August 14, 2024 District No. 2 Board Meeting Minutes

 MINUTES

Of the

MEETING OF THE COMMISSIONERS

Of the

BUFFALO RAPIDS IRRIGATION DISTRICT NO. 2

Terry, Montana

August 14, 2024

 

The Fourth Regular Meeting of the members of the Buffalo Rapids Irrigation District No. 2 at Terry, Prairie County, Montana, was held on the Fourteenth day of August, 2024 at 7:00 p.m.

            There were present and participating at the meeting:

Barry Rakes

Jackson Dion 

Also present and participating were: Tim Kortum, Secretary, Jessica Schott, Treasurer, and Jack Huber and Elton Stickel from the Fallon Sewer District board.

            President Barry Rakes called the meeting to order at 7:02 p.m., 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 July 10^th, 2024, Regular Board Meeting were approved without corrections and, or additions, on a motion made by Jackson Dion and seconded by Barry Rakes at 7:03 p.m.  All in Favor.  Motion Carried.

            At 7:04 p.m., Jack Huber and Elton Stickel were given the floor to discuss the ongoing issue facing the Fallon Sewer District regarding compliance with the D.E.Q. requirements to have the lagoon overflow pipe excavated due to silt and debris building up in the drainage ditch over time.  As the drainage ditch belongs to Buffalo Rapids Irrigation District No. 2 and is shared by the Fallon Sewer District, they are requesting permission to hire someone to excavate their overflow pipe and raise it 1-3 feet, or that the District clean out the ditch and excavate the overflow pipe.  After some discussion, it was agreed upon by both Fallon Sewer District and Buffalo Rapids Irrigation District No. 2 that the best option would be for Buffalo Rapids to clean out/reshape the drainage ditch and excavate and raise the overflow pipe.  Tim Kortum advised that as soon as the repairs had been made to the District’s 200LC Excavator, it would be transported to Fallon to do the agreed upon work in order to prevent a finding on Fallon Sewer District’s next DEQ inspection.

            FINANCIAL REPORT:

Jessica Schott presented current budget figures which included payroll and expenditures through July to all Board members for their review.  A list of invoices to be paid was submitted and a form for the Prairie County Treasurer to transfer funds in the amount of $52,123.76, to cover payroll and invoices were signed. August 15^th estimated payroll: $13,199.37, August invoices: $23,963.63, and August 31^st estimated payroll: $14,960.76.  This transfer authorization was approved on a motion by Jackson Dion, seconded by Barry Rakes at 7:31 p.m.  All in Favor.  Motion Carried.

Ms. Schott then presented the investment statement, which was signed to invest the remaining monthly District No. 2 cash balances in the amount of $668,807.62 with the Prairie County Investment Pool.  Warrant numbers from July 12, 2024 to August 15, 2024 range from 28453-28524.

Ms. Schott informed the Buffalo Rapids Irrigation District No. 2 Board that the previously reported error with the Investment interest disbursement by the Prairie County Treasurer’s office had been resolved with assistance from State auditors.  Three additional interest disbursements totaling $3,539.68 were paid to the District on July 15, 2024 that should have been disbursed in March and June.  These payments were also backdated to June 30^th in the County Treasurer’s accounting system in order to roll over a clear balance for their new fiscal year beginning on July 1^st.  Ms. Schott explained that she had recorded the three post-reconciliation disbursements, and that both she and the Treasurer had signed supporting documentation to support the difference between the District’s reconciliation reports and the County Treasurer’s statements that were amended after the District’s June reconciliation was completed.

The treasurer's report was approved at 7:32 p.m. on a motion by Jackson Dion, seconded by Barry Rakes.  All in Favor.  Motion Carried.

            MANAGER’S REPORT:

            At 7:40 p.m., Tim Kortum reported to the Buffalo Rapids Irrigation District No. 2 Board that he would be traveling to New England, ND tomorrow, August 15^th, to purchase a Load King Lowboy trailer.  As previously discussed, a sturdier trailer with more convenient loading ramps/tail is needed for hauling the excavator within the District ditch cleanout, repairs, etc.  The purchase price of the trailer is $4,000, leaving space in the budget for new tires and any repairs that may be needed. 

            Mr. Kortum informed the Board that officers from the Montana DNRC/ARPA grant program had been on-site on July 31^st to conduct a project-end interview and inspection.  He reported that the inspection and interview had gone well, and they were looking forward to the contract closeout and final reimbursement.  Mr. Kortum also stated that he had been in contact with Scott Aspenlieder from Performance Engineering who reported that the as-built drawings were complete and would be sent to the District, and that final closeout of the project could then follow.

            Tim Kortum then advised all present of a large breakdown of Pump No. 3 at Fallon River on August 8^th.  He stated that it was pumping dry and not automatically shut off, causing the shaft to twist off and break, causing major damage.  Mr. Kortum explained that the No. 3 pump had been pulled and would either need to be completely rebuilt, or replaced.  He reported that so far, the Fallon Division was operating fairly sufficiently on the remaining two pumps at Fallon River, but that the District may need to look into what insurance would cover for the equipment breakdown.  Mr. Kortum also advised that he would be looking into having the 777 MotorSavers updated/recalibrated to ensure they’re shutting the pumps down if they begin pumping dry to avoid this issue reoccurring in the future.

            The meeting was adjourned at 8:12 p.m. on a motion by Jackson Dion, seconded by Barry Rakes.  All in Favor.  Motion Carried.

            ATTESTED:

 

________________________________                    ____________________________________

Tim Kortum, Secretary                                               Barry Rakes, President