Southside Water and Sewer District
P.O. Box D, Sandpoint, Idaho 83864
REGULAR MEETING MINUTES
September 20, 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, Treasurers Julia MacDonald and John Austin, and Paul Klatt of JUB Engineers.
Approval of Minutes: The minutes for the August 16, 2017 meeting were unanimously approved as submitted following a motion from Ms. Erickson, seconded by Mr. Sleep.
Water Reclamation Report: Chairman Haynes discussed the report for August. He noted all things looked good, and remarked the precipitation was only 0.20” for the month. He also noted he would adjust the new application maximums.
Treasurer’s Report: The Board heard from Ms. MacDonald for the month of August, the eleventh 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 displayed an update of the capacities of the system and delinquent accounts. One pending connection is at 100% and will be brought on to the monthly billing for the October 1st billing.
Maintenance Report: Mr. White discussed issues involving the crop harvest in the land application site, noting the crop has gone from alfalfa to grass. The harvester desires to turn the fields over after the land application is complete this fall. He also stated he is preparing meters for the off season. He is working with Julie on updating the routing sequence for ease of meter reading and adding location notes on the meter list so it’s easier to locate the meters in any season. He also replaced some meters and dealt with some other maintenance issues. The Fencing is finished on the 10 Acre parcel and started on the 5 Acre parcel. Work was also done on the dialer project. Mr. Bopp then discussed projects he and Mr.White will be working on this fall (attached.) He also discussed retiring as an employee and being a part time contractor, starting at the end of December. Mr.Sleep noted the District will need a contract and it will be discussed in Executive Session.
Engineering Report (attached): Mr. Klatt reported on several issues (attached), including the GIS web-based mapping for water and sewer infrastructure, which still needs to be completed. He also said several of the Reuse permit Compliance Activities need to be addressed by January 1. Regarding the water facility plan, DEQ has received the results of the public comment period and issued a Categorical Exclusion for the projects in Alternative #2. Mr. Klatt requested the operators perform testing by running both of the shallow well pumps for up to 24 hrs. to assess the drawdown before stabilization.
Pubic hearing on the FY 2016-17 Amended Budget: Chairman Haynes opened the public hearing on the amended budget. Mr. Austin discussed the two line items that were over budget, including personnel and repairs and maintenance. With no comments to come before the Board, the Board unanimously approved the FY 2016-17 amended budget (attached) following a motion by Mr. Mooney and second by Ms. Erickson.
Bid results on the #10 Lift Station: Mr. Klatt provided the results of the bid requests for the #10 lift station replacement, of which the lowest bid came in substantially over the Engineer’s estimate. He said all bids likely need to be rejected because they exceeded the State statute for direct bid solicitation of $200,000. With this result, Chairman Haynes inquired about the need to replace the lift station, to which Mr. Klatt stated that it does need to be replaced based on the continuing reports that high flows (typically during Lost in the 50’s and peak summer weekends) require both pumps running to keep up with flow which is not the way it is intended to operate plus the overall outdated condition of several components of the lift station. Mr. Sleep said the project may need to be broken up into pieces, including replacing the panel. After discussion, the Board put the next move on the lift station back to JUB. The Board rejected the bids following a motion by Mr. Sleep and second by Mr. Jones. Motion passed unanimously.
Service Request for Lot #6, Sunset Bay: After discussion, the Board approved the request (they are within the District) and Chairman Haynes signed the will serve letter.
Kee Request for Variance: After discussion, the Board directed staff to send a letter of approval for the variance.
Operator Cell Phone Approval: The Board tabled this item to the Executive Session.
Office Relocation: Ms. MacDonald discussed losing the lease on the current office and the options involved. She recommended the Ravenwood Building at $300/month. After discussion, the Board directed staff to work with Ms. Erickson on the matter. The Board will be notified via email and confirmation can occur then.
Adjournment: A motion by Mr. Mooney and second by Mr. Sleep made to adjourn the regular meeting of the Board of Directors at 3:37 pm. Motion carried.
Next, Mr. Mooney made a motion, seconded by Mr. Jones, to enter into an Executive Session at 3:37 pm by Idaho Code 74-206 (b) to evaluate the performance of personnel. Roll call affirmed the motion passed unanimously.
Respectfully Submitted and Approved:
Chairman of the Board
Stephanie Sherman, Julie MacDonald
John Austin, Secretary/Treasurers