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NBIA General Fall Membership Meeting of 2024
North Brightwood Improvement Association
Annual Fall General Membership Meeting
Date: September 14, 2024
Time: 9:00 AM
Location: The Mallards Cafe and Pub (Golf Course)
68260 E. Bomans Circle
Welches, Oregon 97067
The following is a condensed version of the Meeting Notes from the 2024 Annual Fall General Membership Meeting held on September 14, 2024
Meeting Notes as follows:
Meeting Called to Order:
The First Chair officially called the meeting to order just after 9:00 AM.
First Chair Announcement:
The First Chair welcomed all attendees and introduced the Board of Trustees, Secretary Treasurer, and Water Master by name.
First Order of Business:
The First Chair identified who would be taking the minutes for this meeting.
Roll Call:
The Secretary Treasurer conducted roll call.
Out of the 44 NBIA members, 18 were represented today, either in person or by proxy.
Approval of Previous "General Fall Membership Meeting" Minutes:
The reading of the minutes from the previous annual meeting on September 16, 2023, was unanimously voted to be suspended.
Old Business:
The First Chair and Secretary Treasurer provided a verbal report regarding a previously approved action to double the allotted budget.
During a Board Meeting, it was decided to forgo replacing the Backup Generator with another portable unit, opting instead for a larger Generac Generator with an Auto Electrical Switch and a 500-gallon Propane Fuel Tank installation.
This decision was heavily influenced by the challenges faced in January 2023, when a wind, snow, and ice storm caused extended outages in the electrical grid, during which the old generator also failed to start, was deemed cost prohibitive to repair.
An alternate borrowed generator was acquired to resume the water supplies until PGE reconnected the local power grid.
Final installation of the self contained power generator is expected to be completed soon, ensuring that the NBIA is prepared for winter weather.
Financial Report:
The Secretary Treasurer presented an in-depth financial report to the members.
Concerns were raised regarding a 100% increase in office supplies over the past seven years and a 50% increase in the electric bill, new telemetry costs are being incurred to help the maintenance department identify and address issues early and other nondescript cost increases.
Long-term financial sustainability is at risk, as this year’s expenses have been covered by depleting marginal reserves.
NBIA Bylaw Proposal:
The First Chair presented the Bylaw Proposal, which included written notes and verbal comments from members for slight overall adjustments.
The proposal was adopted unanimously by all attending members and is to take effect immediately.
Website Update:
The First Chair and current webmaster reported that the NBIAWater.com site receives an average of 135 hits per month.
Water Master Report:
The next three-year cycle testing will occur in the fall of 2025.
OHSA PFAS tests are not a current requirement and more information is to follow.
The initial testing costs are expected to be around $500.
The frequency of future tests will depend on the results.
Well Number One remains operational, with replacement costs estimated at approximately minimum of $5,000.
Repairing Well Number One was deemed unnecessary at this time, as Well Number Two, which is fully lined, can meet water demand if Well Number One fails.
Additionally, the aging water tank, which was used when acquired, may need to be replaced with plastic tanks when it eventually fails.
Membership Dues Review:
It was noted that approximately 39% of residents live in the area full time.
Following discussions, the new annual rates will increase to $555.00 and effective with invoices to be mailed in January 2025.
Election of Board of Trustees and Secretary Treasurer Positions:
The First Chair provided a brief overview of the responsibilities associated with the rotating officers.
New positions for Fourth Chair and Third Chair were filled, along with the re-election of the Secretary Treasurer.
The current Third Chair moved to Second Chair, while the current Second Chair moved to First Chair.
First Chair rotated out.
Closing Announcements:
The next Annual Fall General Meeting is scheduled for September 20, 2025; the meeting location and time will be determined at a later date.
Adjournment:
The meeting adjourned at 11:15 AM.
NBIA General Fall Membership Meeting of 2023
Fall of 2023 General Membership Meeting
North Brightwood Improvement Association
(Abbreviated Meeting Minutes)
Annual General Fall Membership Meeting
Date; September 16, 2023
Time; 9:00 AM
Stephanie’s International Cafe
39400 Pioneer Blvd
Sandy, OR 97055
Meeting called to Order by Paul Bolf at 9:05 AM and opening statements included introduction of the current Board Members.
Board Members in attendance:
Paul Bolf as First Chair.
Sarah Felix as Third Chair.
Jimmie Harris as Secretary Treasurer.
and
David Jacob as our Water Master / Maintenance Manager.
Joan Kiefer as Second Chair resigned on September 6, 2023.
