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October 18, 2017

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Southside Water and Sewer District

P.O. Box D, Sandpoint, Idaho 83864

REGULAR MEETING MINUTES

October 18, 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, Mike Mooney and Dianna Erickson were also present. 

Others Present: Operators Doug Bopp and Brad White, Treasurers Julia MacDonald and John Austin, Paul Klatt of JUB Engineers.  Guest was Gerry Warber.  

Approval of Minutes: The minutes for the September 20, 2017 meeting were unanimously approved as submitted following a motion from Ms. Erickson, seconded by Mr. Sleep. 

Public Comments: Mr. Warber discussed the survey he commissioned regarding missing property pins on his Brisboy Road property, and a credit on his debt to the District. After discussion, the Board approved the credit on his account. Mr Warber agreed to provide a map depicting the corners from Sewell Engineering.

Reports:

Water Reclamation Report: Chairman Haynes discussed the report for September (attached), and also noted he adjusted the new application maximums. Paul Klatt discussed options for where to gather the precipitation data to obtain the best average for our re-use site. Mr Klatt, the board and the Operators discussed consideration of a weather station at the lagoon site to ensure reliable data for the applications.

Treasurer’s Report: The Board heard from Ms. MacDonald for the month of September, the twelfth 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 then presented an update on the Capital Projects followed by an update of the capacities of the system and delinquent accounts. 

Maintenance Report: Mr. White discussed issues during the month, including flushing dead ends, installing phone lines for dialers, creating a sequencing and location system for doing meter readings, and clearing of weeds on the Lakeside facility.  He also worked with Frontier on dialer controls. He and Mr Bopp discussed the results of the attempt to find the water line that might provide future connect to Olson Rd. Board discussion ended with continuing the quest to find the line using alternative methods. Mr Bopp discussed a possible water flow issue between the meter and the house at the end of Hawkins road. He also discussed the new type of pump that they recently installed at the Haynes lift station.

Engineering Report: (attached),  Mr. Klatt reported they are working with H2O on modifications to the monitoring wells Contract Time and Price, prior to final project paperwork. H2O did not complete water quality sampling because the district will be doing the same sampling. H2O will provide a credit to the district for the cost of the testing. Mr. Klatt indicated that H2O has agreed to an extended 5 year warranty for the east well due to formation collapse around the 2 inch casing during installation. Mr. Klatt provided an update on the Water Facility Plan which will be finalized this month pending the shallow well drawdown/pump test. He then commented on the reuse permit requirements that are due by January 1st of 2018.  The board instructed the district staff to work with JUB to complete the QAPP and the PO.

New Business:

Board member resignation: The Board accepted the resignation of Board Vice President Emmett Bill Jones, and discussed the process to replace him.  One name mentioned was Don Hutton.  The Board also agreed to check with Mr. Jones about his availability for a retirement sendoff.

Assign New Member on Bank Accounts: With Mr. Jones resignation, Ms. Erickson agreed to be the third signer on the District bank account.  Mr. Sleep then nominated Ms. Erickson for Vice Chair of the Board.  The nomination was seconded by Mr. Mooney and it was unanimously approved.

Evenson ADU vs Guest House: The Board discussed the issue of the ‘routinely occupied’ requirement of the ADU.  Chairman Haynes noted the City of Dover bases dwellings on line size, rather than ADUs.  The Board directed that the ordinance be updated, and for Chairman Haynes to consult with legal counsel on updating the ordinance.

Cell Phone Policy: The attached policy was approved by the Board, who also directed reimbursement to Mr. White, for use of his personal cell phone, of $40 per month for 2.5 months ($100) until January 1, 2018.

ICRMP Terrorism Waiver:  Ms. MacDonald stated the district waived the terrorism coverage last year, which the Board approved to do again for the 2017-2018 policy period.

ICRMP Policy Updates:  Ms. MacDonald stated that there may need to be updates to the policy. Chairman Haynes directed Ms. MacDonald to work on a list of potential updates and to contact the agent for valuation methodology and to keep the engineer in the loop.

Executive Session:  Next, Chairman Haynes stated there was no need for the session, under Idaho Code 74-206 (b) to evaluate the performance of personnel.

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

Respectfully Submitted and Approved: 

______________________________

Jim Haynes     Chairman of the Board 

______________________________                                                

Stephanie Sherman, Julie MacDonald                                                        

John Austin, Secretary/Treasurers