Gardiner Sanitary District
Board of Directors Meeting
February 16, 2012
Meeting called to order by Jackie Degman, present were Board Members Mike Quartararo, Charlotte Hinshaw, and Dixie Hash. Also present were Mary Chambers, Mark Ciechanowski, Mike Girard, Mack Holman and Julie Huebner.
Mike G. was asked to give a report first so that he could leave as soon as possible; he reported that he had been called out to the Bolin Island pump station yesterday and as it turned out it was just that a cord had come unplugged. He suggested that we should have a replacement pump on hand as that pump is indicating signs of wear that might make it fail at any time. Mike Q. said he will look into the cost of a replacement pump and also check with Ray to see if the pump that we bought from Winchester Bay will work as a backup. Mike G. also talked to OSHA and has arranged for them to come out for a consultation for next week. He reported that he has taken about 5 of the 17 tests for his certification and will keep working on that as much as possible.
Written copies of the previous minutes were passed out and read, Charlotte motioned to accept the minutes, seconded by Mike, motion passed with a unanimous voice vote.
Written copies of the financial report were passed out and read, Dixie motioned to accept the report and pay the bills, seconded by Charlotte, motion passed with a unanimous voice vote.
Old Business:
Jackie asked Julie to make her follow up presentation on the insurance policy. Julie gave a breakdown of the specific coverage options and costs available. Dixie made a motion to add the equipment breakdown coverage but forego the flood and earthquake coverage at this time due to expense , Mike seconded and the motion passed by unanimous voice vote.
Charlotte got a third estimate on the purchase of heaters, this one included labor and the heaters, the other two estimates were for labor only so she will get those two estimates updated so that all three are comparable before they make a choice.
Safety Meeting:
Mark C. reported that the fire extinguishers need to be serviced.
New Business:
Dixie reported that she had talked to Becky Bryant and MAP Engineering has been selected to fill the state contract for the third party evaluation. They will be having a meeting to review the scope of work, and they will have a maximum of 3 months to complete the job. Dixie will go to the meeting and Mike Q. volunteered to go as well. Dixie will also meet with Reedsport beforehand.
Jackie reported that we had received 2 applications in response to the job posting for the wastewater technician position and should be receiving a third, so she would have Ray set up interviews and arrange a time that would work for Mike Q. and Charlotte as well.
All board members received a copy of the audit report and the only question was how to update the registered agent and what exactly that means. Mary will check with Rod to get answers to that.
Mary reported that new requlations from the Oregon Dept. of Revenue require an electronic filing of the W-2 forms with them and since we are doing payroll by hand we don’t have that capability. She has looked into the software options and all are fairly expensive, but would be able to have a local bookkeeper with Quickbooks payroll do them for us, if the board would approve, at minimal cost. Dixie made a motion to authorize that and Mike seconded, motion passed by unanimous voice vote.
Suggested Agenda Items for Next Meeting:
- Pump replacement
- Interviews
- Heater update
- Logbooks
Meeting went into executive session pursuant to ORS.192.660(2)(i).
The board came out of executive session Charlotte made a motion to adjourn the meeting, Dixie seconded, motion passed by unanimous voice vote and the meeting was adjourned.
Submitted by Mary Chambers (Office Manager)
