—

File: Meeting Notes Document

Summary:

Financial Report:

• January 2025 income and expenses presented by Nena Close.

• Approved reimbursement of $54.99 to Mrs. Close for filing 990-N taxes.

Old Business:

• Website Design:

  • Contract signed; 50% deposit sent to Jace Kachlein.

  • Potential for logo design discussed.

• Projects:

  • No response from contractor Steve Pilling.

  • Alternative contractors suggested by Ms. Kachlein; Matt Mason to be contacted.

  • Mr. Roark and Mr. Houser proposed addressing headgate issues themselves to improve water flow.

• Bylaws:

  • Plan to schedule a review and update.

New Business:

• Wells Fargo Bank Changes:

  • Motion approved to remove Steve Davidson as an authorized signer and add Kelly Roark.

  • Recognition of the removal of JeA Brandon and Richard Gummus as Executive Directors.

  • Motion approved to add Kelly Roark and Nena Close as authorized signers on a new checking account.

• Contingency Fund:

  • Mr. Houser to explore moving funds into a Certificate of Deposit (CD).

• Spring Ditch Opening:

  • Scheduled for the first or second week of May, weather permitting.

File: Meeting Notes Document

Summary:

Irrigation will be turned on the 2nd weekend of May and will close at the end of October depending on weather.  

Financial Report:

• February income and expenses presented by Nena Close; current balance is $21,445.

• QuickBooks records have been transferred to Basic Books; physical files to follow later in the month.

• Financial report was unanimously approved (motion by Mr. Houser, seconded by Toni Houser).
  
  

Approved Expenses:

• Mailbox rental (Box #54) approved for $216 annually.

• Bookkeeping services will transition to Basic Books; Tumalo Outpost will no longer be used. Nena to notify Bruce and return the key; Basic Books will file a change of address.
  
  

Old Business:

• Website: Nena Close is adding historical content.

• Projects: One contractor bid was over budget. Seeking 2 additional bids. Belinda will contact Logan; Dale suggested Zach Fidler and Scott Spencer.

  • Pipe size at the main headgate discussed; decided to purchase fifteen 12" pipes (not to exceed $5,000). Dale Peer will get a quote from HD Fowler (motion by Mark, seconded by Toni Houser).
    
    

Discussion Items:

• Dale Peer reviewed By-laws and Articles of Incorporation; revisions may be needed regarding meeting schedules. A review session will be scheduled.

• No new updates from Wells Fargo.

New Business:

• Annual Meeting set for April 15 (3rd Tuesday), at Tumalo Community Hall for greater capacity.

• Overflow issue: Ditch water entering Jerry Curl’s pumice pit is not a concern for him, but it causes flooding for Jim & Gwen Millard, affecting their front yard and septic/drainfield.

File: Meeting Notes Document

Summary:
Annual meeting held at Tumalo Community Fellowship Hall at 5:00 p.m.

Attendance:
Directors: Kelly Roark, Mark Houser
Secretary: Nena Close
Members: Toni Houser, Dale Peer, Jeff Brandon, Belinda Kachlein

Minutes:
March 2025 minutes were read and approved (motion by Roark, seconded by Close).

Financial Report:

• New Wells Fargo checking account opened with $10,000; $3,645 remains in savings.

• Debit cards issued to Roark and Close.

• March income/expenses presented by Close.

• Hours and reimbursements for Close (Jan–Mar) approved (motion by Roark, seconded by Brandon).

Old Business:

• Lowrie Past Due Account: Discussed lien or water shut-off. By-laws support halting water delivery after nonpayment. Plan to contact Lowries and give 30 days before start of season.

• Projects:

  • Roark plans to build retaining wall and lateral at Close’s area.

  • Issues with trailer park and church weirs; Roark broke PVC at church—may ask landscape company to repair.

  • Gravel needed for headgate cleanup and lower ditch section.

  • Signage for buried irrigation pipes has been placed; more signs and decals will be ordered.

  • Motion to buy 4 magnetic vehicle signs approved (motion by Houser, seconded by Roark).

New Business:

• Pipe Purchase: Roark motioned to pre-purchase pipe before prices rise. Peer suggested using leftover Laidlaw pipe; Brandon seconded motion pending pipe needs assessment.

• Director Compensation:

  • Proposal to compensate Roark $50/meeting retroactive to Jan 1, 2025 (motion by Houser, seconded by Brandon).

  • Proposal to pay secretary and junior director $25/meeting (motion by Brandon, seconded by Roark).

  • Motions tabled due to complications and disagreement.

• District History: Houser to research district formation and historical return flow rights using old maps.

• Overflow on 2nd St.: Discussed potential fixes.

• Ditch Opening: Notices to be sent for cleanup and opening the 2nd weekend of May (tasked to Close).

Adjournment:
Meeting adjourned at 6:40 p.m.

