

 

7.Executive Session (Board Members Only):

 

8.Next Meeting: Wednesday, April 17, 2024 at 6:00 PM.

 

9.Adjournment:  7:52 PM.

 

Respectfully submitted, Myron Parry