May 10, 2017 District No. 2 Meeting Minutes

MINUTES Of the MEETING OF THE COMMISSIONERS Of the BUFFALO RAPIDS IRRIGATION DISTRICT NO. 2 Terry, Montana MAY 10, 2017 Before the meeting could be called to order, the following nominations, elections and appointments needed to be made: The meeting was then turned over to Scott Sackman who declared nominations open for President of the Buffalo Rapids Irrigation District No. 2. Barry Rakes was nominated by Lance Kalfell. Lance Kalfell made a motion, seconded by Scott Sackman, that all nominations cease, and a unanimous ballot be cast for Barry Rakes. A unanimous ballot was cast for Barry Rakes, and it was, RESOLVED, that Barry Rakes be and he hereby is elected and appointed to the position of President of the Buffalo Rapids Irrigation District No. 2, to hold office until the twelfth regular meeting to be held in May of 2018 and/or until his successor is elected and qualified. Mr. Rakes accepts his position. The meeting was turned back to President Barry Rakes who declared nominations open for Vice President of the Buffalo Rapids Irrigation District No. 2 with Scott Sackman being nominated by Lance Kalfell. Lance Kalfell made a motion, seconded by Barry Rakes, that all nominations cease, and a unanimous ballot be cast for Scott Sackman. A unanimous ballot was cast for Scott Sackman, and it was, RESOLVED, that Scott Sackman be and he is hereby elected to the position of Vice President of the Buffalo Rapids Irrigation District No. 2, to hold office until the twelfth regular meeting to be held in May of 2018 and/or until his successor is elected and qualified. Mr. Sackman accepts his position. Nominations were open for Secretary of the Buffalo Rapids Irrigation District No. 2 with Tim Kortum being nominated by Scott Sackman. Scott Sackman made a motion, seconded by Lance Kalfell, that all nominations cease, and a unanimous ballot be cast for Tim Kortum. A unanimous ballot was cast for Tim Kortum, and it was, RESOLVED, that Tim Kortum be and he is hereby elected to the position of Secretary of the Buffalo Rapids Irrigation District No. 2, to hold office until the twelfth regular meeting to be held in May of 2018 and/or until his successor is elected and qualified. Mr. Kortum accepts his position. Nominations were open for Treasurer of the Buffalo Rapids Irrigation District No.2 with Pat Davis being nominated by Scott Sackman. Scott Sackman made a motion, seconded by Lance Kalfell, that all nominations cease, and a unanimous ballot be cast for Pat Davis. A unanimous ballot was cast for Pat Davis, and it was, RESOLVED, that Pat Davis be and she is hereby elected to the position of Treasurer of the Buffalo Rapids Irrigation District No. 2, to hold office until the twelfth regular meeting to be held in May of 2018 and/or until her successor is elected and qualified. Mrs. Davis accepts her position. Nominations and appointments were open for Commissioner of Shirley Division of the Buffalo Rapids Irrigation District No.2 with Lance Kalfell being nominated and appointed by Barry Rakes. Barry Rakes made a motion that all nominations cease, seconded by Scott Sackman, and a unanimous ballot be cast for Lance Kalfell. Mr. Lance Kalfell's commission was uncontested by any other opponent for the three-year term. A unanimous ballot was cast for Lance Kalfell, and it was, RESOLVED, that Lance Kalfell be and he is hereby elected and appointed to the position of Commissioner of Shirley Division of the Buffalo Rapids Irrigation District No. 2, to hold office until the twelfth regular meeting to be held in May of 2018 and/or until his successor is elected and qualified. Lance Kalfell holds the title as Commissioner of Buffalo Rapids Irrigation District No. 2, Shirley division. Mr. Kalfell accepts his position. All nominations being made and accepted, the First Regular Meeting of the Members of the Buffalo Rapids Irrigation District No.2, at Terry, Prairie County, Montana, was held on the tenth day of May, 2018, at 7:00 p.m. There were present and participating at the meeting: Barry Rakes Scott Sackman Lance Kalfell Also present and participating were: Tim Kortum, Manager, and Pat Davis, Treasurer. President Barry Rakes 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 Barry Rakes announced that legal notice had been given and a quorum was present so that the meeting was legally and lawfully ready to transact business. The Minutes and Resolutions from the April 12, 2017 Board Meetings were approved without corrections and, or additions, by Lance Kalfell seconded by Scott Sackman. All in Favor. Motion Carried FINANCIAL REPORT: Pat Davis presented current budget figures which included payroll and expenditures for May to all Board members for their review. A list of invoices to be paid was submitted and forms for the Prairie County Treasurer to transfer funds in the amount of $52,920.29, to cover payroll and invoices were signed. May 15th estimated payroll: $11,132.98; May estimated invoices $28,000.71; May 31st estimated payroll: $13,786.60. Investment transfer was also signed to invest the remaining monthly District No. 2 cash balances in the amount of $365,495.00 