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MINUTES OF THE BOARD OF COMMISSIONERS MEETINGROBERTS CREEK WATER DISTRICTFebruary 11, 2021President Tracey Parker called the meeting to order at 6:02 pm. Present were CommissionersBrenda Kingry, Steve Lusch, and Carolyn White. Also present were Office Manager DavidCampos and Superintendent Alan Paulson. Commissioner Tom Fullbright was absent.Commissioner Steve Lusch made a motion to approve the following leak adjustmentrequests:Kris CoilDec 2020 - Jan 2021Dec 2019 - Jan 2020Gallons103,00012,0004105 Carnes RdBilling 339.55 80.2010165000ADJUSTMENT 339.55 – 80.20 259.35/ 2 129.68 100 Maximum per ordinanceCommissioner Carolyn White seconded the motion, and approval was unanimous.Commissioner White then made a motion to approve the January meeting minutes, financialstatements, and accounts payable. Commissioner Brenda Kingry seconded the motion.Approval was unanimous.Office Manager David Campos gave his monthly report. David provided an update on thestatus of the joint authority formation. The next public hearing, held at Douglas County, willcall for an election for the authority formation. The dissolution of the Districts will also beballot measures at the same election.David presented Resolution R-2021-02-01, a resolution initiating dissolution of Roberts CreekWater District upon formation of a joint authority. Commissioner Kingry made a motion toadopt Resolution R-2021-02-01. Commissioner Lusch seconded the motion. Approval wasunanimous.David stated that office staff are reviewing and making improvements to office procedures.Superintendent Alan Paulson gave his report. Alan provided the Board with an update onthe Carnes Road sidewalk project. A few conflicts with the utility lines have been found andare being addressed.There are still some issues with the transfer of the software licensing for the treatment plantcomputers.February 2021 Board Meeting1
Alan informed the Board that the District expects to receive the mobile water purificationsystem, awarded through the Oregon SPIRE Grant, in late May.The District’s annual air release and valve turning program will begin soon.Alan presented an evaluation for Foreman Dan Radford. Dan has been with the District for34 years and has already reached the top of his salary scale. Commissioner Lusch made amotion give Dan a 100 gift card in appreciation of his continued service with the District.Commissioner White seconded the motion. Approval was unanimous.There being no further business, Commissioner Kingry made a motion to adjourn the meeting.Commissioner White seconded the motion. Approval was unanimous, and President Parkeradjourned the meeting at 6:17 pm.CommissionerRoberts Creek Water DistrictCommissionerRoberts Creek Water DistrictFebruary 2021 Board Meeting2
Roberts Creek Water DistrictProfit & LossFebruary 2021Feb 21Ordinary Income/ExpenseIncome401-a · Water Rates to Plant Upgrade401 · Water Sales402 · Meter Sales405 · Standby Charges408 · Backflow Test Receipts409 · Water Service Fees410 · Miscellaneous Income412 · InterestTotal Income142,398.26Gross Profit142,398.26Expense501 · Office Manager502 · Office Assistants507 · Office Supplies508 · Telephone & Internet509 · Electricity (office)510 · Social Security511 · Workmen's Comp.512 · Legal Fees514 · Property & Earthquake Insurance515 · Health Insurance (office)516 ·517 ·518 ·519 ·520 ·525 ·527 ·530 ·532 ·534 ·536 ·601 ·602 ·603 ·606 ·607 ·608 ·609 ·610 ·611 ·612 ·613 ·614 ·615 7.87309.55Liability Insurance & AutoRepair & Maint. OfficeAdministrativeContract ServicesDues & SubscriptionsMisc. ExpenseOffice Equipment.Unemployment Comp.Billing CostsCapital Project Rate TransferDebit/Credit Card customer feesPlant SuperintendentService CrewBackflow TestsToolsSupplies & Safety ItemsTelephone / InternetPlant Electricity & GasSocial Security/PlantWorkmen's CompensationFees & DuesFuelVehicle MaintenanceHealth Insurance (plant)617-A · R & M - Field617-B · R & M - Plant620 · Water Samples622 · Education (crew)624 · Meter Installations625 · Misc. Expense Plant630 · Unemployment Comp. Plant640 · New Connection Materials650 · Safety Equipment675 · Inventory 2Total Expense186,787.60Net Ordinary Income-44,389.34Net Income-44,389.343Page 1
ROBERT CREEK CAPITAL PROJECTSProfit & LossFebruary 2021Feb 21Ordinary Income/ExpenseIncome402 · METER SALES412 · INTEREST416 · TRANS GEN FUND to PLANT UPGRADETotal Income9,042.001,090.3440,000.0050,132.34Gross Profit50,132.34Net Ordinary Income50,132.34Net Income50,132.344Page 1
