Board Meeting May 17, 2014

Gardiner Sanitary District

Board of Directors Meeting

May 17, 2014

     Meeting called to order by Jackie Degman, present were Board Members  Catherine Kent, Dennis Conger, Marc Fullhart and Charlotte Hinshaw.  Also present were Mary Chambers, Ray Davenport, Matt Waddlington, Mack Holman, and Suzanna Noordhoff.

     Matt Waddlington made the final presentation on the rate study that his firm has conducted:  He summarized the prior presentations by explaining the purpose of the rate study is to find an equitable process for deciding how much each rate payer should pay individually.  As explained before, there are expenses that must be paid for the operation of the sewer system, some of those costs are fixed and some are variable, but can be estimated based on historical expenditures.  The total of all expense determines how much revenue must be collected to cover them.  The study that they have finished presents the following:

Capital Costs Due to the City of Reedsport:

          $12 million 20-year DEQ loan/GSD’s share@6.45% = 54020.52

          $1.2 million 20-year IFA loan/GSD’s share@6.45% =   3870.00

                             Total annual obligation                                57890.52

Operation and Maintenance Costs Due to City of Reedsport:

          2013 total of $313,987.49/GSD’s share@10.41%      = 32686.10

Administration Fee Due to City of Reedsport:

          5% of Capital plus O&M Costs(2013=90,576.62)      =  4528.83

GSD’s $215,000 5-year DEQ loan annual obligation           = 49198.00

GSD’s Operation and Maintenance Costs                                 = 80550.00

                               Total Annual Obligations                          224,853.45

Total Property Tax Revenues @ 1.4191%                            = 35,600.00

                    Balance to be collected by user fees:                189,253.45

Based on the numbers of water hookups in Gardiner Sanitary District the values that the rate study determined for the 3 different assessment options that were evaluated were:

          Option 1: Flat Rate for All = $141.63

          Option 2: Per Gallon Usage would be the most variable and would have to be adjusted regularly to make sure enough revenue was generated

          Option 3: Hybrid Method using a Base Rate plus Rate for usage over 1000 gallons;  the first 1000 gal @ 60.00, each subsequent 1000 gallons of usage @ 20.00.  The average resident uses 4600 gallons per month, so their bill would be 140.00.  Low users would be at 60.00 and high users would be at 1180.00.

Civil West recommends using Option 3 with a 3% increase per year to keep up with inflation.               

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

     Written copies of the financial report were passed out and read,  Catherine made a motion and Dennis seconded to accept the report and pay the bills.

         

      Old Business:

      Jackie and Charlotte met with Reedsport on April 8 and came to a tentative agreement regarding the contract for services and on April 9 they sent the contract to the district’s attorney for review.  When Jackie returned from vacation on April 23 the contract had still not been signed, but they had just found out that the IFA had established a deadline of April 25 for the contract approval in order for the grant process to proceed. After several phone calls to the attorney and Jonathon, the contract was presented to the Reedsport board members at a special meeting held on April 24 where they accepted it.  Jackie picked up the contract on 4/25, signed it and faxed it off to the IFA in order to meet their deadline.  Jackie asked for an oral vote by the board to officially ratify the contract and each board member voted “yes”.

      Jackie also presented the revised MAO that had been rewritten per her request based on the new timeline for the replacement of the line under the Umpqua River, all board members voted unanimously to approve the revised MAO.

       Ray reported that copies of the updated easement have been presented to American Bridge and we are now just awaiting their signatures.

               

      New Business:

      Civil West presented the board with an Engineering Task Order outlining the project to replace the forcemain under the Umpqua River with work to start in June 2014 and be completed by June 2015 at an estimated engineering cost of $98,761.00.  Marc made a motion to sign the Task Order, Catherine seconded and the motion passed by unanimous voice vote.  Jackie signed the order and Matt took the signed copy to send off to the IFA and give the go ahead for the work to begin.

      Ray reported that everything seems to be working properly at this time, but would like to purchase a chemical pump as Reedsport has requested that we reduce the hydrogen sulfite in the wastewater by adding chlorine to it before it gets to the treatment plant.  Dennis made a motion and Charlotte seconded to allow Ray to find a chemical pump, motion passed by unanimous voice vote.  Ray also requested a new squirrel cage fan for the dry pit for ventilation, the other one broke.  Catherine made a motion, Dennis seconded and motion to find a new fan passed by unanimous voice vote.