File: Meeting Notes Document

Summary:
Special meeting held at 8:00 a.m. at the Basic Books office in Bend, OR.

Attendance:
Directors: Kelly Roark, Nena Close
Members: Toni Houser, Dale Peer

Minutes:
April 2025 minutes were read and unanimously approved (motion by Close, seconded by Toni Houser).

Financial Report:
Presented by Jeri (Basic Books):

• $8,775.43 in checking and $3,355.01 in savings at end of April.

• Outstanding payment from Lowrie has been received.

• April expenses (Mark Houser reimbursement, Basic Books hours) approved (motion by Roark, seconded by Close).
  
  

Misc. Communications:
Preliminary county planning notice regarding RV Park on Gisler Property discussed.

Old Business:

• Magnetic vehicle signs available for ditch work.

• Motion to allocate $5,000 for pipe purchase for 2026 projects, contingent on successful 2025 season start with no further repairs (motion by Roark, seconded by Peer); approved.

New Business:

• Director Mark Houser resigned (effective May 1, 2025); offered to assist as volunteer.

• Dale Peer appointed temporary Director until election (motion by Roark, seconded by Toni); approved.

• Director compensation discussed—waiving assessments violates By-Laws; paid roles over $50/month require payroll & insurance. Director Close’s role reclassified as volunteer; all records to be transferred from her home to Basic Books.

• Fish screen grant proposal suggested by Toni Houser.

• Roark to stabilize banks at new headgate and relocate grate at 2nd headgate.

• Discussion on enlisting more users (e.g., local school) to help clean ditch areas; limited past success.

• Roark to open the ditch May 13; Close will notify users.

Adjournment:
Meeting adjourned at 9:16 a.m.

File: Meeting Notes Document
 

Summary:
Regular board meeting held at Basic Books office in Bend, OR at 5:00 p.m.

Attendance:
Directors: Kelly Roark, Dale Peer, Nena Close
Members: Toni & Mark Houser, Jeff Brandon, Sue Wilson, Belinda Kachlein
Guests: Rob Fish, Eric Chamberlain

Minutes:
May 6, 2025 special meeting minutes were read and unanimously approved (motion by Roark, seconded by Close).

Financial Report:

• Presented by bookkeeper: Total balance of $10,493.79 in checking and savings.
  Expense approved: $35 reimbursement to Dale Peer for PVC and steel rebar (motion by Kelly, seconded by Jeff Brandon).

Old Business:

• Kelly presented video of headgate project. Concerns discussed regarding potential leaks due to pipe burial.
  Motion made by Belinda (seconded by Mark Houser) to obtain two outside evaluations of system leaks and challenges, with a deadline by end of summer. Motion unanimously approved.

• Dale Peer submitted resignation as temporary Board Director due to compliance/qualification issues.

New Business:
None

Adjournment:
Meeting adjourned at 6:30 p.m.

File: Meeting Notes Document
 

Summary:

• The TTDIC Board met on June 17, 2025, at 5:00 p.m. in Bend, Oregon. 

• Minutes from the May 20 meeting and the financial report (showing a $10,367.87 balance) were approved.

Old Business:

• Ongoing challenges in securing contractor follow-up for headgate repairs; considering a new estimate.
  Discussion on lowering a small rise in the headgate pipe to prevent sediment buildup. 

• Website name confirmed as tumalotownditch.org.

New Business:

• Steve Davidson and Jeff Brandon appointed as interim board members until the 2026 election. 

• Kelly Roark granted proxy to represent Bend Cider’s interests. 

• Approval to purchase $400 in signage for newly buried areas. 

• Approval to sell .203 acre-feet of relinquished water from Greenlee Roofing to Fred Cronin; another .203 acre-feet remains available for eligible Tumalo property owners.

The meeting adjourned at 5:55 p.m.

File: Meeting Notes Document
 

Summary:

• The TTDIC Board met on July 15, 2025, at 5:00 p.m. in Bend, Oregon.

• Minutes from the June 25 special meeting and the financial report (showing $23,461.24 in accounts with $2,057 in outstanding invoices) were approved.

• Reimbursement of $15.17 to Nena Close for the website domain purchase was also approved.

Old Business:

• New website www.tumalotownditch.org was presented. 

• Board members inspected the ditch and found overall improvements and stable water levels, with minor grading and gravel work still needed. 

• Some seepage areas identified for repair after fall ditch closure; possible pipe repairs discussed.

New Business:

• Future projects include piping the open section on OB Riley Road (potentially using surplus 12” pipe from Laidlaw Water District), piping two lower sections after the headgate, and reinforcing the section from the church to the mobile home park.

• Discussion on installing a fish screen at the headgate was postponed.

Season Update:

• No complaints so far this season regarding water levels; conditions remain good.    

The meeting adjourned at 5:46 p.m.