Joanne Treuhaft as Fourth Chair Alternate was installed to fulfil the Second Chair position through this meeting and election of officers.
Both persons mentioned above were absent from these proceedings.
Meeting Attendance:
Jimmie proceeded with Roll Call and announcement of Proxy Votes including any written comments (the NBIA has a current total of 44 Memberships).
Members Present as counted at 9 total Memberships.
Members by Proxy presented as counted at 10 Memberships.
Membership absenteeism stood at 25.
Old Business:
The Reading of the Minutes of the last Fall General Membership Meeting Minutes was voted to be waved at this meeting and the minutes were approved by the general membership as accurate.
Jimmie Harris updated the group that the IRS is now satisfied with our filings and no further action is necessary at this time.
One additional note as the IRS has approved us as a Non-Profit organization.
(We are actually a Not for Profit Organization).
Last year the general membership wanted to explore a proposal of metering our system.
The Subcommittee headed up by Mark Mason offered no vital information and the project was retired by a majority vote during a mid-year of 2023 Board Meeting including review of the estimated expense.
Jimmie hands out a copy of a (authored by Paul Bolf with additional other volunteered suggestions) rewritten NBIA Bylaw proposal for any and all to make comment and or suggestions in an efforts to clean up and modernize this document proposal.
Paul Bolf offers our current Bylaws were created in 1963, and have been altered through a series of amendments over these past years.
Paul states the current Bylaws are difficult to deal with and understand including amendments that counteract each other unless you follow the approval dates.
The end goal is to have a document prepared by this group and then forward toward an Attorney who specializes in these documents for presentation to the General Membership at a future date.
A motion is made by a member to authorize the Bylaw Proposal be submitted to an attorney with a limit of $5000.00 for legal fees.
The general membership approved this motion.
David Jacob offers a quick review of our water system and offers a good outlook of the overall system.
System Maintenance and Updates:
David Jacob offers a quick review of our new telemetry and its reporting capabilities which he reviews daily from his office.
Pump Number 1 is always in question, and it just keeps pumping (clear and clean water).
David offers our water tank is beginning to show its age and may need substantial attention in the future.
His suggestion is to replace with 4 or 5 Plastic water tanks in lieu of repairing, painting our existing tank that was used when we obtained it.
Regarding the condition of our used and repaired generator, the general membership agreed to explore the replacement of our portable generator with a Propane Generator with two each 125 gallon propane tanks, concrete pad and basic hook ups.
David offers if we were to install an automatic transfer switch approximate estimated cost could range between $5,000.00 to $6,000.00.
Currently there is a manual switch to shut off PGE and engage the generator.
Jimmie Harris offers when we start the generator it will run until it is manually shut-off or runs out of propane.
Without a generator we also have a day or day and half of water in our tank.
After that boil water notices are posted (or removed) on everyone’s door as required and is time consuming.
David is to explore for a dual fuel generator, and combine the package with one or two 125 gallon propone tank(s) to replace our existing and aging gasoline generator.
David Jacob offers the above would (estimate) be in the neighborhood of an additional $5,000.00 to $6,000.00 range.
A Motion was made and approved for David to gather information for an inverter generator and all the requirements necessary and all installation, with a $6,000.00 budget for the project.
David is to present this findings to the Board to make a final decision to proceed or postpone this project.
David reports the leak in front of the pump house was repaired by capping the unused broken valve.
Regarding the annual Backflow Testing, the test is scheduled for the upcoming few weeks and notices will be published.
New Business:
Discussion of what constitutes a “Member in Good Standing”.
A Member not in Good Standing was defined as “A member who hasn’t paid their dues and therefore is not allowed to vote at any meeting”.
Members with Late Payments shall be either be charged with a Late Fee, be subject to Water Lock Out and or having their membership withdrawn if in arrears for more than two years and the clock begins on April First.
A brief discussion followed and was confirmed the NBIA does work with those members who might have a catastrophic and financial situation.
Financials:
Jimmie offers the group a Financial Report including Bank Balances, exceptional expenditures this past year including the Pump-House Roof Repairs, Telemetry installation costs and the normal upcoming System Backflow Testing and necessary repairs to occur in a few weeks and Chlorine purchase.
Currently we have No Receivables.
This is the first year in some time that our overall cash flow was in the black by less than $13.00.
The general Membership Approved our Emergency Funds could be moved at the discretion of the Secretary Treasurer into (by overview and consent of the Board) a Federally Insured Money Market Fund or other similar security to maximize our annual return.
There was a discussion about adjusting the Transfer Fee Rates and after discussion will remain unchanged at this time.
A brief discussion regarding the NBIA taking Credit Cards, Zelle and or Venmo.
The attending membership offered little Interest in moving this direction.
Election of Officers:
As Joan Kiefer (NBIA Second Chair) resigned on the 6th of September, JoAnne Treuhaft was moved from Fourth Chair to temporary Second Chair to fill this void
Board Position responsibilities were presented.
Jimmie Harris is nominated and approved to continue as our Secretary Treasurer.
Todd Churchill is nominated and approved for Fourth Hair Alternate.
Paul Bolf was asked to remain in the First Chair Position and was approved by the membership.
Chris Gambell volunteers and is nominated and approved as Third Chair.
As Paul Bolf consented to a Background Check last year, the membership did not believe a current review is necessary.
As Jimmie Harris consented to a Background Check within the past 5 years, this process is not necessary this year.
For next years’ meeting, it was suggested the NBIA cover Breakfast or Lunch costs for all who attend to attract more participation among the members.
It was also stated that offering a Free Annual Membership Drawing was less than successful a few years ago in attracting membership attendance.
Announcements:
Jimmie announce the next General Fall Membership Meeting will be held on September 21, 2024 with announcements to be published in advance to this meeting.
Sarah Felix is recognized at our new Second Chair person.
Sharon Wortman volunteered to find a different venue for the next fall membership meeting.
The meeting adjourned at 11:45 AM and all attendees were thanked for their participation.
NBIA General Fall Membership Meeting of 2022
North Brightwood Improvement Association Annual Membership Meeting
Date: September 17th, 2022
( Minutes presented here represent a condensed version )
Held at the Zig Zag Inn / Basement Meeting Hall
70162 E Hwy 26
Welches Oregon 97067
Bob Nash opens to the meeting; calling the meeting to order at 1:10 PM
Trustees introduce themselves:
- Bob Nash as First Chair
- Paul Bolf as Second Chair
- Joan Kiefer as Third Chair
- Mark Mason as Fourth Chair Alternate
- Jimmie Harris as Secretary Treasurer
- David Jacob as the NBIA Water Master
Jimmie Harris hands out the meeting agenda.
Roll Call:
Jimmie Harris conducts a Roll Call and announces the Proxies as received.
Of the 44 memberships, the attendance included:
- 11 memberships present
- 5 memberships via Proxy present
- 28 memberships absent
Old Business:
Bob Nash offers how our backup generator went into action during the planned PGE Power Outage during the windy and dry weather to avoid electrical fires in our neighborhood.
The procedure for this is a daily hands on process to keep gasoline fueling our portable generator.
Conversations moved towards acquiring a propane generator as our next system improvement with automatic electrical switching.
David Jacob offers his Annual Maintenance Report:
First offering is how the generator works.
The generator will run until it is out of fuel.
The recent installation of our telemetry system will help us monitor and gauge how much water we used.
The general meeting conversation moved towards the pros and cons of a large propane generator being installed.
Pros did not outweigh the Cons during this conversation if you include a natural disaster could impede deliver of Propane via a tanker truck vs gallons of gasoline could be delivered much more easily and also be more readily available.
The question is asked what the cost of installing a full size water cooled propane generator and the short answer is between $10, 000 to $20,000 to complete the project.
A Liquid cooled Generator takes a long time to get.
David offers we could get an air-cooled unit faster and cheaper and would have a much shorter life span.
With the new telemetry now installed, David Jacob monitors the water level in the tank and can guess what gasoline fuel quantity needs are necessary to get us through an electric outage with our current system.
The current board members were trained today in how to fill the tank and start the generator.
David Jacob offers Well Number One is still working but could fail any time due to the age of installation.
Both pumps (Well Number One and Two) turn on and shut off simultaneously at this time.
Either pump can be turned on with the generator.
With a permanent generator it would run 24/7.
The telemetry has the capacity to turn the generator on remotely with a cell phone if we choose to.
David offers knowing of a possible and about a ten year old used generator becoming available.
A mechanic is currently going through as it was being used in another water system and has an overheating problem.
Solar Powered Generators were asked about and the problem is the lack of direct sunlight available in our forested neighborhood.
New Business:
David Jacob continues with his reporting.
We have experienced Water No Leaks so far this year.
Water flow has been normal most of the year.
Since we recently installed the telemetry system to know the tank level.
It is showing by an increase of water usage that we have a possible and new small leak.
(Dave shared a graph from the newly installed telemetry system.)
David offers he can print a graph anytime needed and that the charts are checked every day.