      

      Jackie asked if anyone would like to voice their opinion on which rate structure option would work best for the district.  After some input and discussion, the general consensus seemed to be that Opion 3-the hybrid method would be the most equitable.  Jackie asked for a motion, Catherine made a motion to use the Hybrid Method for establishing billing rates, Dennis seconded and the motion passed by unanimous voice vote.   

      Safety Report: 

          Nothing new to report.

Items Not On The Agenda/Open to the Public:

         Ms. Noordhoff made a request to have her physical address added to her statement, Jackie asked Mary if that was possible, she replied that she would have to look into it, she did not think it was an option with the setup that exists.  Jackie asked her to do a little research and see what she could come up with.

      Jackie suggested that they should consider setting up on-line banking access in order to transfer money between accounts and view current activity and give access to Mary as well as the signers.  Charlotte made a motion to setup online access to view activity and make transfers between accounts only, with access being granted to Mary, Jackie and Charlotte, Marc seconded and the motion passed by unanimous voice vote.

      Charlotte would like to see the floor in the meeting room cleaned and possibly get help from the Fire Dept to do so.  She said she would discuss it with them and look into who could possibly do the work and bring it up at the next meeting.           

Marc made a motion to adjourn, Charlotte seconded and the meeting was adjourned.

              

Submitted by Mary Chambers (Office Manager)

    

Notice of Budget Hearing 2014-2015 Fiscal Year

A public meeting of the Board of Directors will be held on June 19, 2014 at 5:30 pm at the Gardiner FireHall, Gardiner, Oregon. The purpose of this meeting is to discuss the budget for the fiscal year beginning July 1, 2014 as approved by the Gardiner Sanitary District Budget Committee.  A summary of the budget is presented below. A copy of the budget may be inspected or obtained at the District office in the Gardiner FireHall, between the hours of 8:00 a.m. and 10:00 a.m. or online at gardinersanitarydistrict.blogspot.com. This budget is for an annual budget period.  This budget was prepared on a basis of accounting that is  the same as the preceding year.	NOTICE OF BUDGET HEARING
Contact: Mary Chambers		Telephone: 541-271-3515	Email: district@gardinersanitary.com
FINANCIAL SUMMARY - RESOURCES
TOTAL OF ALL FUNDS		Actual Amount	Adopted Budget	Approved Budget
		2012-2013	This Year 2013-2014	Next Year 2014-2015
Beginning Fund Balance/Net Working Capital		311,616	325,399	233,744
Fees, Licenses, Permits, Fines, Assessments & Other Service Charges		107,013	116,556	128,199
Federal, State and all Other Grants, Gifts, Allocations and Donations				500,000
Interfund Transfers / Internal Service Reimbursements			2	2
All Other Resources Except Current Year Property Taxes		3,439	3,015	2,800
Current Year Property Taxes Estimated to be Received		55,967	55,103	35,800
Total Resources		478,035	500,075	900,545
FINANCIAL SUMMARY - REQUIREMENTS BY OBJECT CLASSIFICATION
Personnel Services		42,913	50,000	43,000
Materials and Services		130,796	189,825	64,583
Capital Outlay		9,098	146,609	641,544
Debt Service			30,000	35,826
Interfund Transfers			2	2
Contingencies			83,639	115,590
Unappropriated Ending Balance and Reserved for Future Expenditure		295,228
Total Requirements		478,035	500,075	900,545
FINANCIAL SUMMARY - REQUIREMENTS AND FULL-TIME EQUIVALENT EMPLOYEES (FTE) BY ORGANIZATIONAL UNIT OR PROGRAM *
Name of Organizational Unit or Program
FTE for that unit or program
Not Allocated to Organizational Unit or Program		478,035	500,075	900,545
FTE		0.75	0.75	0.75
Total Requirements		478,035	500,075	900,545
Total FTE		0.75	0.75	0.75
STATEMENT OF CHANGES IN ACTIVITIES and SOURCES OF FINANCING *
The District will receive a $500,000 IFA Grant to complete repair/replacement of the forcemain crossing the Umpqua River.
PROPERTY TAX LEVIES
		Rate or Amount Imposed	Rate or Amount Imposed	Rate or Amount Approved
		2012-2013	This Year 2013-2014	Next Year 2014-2015
Permanent Rate Levy      (rate limit  1.4191 per $1,000)		1.4191	1.4191	1.4191
Local Option Levy		1.0	1.0
Levy For General Obligation Bonds
STATEMENT OF INDEBTEDNESS
LONG TERM DEBT	Estimated Debt Outstanding		Estimated Debt Authorized, But
	on July 1.		Not Incurred on July 1
General Obligation Bonds
Other Bonds
Other Borrowings	$215,000
Total	$215,000
150-504-073-2 (Rev. 02-14)

