June 13, 2018 District No. 2 Meeting Minutes

MINUTES Of the MEETING OF THE COMMISSIONERS Of the BUFFALO RAPIDS IRRIGATION DISTRICT NO. 2 Terry, Montana JUNE 13, 2018 The Second Regular Meeting of the members of the Buffalo Rapids Irrigation District No. 2 at Terry, Prairie County, Montana, was held on the thirteenth day of June, 2018 at 7:00 p.m. There were present and participating at the meeting: Barry Rakes Lance Kalfell Scott Sackman Also present and participating were: Brian Certain, James Certain, 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 from the May 07, 2018 and May 14, 2018 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 June 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 $78,727.14, to cover payroll and invoices were signed. June 15th estimated payroll: $21,223.48; June estimated invoices $47,276.47; June 30th estimated payroll: $10,227.19. Forms were also signed to transfer funds from Equipment and Emergency to District 2 Cash O & M in the amount of $5,00.00 for the purchase of a Ford Ranger Pickup. Investment transfer was also signed to invest the remaining monthly District No. 2 cash balances in the amount of $458,179.19 with Prairie County Pool. Warrant numbers from May 15, 2018 to June 13, 2018 range from 24520 to 24574. Pat presented to the members of the Board resolutions that would bring the employee handbook up to date with amendments passed. On a motion made by Lance Kalfell and seconded by Scott Sackman it was RESOLVED, To approve the proposed Employee Handbook of Buffalo Rapids Irrigation District No. 2. All in Favor. Motion Carried. Pat presented to the Board an amendment to the Manager's contract that approved and included the cash out of annual leave. On a motion made by Lance Kalfell and seconded by Scott Sackman it was RESOLVED, To approve the proposed Amendment of the contract for the Manager of Buffalo Rapids Irrigation District No. 2. All in Favor. Motion Carried. On a motion made by Lance Kalfell and seconded by Scott Sackman it was RESOLVED, VACATION: EMPLOYEE shall be entitled to full time employment vacation leave benefits. The Buffalo Rapids Irrigation District No. 2 Manager can voluntarily cash out accrued vacation time. The employee will inform the Buffalo Rapids Irrigation Board of the intent of cash out in December, for a payout in the months of January or June, for budgeting purposes. All cash out of time and rate of pay for annual leave is subject to Board’s approval. All in Favor. Motion Carried. Pat presented to the Board a resolution for approval that included the cash out of annual leave that the Board approved with the 2018 proposed budget. On a motion made by Lance Kalfell and seconded by Scott Sackman it was RESOLVED, The Buffalo Rapids Irrigation District No. 2 Manager can voluntarily cash out accrued Annual leave time. Mr. Tim Kortum, Manager, has voluntarily decided to cash out accrued annual leave of 160 hours in January of 2018, and 140 hours in June of 2018. The Board approved the cash out of the accrued annual leave for Manager, Tim Kortum, during the passed motion for resolution-2018-02 of the 2018 Budget Proposal that included the cash out calculations for Mr. Kortum at that time. All in Favor. Motion Carried. On a motion made by Lance Kalfell and seconded by Scott Sackman the treasurer’s report was approved. All in Favor. Motion Carried. MANAGER’S REPORT: The Operating year for 2019 assessments were reviewed. After much discussion and consideration the amounts assessed per acre were raised. The amount per acre will be to $52.00 per acre. O&M=$45.00 EQUIP RESERVE=$3.00 SYSTEM REHAB=$4.00 TOTAL=$52.00 Lance Kalfell made a motion to accept the 2019 operating year assessments, seconded by Scott Sackman. All in Favor Motion Carried BE IT RESOLVED, To assess $52.00 per acre for the Operating year 2019 assessments for Buffalo Rapids Irrigation District No. 2. The 2019 water overage was discussed; it was decided the rate would increase for the overage fee to $18.00 per acre foot. On a motion made by Scott Sackman and seconded by Lance Kalfell it was RESOLVED, 2019 water overage for Buffalo Rapids Irrigaiton District No. 2 will be a fee of $18.00 per acre foot. All in Favor. Motion Carried. Mr. Brian Certain and James Certain were present to speak with the Buffalo Rapids Irrigation District No. 2 Board concerning a road leading to his property. Mr. Certain presented documents that he believed to show that the existing road is a county road, but needed from Buffalo Rapids Irrigation District No. 2 to write a letter stating that they agreed with said documentation and that they would have no issue with the county using the existing easement for Buffalo Rapids Irrigation District No. 2 that is a small portion of the road. The Board discussed the issue at length with Mr. Certain and advised him that they would look into the matter and get back to him in as timely a manner as possible. Mr. Tim Kortum presented to the Board a letter from the Bureau of Reclamation stating that the 20 year Project Use Power (PUP) contract 01-PP-67-0020 between Buffalo Rapids Irrigation District No. 2 and Bureau of Reclamation is due to expire on December 31, 2020. The new letter explained that a response is required by July 31, 2018, instead of the original date of response by May 31, 2018. Tim has been in contact with Scott Aspenleider of Performance Engineering and Consulting concerning the power increase proposal. Mr. Aspenleider advised Tim that he will be traveling to Denver to speak with members involved with the proposed power increase to reach a resolution for the Irrigation Districts involved. Mr. Aspenleider advised Tim that he would contact him as soon as his meetings were concluded in Denver. Mr. Kortum informed the members of the Board that the irrigation season has started and running smoothly so far. There has not been a large demand for water as of yet due to recent rainfall. A large thunderstorm hit parts of the Shirley Division and caused some sluffing of the canal. Mr. Bill Tusler has worked on the areas of the canal that needed essential repairs, and will continue working on the canal after the water season. The members of the Board reviewed and discussed a letter from attorney Abagail Brown concerning the excavation of US Drain 49-10-I. The meeting was adjourned on a motion by Lance Kalfell, seconded by Scott Sackman. All in Favor. Motion Carried. ATTESTED: ________________________________ ____________________________________ Tim Kortum, Secretary Barry Rakes, President