September 19, 2018

August 15, 2018

July 18, 2018

June 27, 2018

May 16, 2018

April 18, 2018

March 21,2018

February 21,2018

January 17, 2018

December 20, 2017

Southside Water and Sewer District
P.O. Box D, Sandpoint, Idaho 83864
REGULAR MEETING MINUTES
September 19, 2018

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

Others Present: Operator Brad White and Treasurers Stephanie Mueller-Sherman and John Austin. Guests were Michael Reina, Glenn Harvey, Bruce Lines, Bill Bennett and Doug Bopp.

Approval of Minutes: The minutes for the August 15, 2018 meeting were unanimously approved as submitted following a motion from Mr. Mooney, and seconded by Mr. Sleep.

Public Comments: Mr. Reina discussed an RV hookup at Birch Banks and questioned why he cannot hook up to the system (believing his use should be grandfathered in). He stated he has only moved his RV to another pad and upgraded his 50-amp service, while extending his sewer line to that site. Chairman Haynes stated he could hook up if he chooses to pay for a hook up, as the Board is challenged with the issue of RVs accessing the sewer system.  His position was that if the hookup was from before the hookup fee policy, he should be grandfathered in as to the hookup fee. As an additional dwelling unit, however, he would need to pay an additional monthly fee for the RV.

Next, Mr. Harvey was heard from in the place of Leslie Wood, on the sewer pipe placement, which would need to be moved so a structure can be built.  After discussion, the Board opted to conduct further research on the issue. 

Next, Mr. Bennett discussed the issue of Mr. White removing trees from a relative’s property and proposed a cost to replace them, plus the clean up of the mess.  He said it is not unusual to ask triple damages, but in this case his relatives are only seeking $2,000.  Chairman Haynes stated the Board could take no action at this meeting since it was not on the agenda.  Mr. White asked if the trees were scaled and Mr. Bennett said yes they were, from a forester, and the ponderosa pine and grand fir were valued at just under $1,500.  Chairman Haynes stated the Board would need a report from the forester in order to process the claim and directed staff to include the issue in the Agenda for next month.

Reports:

Water Reclamation Report: Chairman Haynes presented the report and there was no discussion on it.

Treasurer’s Report: The Board heard from Ms. Mueller-Sherman for the month of August, the eleventh month of the FY 2017-18 fiscal year. She presented the monthly and year-to-date totals, with a comparison to the current budget.  She noted several hookup fees.  Mr. Mooney stated he would visit with Ms. Mueller-Sherman on the line item change regarding services performed outside of accounting services at the office to provide a review. 

Maintenance Report: Mr. White discussed activities during the month, including maintenance issues he had worked on. He also addressed the issue discussed earlier concerning the removal of trees from a neighboring property, and a verbal altercation with Mr. Bopp as a result. 

Engineering Report: With the engineers absent, Chairman Haynes presented the Board with the attached, including the 2017 Reuse Site Annual Report, #10 lift station and the sewer system GIS.  The report stated a new contract for General Engineering support would be available at the October meeting.

Old Business:

ADU Ordinance Rework and Update: Mr. Sleep said he preferred staying with the existing standards on how the District recognizes ADUs with the removal of “routinely occupied” due to its ambiguous nature. The Board authorized removing the “routinely occupied’ language and have staff bring the ordinance back to the Board.

Cross Connection Control Program: Mr. Larson gave an update, and said he provided a draft ordinance to the Board earlier in the day and would like to take action next month.

New Business:

Set Date for Budget Amendment Hearing: Ms. Mueller-Sherman discussed the need to amend the FY 2017-18 budget, due to overages from what was anticipated when the budget was adopted last year.  After discussion, the Board set a public hearing on the amended budget for October 17, 2018 at 2 pm, following a motion by Mr. Mooney and second by Mr. Sleep.

FY 2017-18 Audit Engagement Letter: the Board approved the audit engagement, including increasing the fee from $5,975 to $6,150.

ICRMP: The Board discussed the insurance policy, opting to again waive the terrorism coverage.

Springy Point Contract: The Board reviewed the issue with the US Army Corps of Engineers (attached). Mr. Sleep said based on the number of visitors and campers that the District should aggressively consider changes to the contract when it next comes due, in 2023.

Overage Waiver Request: A customer has requested relief on a large water leak. After discussion, the Board approved the waiver of the overage fee due to its nonrecurring nature and that the leak did not have to be treated by the plant.

Advisory Committee and Long Range Plan: the Board then discussed a request by Mr. Bopp and Mr. Bennett (previous operators with 44 years’ experience) and Mr. Lines as a resident, for the District to acknowledge a committee as noted.  Mr. Bopp stated the committee would create a plan for where the District should proceed long range.  He stated he believes much of their institutional experience should be written down, and be used as a basis for the long range plan. Mr. Mooney stated he would attend the meetings held by Mr. Bopp. Mr. Sleep stated it was the Board’s responsibility to do long-range planning and that he didn’t feel the District needed a standing committee for that purpose but members of the public are always welcome to ask questions and share knowledge. The Board directed that Mr. Bopp be added to the Agenda under Members of the Public should he wish to address the Board.

Patricia Sterling Easement: the Board considered the attached, with Mr. Sleep stating it would be prudent to get any grievances in writing from Ms. Sterling (pertaining to the Harford lift station). The Board has confirmed their position that the existing easements allow them to service and maintain the lift station when needed.

Fats, Oils and Grease Ordinance: Mr. White noted Ms. MacDonald is working on the ordinance and will bring it forward at the next meeting.

Executive Session 74-206 (b): The Board then entered at 3:22 pm, following a roll call vote with all members unanimously voting to do so.

The Board exited from Executive Session at 3:53 pm and then took the following action: the Board authorized Mr. White to engage a new back up operator, as needed, and to have all locks in the District changed.

Adjournment: A motion by Ms. Erickson and second by Mr. Mooney was made to adjourn the regular meeting of the Board of Directors at 4:01 pm. Motion carried unanimously.

Respectfully Submitted and Approved:

__________________________

Jim Haynes                   

Chairman of the Board

_______________________________                        

Stephanie Mueller-Sherman, John Austin                                                           

Secretary/Treasurers