Southside Water and Sewer District
P.O. Box D, Sandpoint, Idaho 83864
WORKSHOP AND REGULAR MEETING MINUTES
July 19, 2017
Call to Order and roll call: Chairman Jim Haynes opened the workshop at 1:00 pm and a roll call confirmed that Brent Sleep, Bill Jones, Mike Mooney and Dianna Erickson were also present.
Others Present: Operators Doug Bopp and Brad White and Treasurers Stephanie Sherman, Julia MacDonald and John Austin and Chris Horgan and Paul Klatt of JUB Engineers. Guest was Glenn Harvey.
Workshop: Chairman Haynes opened the workshop on the facility plan at 1:05 pm. Discussion ensued about the plan, including issues brought up during the last meeting and via emails since then from Mr. Harvey and Lou Goodness. Mr. Horgan responded to those issues (attached.) Concerning Issue #2 discussion ensued about the difference from using federal funds for financing and the increased cost of construction. Mr. Austin noted USDA Rural Development is currently at 2.87% for up to 40 years, versus going to the bond market, 4-5% for 30 years. Concerning Issue #3 the Board discussed the structural component of the tank, and Mr. Klatt discussed the pros and cons of each component. Mr. Horgan then discussed the Issue about the 20% contingency and the reasons for it. He also referenced the standards of construction required by the Idaho Department of Environmental Quality.
Mr. Horgan then discussed issues from Mr. Harvey, specifically on Issue #1 for the deep well and pump. Mr. Harvey stated he received a quote on the cost of a 100-feet deep well with pump, which was $24,150, much below the estimates in the water facility plan. He also noted that with the water available in the aquifer why wouldn’t the district drill four wells and use the aquifer for the storage and not have the new reservoir. Mr. Horgan then did a cost comparison of JUB’s schedule versus those of Mr. Harvey and Mr. Goodness. The difference was mostly from the engineering and construction management, plus the 20% contingency and prevailing wage rate as a federally-funded project.
Chairman Haynes adjourned the workshop and convened the regular meeting at 2:00 pm.
Old Business: The Board then discussed the issues from the workshop, including is the Board obligated to undertake Alternative #2 ($1.293 million) or can revisions be made later? Mr. Sleep stated he was interested in the additional wells and no storage tank. Mr. Horgan said the Alternatives in the Facility Plan identify the District’s priorities for improvements to their water system. The specific method for implementing the improvements and addressing the priorities can undergo further review and discussion moving forward. After discussion and consideration of public input, Mr. Mooney made a motion, seconded by Mr. Jones, to accept Alternative #2 as the final alternative. The Board unanimously selected Alternative 2 – General Improvements and Improved Operations as the District’s final alternative for the Water Facility Plan.
Approval of Minutes: The minutes for the June 21, 2017 meeting were unanimously approved as submitted following a motion from Mr. Mooney, seconded by Ms. Erickson.
Water Reclamation Report: Chairman Haynes discussed the report for June. He noted all things looked good as of the end of the month and he will send the report after the meeting.
Treasurer’s Report: The Board heard from Ms. Sherman for the month of June, the ninth month of the FY 2016-17 fiscal year, including $38,000 in hookup fees, which brought us to a positive financial position for the fiscal year. Mr. Klatt noted the recent Hayden decision by the Idaho Supreme Court allows hookup fees to be used for expansion. Mr. Austin noted that decision expanded on the Hailey decision from the 1990s, so hookup fees could be used but should not be the basis for establishing the hookup fee. The Board discussed 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. Ms. Sherman also provided a capital projects update.
Maintenance Report (attached): Mr. Bopp discussed the water issues, including the Kee’s water connection on their new home will be near the fire hydrant, and that he received a bad water sample on July 10th at site #4. He also said he would be installing 5-6 new registers on meters when they are read at the end of the month. Regarding sewer, he noted the project on the new property at the land site is progressing, including the fencing in a week or so and that the well drillers are there at this time. He also stated the manhole project on Bottle Bay Road is done and that they had raised the manhole at Sorensons. The Board then discussed the Evenson A.D.U. on Birch Banks. He said he also met with 3 Amigos on the boring and tapping the sewer liner for Patersons and that J.A. Sewell were the engineers. He then concluded by reporting on the Farmin lot and a complaint to Panhandle Health District. He stated that the PHD had contacted the office in regards to our sewer capacity and a possible compliance issue. PHD was informed that we currently have capacity. Doug stated that he spoke with Eric Ketner at PHD and the issue is a Porta Potty that needs to be serviced. PHD says the owner needs to remove the Porta Potty or prove maintenance, or hook up to the District.
Engineering Report (attached): Mr. Horgan reported on several issues (attached), including an update on monitoring wells. Rock was encountered at the proposed location for the new downgradient well at the northeast corner of the reuse site, so the contractor was currently working on a new downgradient well farther to the south along the east property line of the reuse site. Water was discovered here at a greater depth than expected. He also discussed the water facilities plan, as noted during the workshop earlier. He also discussed the Lakewood-Greenwood waterline. He noted there was little activity on the #10 lift station, reuse permit or the sewer system GIS.
Agenda Items (Old Business):
Review of Plans for Payroll Budget FY 2017-18: Ms. Sherman stated that the district is already at our budget level for payroll, as the current budget anticipated one operator or one contract operator. Mr. Sleep noted he had discussed this with Mr. Bopp and Mr. Sleep and that the District will need to budget more than just for one operator. Mr. Bopp has offered to work as a contractor the two days a week that Mr. White is off. That cost would be about $37,000, including another day a week in the office assisting staff. After discussion, the Board authorized the budget increase of $37,000 for Mr. Bopp.
Preliminary Budget: The Board then heard from Mr. Austin on the preliminary budget for FY 2017-18 (attached.) After discussion, the Board agreed to adjust the personnel costs line item moving forward with Mr. Bopp and set the public hearing for August 16, 2017 at 2 pm, following a motion by Mr. Sleep and second by Mr. Mooney.
Due Dates for New Hookup Charges: The Board discussed the timeline for receiving hookup fees. After discussion, the Board directed staff to amend our policy that the hookup fee and administration fee is due when the request for service is submitted.
Transfer Fees: The Board discussed transfer fees for accounts to cover administration costs. After discussion, the Board opted not to charge fees for transfer of accounts.
Certification of Delinquent Accounts: Mr. Mooney made a motion, seconded by Mr. Jones, to certify the delinquent accounts to the County Treasurer.
Personal Vehicle Use: The Board discussed the use of his ATV by Mr. White for meter reading purposes. After discussion, the Board tabled the matter until a later date.
Adjournment: A motion by Mr. Mooney and second by Mr. Sleep made to adjourn the regular meeting of the Board of Directors at 4:35 pm. Motion carried.
Respectfully Submitted and Approved:
Chairman of the Board
Stephanie Sherman, Julie MacDonald
John Austin, Secretary/Treasurers