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Southside Water and Sewer District

P.O. Box D, Sandpoint, Idaho 83864

REGULAR MEETING MINUTES

February 21, 2018

 

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

Others Present: Operators Brad White and Doug Bopp and Treasurers Julia MacDonald and John Austin and Paul Klatt, Engineer from JUB. 

Approval of Minutes: The minutes for the January 17, 2018 meeting were unanimously approved as submitted following a motion from Mr. Mooney, and seconded by Mr. Larson. 

Reports:

Water Reclamation Report: Chairman Haynes asked Mr. White to discuss issues related to the report.  He stated there would be a daily routine to measure depth and flow in the following months.  Chairman Haynes then stated he would forward the report to the Board, noting the precipitation totals for January.

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

Maintenance Report: Mr. White discussed issues during the month, including the work on the Brisboys pump. He presented estimates of rebuild vs replacement of pumps in the District. He replaced the foam insulation in panels. He stated that we are using more Chlorine than usual in order to meet the required test results at the storage pond. He presented alternatives for farmers for the hay field as a result of a discussion with Farmer Wood earlier in the month. He discussed the signs that are required that need to be purchased for the land app site. He also discussed air in the line at the well house.

Engineering Report: Mr. Klatt reported on several issues (attached), including the issues of monitoring wells, and the coliform hit on the new East Well.  He said H2O disinfected the well and subsequent test in February was good. He also discussed the reuse permit and annual performance report that was turned in to IDEQ at the end of January. The district has requested an extension of the existing loan allocation from IDEQ. He then discussed the wastewater system facility plan, requesting on January 11, 2018 a wastewater planning grant from IDEQ.  There was nothing new to report on the sewer system GIS or #10 lift station.

Old Business:

Bill Brown Note: Chairman Haynes presented and the Board approved Resolution 2018-01, following a motion by Mr. Mooney and second by Ms. Erickson.  Motion passed unanimously.

Waterview Lane and Hubbard Lane: Mr. Sleep noted there was nothing to report.

ADU Ordinance Rework and Update:  Chairman Haynes stated he has a response from legal counsel and will send it to the Board.

Farmer License Agreement Discussion: The Board discussed the possible need to find a new farmer for the application site, and will revisit the issue at their March meeting.

POCWA- Assignment Letter – Dues:  Mr. Sleep updated the Board on his meeting with the Association and that it will be $100 per year dues to be a part of the group.  After discussion, the Board approved payment of the dues and a letter authorizing Mr. Sleep as the District’s representative.

Update on Rate Study: Ms. MacDonald discussed the need for a rate update, and presented the previous rate study from 2008, and showing the recommended rates through 2014. Chairman Haynes stated the study was not acted, as it included getting loans to expand that would require an election. The Board discussed the need to initiate a new study. Mr. Mooney said he thought we could draw from the previous study. He said he would work with Ms. MacDonald to review the labor portion of the budget, and determine how much should be allocated to water versus sewer.  Ms. MacDonald said a preliminary review shows about a 70/30 allocation for sewer labor to water.

Group Policy Update: Mr. Mooney said he spoke with Idaho Rural Water Association and there is a nationwide group that the District might be able to work with on health insurance.

New Business:

Operator After hours, On-call Proposal: The Board heard from Mr. Mooney that he couldn’t find any other Districts with a policy.  Mr. White said his previous employer paid one hour minimum for an after hours call.  He said Mr. Bopp has been able to cover some weekends. Mr. Sleep said Mr. White should get an hour for each call out, and the Board concurred, for weekdays. He asked if Bob Hansen could be a resource and Mr. White said he contacted him. Mr. Sleep recommended that the District have Mr. Bopp help cover the weekends, and the board directed staff to create a proposal for a rate of pay for weekends.

Audit Management Representation Letter: The Board discussed the audit letter, which the Board authorized the Chairman to sign.

Cross Connection Program Discussion: Ms. MacDonald stated that DEQ contacted her about whether the District had a program in place, which is required by law. The Board directed that staff research other water system ordinances to provide language for an update that would require compliance by those with irrigation systems that could pollute the District’s water supply system.

Adjournment: A motion by Mr. Mooney and second by Mr. Sleep were made to adjourn the regular meeting of the Board of Directors at 4:11 pm. Motion carried.

Respectfully Submitted and Approved:

_______________________________

Jim Haynes

Chairman of the Board 

_______________________________

Stephanie Sherman, Julie MacDonald   

John Austin, Secretary/Treasurers