February 21,2018

January 17, 2018

November 15, 2017

December 20, 2017

September 20, 2017

October 18, 2017

August 16, 2017

July 19, 2017

May 17,2017

June 21, 2017

Southside Water and Sewer District

P.O. Box D, Sandpoint, Idaho 83864

REGULAR MEETING MINUTES

May 17, 2017

 

Call to Order and roll call: The meeting was opened at 2:00 pm and a roll call confirmed that Jim Haynes, Brent Sleep, Bill Jones, Mike Mooney and Dianna Erickson were present.

 

Others Present: Operators Doug Bopp and Brad White and Treasurers Stephanie Sherman, Julia MacDonald and John Austin.  Chris Horgan of JUB Engineers was also present. Guests were Glenn Harvey and Lou Goodness.

 

Amended Agenda: The re-appointment of board members was moved up to accommodate a quorum.  After discussion, the Board re-appointed Jim Haynes and Bill Jones to the Board, and as Chairman and Vice-Chairman, respectively, following a motion by Mr. Sleep and second by Ms. Erickson.

 

Approval of Minutes: The minutes for the April 12, 2017 and May 8, 2017 meeting were unanimously approved as submitted following a motion from Ms. Erickson, seconded by Mr. Sleep.

 

Reports:

 

Water Reclamation Report: Chairman Haynes discussed the report for April. He noted all things looked good as of the end of April, although nothing was applied in April due to the heavy rain.  He noted we don’t normally apply when it is raining, unless the lagoons are ready to overflow.  He noted the lagoons were the highest he has seen since 2005, and Mr. Bopp concurred.

 

Treasurer’s Report: The Board heard from Ms. Sherman for the month of April, the seventh 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 maintenance and repair was unusually high, over $25,000, resulting in a net loss for the month. She then displayed an update of the capacities of the system and delinquent accounts.

 

Maintenance Report: Mr. Bopp reported he and Mr. White had read the water meters in April and discovered four minor leaks.  He stated they changed out 21 registers and replaced three meters. Still need to replace one meter and one more register. Mr. Bopp brought forth a suggestion on the Kee property construction. In previous years the District opted to not complete the remaining 330 foot line on Lakewood due to cost constraints. Since the Kee’s have already dug a trench, Mr. Bopp suggested the District take advantage of this, in order to reduce costs, and lay an additional 100 foot of line. This would leave only 230 more feet for the District to lay to complete the loop. The Board directed JUB to review cost estimates before a decision can be made.

Concerning sewer, he stated they did the monitoring of wells at the land application site on April 19th.  He said they worked with the surveyors at the site for property lines and access to monitoring wells. After discussion, the Board authorized the work Mr. Bopp and Mr. Horgan displayed on the map, with three different vendors, none of which will be in excess of $25,000, following a motion by Mr. Sleep and second by Mr. Mooney. He noted the land application would begin May 18th, as it is going to be drier.  He and Brad went to a class on confined spaces and that he had discussed the gas chlorine issue with ICRMP’s Jim McNall, who said as long as there’s no negligence or major pollution the District is not at risk. He then discussed the power at Sunset Bay was changed over and discussed the work still remaining. He then noted Ms. MacDonald is working on addresses for the pump stations.

 

Engineering Report (please see attached): Mr. Horgan reported on several issues, including water rights, monitoring wells and the water facility plan. Concerning the latter, he recommended the District schedule their public meeting for the June regular meeting. He also discussed #10 Lift Station, the Lakewood-Greenwood water line and the Reuse Permit. 

 

Agenda Items:

 

The Board then discussed the facility plan workshop.  Chairman Haynes stated once the Board has identified the direction to follow on the plan (final alternative in water facility study) would be to schedule the hearing for the June meeting.

 

The issues of the terms of employee health insurance reimbursement were then discussed. Ms. Sherman stated the district has covered 80% of the costs of Mr. White’s current insurance.  Mr. Sleep noted the district will cover 80% of his current insurance, while we establish a policy dictating the coverage of insurance. Mr. Mooney noted he is looking at other plans but in the meantime the district will pay 100% of his current insurance.

 

Old Business:

 

The Board then reviewed the personnel policy for vacation and sick leave carry forward.  Mr. Mooney recommended the approval of the policy, following a motion by Mr. Jones and second by Mr. Sleep. The motion passed unanimously.

 

Chairman Haynes then discussed a water line issue near the district boundary on Brisboy. After discussion the Board referred the matter to Mr. Bopp to relay the Board’s direction to the owners.

 

The Board then heard from Mr. Harvey about the pricing of the well and pumps in the facility plan, because he will likely be covering about 10% of the costs.  Mr. Horgan stated it was based on vendor costs, which Mr. Harvey disputed. He also questioned why two motors are included at $30,000, when one pump can be purchased over the counter for $5,000.  Mr. Horgan stated the costs are from experience, and that the first pump is to test the well and the second is to run the well.  Mr. Harvey also recommended using steel instead of concrete for the water tank, because of costs of about $1/gallon, and no engineering required. So he recommended changing the plan to steel, with a liner, from concrete.  He also asked about the 2011 rate increase to pay for a $200,000 well and water tank: where that money went, and why now it’s $800,000.  Mr. Sleep stated the district is still considering all aspects of the plan and thanked Mr. Harvey for his input.

 

Adjournment: A motion by Mr. Mooney and second by Mr. Sleep made to adjourn the regular meeting of the Board of Directors at 4:14 pm. Motion carried.

