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January 17, 2018

November 15, 2017

December 20, 2017

October 18, 2017

Southside Water and Sewer District

P.O. Box D, Sandpoint, Idaho 83864

REGULAR MEETING MINUTES

December 20, 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 Julia MacDonald and John Austin and Paul Klatt, Engineer from JUB.  Guests were Laurie Dorame, Rocky Dorame, Tom Dubendorfer and Tim Cahill.

Swearing in: Chairman Haynes swore in Kass Larson to the Board of Directors, filling the vacancy from Bill Jones’ retirement.

Approval of Minutes: The minutes for the November 15, 2017 meeting were unanimously approved as submitted following a motion from Mr. Mooney, and seconded by Mr. Sleep.

Public Comments: Bank erosion/stabilization near sewer line at Murphy Bay: Chairman Haynes asked for presentations from the lot owners. Mr. Cahill 74 Waterview lane presented documents prepared by Mr. Duebendorfer (attached), assessing the erosion and recommendations for stabilization of the shoreline. Ms. Dorame, of Lot 5 of Hubbard lane, presented the history of her parcel and imagery of an alternative to rip-rap for the stabilization of the shoreline. Mr. Cahill expounded on the issue, as a neighbor of Ms. Dorame’s, and also addressed additional work that he needs to do on his property. Chairman Haynes stated the District would work with them in any way it can, and will wait to see the plan for the stabilization. Mr. Sleep noted it makes sense for our engineers to be involved so the sewer line is protected. Mr. Bopp stated the findings of his research and conversations with Department of Lands and that they gave him applications and specific guidelines with instructions on how to expedite the project. After discussion, the Board directed Mr. Klatt to review the issue, and they would view the property after the meeting.

Reports:

Water Reclamation Report: Chairman Haynes discussed the report for November (attached) including a 6-year historic upper lagoon level graph. According to Accu-weather website the YTD precipitation is more than normal but the lagoon level was lower than most years.

Treasurer’s Report: The Board heard from Ms. MacDonald for the month of November, the third month of the FY 2017-18 fiscal year. The Board discussed the monthly and year-to-date totals, with a comparison to the current budget. She then displayed an update of the delinquent accounts and capacities of the system.

Maintenance Report: Mr. White discussed issues during the month, including pulling pumps for maintenance, some of which have failed after a short time. There was also an issue of lines getting plugged in the system at the lower ponds, which they repaired by pushing air through the line (video on demand).  There was also a system-wide loss of power from the storm the previous evening and overnight but there was no loss of anything from the system due to collaborative efforts with Avista.

Engineering Report: Mr. Klatt reported on several issues (attached), including the issues of monitoring wells and that the water facility plan was complete.  He also discussed the reuse permit and the board authorized JUB to prepare the annual performance report. The funding for the water system is on IDEQ’s prioritization list for construction. He then discussed the wastewater system facility plan, of which the current plan is 7.5 years old. JUB will submit letters of interest to DEQ. There was nothing new to report on the sewer system GIS or #10 lift station.

Old Business:

ICRMP Policy Updates:  Ms. MacDonald said the audit has provided an asset valuation to be used for the policy.

ADU Ordinance Rework:  Chairman Haynes noted he has no update after his contact with the attorney.

Operator Dental Insurance: Mr. Mooney stated he has limited prospects for providing the insurance, but may form a group via Idaho Rural Water Association with other small water districts.  Ms. MacDonald noted that Brad has signed up for a dental plan for $94/month and the Board directed the District to pay the premium.

Mr. Warber Mapping Issue: Mr. Bopp spoke with the engineers at Sewell regarding the costs to obtain a map depicting the boundary pins at the Warber property on Brisboy Rd. The Board directed to issue the credit and clear the balance on the Warber account and that no more money be spent on the issue, as staff knows where the sewer lines are.

Olson Road Water Hookup: Mr. Bopp noted this is the issue of determining if and where the line is. After discussion, the Board directed that staff move ahead with determining where the line is.

Maintenance Operator Transition: Mr. Bopp is retiring at the end of this month and will be a private contractor for the District.  Mr. Sleep noted there are issues with the District phone, and that Mr. White would be in possession of the district number on a new phone and he will have a message to address the change-over. He believes the transition has been going smoothly and announced a party on Friday, January 12, 2018 at the Pend Oreille Winery from 5-8 pm, to observe Mr. Bopp’s retirement.

New Business:

Brisboy Dedicated Line to Lagoon: The Board discussed the issues with the line, including the need to have pump stations for three homes (at $7,000 per station.)

Change of Use – Birch Banks Resident: Chairman Haynes stated that the new owners inherited issues from the former owners and that the county had defined one of the buildings on the property as an ADU.  Mr. Sleep noted the new owners should pay the appropriate fees to the District (one-half sewer hookup fee $5,500). Mr. Sleep noted if his building has no kitchen, at the size of 360sf, he wouldn’t need to pay the hookup fee. Chairman Haynes will follow up with the owner.

Employee Manual Amendment: Ms. MacDonald noted the employee manual change (attached) to allow one additional paid personal day per year. After discussion, the Board directed Ms. MacDonald to revise the submitted change from “Personal Day” to “Friday after Thanksgiving” and re-submit at the next meeting.

Emergency Response Plan Approval and Signatures: Chairman Haynes discussed the plan with the Board, which was approved following a motion by Mr. Sleep and second by Mr. Mooney.

Adjournment: A motion by Mr. Mooney and second by Mr. Sleep were made to adjourn the regular meeting of the Board of Directors at 4:08 pm. Motion carried.

Respectfully Submitted and Approved:
__________________________
Jim Haynes  
Chairman of the Board 
_______________________________                        
Stephanie Sherman, Julie MacDonald                                                               
John Austin, Secretary/Treasurers