Southside Water and Sewer District
P.O. Box D, Sandpoint, Idaho 83864
REGULAR MEETING MINUTES
June 21, 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, 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. Katy Baker-Casile was also present from DEQ and Chris Horgan and Paul Klatt of JUB Engineers. Guests were Mike Erickson, Lou Goodness, Gary Wescott, Thomas Murphy, Pat Murphy and Glenn Harvey.
Approval of Minutes: The minutes for the May 17, 2017 meeting were unanimously approved as submitted following a motion from Mr. Mooney, seconded by Ms. Erickson.
Public Hearing: The Board then heard from Mr. Horgan, Mr. Klatt and Ms. Baker-Casile about the water system facility plan. The Board selected Alternative 2 as the District’s preferred alternative and opened the public comment period on the plan. Public comments will be accepted through July 7, 2017. Chairman Haynes read a comment letter from Mr. Goodness and Mr. Harvey, whose concerns include that the cost opinions were too high and that a steel tank should be considered in lieu of cast-in-place concrete. Mr. Wescott asked if there was consideration of a different location of the tank and Mr. Klatt said there was consideration and the existing site was preferred. Mr. Erickson asked if the water storage volume was considered for the future and Chairman Haynes said that yes it was at 166,000 gallons, which is larger than the one being replaced. He also said he believes the current one may be refurbished to help with fire flows. Mr. Mooney expressed concern that we are facing widely divergent costs, from JUB versus Mr. Harvey and Mr. Goodness. Mr. Klatt stated JUB has built many tanks and drilled many wells so he feels the costs are appropriate, and that it would be a worst case scenario if the costs are estimated too low and there are not enough funds to cover the project. Mr. Klatt will continue to review their cost opinions and consider other opinions. Mr. Harvey insisted that this is a $500,000 project, not $1.2 million. Chairman Haynes stated it is not the District’s plan to overspend, and that we’ll only spend the amount needed to do the project following the procedure for procurement of goods and services as defined by Idaho Code (e.g., public bidding process). Mr. Sleep said the numbers presented are only placeholders, so we have an estimate when applying for funding to complete a project. Mr. Goodness asked how the District would fund the project, stating there are multiple options, including a revenue bond, judicial confirmation or a Local Improvement District (LID.) Ms. Baker-Casile stated judicial confirmation is not a preferred method. He asked if reserves could be used to pay for the whole project and Chairman Haynes said there were not enough for the entire project. He also stated the Board hasn’t determined the funding method, although it is clear the District will need to borrow funds. Mr. Murphy then asked if this is an emergency and Chairman Haynes said that no, it is not an emergency, except that there are insufficient fire flows.
Water Reclamation Report: Chairman Haynes discussed the report for May. He noted all things looked good as of the end of May, although lagoon volume was 18.9 million gallons versus 13. mg.
Treasurer’s Report: The Board heard from Ms. Sherman for the month of May, the eighth month of the FY 2016-17 fiscal year. The Board discussed the monthly and year-to-date totals, with a comparison to the current budget. She noted the District paid the LID payment, having to transfer some funds from the reserve.
She then displayed an update of the capacities of the system and delinquent accounts. Mr. Mooney suggested the addition of a YTD average rate of loss to the Water Consumption Slide for comparison purposes. Ms. Sherman also provided a capital projects update.
Maintenance Report (attached): Mr. Bopp discussed the water line on the north side of Lakewood, 330 feet total and a cost of around $3,350 for material. He said he would await Board direction before proceeding. He stated there were three new hookups, and also that he and Mr. White read the water meters in May and that all four minor leaks from April had been repaired. He stated he was contacted by the Scalones about a water leak at 263 Buckhorn and that it needed to be repaired. He said they did the monitoring waiver for DEQ and other water tests need to be done before fall. Concerning sewer, he stated they cleaned the grease interceptor at 41 South. He stated the first cutting of hay is done and made into silage and that the land application site project is proceeding nicely. He stated that plans are to start putting rock on the road going to the southwest monitoring well on Monday. He stated that they won’t be burning any more slash piles until fall because it’s getting too dry. He then presented the fence quotes for the five- and ten-acre parcels, around $15,000 for both parcels. He stated that the fence must be in place before application to the site. He then noted that the land application site and it had been mowed by Mr. White and they will be applying 1,250,000 gallons the rest of June and about 6 million gallons in July. He noted that the lagoon water looks good with no odor. He said the level of the upper lagoon is 12.8 feet, down 1 foot from the start of the month. He stated that the weeds have been sprayed and are dying off. He said the county is repaving Bottle Bay Road and it affects 8 of our manholes. Regarding the project, the intersection at Highway 95 will be affected because of the bike path. He finally noted that the Sorenson’s want to raise both of the 2 new manholes on their property, which they will do at their expense. He stated that they cleaned the grease interceptor at 41 South at the end of the monte. Addressing of the pump stations is complete. The Board also directed staff to look into the private use of a UTV owned by Mr. White for use reading the meters.
Engineering Report (attached): Mr. Horgan reported on several issues, including the notice to proceed date is July 10, 2017 for construction of the groundwater monitoring wells at the reuse site. A pre-construction meeting will be held June 26, 2017 at JUB’s Cd’A office. Next steps for the Water System Facility Plan were reiterated. He also discussed the Lakewood-Greenwood waterline and that DEQ approved the extension of the waterline. There appears to be a dip on Greenwood from pavement settling. Lippert has been notified and are aware they need to repair this pavement patch. He also stated that there were no changes on the issues of the #10 Lift Station, the Reuse Permit and the Sewer System GIS. Mr. Klatt discussed the use of chlorine and there is no pollution coverage from ICRMP, regardless of the source, including gas or liquid chorine or even wastewater. He further stated that he understands that chemical handling would be an employee issue and coverage would likely have to would be pursued under Workers Compensation.
The Board then discussed the Paterson letter requesting to waive overage fees of $438.75 for 411,000 gallons. After discussion, the Board agreed since it was the first time they had waived a fee for this customer and the water didn’t go into the sewer system, requiring treatment.
The Board then heard from Mr. Austin on the preliminary budget for FY 2017-18, noting the water upgrade project is not included. After discussion, the Board agreed to review the personnel costs moving forward with Mr. Bopp, and will look to approve the preliminary budget in July and set the public hearing for August 16, 2017 at 2 pm.
Adjournment: A motion by Mr. Mooney and second by Mr. Sleep made to adjourn the regular meeting of the Board of Directors at 4:08 pm. Motion carried.
Respectfully Submitted and Approved: