MINUTES
of the
MEETING OF THE COMMISSIONERS
of the
BUFFALO RAPIDS BOARD OF CONTROL
Terry, Montana
January 28, 2010
The Special Meeting of the members of the Buffalo Rapids Project Board of Control, at Terry, Prairie County, Montana, was held on the twentieth day of January, 2010, at 7:00 p.m.
There were present and participating at the meeting:
Don Buxbaum
Ray Roethle
Scott Sackman
Lance Kalfell
Barry Rakes
James Whitmer
Ric Holden
Also present and participating were, Pat Davis, Assistant Secretary, Heather Carter, Don Rau, and Larry Heimbuch.
President Ray Roethle called the meeting to order, stating that all necessary and advisable business be conducted during this time and that notice had been received by each Board Member.
Thereupon, President Roethle announced that legal notice had been given and a quorum was present so that the meeting was legally and lawfully ready to transact business.
OLD BUSINESS:
Pat Davis stated that Paul Strom and Associates will be able to help Buffalo Rapids with the split after April 15th, 2010. Discussion between the members on a few items that would need to change when or before the split takes place.
The Board members discussed possible maintenance for the equipment before the split or leave as is and let each District work on the equipment that is acquired after the split. A brief discussion of the asset separation meeting that was between District I and District II which was held earlier today.
NEW BUSINESS:
Budget Review District I
After reviewing the budget Pat brought to the Board’s attention that the reserve accounts totals were not taken out as an expense to the Project. Pat Davis will build a spreadsheet to the budget adding separate account for reserves to truly reflect the net income for each District.
Ric Holden reviewed the Budget with the Board members. Assumptions were split for the 1st six months and 2nd six months.
Employee’s hourly- 1st six months the figures were based on around 12 employees. The 2nd six months the figures were based on four employees.
Administration- figures reflect hiring of a part time secretary with benefits, no manager for the summer.
Machine shop- It is under the assumption that District II wanted to maintain the machine shop. The figures reflect that for the 2nd half of the year but would pay 1st six months. It was mentioned that as of now no extra income is being generated from the machine shop.
Ric Holden passed a handout for the Machine Shop (operating, wages and benefits). The Board members were in discussion of where District I’s standpoint is regarding wages being paid from District I budget when District II is having work being done in the machine shop. It was addressed that in the past District I had work being done in the shop and District II didn’t but wages were still was taken out of District II’s budget. The idea of having the machine shop be removed from Board of Control sooner than later was brought to the table. Ric Holden stated that if no custom work is being done in the machine shop and only work being done for District II should the interim managers have employees start taking comp time.
District I will be reimbursed from District II for pipe on Lateral 2.9 Grant around the sum of $10,000.00. The amount should have been billed to EQIP. Pat was unaware that the Grant for Lateral 2.9 was for installation only. The members discussed Lateral 34.5 Grant and Lateral 2.9 & 7.6 Grant.
After discussion regarding three employees working in the machine shop the interim managers will talk with the employees about taking comp time depending on the work load at the shop.
Rent- Money was allocated for a building to rent after the split. Barry Rakes suggested using the building in the yard for the first year. Larry Heimbuch stated that Bureau of Reclamation owns the buildings and it would need to be looked into if that was allowed. Pat Davis suggested the secretary for District I use the Terry office.
Professional service- Figure was changed to $15,400. Ric Holden stated that the Department of Administration is a free service and District I may use when the split takes place. Lance Kalfell suggested that the Board of Control should use this service to prepare information for Strom and Associates.
Pumps- The members discussed workers helping District I finish Lateral 34.5 pipeline Grant project.
Pat Davis stressed to District I to talk to NRCS for help in billing EQIP.
Budget Review District II
Lance Kalfell reviewed the budget with the Board members. He stated that the District had two different figures for the budget taking into consideration of the unknown facts and figures. The budget was set to possibly have five or six employees. The administration figure did not allocate a set fee because of the unknown as well as the figure for the salaries. A discussion was on the figure for the canal automation.
Ric Holden passed a second handout. (Cash balance sheet for District I and District II) Due to the amount that needs to be reimbursed to District I the figures are not correct at this time. The members discussed ways money can be generated. Also discussion on vacation and comp time debt, how that would be split and how it would be paid to the employees. The Union needs to be notified of the budget for the Board of Control for the February 3rd Union negotiating meeting. James Whitmer will meet with Bill Fleckenstein to get an overview of the pipe. The Board did not finalize the budgets during this meeting. Pat Davis stated that District I needs to have reserves built back up according to the Bureau of Reclamation. James Whitmer is volunteering to put a proposal together on how much District I needs to borrow money, Ric Holden will also help.
James Whitmer will talk to the Bureau of Reclamation to find out how much reserves need to be in District I.
Authorized Signor for DII Grants:
On a motion made by Scott Sackman and seconded by Lance Kalfell it was resolved to authorize Barry Rakes to be an authorized signor for all Grant and managerial filings for District II.
All in Favor
Motion Carried
Press Release
Lance Kalfell brought to the Board that if a press release is done the whole Board needs to approve before information is released to the press. The current press release was approved by Ray Roethle and distributed by Ric Holden. James Whitmer stated that from this point a press release should be approved through the whole Board. Ric Holden stated that good information should get to the public and that is why the press release was done. The press release was modified and will be re-released.
Don Buxbaum motioned to adjourn the meeting. Barry Rakes seconded.
All in Favor
Motion carried
Next regular scheduled meeting will be held on February 10, 2010 at 3:00pm.
There being no further business to be considered, and no objection, the said meeting of the Commissioners of the Buffalo Rapids Project Board of Control adjourned.
