Jan 1, 2013

Board Meeting Nov 15, 2012



Gardiner Sanitary District
Board of Directors Meeting
November 15, 2012

     Meeting called to order by Jackie Degman, present were Board Members  Mike Quartararo, Charlotte Hinshaw, Dixie Hash and Marc Fullhart.  Also present were Mary Chambers, Ray Davenport, Dennis Conger, Bob Brown, Esther Siderman, Robin, and Jerry Schneider.

     Written copies of the previous minutes were passed out and read, Marc motioned to accept the minutes, seconded by Dixie, motion passed with a unanimous voice vote.

     Written copies of the financial report were passed out and read, Marc  motioned to accept the report and pay the bills, seconded by Mike, motion passed with a unanimous voice vote.

    
      Old Business:

         Ray has sent letters to all homeowners’ whose properties were shown to have issues during the smoke test and has had response from two of the six.  They are in the process of correcting the problems.
                 
          Charlotte read the new ordinance and made a motion to adopt it, Dixie seconded and the motion passed by unanimous voice vote.
           Dixie requested that Rod McCulloch be contacted to get some input as to when and how to get the special tax rate renewal put on the May ballot so that it can go into effect as soon as the old one expires.  Also, to find out how much of a rate we can request.

          Charlotte reported that there is still no update on the heater grant as of this date.

          Dixie. Jackie and Dennis met with the Reedsport city manager for the second time to discuss the contract and while there were some disagreements, some progress was made toward a conclusion.  Mr. Wright stated that he would put together a proposal that should be ready the first part of December. 

           Mike asked whether the letter requesting an easement had been sent to American Bridge and Mary confirmed that it had, Ray volunteered to contact the corporate office at American Bridge to see if any action is being taken in that regard. 
        
     New Business: 

          Ray presented copies of several ordinances that the Winchester Bay Sanitary District has adopted that he feels that Gardiner should consider adopting also.  He made copies for each of the board members so that they could look them over before the next meeting and be ready to discuss them at that time.
          Ray is afraid that there is a problem with the meters because the October flow rates are fairly inconsistent.  He would like to pull the meters and clean them and see if that has any effect.  If it does not he would like to call the TAG technician to come back and see if there is something that can be fixed in them.  Dixie made a motion to have Ray clean the meters, and if that doesn’t fix them to authorize him to call in the tech for a maximum of $550.00 to attempt the repair, Mike seconded the motion and the motion passed by unanimous voice vote.
          Ray reported that the flushing of the emergency line has taken place so the repair of the sewer line break has been concluded.
         Dixie reported that the meeting with the county commissioners went well, only Doug Robertson came, but there was good local attendance and Mr. Robertson seemed open minded to the possibility of Gardiner Sanitary District building their own plant.
          Jackie wanted to thank the Firemen for painting the firehall and make them aware that George has 5 gallons of floor wax that he is willing to donate to them if they are interested in waxing the floors.
          Ray reported that meter readings during the line break actually increased rather than decreased, which leads him to believe that there was actually very little leakage that took place.

Safety Meeting: 
          Ray reported that there are no safety issues that he is aware of and is still waiting to have the OSHA consultation scheduled.


         
Items not on the Agenda, Open to the Public:  
           Dixie suggested setting up committees in the future, made up of local patrons that would be willing to participate in some of the board’s work, such as reviewing ordinances, if there is enough interest in the general public. 
          Robin stated that she was one of the homeowners that received the letter regarding problems found with the smoke test and was unsure of how to fix the problem that was found on her property.  Ray let her know that he would be willing to meet with her plumber whenever he was available.
          Mike made a motion to accept the minutes of the special meeting of November 5, 2012, Charlotte seconded and the motion passed with unanimous voice vote.

          Meeting went into executive session pursuant to ORS.192.660(2)(a) to discuss employment contract negotiations.

Meeting came out of executive session and Dixie made a motion to accept the amended changes to Ray’s contract allowing him $28.00 per hour for any collection system work in addition to his monthly guaranteed salary plus extending his contract for one full year with no option for termination by either party, Marc seconded, motion passed by unanimous voice vote.


Suggestions for Next Meeting:

-       New Resolutions proposed by Ray
-       County update/Meeting between the Attorney’s
-       Update on the contract with City of Reedsport
-       Heater Update

          Dixie made a motion to adjourn, Mike seconded and the meeting was adjourned.
             
Submitted by Mary Chambers (Office Manager)