MINUTES
of the
MEETING OF THE COMMISSIONERS
of the
BUFFALO RAPIDS IRRIGATION
DISTRICT NO 1
Terry, Montana
March 10, 2010
The Special Meeting of the members of the Buffalo Rapids Project, District I at Terry, Prairie County, Montana, was held on the tenth day of March, 2010.
There were present and participating at the meeting:
Donald Buxbaum
James Whitmer
Ray Roethle
Ric Holden
Also present and participating were, Pat Davis, Assistant Secretary, Don Rau, Sandy Helmuth, Larry Haas and Bryan Robson.
President Don Buxbaum called the meeting to order, stating that all necessary and advisable business be conducted during this time.
Ray Roethle motioned to make Don Buxbaum and Larry Heimbuch as interim managers for Buffalo Rapids Irrigation District I, seconded by James Whitmer.
All in Favor
Motion Carried
BE IT RESOLVED,
To make Don Buxbaum and Larry Heimbuch as interim managers for Buffalo Rapids Irrigation District I.
A motion made by Ray Roethle to have Sandy Helmuth, Bear Whitmer and Clay Lassle serve on the Buffalo Rapids Irrigation District I By-Laws Committee, seconded by James Whitmer.
All in Favor
Motion Carried
BE IT RESOLVED,
Sandy Helmuth, Bear Whitmer and Clay Lassle serve on the Buffalo Rapids Irrigation District I By-Laws Committee.
Ric Holden presented to the board a handout for insurance and risk management annual review dated March 10, 2010
1. PROPERTY INSURANCE
A. Buildings
a. Office Buildings
b. Storage buildings- bureau of reclamation size___x___
c. Land & other fixtures
d. Pumps-Glendive 1 numbers of pumps____
Pump building coverage
Pumps-Glendive 2 numbers of pumps____
e. Canal fixtures
Concrete fixtures
Siphons
Spillways
Metal doglegs
f. Temporary buildings, rental buildings, pipe & supplies, tools inventory
g. Vehicle insurance
h. Machinery equipment coverage
2. LIABILITY INSURANCE
a. General district I project liability coverage coverage limit ______
b. Vehicle & Equipment liability
3. EMPLOYEE & VOLUNTEER COVERAGE’S
a. Workers compensation coverage
b. Board member liability coverage
c. Board member bonding coverage
d. Project managers workers compensation
e. District I secretary, workers compensation & vehicle driver coverage
f. “Volunteer help” risk consideration, burning, equipment, etc
After reviewing the handout with the members it was decided to have Ric Holden look into Insurance coverage. James Whitmer made the motion, seconded by Ray Roethle.
All in Favor
Motion Carried
BE IT RESOLVED,
Ric Holden checking into Insurance coverage.
Ric Holden brought to the board information pertaining to Peter Maltiese, Attorney from Sidney. Ric stated that his fee is $175.00 per hour with no retainer. Ric stated that James Whitmer and himself have already talked to him. A motion made by Ray Roethle to authorize James Whitmer and Ric Holden to use Peter Maltiese as needed for Labor law consultant, seconded by Don Buxbaum
All in Favor
Motion Carried
BE IT RESOLVED,
James Whitmer and Ric Holden are authorized to use Peter Maltiese as needed for Labor Law consultant.
Ric Holden stated that an amount of $437.00 is owed to Peter Maltiese for services already obtained. Ray Roethle motioned to pay Peter Maltiese out of District I funds, seconded by James Whitmer.
All in Favor
Motion Carried
BE IT RESOLVED,
Payment to Peter Maltiese for $437.00 out of District I funds.
Ric Holden stated that Mike Carlson and himself have updated a task worksheet. Ric stated that District I should hire him to complete the following tasks. Ric passed a handout regarding the tasks that need to be finished. Listed below is the handout.
Proposal: District I, hire Mr. Carlson to complete the following tasks specific to District I. costs to be charged to District I only. Mr. Carlson is to serve as an administrator over paperwork, finances & government reporting. He reports to the District I board members with progress reports.