Board Meeting April 17, 2014

Gardiner Sanitary District

Board of Directors Meeting

April 17, 2014

     Meeting called to order by Dennis Conger, present were Board Members  Catherine Kent, Marc Fullhart and Charlotte Hinshaw.  Also present were Mary Chambers, Ray Davenport, Garrett Pallo, Bev Doane, Mary Paula, and Delice Ciechanowski       .

     Garrett Pallo made a presentation on the rate study that his firm is conducting:  He explained that the purpose of the rate study is to find an equitable process for deciding how much each rate payer should pay individually.  Since sewage is not metered as it leaves a residence, there is no definitive way to measure each residences output so there needs to be an alternative way to determine rates.  Historically, the district has used the EDU (equivalent dwelling unit) method which worked in the past but has become less equitable for some individuals.  His firm acquired water usage information for Jan-Mar from the City of Reedsport’s records to get a base measurement to begin their study.  That time period is typically a low usage time frame for lawn watering, car washing and other seasonal water usage, so is a better indicator of water that is actually entering the sewage system.  They found that the average EDU usage was 4400gal of water per month, and with a total usage of 415,500 gallons/month, that computes to 95 EDU’s for the district.  There are 3 main options for deciding billing rates: 

1-a flat rate for each water user

2-a per gallon rate

3-a hybrid method using a base rate plus per gallon rate       

Most districts use the hybrid method but a rate study will examine each opton to give the governing body the most information in order to make the best decision for their particular district.  A flat rate would be the most predictable and the per gallon rate the least.  There will be another meeting to give district patrons another opportunity to learn more about the options and then a third meeting to summarize and hopefully have specific figures to talk about.  The meetings will be on May 1 and May 15^th.

     Written copies of the previous minutes were passed out and read, Catherine motioned to accept the minutes, Charlotte seconded, motion passed with a unanimous voice vote.  A question was raised regarding why the minutes aren’t read aloud at each meeting and the answer was that typically there is not enough time to do that and the minutes are available to the public upon their request.

     Written copies of the financial report were passed out and read,  Catherine made a motion and Marc seconded to accept the report and pay the bills.

         

      Old Business:

      Dennis reported that they have been conversing with the mayor and the City Council about the contract with Reedsport and are very close to signing with just a few issues they are still negotiating about.   

       Dennis also reported that the DEQ has sent a repayment schedule for the existing loan to be paid back over the next 5 years at 1% interest, but they are currently examining the possibility of refinancing it to 10 years instead.

        Regarding the American Bridge easement that the district has been trying to get, the survey that AB requested was completed by Hofstadt          er, Inc in which they found an error on the 2009 survey that was done by Stuntzner Engineering.  Stuntzner has corrected their error and is sending new maps and descriptions to us and to Hofstadter.  Once they review the revisions we will be able to have an agreement signed and filed with the county.

                         

               

      New Business:

          Ray reported that the new flow meter is working properly and he has installed the final valve that was needed, making pump repair work much easier and cheaper.

         The first Budget Committee Meeting is set for May 15 at 5:30pm.

      Safety Report: 

          An OSHA hazard assessment will be done on May 30 in which they look for any possible hazards and make recommendations based on their findings.

Items Not On The Agenda/Open to the Public:

         N/A

         Meeting was called into executive session under ORS.192.660(2)(h) to discuss legal correspondence.

         Meeting returned from executive session and Marc made a motion to sign the IFA intergovernmental agreement, Catherine seconded and the motion passed by unanimous voice vote.

