Southside Water and Sewer District
P.O. Box D, Sandpoint, Idaho 83864
REGULAR MEETING MINUTES
April 12, 2017
Call to Order and roll call: Chairman Jim Haynes opened the meeting at 2:00 pm and a roll call confirmed that Brent Sleep, Mike Mooney and Dianna Erickson were also present.
Others Present: Operators Doug Bopp and Brad White and Treasurers Jessie Roe and John Austin. Chris Hogan of JUB Engineers was also present.
Approval of Minutes: The minutes for the March 8, 2017 meeting were unanimously approved as submitted following a motion from Ms. Erickson, seconded by Mr. Sleep.
Water Reclamation Report: Chairman Haynes discussed the report for March. He noted all things looked good as of March 30, 2017, as we’d received many inches of rain but the lagoons are still in good shape, compared to some previous years.
Treasurer’s Report (attached): Ms. Roe presented the financial report for March, the sixth month of the FY 2016-17 fiscal year. There was a large transfer from the savings account to the checking account; this is the amount of the actual depreciation recognized by the audit. The Board discussed the monthly and year-to-date totals, with a comparison to the current budget. Due to the recent LID billing the District saw payments this month totaling approximately $21,000 with a total of $60,000 having been billed out. Last month we saw payments totaling $32,200; this leaves us still owing $6,800 in LID payments. Next, she also displayed an update of the capacities of the system and delinquent accounts. She also provided a capital projects update. Then Ms. Roe asked whether the Board would consider moving the meeting back one week to allow for extra time to develop the financials. The Board discussed the issue, and thought it would be all right if the building was available.
Maintenance Report: Mr. Bopp reported they read the water meters for the first time in March. He said the process enabled him to locate leaks in the system. There is one account that had a significant leak and racked up a large bill. Concerning sewer, he stated the district has seen a great deal of infiltration to the system. Providing pictures he was able to show the evidence of the problem with a lift station where water was within three feet of the lid. He then found that an individual was draining the water from his yard into the sewer system. Mr. Mooney thought, based on the District policy about dealing with district facilities, that the District should bill the individual for some of the costs to deal with the problem. After discussion, the Board approved billing the individual for the actual costs incurred but not for the treatment of the water at this time. Mr. Hogan was asked about the cost to treat effluent and Chairman Haynes responded by saying we know the cost of treatment. Mr. Sleep stated we should advise the individual of the treatment costs so he knows the impact on our system. Mr. Bopp also suggested this would be a good time to raise rates, since our costs are increasing. Chairman Haynes directed staff to research the fee schedule of other Districts in the area, as a starting point, noting our fees need to reflect the actual cost to operate Southside’s system.
Engineering Report (please see attached): Mr. Hogan reported on several issues, including water rights, monitoring wells and the water facility plan. Concerning the latter, he recommended the District schedule their public meeting for the May or June meeting. He also discussed #10 Lift Station, the Lakewood-Greenwood water line and the Reuse Permit.
The Board then heard from Ms. Roe that she had been in discussion with ICRMP on the issue of the use of chlorine gas as discussed last month. She will follow up with ICRMP.
Ms. Roe then discussed the crossflow connection program required by DEQ. After discussion, the Board directed staff to send a letter to those who are required to have an annual inspection.
The Board then reviewed the personnel policy for vacation and sick leave carry forward. Mr. Mooney recommended the policy be amended to limit the hours of accumulation to no more than two years of vacation and 320 hours of sick leave. Chairman Haynes directed staff to bring the amended policy to the May meeting.
The Board then discussed the rent increase at the office from WE-2. After discussion, the Board discussed the approval of the rental lease and still on a month to month basis.
The Board then heard from the Responsible Charge Operator, Brad White, who was approved following the executive session in March.
Adjournment: A motion by Mr. Mooney and second by Mr. Sleep made to adjourn the regular meeting of the Board of Directors at 3:20 pm. Motion carried.
Respectfully Submitted and Approved:
Jessie Roe, Stephanie Sherman, John Austin
Chairman of the Board