TASKS PER LATERAL PROJECT:
Lateral 2.9
1. Mr. Carlson to complete quarterly reports required by the government as needed.
2. Mr. Carlson to complete Final Report for pipeline 2 & 5 when appropriate.
3. Calculation of cost to finish lateral 2.9 in labor.
a. Labor cost for pipeline #2 & #5
b. Labor cost for pipeline #3 & #1 & #4
c. Subcontractor costs & review landowner EQUIP contracts
d. Assumption is that pipeline materials are purchased and on site or in yard
4. Oversee proper & timely submission of bill and job completion documentation to NRCS.
5. Oversee proper & timely submission of bills to Landowners for pipe & materials costs under Buffalo Rapids control. President Buxbaum to provide letter of authorization.
6. Mr. Carlson to contact subcontractor, Jeff Morrison, to review costs, progress, past contract obligations, & establish a restart date for this spring.
Lateral 7.6
Project is on hold until final design is finished. Mr. Carlson is to consider the possibilities of gaining a completion agreement from the NRCS, on 2.9 and separating that project from 7.6 for budget and future grant writing board consideration.
Lateral 26.4
1. Mr. Carlson to review engineering plan and report to District I with a recommendation to Approve or Not Approve
a. Clear cost estimate needs to be included supporting recommendation
2. Follow-up on submission dates & insure timely reporting to protect Boards opportunities for funding.
3. Draft sample letters of support for community leaders to sign and submit.
Lateral 34.5
1. Mr. Carlson to make final report on project completion concerning June 30th deadline.
2. Ensure final billing & documentation is completed and remaining grant money obtained.
James Whitmer motioned to hire Mike Carlson, seconded by Ray Roethle.
All in Favor
Motion Carried
BE IT RESOLVED,
To hire Mike Carlson to complete tasks.
The members discussed District I loan with Stockman Bank and read resolution compiled by Dale Hubber concerning contract, corrections were made to the resolution. James Whitmer motioned to accept the resolution for Stockman Bank loan, seconded Ray Roethle.
All in Favor
Motion Carried
BE IT RESOLVED,
To accept the resolution for Stockman Bank loan.
There being no further business to be considered, and no objection, the said meeting of the Commissioners of the Buffalo Rapids Project Board District I adjourned.
ATTESTED:
________________________________ ____________________________________
Pat Davis, Assistant Secretary Ray Roethle, President
of the
MEETING OF THE COMMISSIONERS
of the
BUFFALO RAPIDS IRRIGATION
DISTRICT NO 1
Terry, Montana
March 10, 2010
The Special Meeting of the members of the Buffalo Rapids Project, District I at Terry, Prairie County, Montana, was held on the tenth day of March, 2010.
There were present and participating at the meeting:
Donald Buxbaum
James Whitmer
Ray Roethle
Ric Holden
Also present and participating were, Pat Davis, Assistant Secretary, Don Rau, Sandy Helmuth, Larry Haas and Bryan Robson.
President Don Buxbaum called the meeting to order, stating that all necessary and advisable business be conducted during this time.
Ray Roethle motioned to make Don Buxbaum and Larry Heimbuch as interim managers for Buffalo Rapids Irrigation District I, seconded by James Whitmer.
All in Favor
Motion Carried
BE IT RESOLVED,
To make Don Buxbaum and Larry Heimbuch as interim managers for Buffalo Rapids Irrigation District I.
A motion made by Ray Roethle to have Sandy Helmuth, Bear Whitmer and Clay Lassle serve on the Buffalo Rapids Irrigation District I By-Laws Committee, seconded by James Whitmer.
All in Favor
Motion Carried
BE IT RESOLVED,
Sandy Helmuth, Bear Whitmer and Clay Lassle serve on the Buffalo Rapids Irrigation District I By-Laws Committee.
Ric Holden presented to the board a handout for insurance and risk management annual review dated March 10, 2010
1. PROPERTY INSURANCE
A. Buildings
a. Office Buildings
b. Storage buildings- bureau of reclamation size___x___
c. Land & other fixtures
d. Pumps-Glendive 1 numbers of pumps____
Pump building coverage
Pumps-Glendive 2 numbers of pumps____
e. Canal fixtures
Concrete fixtures
Siphons
Spillways
Metal doglegs
f. Temporary buildings, rental buildings, pipe & supplies, tools inventory
g. Vehicle insurance
h. Machinery equipment coverage
2. LIABILITY INSURANCE
a. General district I project liability coverage coverage limit ______
b. Vehicle & Equipment liability
3. EMPLOYEE & VOLUNTEER COVERAGE’S
a. Workers compensation coverage
b. Board member liability coverage
c. Board member bonding coverage
d. Project managers workers compensation
e. District I secretary, workers compensation & vehicle driver coverage
f. “Volunteer help” risk consideration, burning, equipment, etc
After reviewing the handout with the members it was decided to have Ric Holden look into Insurance coverage. James Whitmer made the motion, seconded by Ray Roethle.
