Water Reclamation Report: Jim Haynes reviewed the land application report.
Treasurer’s Report: The treasurer’s report was reviewed with the first agenda item.
Maintenance Report:
Lift station survey. Doug to ask Bob Kennedy to conduct the same lift station survey he performed in Jan 2010. Before he performs the survey the Board needs a quote.
Cleaning pump stations Nick and Dan Burgdorph are in the process of cleaning the E1 lift stations. 4 will be completed today. The rental of a water truck and pumping by Ace Septic Company is necessary.
Plow and truck. Two new batteries are needed as the plow pulls a lot of battery power. A repair on the driver side door lock is neeeded.
Lagoon levels The lagoon level is about the same as last year and the pond by the maintenance building is now full.
Wipes There are fewer diaper/cleaning wipes clogging the pumps since a reminder was sent to all patrons. Highest concentration is usually at Birch Banks & Birch Haven.
Wastewater Chlorinator Sulfur in the water chlorinator. Doug is not sure if the chlorine is as strong as it should be or the chlorine filters are creating the problem. Doug will call OXARC and check on the chlorine strength and the shelf -life. The Board asked him to also check other suppliers.
New air pack The new (replacement) Scott air pack from OXARC arrived. This replaced the one stolen in July 2010.
Trees at well site Some trees at the well site were blown down in the recent storm. Doug will take care of removal in the spring.
Land application soil sample report Paul Klatt reported the soil samples look good. The report showed high ammonia levels that should help with the crop next year. October was the final land sprinkling application this year, October also showed heavy rain precipitation. The Board discussed reinstalling the District’s weather station as the precipitation reports are from the airport or Sagle.
Intergrated Financial Plan
Chuck presented an overview of the District’s financial picture and a proposal to establish and maintain a 3 year Integrated Financial Plan. The Board will review a monthly management package of financial data. The board accepted the proposal and the ‘next steps’. Four separate, but inter-related components were discussed. Each component of the framework has its’ own Budget and Cash flow; Customers; Timetables, Rules and Issues.
The LID fund. The District is currently not collecting enough annual payments from the patrons to pay the annual USDA loan payment. This is due to delinquent accounts, not enough interest being collected and patrons paying off their commitment early. The District has enough savings to last 8 years of the 14 year loan.
Current Operations. The new vehicle expense and how to account for the new snow plow was discussed. A budgeted of $9,000 had been allocated for the new vehicle (including gas). We are currently over budget. The mileage reimbursement budget was reduced (to $3,000) to reflect owning the truck. The mileage budget is currently over budget. This situation to be addressed in executive session.
Land Application Expansion Project. The Loan agreement has been entered into and the Budget and schedules are in place. A new high yield saving account and an interest bearing checking account have been opened with Wells Fargo Bank in accordance with DEQ guidelines. The project is to be completed in 21 months. When does the clock start?
Asset Fund. The account now being funded by ‘Operations: Capital/Depreciation be replenished from the Expansion loan for costs incurred in prior periods and rename the account ‘Asset Fund.’ The Board of Directors will need to set ground rules as to how much should be maintained in the Asset Fund and what is the accounting for the Capital Assets. What $$$ threshold for Capital Accounting and how the money is to be spent. Brent, Bill and Doug will set up a plan/schedule for Asset replacement. The Board will make a motion at the January Board meeting regarding the $$ threshold, the accounting and the use of the Asset Fund.
DEQ update and J-U-B Contract
Paul reported that DEQ has to approve the contract within the budgeted amount submitted. Paul will e-mail the Board with the update. Reimbursement request for money already spent (legal, irrigation pipe etc.) for the expansion should be submitted to Katy Baker. Jim will request the reimbursement form from Katy. Paul also noted that the 1st page of the contract item C Project Description is in error as the District is not using either drip irrigation or subsurface land application. Jim will contact DEQ regarding the error.
Appraisal.
Not available at this time.
Whitney Rental
The Board would like a letter drawn up to send to Mrs. Whitney in regards to filing a lien on her property for non-payment of water and sewer hookup fees and service fees. Jacquie to draft a letter for the Board.