The telemetry will also notify David via his cellphone and computer with issues beyond the parameters set into the system.
Installation of Water meters has been spoken of in the past and the discussion moves again towards this subject.
The NBIA is firmly not interested in monitoring each membership for water usage, however, is most interested in being able to identify a specific lot where we develop a leak or where a home has left the water running after a visiting weekend.
David offers there are water meters that can detect a leak via sound and vibration waves.
Most leaks are discovered in individual homes and not in the water main / supply lines.
The cost for metering with radio reads would be about $25,000.00.
Every home or structure would need to have their individual Water metering system that would replace the current Back Flow / Shut-Off Valves.
Bob Nash makes a quick calculation and offers the cost would be about $33,000.00.
A later calculation in discussion today revises the cost to about $50,000.00 all in.
David offers one possibility to finance a loan could occur through the Safe Drinking Water Act Revolving Loan Fund and is designed for smaller water districts.
This type of Loan requires the installation of new water meters.
Mark Mason makes a motion for the upcoming Board to discover information and propose all aspects of a Leak Monitoring Water Meter system as offered by Kamstrup LLC for the next Annual Fall Membership meeting to be held in September 2023.
Motion passed with not opposition.
Secretary Treasurer Report:
Jimmie Harris offers his Secretary/Treasurer Report.
Loss of our Water Master:
The question is…
“What happens if we lose David Jacob, as our NBIA Water Master, due to his illness, accident or other?”
David offers there are backup plans through the Oregon Association of Water Utilities (OAWU https://oawu.net/ ) and that the NBIA is also an active member of the Oregon Water/Wastewater Agency Response Network ( ORWARN http://www.orwarn.org/ ) .
Bob Nash continues the meeting by offering there are three critical topics to discuss.
1- NBIA Bylaws:
Our Bylaws are in need of a serious update if not a complete rewrite to eliminate confusing and outdated portions.
As the Board has been working on this subject for the past few months, there are two sets of possibilities.
1. Adjust our Bylaws to no more than 5 pages.
2. Rewrite our entire set of Bylaws that may include some 20 to 30 pages and attempt to answer most common questions and concerns.
In either case, it is the Board's desire to complete this work this year with the following processes prior to the General Membership presentation and approval processing.
1. Propose a written to the General Membership for their approval or amendments.
2. Ask our final proposal be reviewed by our Attorney.
3. Make corrections and return to the General Membership for their approval or amendments.
4. Final review by our Attorney.
5. Presentation for the General Membership to vote upon and make formal.
2- Review of Current Annual Membership Fees:
After discussion and additional conversations regarding our finances, the General Membership approved unanimously an Annual Increase of $60.00.
The New Annual Membership Dues for 2023 will be $455.00.
All other assessments, late fees and associated fines will remain the same.
3- Capital Improvements:
The discussion returned briefly to a larger and permanent Generator before the conversation changed to Well Number One which could falter at any unexpected time due to its' age in operation.
As the entire system is currently working without concern and knowing the Board will be providing information regarding the Leak Monitoring Meter System proposal, the Capital Investment Goals were postponed until next year.
Membership Contact Information:
Jimmie Harris offers we have a need for updated Membership Contact Information.
If there is a problem discovered at a residence, we do not have all names and contact information to quickly resolve those issues.
Trustee Responsibilities regarding the Duty of Care / Code of Ethics:
Paul Bolf offers the NBIA Code of Ethics/Duty of Care in the bylaws states in part of the responsibilities of each Trustee is to maintain our member’s personal information as totally inaccessible to any person, private or public organization and for their personal or financial benefit.
Those needing specific personal information about our members should contact the Clackamas County Records Office as the NBIA will not divulge this information.
Election of Officers:
- Bob Nash moves to the Election of New Officers and recognizes those who will roll upward as noted below.
- Jimmie Harris is Reelected as our Secretary Treasurer
- Paul Bolf accepts the Roll Up to First Chair
- Joan Kiefer accepts the Roll Up to Second Chair
- Sarah Felix is elected as Third Chair
- Joanne Treuhaft is elected as Fourth Chair Alternate
Subcommittee Volunteers:
Paul Bolf asks for those who might volunteer to join subcommittees for the bylaws and metering discovery projects.
Mark Mason and Bob Nash both volunteer as Sub Committee Members.
Annual Fall Membership Meeting 2023:
The next Annual Fall General Membership Meeting is set for September 16, 2023 with announcements to be advertised the summer of 2023.
Adjournment:
Bob Nash Calls for adjournment.