All in Favor
Motion Carried
BE IT RESOLVED,
Ric Holden checking into Insurance coverage.
Ric Holden brought to the board information pertaining to Peter Maltiese, Attorney from Sidney. Ric stated that his fee is $175.00 per hour with no retainer. Ric stated that James Whitmer and himself have already talked to him. A motion made by Ray Roethle to authorize James Whitmer and Ric Holden to use Peter Maltiese as needed for Labor law consultant, seconded by Don Buxbaum
All in Favor
Motion Carried
BE IT RESOLVED,
James Whitmer and Ric Holden are authorized to use Peter Maltiese as needed for Labor Law consultant.
Ric Holden stated that an amount of $437.00 is owed to Peter Maltiese for services already obtained. Ray Roethle motioned to pay Peter Maltiese out of District I funds, seconded by James Whitmer.
All in Favor
Motion Carried
BE IT RESOLVED,
Payment to Peter Maltiese for $437.00 out of District I funds.
Ric Holden stated that Mike Carlson and himself have updated a task worksheet. Ric stated that District I should hire him to complete the following tasks. Ric passed a handout regarding the tasks that need to be finished. Listed below is the handout.
Proposal: District I, hire Mr. Carlson to complete the following tasks specific to District I. costs to be charged to District I only. Mr. Carlson is to serve as an administrator over paperwork, finances & government reporting. He reports to the District I board members with progress reports.
TASKS PER LATERAL PROJECT:
Lateral 2.9
1. Mr. Carlson to complete quarterly reports required by the government as needed.
2. Mr. Carlson to complete Final Report for pipeline 2 & 5 when appropriate.
3. Calculation of cost to finish lateral 2.9 in labor.
a. Labor cost for pipeline #2 & #5
b. Labor cost for pipeline #3 & #1 & #4
c. Subcontractor costs & review landowner EQUIP contracts
d. Assumption is that pipeline materials are purchased and on site or in yard
4. Oversee proper & timely submission of bill and job completion documentation to NRCS.
5. Oversee proper & timely submission of bills to Landowners for pipe & materials costs under Buffalo Rapids control. President Buxbaum to provide letter of authorization.
6. Mr. Carlson to contact subcontractor, Jeff Morrison, to review costs, progress, past contract obligations, & establish a restart date for this spring.
Lateral 7.6
Project is on hold until final design is finished. Mr. Carlson is to consider the possibilities of gaining a completion agreement from the NRCS, on 2.9 and separating that project from 7.6 for budget and future grant writing board consideration.
Lateral 26.4
1. Mr. Carlson to review engineering plan and report to District I with a recommendation to Approve or Not Approve
a. Clear cost estimate needs to be included supporting recommendation
2. Follow-up on submission dates & insure timely reporting to protect Boards opportunities for funding.
3. Draft sample letters of support for community leaders to sign and submit.
Lateral 34.5
1. Mr. Carlson to make final report on project completion concerning June 30th deadline.
2. Ensure final billing & documentation is completed and remaining grant money obtained.
James Whitmer motioned to hire Mike Carlson, seconded by Ray Roethle.
All in Favor
Motion Carried
BE IT RESOLVED,
To hire Mike Carlson to complete tasks.
The members discussed District I loan with Stockman Bank and read resolution compiled by Dale Hubber concerning contract, corrections were made to the resolution. James Whitmer motioned to accept the resolution for Stockman Bank loan, seconded Ray Roethle.
All in Favor
Motion Carried
BE IT RESOLVED,
To accept the resolution for Stockman Bank loan.
There being no further business to be considered, and no objection, the said meeting of the Commissioners of the Buffalo Rapids Project Board District I adjourned.
ATTESTED:
________________________________ ____________________________________
Pat Davis, Assistant Secretary Ray Roethle, President
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