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June 27, 2018

May 16, 2018

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January 17, 2018

Southside Water and Sewer District

P.O. Box D, Sandpoint, Idaho 83864

REGULAR MEETING MINUTES

June 27, 2018

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

Others Present: Operators Brad White and Doug Bopp and Treasurers Julia MacDonald, Stephanie Mueller-Sherman and John Austin, and Engineer Chris Horgan. Guests were Dave Harman and Teague Mullen.

Approval of Minutes: The minutes as amended for the May 16, 2018 meeting were unanimously approved following a motion from Mr. Mooney, and seconded by Mr. Sleep, with a change to the lift station protocol. 

Public Comments: Mr. Harman asked about expanding service on Waterview Lane, for a 250 sf bunkhouse, with nothing but a bathroom. The Board stated there were no objections to the project.

Next, Mr. Mullen discussed an issue about construction of a shop and house on his property on Birch Haven Drive. He said he thought he had originally purchased a sewer hookup for a single family dwelling so he didn’t understand being contacted by the District about having to pay an extra one-half ADU hookup for his shop (including over 600 sf with kitchen and living facilities, in which he and his family are living while the house is under construction). He said he was told at the time of the first permit for the shop (2015) that only one hook-up was required and that the two units will eventually be connected by a breezeway. The shop and house have separate permits. After discussion, and review of the two permits, the Board determined there is a need to review their policy on the issue and deferred action until the next meeting.

Reports:

Water Reclamation Report: Chairman Haynes discussed issues related to the report.

Treasurer’s Report: The Board heard from Ms. Sherman for the month of May, the eighth month of the FY 2017-18 fiscal year. She presented the monthly and year-to-date totals, with a comparison to the current budget in a new format as recommended by Mr. Mooney. The one-sheet format also includes operating results by class, balance sheet items, accounts receivable aging, an update of capital spending and capacities of the system. A discussion ensued about the booking of depreciation monthly, which the Board directed to do. Discussion about the expansion fund determined that the funds are not restricted except for the annual loan servicing portion and can be used for capital replacement. Staff was directed to relabel the fund as Capital Replacement and the board authorized monies to be transferred to the asset replacement fund.

Maintenance Report: Mr. White discussed activities during the month, including maintenance issues during the month. He informed the board that the farmer has taken the first cutting of hay and also performed additional services of moving pipes which the board authorized payment. He discussed purchasing lightly used 3” irrigation pipe at a discount and that the supplier would take a down payment to hold for next fiscal year payment. The board instructed Mr. White to firm up the amount of pipe that will be needed.

Engineering Report: Mr. Horgan discussed the attached, including a recommendation (re: Reuse Site Monitoring Wells) that Mr. White perform a warranty walk through to determine if there are items that need to be addressed by the contractor. There was a discussion about the need for J-U-B inspection of potential work at Ms. Dorame’s property. The Board decided that no action was needed by J-U-B at this time

Old Business:

ADU Ordinance Rework and Update: Chairman Haynes stated the attorney finally responded and the discussion was on the ADU and Guest House definitions in the Ordinance. Mr. Sleep will follow up with a comparison to the county ordinances.

Rate Study Update: Mr. Mooney stated there was nothing new to report.

ERU Inquiry Update: Ms. MacDonald updated the board on their request to review the uses at 41 South and she will report more at the August meeting. She is following up on the campground uses as well.

Cross Connection Control Program: Mr. Larson gave an update, including asking the board for direction, suggesting that the District send a letter to all users (which he has prepared) and that we should submit a list of certified inspectors. 

New Business:

Open Meeting Law Changes: Ms. MacDonald and Mr. Austin discussed the changes, including listing action items on the agenda and needing to post it five days in advance.  Mr. Austin stated he would provide a summary via email to the Board.

37 Birch Haven Hookup: Addressed during public comment (Mr. Mullen).

RV Hookups: The Board discussed Board policy on recognizing RVs as a single family residence (attached), if certain circumstances exist.  This was in response to an RV hooked up to the system, to which the Board directed staff to respond.

Finish Pond:  Mr. White stated the rip rap project (removing weeds) is proceeding, and the cost could be $20,000.  He was directed to place the cost in the budget.

Adjournment: A motion by Mr. Mooney and second by Mr. Larson was made to adjourn the regular meeting of the Board of Directors at 4:44 pm. Motion carried unanimously.

Respectfully Submitted and Approved:

____________________________________

Stephanie Sherman, Julie MacDonald   

John Austin, Secretary/Treasurers

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Jim Haynes

Chairman of the Board