Sep 6, 2012

Board Meeting August 16, 2012


Gardiner Sanitary District
Board of Directors Meeting
August 16, 2012


     Meeting called to order by Jackie Degman, present were Board Members  Jackie Degman, Charlotte Hinshaw, Mike Quartararo, and Dixie Hash.  Also present were Mary Chambers and Ray Davenport.
   
     Written copies of the previous minutes were passed out and read, Jackie asked that descriptive verbage be added to the executive session notation, not just the ORS number.  Dixie made a motion to accept the minutes as amended, Mike seconded the motion and the motion passed with a unanimous voice vote.

     Written copies of the financial report were passed out and read, Dixie made a motion to accept the report and pay all bills as stated except the Reedsport contract payment, seconded by Mike, and the motion passed with a unanimous voice vote.   Dixie presented a recalculation of the Reedsport contract amount of $6618.00 per month.  Mike made a motion to pay the recalculated amount until such time as further review and negotiations can be made, Charlotte seconded and the motion passed by unanimous voice vote.

Old Business:

     Employment update:  Two applicants were interviewed, the first has a lot of experience and all of the interviewers were impressed with his work ethic, but he does not possess the needed certification and he lives about 20 minutes away.  The second didn’t have much mechanical experience, had mostly been doing maintenance type work in homes and commercial businesses, but seemed to be eager to learn and work.
         Ray Davenport then presented a proposal to have himself fill the position with a similar contract to what he currently has with the district but with additional duties and an increased salary.
         After some discussion and negotiations to clarify exactly what he is offering in his contract, Dixie made a motion to offer Stephen Bell a part time position to read the meters 3 days a week for 2 hours a day at $10.00 per hour and to table the proposal from Ray until the next meeting.  Mike seconded, and the motion passed by unanimous voice vote.  Charlotte made a motion to have Ray write a letter to each applicant explaining what they had decided, Mike seconded and that motion passed by unanimous voice vote.

         Dixie reported on the meeting that she had with Nate McClintock regarding the IP contract.  She presented him with a list of adjustments that the county appears to be needing in order to get on board with the IP project.  She also gave him contact numbers for Norb Wondra, Becky Bryant, Garrett Pallo and Paul Meyers.  Mr. McClintock will contact each of the interested parties and get more input from them and then re-draft the contract.  Dixie also sent a copy of the draft MAP study to Joanne Verger and she expressed appreciation and interest in getting involved in the proposed project.

         Ray presented an update on the pump replacement work that he has been doing.  The new pump is in at the Bolin Island pump station and the pump that was pulled has been reconditioned.  Dixie made a motion to have Ray put the reconditioned pump into the firehall pump station and then have the pump that is pulled there reconditioned and use it to replace the 2nd pump at Bolin Island.  Once that is done, have the last pump that is pulled reconditioned and set aside as a spare.  Charlotte seconded and the motion passed by unanimous voice vote.

         Dixie stated that she has no update on the MAP study, we are still waiting for it to be finalized and to hear from the county when the meeting to discuss it will take place.

           Ray reported that he is not quite ready to proceed with the smoke testing, he did test the machine and it is in good working order, but he needs to get the O.K. from his board to use it in Gardiner.

          Mike made a motion to have Ray write a letter to Curtis Petersdorf regarding the uninhabited property that he owns that was somehow overlooked when setting up the current billings, but that we will begin charging the regular monthly rate for it, Charlotte seconded and the motion passed by unanimous voice vote.

            
New Business:

     Daily Logs – No new business to discuss.

     Safety Meeting – No new business or concerns to discuss.

     The DEQ loan payment that was scheduled to begin payments in August has been put on hold for an additional 6 months until February 2013.

      
Items Not on the Agenda:

     
              Dixie brought up the need to discuss raising the monthly user rates.  Ray stated that the OAWU will do a rate study pretty cheaply.  Dixie said that she knows someone who will do a rate study for free but she thought that they needed to have a decision on the project plans before they would do it.  Jackie suggested contacting them and asking whether it would be possible to have the study done immediately because of the huge rate increase that Reedsport is requesting.  Dixie and Charlotte will get together and re-examine the Ordinances and Rate Schedule and do some research to compare to Winchester Bay’s ordinances and rates so that they can have a better discussion at the next meeting.
         
Suggested Agenda Items for Next Meeting:
-       Safety Meeting
-       Pump Replacement
-       Employment update
-       Logbooks
-       MAP study
-       Smoke Testing
-       Grant for Heaters
-       Ordinance Update & Rate Increase

 Mike suggested putting the district’s blog address on the monthly statements.  

    Mike made a motion to adjourn the meeting, Charlotte seconded, motion passed by unanimous voice vote and the meeting was adjourned.

               Submitted by Mary Chambers (Office Manager)