with Prairie County Pool. Warrant numbers from April 19, 2017 to May 11, 2017 range from 23844 to 23876, no voided warrants. Pat in addition informed the members of the Board that there will not be a dental insurance increase for the upcoming year. She also presented all of the members of the Board with a 2016 Buffalo Rapids District No. 2 Inventory list and depreciation of assets for their review. The annual audit of Buffalo Rapids Irrigation District No. 2 will be conducted by Strom & Associates, to begin on Monday, May 15, 2017. On a motion made by Scott Sackman and seconded by Lance Kalfell the treasurer’s report was approved. All in Favor. Motion Carried. MANAGER’S REPORT: Mr. Ron Watts and Delite Dukart of Watt's Insurance were present to speak with the Board about the insurance coverage through the current carrier for the District: Montana Association of Counties (MACo). The District received notice that MACo elected to increase the deductible for boiler and machinery coverage to $100,000/occurrence. The Board discussed the matter of the coverage with Mr. Watts and Mrs. Dukart and stated that they did not feel the increase in deductible was substantiated due to being somewhat categorized with District No. 1 and their claims. Mr. Watt's assured the members present that they were not associated with District No. 1, but the company felt that the possibility, however remote, still remained that the two Districts could form a Board of Control again. Mr. Watt's and Mrs. Dukart informed the Board that they are looking for another insurance carrier to insure the steam boiler portion of the policy. The Board also all agreed that they would keep the policy through MACo as is, and retain additional coverage through another carrier when an acceptable policy is found. Mr. Tim Kortum reported to the Board that K & S has completed the work on the Fallon pumping plants and the installation of the VFD at the Fallon Relift. They are working on the programming of the VFD and the unit will be operational. Tim informed the Board of District No. 2 that Western Area Power Administration had broken a riser in the Fallon Division while they were working, the pipeline has been repaired and is ready for the season. Tim also stated that Mid-Rivers Communications is installing fiber optic cable in the Fallon area and have many subcontracted companies performing the work. One of the subcontracted companies working for Mid-Rivers Communication had dug through the canal instead of boring under the canal as proposed and approved. Tim stated that the canal has been put back into working order. A pipeline had also been dug through and it also has been repaired and the company will be invoiced for items purchased for the repair. Tim Kortum advised the members of the Board that a motor at the Fallon River Pumping Plant was started and would only run for a short time. K & S Electric was able to look into the problem and determined that it would need to be sent to Prairie Mountain Electric for a rewind and other repairs. It is an estimated two weeks out for repairs, but will be put in for the repairs as soon as all parts arrive that are needed. Tim also spoke with the Board about putting a spare motor on in the time between repairs, but it would take some retrofitting and special modifications to do so. The motor will be used if it seems necessary to do so. Tim has looked into finding a spare motor for the Fallon River Pumping Plant, but it is extremely hard to find one that could be installed without special modifications since the current motors date to 1940's. He stated that he will continue with the search for a replacement. Tim shared with all members present a price quote for a replacement pump for the Fallon River Pumping Plant. The members of the Board agreed with the proposal and all advised Tim to go ahead with the purchase of the pump. Tim notified the District No. 2 Board that all the ditches have been burn and that water is on in all Divisions. Tim relayed to the Board that the Shirley Main Canal Lining Grant has made the cut off line for funding. Hopefully work will be able to begin as soon as funding is released to the District in the Fall. Tim informed all members that they lined a small portion of the canal in the Shirley Division. Tim was concerned that the area lined would have potential for washing out since it was located directly before a syphon. The crew along with Tim made an attachment to use that very much aided in rolling out the liner and placing it in the canal. The attachment will be a great help on the larger Shirley Main Canal Lining Project that has been approved by the DNRC. The Board of District No. 2, along with Tim Kortum, discussed at length the need for water users to notify the Division Ditchrider when they are in need of water or need to shut water off, so the Ditchrider can better regulate his ditch and accommodate all water users in the Division. The meeting was adjourned on a motion by Scott Sakcman, seconded by Lance Kalfell. All in Favor. Motion Carried. ATTESTED: ________________________________ ____________________________________ Tim Kortum, Secretary Barry Rakes, President