ATTESTED:
________________________________ ____________________________________
Pat Davis, Assistant Secretary Ray Roethle, President
of the
MEETING OF THE COMMISSIONERS
of the
BUFFALO RAPIDS BOARD OF CONTROL
Terry, Montana
January 28, 2010
The Special Meeting of the members of the Buffalo Rapids Project Board of Control, at Terry, Prairie County, Montana, was held on the twentieth day of January, 2010, at 7:00 p.m.
There were present and participating at the meeting:
Don Buxbaum
Ray Roethle
Scott Sackman
Lance Kalfell
Barry Rakes
James Whitmer
Ric Holden
Also present and participating were, Pat Davis, Assistant Secretary, Heather Carter, Don Rau, and Larry Heimbuch.
President Ray Roethle called the meeting to order, stating that all necessary and advisable business be conducted during this time and that notice had been received by each Board Member.
Thereupon, President Roethle announced that legal notice had been given and a quorum was present so that the meeting was legally and lawfully ready to transact business.
OLD BUSINESS:
Pat Davis stated that Paul Strom and Associates will be able to help Buffalo Rapids with the split after April 15th, 2010. Discussion between the members on a few items that would need to change when or before the split takes place.
The Board members discussed possible maintenance for the equipment before the split or leave as is and let each District work on the equipment that is acquired after the split. A brief discussion of the asset separation meeting that was between District I and District II which was held earlier today.
NEW BUSINESS:
Budget Review District I
After reviewing the budget Pat brought to the Board’s attention that the reserve accounts totals were not taken out as an expense to the Project. Pat Davis will build a spreadsheet to the budget adding separate account for reserves to truly reflect the net income for each District.
Ric Holden reviewed the Budget with the Board members. Assumptions were split for the 1st six months and 2nd six months.
Employee’s hourly- 1st six months the figures were based on around 12 employees. The 2nd six months the figures were based on four employees.
Administration- figures reflect hiring of a part time secretary with benefits, no manager for the summer.
Machine shop- It is under the assumption that District II wanted to maintain the machine shop. The figures reflect that for the 2nd half of the year but would pay 1st six months. It was mentioned that as of now no extra income is being generated from the machine shop.
Ric Holden passed a handout for the Machine Shop (operating, wages and benefits). The Board members were in discussion of where District I’s standpoint is regarding wages being paid from District I budget when District II is having work being done in the machine shop. It was addressed that in the past District I had work being done in the shop and District II didn’t but wages were still was taken out of District II’s budget. The idea of having the machine shop be removed from Board of Control sooner than later was brought to the table. Ric Holden stated that if no custom work is being done in the machine shop and only work being done for District II should the interim managers have employees start taking comp time.
District I will be reimbursed from District II for pipe on Lateral 2.9 Grant around the sum of $10,000.00. The amount should have been billed to EQIP. Pat was unaware that the Grant for Lateral 2.9 was for installation only. The members discussed Lateral 34.5 Grant and Lateral 2.9 & 7.6 Grant.
After discussion regarding three employees working in the machine shop the interim managers will talk with the employees about taking comp time depending on the work load at the shop.
Rent- Money was allocated for a building to rent after the split. Barry Rakes suggested using the building in the yard for the first year. Larry Heimbuch stated that Bureau of Reclamation owns the buildings and it would need to be looked into if that was allowed. Pat Davis suggested the secretary for District I use the Terry office.
Professional service- Figure was changed to $15,400. Ric Holden stated that the Department of Administration is a free service and District I may use when the split takes place. Lance Kalfell suggested that the Board of Control should use this service to prepare information for Strom and Associates.
Pumps- The members discussed workers helping District I finish Lateral 34.5 pipeline Grant project.
Pat Davis stressed to District I to talk to NRCS for help in billing EQIP.
Budget Review District II
Lance Kalfell reviewed the budget with the Board members. He stated that the District had two different figures for the budget taking into consideration of the unknown facts and figures. The budget was set to possibly have five or six employees. The administration figure did not allocate a set fee because of the unknown as well as the figure for the salaries. A discussion was on the figure for the canal automation.
Ric Holden passed a second handout. (Cash balance sheet for District I and District II) Due to the amount that needs to be reimbursed to District I the figures are not correct at this time. The members discussed ways money can be generated. Also discussion on vacation and comp time debt, how that would be split and how it would be paid to the employees. The Union needs to be notified of the budget for the Board of Control for the February 3rd Union negotiating meeting. James Whitmer will meet with Bill Fleckenstein to get an overview of the pipe. The Board did not finalize the budgets during this meeting. Pat Davis stated that District I needs to have reserves built back up according to the Bureau of Reclamation. James Whitmer is volunteering to put a proposal together on how much District I needs to borrow money, Ric Holden will also help.
James Whitmer will talk to the Bureau of Reclamation to find out how much reserves need to be in District I.
Authorized Signor for DII Grants:
On a motion made by Scott Sackman and seconded by Lance Kalfell it was resolved to authorize Barry Rakes to be an authorized signor for all Grant and managerial filings for District II.
All in Favor
Motion Carried
Press Release
Lance Kalfell brought to the Board that if a press release is done the whole Board needs to approve before information is released to the press. The current press release was approved by Ray Roethle and distributed by Ric Holden. James Whitmer stated that from this point a press release should be approved through the whole Board. Ric Holden stated that good information should get to the public and that is why the press release was done. The press release was modified and will be re-released.
Don Buxbaum motioned to adjourn the meeting. Barry Rakes seconded.
All in Favor
Motion carried
Next regular scheduled meeting will be held on February 10, 2010 at 3:00pm.
There being no further business to be considered, and no objection, the said meeting of the Commissioners of the Buffalo Rapids Project Board of Control adjourned.
ATTESTED:
________________________________ ____________________________________
Pat Davis, Assistant Secretary Ray Roethle, President
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