Board Elections
All Board members who were up for election May 2011 were in agreement to keep their positions on the Board for another 6 years. Chuck Samson (who is completeing Bruce Vogelsinger's position) has two years left in the remaining term.
POCWA
Gary updated the board on the delisting of the impairment of the Pend Oreille River by I.D.E.Q. and that the TMDL will not be performed by IDEQ as Idaho has not been funding the water monitoring for 2 years.
Executive session At 4:25pm, a MOTION was made, seconded and PASSED to hold an executive session. Chairman Haynes identified the authorization for the executive session as 67-2345 (1) Subsection (a) and the following Board members voted (signed and voiced) in favor of holding an executive session; Jim Haynes, Bill Jones, Gary Wescott, Chuck Samson and Brent Sleep.
Upon emerging from Executive Session the Board authorized Board member Brent Sleep to inform Maintenance Supervisor Doug Bopp that he (Doug) will not be reimbursed for mileage when driving the District vehicle. He can be reimbursed when driving his personal vehicle for District work, but the Board would prefer Doug use the District vehicle as much as possible. The Board also authorized Brent Sleep and Bill Jones to search for a Maintenance Assistant to replace Nick Bopp. It was agreed to continue to hire Nick Bopp as a private contractor to inspect the lift stations on a weekly basis at a cost of $100.00 per week until another employee has been hired.
Next Meeting:
The next regular meeting of the Board of Directors will take place on January 12th 2011 at 2:00pm at the WaterLife Discovery Centre 2100 Lakeshore Drive, Sagle, ID 83860.
Adjournment: Meeting was duly adjourned at 4.50pm
UPDATES and FOLLOW UP
UPDATES
TRUCK- New Tires have been purchased at a cost of $1,405.98. New Batteries at a cost of $199.89
APPRAISALS: David Noonan submitted the appraisal at a cost of $1500.00
PUMP STATIONS 8 pump stations received their annual ‘deep clean’ by Nick and Dan. Ace Septic for $1200.00 and Sun Rental(Water Truck) for $297.00
BANK ACCOUNTS The Panhandle Bank LID account -2905 was closed and the funds of $37,480 transferred to the Wells Fargo bank account. The WFB account was upgraded to a High Yield (4.5%) savings account and an LID checking account was opened. $35,000 was deposited into the High Yield saving account and $2,480 was deposited into the new checking account. The old LID WFB #1639 account was closed and the proceeds deposited into the High Yield account. Currently the HY account has $108,329.00 (a $99,108.00 payment due April 1) and the checking account has $2487.67.
HARVEY PIPE Jacquie asked Glenn for an invoice to submit to DEQ as the invoice he submitted was not detailed enough. He asked that Doug supply me with the information as Glenn, Doug and Brent has measured the pipe last summer and had the records. An invoice will be sent to Glenn to sign for submission and reimbursement to DEQ. ($5,000.00)
WHITNEY Bonner County wrote two letters to the Whitney’s as per SWSD complaint and the non compliance with Bonner County in regards to a building permit. Letters scanned and e-mailed ot the Board.
IRWA Bill Burke e-mailed me an excel sheet in regards to the rate survey. He will show me how to use when he is up in Sandpoint at a later date.
SPRINGY POINT The contact with COE who e-mailed the original contract 2008 was forwarded to all board members. The contract is up for renewal in Nov 2011.
MILEAGE REIMBURSEMENT November payment of $527.00 -1054 miles- to Doug
$63.13-125 miles- to Nick.
December payment of $611.00-1222 miles- to Doug
$108.58-215 miles- to Nick
**State mileage reimbursement was increased Jan 1 2011to .51 cents per mile. We currently pay Nick .59cent per mile for reimbursement of gas for his tools. .50 cent is considered reimbursement and the other .09 cents is taxable.
-------------------------------------------------------------------------------------------------------------------
FOLLOW UP:
Motion as to Asset fund
Sewer/Water hook up inspection sheet
Roberts Easement
Ted Diehl-response as to contractor/employee
Howard-when did Doug inspect the hook up and has he paperwork?
Bob Kennedy-prioritization of pumps