ROBERTS CREEK WATER DISTRICTACCOUNTS PAYABLEFEBRUARY 2021Avista UtilitiesNatural gas at office/plant/CarnesBassett-Hyland Co.Fuel for company vehicles570.50Beckwith & KuffelField service TWP seal2,268.501,866.91755.84BMS TechnologiesJanuary statement fees Public Hearing Notice insertCanon Solutions AmericaPlant/Office copier service agreement 12/20 -1/19Continental Utility Solutions, Inc.January merchant services Annual maintenance, tech supportDavid Birtch3 non-comp backflow tests135.00Douglas Co. Farmers Co-opSupplies, nuts/bolts, rat/mouse traps, couplings, pvc pipe and primer/cement, adapters164.93Douglas Fast NetPhone/internet/office complete security suite (2 months)Exodus Pest ControlOffice pest control serviceFerguson WaterworksBall valves, 10" Alpha dressers, auto air release valves, repair clamps, meter gasket kitGreen Sanitary DistrictOffice/plant/Carnes shop sewer servicesIconix Water ProductsInventory parts and supplies5,210.67Metereaders LLCDecember and January meter readings4,561.04News ReviewNotice of Public Hearing legal notice 1 year subscriptionNexcom, LLCPlant phone, fax lineOne Call ConceptsJanuary locate ticketsOregon LinenMonthly rug service - officePayroll: 7840.0061.20130.25Payroll10,813.10PlantPayroll draws26,303.74CommissionersBoard CompensationOregon Dept. Revenue EFTPSPayroll WithholdingFederal Withholding EFTPSPayroll Withholding, Social Security & MedicareAllstateSupplemental insurance (EE paid)210.20RefundsOverpayment & Service Deposit refunds883.60Rock-It Man Trucking1.5 hrs rock haul transferSDISMarch health/supplemental insurance premiums15,583.65SDIS2021 Property, Auto, Liability insurance premium49,247.00StaplesWall file hangers, laminating, dry erase stand, coffee, Acer monitor, highlighters, toilet paper, tax forms349.85Umpqua QuarriesCrushed rock for inventory367.69Umpqua ResearchWater sample testing900.90Umpqua Sand & GravelDrain rock for inventory64.12United Rentalshard hat and vest - Trev44.89Verizon WirelessTablet lineRCWD Crew StaffCell phone stipend for February400.00Winston Auto PartsKnob and connector, parts for mini excavator, wiper blades120.29Winston SanitaryDumpster at Carnes shop138.393,597.0013,609.54165.0050.2577.90TOTAL GEN. FUND PAYABLES for February 2021147,587.15NoneTOTAL CAP PROJECTS PAYABLES for February 20215-
Office Manager’s ReportSALESMarch 2021 MeetingFebruaryJanuaryFebruary Last YearGallonsRevenue18,309,800 136,10420,761,700 143,07621,845,000 145,681Meters Sold223COMPARISONSThis FYTDLast FYTDNet Over/Under Last Yr.Gallons246,455,000231,999,40014,455,600Revenue 1,383,868 1,326,855 57,012Feb Merchant SvcsCredit/DebitACHAutodraftTotal Transacted 46,495 3,497 11,971 67,877# of Transactions97482Fees Charged* 1,328 62205n/a1,261 1,390*does not include 40 maintenance feeCHECKING ACCTS. AS OF February 28, 2021General CheckingGeneral Fund ReserveSurcharge SavingsCapital CheckingCapital Projects ReservePlant Upgrade Debt Reserve 285,558 533,950 65,520 154,978 1,419,700 517,943 2,977,649I have attached Resolution R-2021-03-01, a resolution making findings of fact and adopting adissolution plan. Once adopted and filed, the District will have 10 days to adopt a resolution callingfor an election for dissolution.In preparation of the next budget year, the Districts will prepare their own budgets and, should theauthority measure pass, we will work with Green Sanitary to prepare an authority budget. We willplan to hold the budget committee meetings (for the Districts) in June should the ballot measures notpass.With that being said, the Board needs to appoint a budget officer for the 2021-2022 budget year.David Campos, CPAOffice Manager6
RESOLUTION NO. R-2021-03-01RESOLUTION OF THE BOARD OF DIRECTORS OF THE ROBERTS CREEKWATER DISTRICT MAKING FINDINGS OF FACT AND ADOPTING A PLAN FORDISSOLUTION AND LIQUIDATIONWHEREAS, by resolution adopted on February 11, 2021, the Board of Directors of the RobertsCreek Water District (“District”) initiated the dissolution of the District conditioned upon voterapproval of the formation of the Green Area Water and Sanitary Authority at the May 18, 2021election;WHEREAS, pursuant to ORS 198.925, the District Board is required to make findings of factand to file the same in the Office of the County Clerk; andWHEREAS, further pursuant to ORS 198.925, the Board is required to adopt a plan fordissolution and liquidation and file the same if the Office of the County Clerk;NOW, THEREFORE, THE DISTRICT BOARD RESOLVES AS FOLLOWS:1. The findings of fact describing the District’s assets and liabilities, which are attached heretoas Exhibit A, are hereby made and approved.2. The estimated cost of dissolution is 5,000.3. The plan for dissolution and liquidation attached hereto as Exhibit B is hereby adopted.ADOPTED by the Board of Directors of the District on this 11th day of March, 2021.ROBERTS CREEK WATER DISTRICTATTEST:Board PresidentDistrict Secretary7