Meeting adjourns at 4:10 PM
All who attended this year were thanked with appreciation for taking their valuable time to attend and participate.
NBIA General Fall Membership Meeting of 2021
North Brightwood Improvement Association (NBIA)
Annual Meeting Highlights
September 18, 2021, 9:00 AM
Meeting conducted this year via Zoom
First Chair Mark Mason called the meeting to order at 9:00 AM
Secretary Treasurer Jimmie Harris volunteered to take minutes
Roll Call of membership and proxies was conducted and 12 members were present and 14 proxies had been received of the 44 total NBIA Members.
Old Business:
Property Owner Changes:
The secretary treasurer reviewed the property owner changes for the previous year.
Review of the 2020 Annual Meeting:
The Secretary / Treasurer read the highlights of the 2020 Annual meeting:
1. Members directed Water-Master David Jacob to purchase a temporary generator. He purchased a used one, poured a concrete pad and purchased a molded house for the generator.
2. Members directed David Jacob to contact electrician to install Automatic Transfer Switch for a permanent generator. This work has been completed.
3. Members directed David Jacob to locate and fix a water leak. This work has been completed.
4. A discussion was held about our current temporary generator and the type and cost of a permanent "standby" generator. In addition to purchasing a standby generator, we will need to install a concrete pad and fuel tank.
New Business:
Water Master Report:
David discussed the recent tri-annual sanitary survey by the state and the repairs made to our tank as a result.
David is working on upgrading two blow-offs.
The pros and cons of air-cooled versus water-cooled generators was discussed.
Financial Report:
Jimmie reviewed our current bank balances and reported on the increased costs of our annual backflow testing, our insurance, and our website.
Web Page Update:
The website was additionally discussed and Paul Bolf was complimented for his work on this.
Our New Web Page Address was most recently changed from www.BrightwoodWater.com and changed to www.NBIAWater.com
Publishing of the Annual Meeting Notes:
Mark Mason suggested publishing a condensed version of our Annual General Membership Meeting Minutes on the website.
Other Financial Information:
Jimmie gave an update on our status with the IRS.
He has spent significant time on this project.
The IRS has accepted that we are a Not for Profit Organization and have accepted our previous two years of returns.
We will need to file in January and there may be more work to do since our filing date does not match the inception of the association.
We currently do not owe taxes.
Amendments to the Bylaws:
A motion was made that amendments be approved by the membership shall go into effect immediately, unless otherwise stipulated within the amendment.
The amendment passed unanimously.
A second amendment was proposed to add to the job description of the secretary/ treasurer the responsibility that they would distribute annual meeting highlights after each annual meeting to the members.
These highlights would be redacted of personal and financial information.
A discussion was held that the highlights could be distributed through the website after the board had approved the meeting minutes.
The motion passed unanimously.
A third amendment to the bylaws was proposed to remove the current Transfer Form from the Bylaws and replace it with a new Transfer Form that will not be placed in the Bylaws.
The secretary/treasurer will provide interested parties with the current forms.
The motion passed unanimously.
A fourth amendment to the bylaws was proposed to hold an emergency general membership meeting if the Secretary / Treasurer is unable to fill his/her position.
The amendment passed unanimously.
Monthly Board Meetings:
In an effort to improve communication it was the consensus to hold monthly board meetings.
Cooperative Status:
The board will investigate the possibility of moving to “Cooperative” status.
We would remain a Not-for-Profit organization, however, the cooperative status would potentially allow us to remain more autonomous.
Water Meters:
Some members have inquired about the possibility of installing water meters.
Board members pointed out that this is a topic that has been discussed frequently.
The cost of installing meters and the monthly billing issues are major obstacles.
A poll was taken of the members present, none were in favor of installing water meters.
The possibility of putting a fact sheet of the pros and cons of meters on our website was discussed.
Annual Fees:
A discussion was held on our financial reserves, increasing costs, finishing the generator project, and the possibility of raising our annual fee for service.
The membership present unanimously said to keep the fee the same for the coming year.
Election of Officers:
The following were elected for 2021-2022:
Secretary/Treasurer-Jimmie Harris Re-Elected
First Chair-Bob Nash Rotating from Second Chair
Second Chair- Paul Bolf Rotating from Third Chair
Third Chair-Joan Kiefer Elected
Fourth Chair-Mark Mason Elected
Hydra-Engineering remains as our Water Master
The next Annual Fall Membership Meeting was announced and is set for
September 17, 2022 with notices to be forwarded mid next year.
Meeting adjourned at 11:50 AM
All who attended were thanked with appreciation for taking their valuable time to participate