       

Marc made a motion to adjourn, Charlotte seconded and the meeting was adjourned.

              

Submitted by Mary Chambers (Office Manager)

    

Notice of Budget Committee Meeting

NOTICE OF BUDGET COMMITTEE MEETING A public meeting of the Budget Committee of the Gardiner Sanitary District,  Douglas County, State of Oregon, to discuss the budget for the fiscal year July 1, 2014 to June 30, 2015, will be held at the Gardiner Fire Hall 208 Marsh Street, Gardiner, OR 97441.      The meeting will take place on May 15, 2014  at 5:30 □ am x pm The purpose of the meeting is to receive the budget message and to receive comment from the public on the budget. This is a public meeting where deliberation of the Budget Committee will take place.  Any person may appear at the meeting and discuss the proposed programs with the Budget Committee. A copy of the budget document may be inspected or obtained on or after May 16, 2014 at the district office at the Gardiner Fire Hall, between the hours of 8:00 x am □ pm   and 10:00 x am □ pm This notice is also posted at http://gardinersanitarydistrict.blogspot.com. 150-504-073-1  (Rev 12/12)

Board Meeting March 20, 2014

         

Gardiner Sanitary District

Board of Directors Meeting

March 20, 2014

     Meeting called to order by Jackie Degman, present were Board Members  Dennis Conger, Catherine Kent, Marc Fullhart and Charlotte Hinshaw.  Also present were Mary Chambers, Ray Davenport, Mike & Kathy Quartararo, Dick Nored, Jonathon Wright, Mary Paula, Mack Holman and Esther Siderman.

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

     Written copies of the financial report were passed out and read,  Dennis  made a motion and Catherine seconded to accept the report and pay the bills with the exception of the City of Reedsport bill, which Jackie will let me know whether to pay it or not after the meeting with Reedsport on Monday,  motion passed by unanimous voice vote. 

         

      Old Business:

      Jackie reported that they met with Reedsport last Wednesday and progress was made on the negotiations, they will meet again next Monday to discuss 3 financial questions and correspondence from the attorney.   

       Jackie also reported that she had received a new MAO from the DEQ, but John Gasik called and let her know that he will be on vacation until April 9^th so would like to hear from her after that.  Jackie let him know that she will be on vacation from April 9^th through the 21^st so she would let him know as soon as she is available to discuss it.  She has already heard from the district’s engineer and he is pleased with the revised MAO.

        Garrett Pallo is putting together a scope of work for the under-river line replacement project so the project is still moving forward as quickly as possible.

        Charlotte reported that after the last storm, it was discovered that the office computer was not working so a repairman was called and apparently a fuse had blown which caused the problems.  In the process of getting the computer back up and running, he found that there was no current antivirus program so he updated that.  Also, Microsoft has announced that they will no longer be supporting Windows XP so it is time to either upgrade or get a new computer. 

                 

               

      New Business:

          Ray reported that the line repair was completed on 3/15 by Orca Divers.  While the line was down, Ray installed the flow meter sensor, but when it was hooked up the error code was still flashing as it had before the new install. Ray took the transmitter apart and cleaned it and it started working properly.  He has the last valve installation planned for tomorrow.  American Bridge wants another survey done to confirm the original survey before they will grant the easement, so Ray asked the board if they would authorize that.  Marc made a motion to have Ray tell American Bridge to go ahead with the survey that they want done, not to exceed the $550.00 quote that was given, Dennis seconded and the motion passed by unanimous voice vote. 

          Jackie reported that the district received a letter from the DEQ regarding the loan repayment schedule, which she reviewed with Garret Pallo and he had a few suggestions for her to approach the DEQ with.

Items Not On The Agenda/Open to the Public:

         N/A

Suggestions for agenda items for next meeting:

         Reedsport Contract Update

         Update on MAO from DEQ 

         Update from Civil West on the Rate Study

         American Bridge     

         Meeting was called into executive session under ORS.192.660(2)(h) to discuss legal correspondence.

         Meeting returned from executive session and Marc made a motion to adjourn, Charlotte seconded and the meeting was adjourned.

              

Submitted by Mary Chambers (Office Manager)