EXHIBIT AROBERTS CREEK WATER DISTRICTFINDINGS OF FACTINDEBTEDNESSJP Morgan ChaseRefunding LoanREAL 38513R38529R44524R45714R49473Water Treatment Plant Upgrade 3,815,000Douglas County Real Market Value600 Speedway Rd - 1.58 acres (1.5MG reservoir site) 563,200325 Highland Vista Ln - .05 acres (pump station site) 21,7800 Roberts Creek Rd - .07 acres (pump station site) 69,3920 Carnes Rd - 6.52 acres vacant lot adjacent to shop 260,8001.18 acres vacant land @ treatment plant site 47,2002960 Old Hwy 99 S - 0.52 acres (old tank site) 79,2795585 Grange Rd - 5.00 acres Water Treatment Plant 16,200,000160 Andorra Dr - 1.30 acres Main Reservoir site 1,352,0004336 Old Hwy 99 S - .19 acres District Office 153,1753319 Carnes Rd - 1.00 acre District shop facility 276,656370 Roberts Mountain Rd - .23 acres (0.25MG reservoir site) 295,067UNCOLLECTED TAXES AND ASSESSMENTSNonePERSONAL PROPERTY1985 Ford Dump Truck2002 Ford F350 w/ service body2008 Chevrolet 2-Ton Truck2014 Dodge Ram 15002014 Dodge Ram 15002014 Dodge Ram 1500 4wdField service equipmentOffice and computer equipmentBOOK VALUE (Net depreciated cost) 15,047 34,259INFRASTRUCTUREWater Transmission and Distribution LinesBOOK VALUE (Net depreciated cost) 2,751,704WATER TREATMENT PLANT FACILITYPlant Improvements/equipmentBOOK VALUE (Net depreciated cost) 6,473,921CURRENT ASSETSTotal Checking, Savings and Investment Accounts @ 2/28/21Accounts Receivable @ 2/28/21 BALANCE2,977,649120,7262- RESOLUTION MAKING FINDINGS OF FACT8 AND ADOPTING DISSOLUTION PLAN
EXHIBIT BPlan for Dissolution and LiquidationROBERTS CREEK WATER DISTRICT (“DISTRICT”)PLAN FOR DISSOLUTION AND LIQUIDATION1. It is the intention of the Board of Directors of the Roberts Creek Water District(“District”) that all of the District’s duties, obligations, assets, and liabilities will betransferred and conveyed to the Green Area Water and Sanitary Authority (“Authority”),subject to the following conditions:A. The formation of such Authority is approved by voters at the May 18, 2021 election;andB. The board of directors of the Authority, as soon as possible after its formation, agreesto assume the same and continue to provide water and sanitary sewer services to theDistrict’s customers.2. Upon voter approval of both the formation of the Authority and the dissolution of theDistrict, the District shall, pursuant to ORS Ch. 198.920, et seq., take all necessary stepsand follow procedures to dissolve and liquidate.3. The District shall, from its assets, pay all costs of dissolution and conveyance ofassets.3- RESOLUTION MAKING FINDINGS OF FACT AND ADOPTING DISSOLUTION PLAN9
ED BUT NOT BILLED18,386,900.0PUMPED BUT NOT BILLED30 DAYS IN BILLING CYCLE: 1/11/21 TO OVEMBERDECEMBERRepairs, leaks, etc. rendering unverifiable consumption3724 CARNES RDREPAIR lons Consumed vs Billed10DIFFERENCE
Roberts Creek Water DistrictSuperintendents ReportMarch 2021Service line replacement continues to be going smoothly on the Carnes Rd.project. Knife River is doing a great job.We tried having a zoom meeting regarding the electrical study of the treatmentplant, between the Engineer, Camp Creek Electric and ourselves but were plaguedby technical difficulties. We did come away with a few issues we will address andLonnie from Camp Creek is scheduled to meet with us at the end of the month togo over the report.We received an order of ACH (coagulant) at the plant last week and will bereceiving quotes for a load of salt as well as a load of caustic, next week. Thesewill be our major purchase of chemicals for this budget.We have completed our yearly maintenance program for our air releases, andare currently turning our hydrant valves. We will begin our valve turning programfor all other valves, next week. We will be in contact with Fire District #2regarding hydrant flushing, and try to schedule district flushing as soon as we can.If you have any questions, please feel free to give me a call at 541-670-1215Thanks Alan11
Exodus Pest Control. Office pest control service. 26.00 Ferguson Waterworks. Ball valves, 10" Alpha dressers, auto air release valves, repair clamps, meter gasket kit. 3,018.13 Green Sanitary District. Office/plant/
