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December 12, 2018

November 21, 2018

Southside Water and Sewer District

P.O. Box D, Sandpoint, Idaho 83864

December 12, 2018

REGULAR MEETING MINUTES

Call to Order and roll call: Chairman Jim Haynes opened the meeting at the Waterlife Discovery Center at 2:00 pm and a roll call confirmed that Brent Sleep, Dianna Erickson and Kass Larson were also present.

Others Present: Operator Brad White, Treasurers Julia MacDonald and Stephanie Mueller-Sherman, and Engineer Paul Klatt. Guests were Devin Marks, Josh Pilch, and Doug Bopp.

Approval of Minutes: The minutes for the November 21, 2018 meeting were unanimously approved, with an update from Mr. Kass to Mr. Larson, as submitted following a motion from Mr. Larson, and seconded by Mr. Sleep. 

Public Comments: Mr. Marks and Mr. Pilch are interested in a potential development as Comeback Bay Resort parcel for affordable housing. They have conducted research on the appropriateness of doing a separate sewer system versus joining the District. They’ve spoken with neighbors and Panhandle Health District with the desire to protect the environment. Chairman Haynes shared general system information including the unavailability of hookups, especially for large developments, with exceptions made for extenuating individual environmental concerns. Mr. Pilch inquired about the long term viability of a project of this scope and what the District has planned for natural growth. Mr. Marks asked if a cash infusion would facility the expansion of the land application site that is currently the bottleneck for growth and Chairman Haynes acknowledged that natural growth will need to be addressed but there are currently not any projects on the books. Chairman Haynes suggests they speak with Sagle Valley Water and Sewer District to see if they would be amenable to this project.

Reports:

Water Reclamation Report: Chairman Haynes presented the report and levels continue to remain very low.

Treasurer’s Report: The Board heard from Ms. MacDonald for the month of November. The rate increase has taken effect. Cash balances are lower than at this time last year but that is because of the capital projects the District has invested in. Ms. MacDonald presented the monthly and year-to-date totals, with a comparison to the current budget. Ms. Mueller-Sherman suggested the Board direct staff to provide information about whether an extra principal payment to USDA should be considered given that there have been LID’s paid in full. She also informed the Board that Practical Accounting Solutions will bring an Authorization for Additional Services to the January Board meeting for their consideration to handle administrative tasks outside of the current contract.

Maintenance Report: Mr. White discussed activities during the month. He has cleaned up the brush piles on the land app site to substantial completion. He is awaiting information from DEQ pertaining to the treatment of what is grown on the site and whether it needs to be removed or just mowed. The crew to fix the hole in the liner showed up at a time the water levels were too high so they were unable to fix at this time. Mr. White has done a temporary repair until next Fall when the repair crew can return. The chlorinator machine is not showing similar usage from day-to-day, even though it should, and Mr. White is concerned that some is leaking into the atmosphere but in such small amounts it is not smelled. Last year’s bid to rebuild this was $5,000 and Spokane Instruments is currently doing a fresh bid and will get back to him soon. Mr. Sleep would like the District to consider new machine instead of repairing an old machine. Mr. White will get a bid for a new machine for comparative purposes. Mr. Bopp confirmed the machine is old and that a new machine would be appropriate and Chairman Haynes agreed. The Fish Hatchery transfer switch pole needs replacement and there is a meeting with Avista scheduled to consider moving the pole back about 10 feet. Brisboy station pump has been received and Mr. White is coordinating its installation.

Engineering Report: Mr. Klatt let the Board and Mr. White know that DEQ may be contacting him and is interested in the District presenting at the annual Reuse Conference in May regarding the concerns of running a small system that has unique challenges. It would be a joint effort between Mr. White and Mr. Chris Horgan, as a District engineer. Mr. Klatt reminded the Board that he has been telling them for years how well the District has been run and this invitation is an honor. Mr. Klatt presented the engineering report, attached. The Board would like to submit a Letter of Intent for water system improvements to DEQ for FY19-20 consideration. Mr.Larson made this motion and Ms. Erickson seconded the motion and it was unanimously approved. The Board is interested in pursuing a DEQ grant for a wastewater facility study since the last one was done in 2010. Mr. Larson moved to submit an application and Ms. Erickson seconded, the motion was unanimously approved. The GIS mapping is completed. Two printed copies have been provided to the District. Mr. Klatt summarized the informational email submitted to the District regarding the Linscott/Interstate Asphalt Plant’s Conditional Use Permit saying that as long as the permit is complied with there should be no serious risk to the aquifer water and that no opinion was rendered on traffic, air, odor, or noise impacts. No further information has been received from Mr. Harvey regarding the relocation of the sewer lines. Easements have been established as valid so if a relocation is sought by Mr. Harvey he will need to make a formal request of the Board.

Old Business:

Cross Connection Control Program: Mr. Larson stated the policy was still under legal review and so he visited the attorney’s office and it is expected to be reviewed within the next 10-15 days. After discussion, the Board tabled the issue to January pending the legal review.

Harvey Sewer Line: The Board discussed the issue as part of the Engineer’s Report as noted above.

New Business:

JUB Authorization for Services: as noted within the Engineering Report above, the Board has authorized for services.

Ms. Erickson informed the Board that she will be out of state January 13th for a few months and will attend the meetings by phone. Her position is up for reelection and submission paperwork must be submitted by mid-March but since elections occur in May she is still on the Board through her return date.

Adjournment: A motion by Mr. Sleep and second by Ms. Erickson was made to adjourn the regular meeting of the Board of Directors at 3:08 pm. Motion carried unanimously.

Respectfully Submitted and Approved:

____________________________

Jim Haynes

Chairman of the Board 

____________________________

Stephanie Mueller-Sherman and

Julia MacDonald, Secretary/Treasurers