 

Respectfully Submitted and Approved:

 

 

_______________________________                       __________________________

Stephanie Sherman, Julie MacDonald                        Jim Haynes                                     

John Austin, Secretary/Treasurers         

Southside Water and Sewer District

P.O. Box D, Sandpoint, Idaho 83864

REGULAR MEETING MINUTES

May 17, 2017

 

Call to Order and roll call: The meeting was opened at 2:00 pm and a roll call confirmed that Jim Haynes, Brent Sleep, Bill Jones, Mike Mooney and Dianna Erickson were present.

 

Others Present: Operators Doug Bopp and Brad White and Treasurers Stephanie Sherman, Julia MacDonald and John Austin.  Chris Horgan of JUB Engineers was also present. Guests were Glenn Harvey and Lou Goodness.

 

Amended Agenda: The re-appointment of board members was moved up to accommodate a quorum.  After discussion, the Board re-appointed Jim Haynes and Bill Jones to the Board, and as Chairman and Vice-Chairman, respectively, following a motion by Mr. Sleep and second by Ms. Erickson.

 

Approval of Minutes: The minutes for the April 12, 2017 and May 8, 2017 meeting were unanimously approved as submitted following a motion from Ms. Erickson, seconded by Mr. Sleep.

 

Reports:

 

Water Reclamation Report: Chairman Haynes discussed the report for April. He noted all things looked good as of the end of April, although nothing was applied in April due to the heavy rain.  He noted we don’t normally apply when it is raining, unless the lagoons are ready to overflow.  He noted the lagoons were the highest he has seen since 2005, and Mr. Bopp concurred.

 

Treasurer’s Report: The Board heard from Ms. Sherman for the month of April, the seventh 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 maintenance and repair was unusually high, over $25,000, resulting in a net loss for the month. She then displayed an update of the capacities of the system and delinquent accounts.

 

Maintenance Report: Mr. Bopp reported he and Mr. White had read the water meters in April and discovered four minor leaks.  He stated they changed out 21 registers and replaced three meters. Still need to replace one meter and one more register. Mr. Bopp brought forth a suggestion on the Kee property construction. In previous years the District opted to not complete the remaining 330 foot line on Lakewood due to cost constraints. Since the Kee’s have already dug a trench, Mr. Bopp suggested the District take advantage of this, in order to reduce costs, and lay an additional 100 foot of line. This would leave only 230 more feet for the District to lay to complete the loop. The Board directed JUB to review cost estimates before a decision can be made.

Concerning sewer, he stated they did the monitoring of wells at the land application site on April 19th.  He said they worked with the surveyors at the site for property lines and access to monitoring wells. After discussion, the Board authorized the work Mr. Bopp and Mr. Horgan displayed on the map, with three different vendors, none of which will be in excess of $25,000, following a motion by Mr. Sleep and second by Mr. Mooney. He noted the land application would begin May 18th, as it is going to be drier.  He and Brad went to a class on confined spaces and that he had discussed the gas chlorine issue with ICRMP’s Jim McNall, who said as long as there’s no negligence or major pollution the District is not at risk. He then discussed the power at Sunset Bay was changed over and discussed the work still remaining. He then noted Ms. MacDonald is working on addresses for the pump stations.

 

Engineering Report (please see attached): Mr. Horgan reported on several issues, including water rights, monitoring wells and the water facility plan. Concerning the latter, he recommended the District schedule their public meeting for the June regular meeting. He also discussed #10 Lift Station, the Lakewood-Greenwood water line and the Reuse Permit. 

 

Agenda Items:

 

The Board then discussed the facility plan workshop.  Chairman Haynes stated once the Board has identified the direction to follow on the plan (final alternative in water facility study) would be to schedule the hearing for the June meeting.

 

The issues of the terms of employee health insurance reimbursement were then discussed. Ms. Sherman stated the district has covered 80% of the costs of Mr. White’s current insurance.  Mr. Sleep noted the district will cover 80% of his current insurance, while we establish a policy dictating the coverage of insurance. Mr. Mooney noted he is looking at other plans but in the meantime the district will pay 100% of his current insurance.

 

Old Business:

 

The Board then reviewed the personnel policy for vacation and sick leave carry forward.  Mr. Mooney recommended the approval of the policy, following a motion by Mr. Jones and second by Mr. Sleep. The motion passed unanimously.

 

Chairman Haynes then discussed a water line issue near the district boundary on Brisboy. After discussion the Board referred the matter to Mr. Bopp to relay the Board’s direction to the owners.

 

The Board then heard from Mr. Harvey about the pricing of the well and pumps in the facility plan, because he will likely be covering about 10% of the costs.  Mr. Horgan stated it was based on vendor costs, which Mr. Harvey disputed. He also questioned why two motors are included at $30,000, when one pump can be purchased over the counter for $5,000.  Mr. Horgan stated the costs are from experience, and that the first pump is to test the well and the second is to run the well.  Mr. Harvey also recommended using steel instead of concrete for the water tank, because of costs of about $1/gallon, and no engineering required. So he recommended changing the plan to steel, with a liner, from concrete.  He also asked about the 2011 rate increase to pay for a $200,000 well and water tank: where that money went, and why now it’s $800,000.  Mr. Sleep stated the district is still considering all aspects of the plan and thanked Mr. Harvey for his input.

 

Adjournment: A motion by Mr. Mooney and second by Mr. Sleep made to adjourn the regular meeting of the Board of Directors at 4:14 pm. Motion carried.

 

Respectfully Submitted and Approved:

 

 

_______________________________                      

Stephanie Sherman, Julie MacDonald                                                       

John Austin, Secretary/Treasurers                             

  __________________________       

 Jim Haynes      

Chairman of the Board