Board Meeting-Special Meeting- May 24, 2012

NOTICE OF SPECIAL MEETING

OF

GARDINER SANITARY DISTRICT

BOARD OF DIRECTORS

The Board of Directors for the Gardiner Sanitary District will hold a Special Meeting immediately after the Budget Committee Hearing which is at 6:00pm at the District Office at the Gardiner Fire Hall in Gardiner on May 24, 2012, with a possible executive session pursuant to ORS 192.660(1)(c).

The purpose of the special meeting is to discuss changes in employment due to the unexpected departure of Mike Girard. 

Board Meeting April 12, 2012

Gardiner Sanitary District

Board of Directors Meeting

April 12, 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, Mike Girard, Mack Holman and Esther.

    

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

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

Old Business:

     Charlotte reported that she has received the third complete estimate on the heaters:  Ladd Electric – $2537.00,  Reese Electric - $2495.00, McCaffrey Electric - $2450.00.  Dixie made a motion to accept the most local bid of Ladd Electric and have Charlotte pursue grant monies to help pay for it, Mike seconded and the motion passed by unanimous voice vote.

      Dixie reported on the March 21^st Roseburg meeting that the county hosted with Mike Parker, the engineer from MAP (the engineering firm chosen to perform the third party study) and Lance Colley, who will do the financial evaluation on the proposal options.  The county representatives expressed concerns about the existing drain fields, and the DEQ representative addressed those to some extent.  Scott Somers presented Reedsport’s proposal for their projected revenues from sewer and water fees that seemed somewhat optimistic.  Overall it was a good meeting with the DEQ and USDA reps being open, congenial and supportive.

      Charlotte reported on the interviews that she and Mike held with 2 of the 3 applicants.  Both appeared to have substantial experience, but all three applicants cited not enough hours available to interest them in the job.  The applicant from Tillamook stated that if the job ever turned into a full time position, he would be very interested. 

Safety Meeting:

     Mike G. reported no new issues; all necessary signage has been installed and lockouts have been installed on the breaker boxes.

New Business:

     Mike G. reported that flows have been way up again due to the 23” of rainfall recorded in March, average flow rate for March was 31,000 gallons.

     Mike G. also reported that he has made progress on his tests and is on the last chapter before taking the wastewater I certification test.  He also reported that the new pump was ordered on March 16^th and will be here within 3 weeks.

     Jackie reported that she and Dixie have been in contact with Scott Somers regarding the Reedsport contract and have asked him for more detailed information on the bills we’ve been getting and are expecting to receive that information in the near future.

         

Suggested Agenda Items for Next Meeting:

-        

-       Reedsport contract

-       Heater funding update

-       Logbooks

 Meeting went into executive session pursuant to ORS.192.660(2)(h).   

    Meeting came out of executive session and Mary reminded the board that they needed to set a date and time for the budget committee meeting.  It was decided to hold the budget committee meeting on May 3^rd at 6:00 pm.  Mike 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)

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, 2012 to June 30, 2013, will be held at the Gardiner Fire Hall 208 Marsh Street, Gardiner, OR.  The meeting will take place on May 24, 2012 at 6:00 PM.  The purpose of the meeting is to receive the budget message and to receive comment from the public on the budget.

A copy of the budget document may be inspected after 6:00 pm on May 24, 2012; or a copy may be inspected or obtained on or after May 25, 2012 at the Gardiner Sanitary District office in Gardiner, OR between the hours of 9:00am and 12:00pm.

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.  

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, 2012 to June 30, 2013, will be held at the Gardiner Fire Hall 208 Marsh Street, Gardiner, OR.  The meeting will take place on May 3, 2012 at 6:00 PM.  The purpose of the meeting is to receive the budget message and to receive comment from the public on the budget.

A copy of the budget document may be inspected after 6:00 pm on May 3, 2012; or a copy may be inspected or obtained on or after May 4, 2012 at the Gardiner Sanitary District office in Gardiner, OR between the hours of 9:00am and 12:00pm.

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.  

Board Meeting March 15, 2012

Gardiner Sanitary District

Board of Directors Meeting

March 15, 2012

     Meeting called to order by Jackie Degman, present were Board Members  Marc Fullhart, Charlotte Hinshaw, and Dixie Hash.  Also present were Mary Chambers, Mark Ciechanowski, Mike Girard, Dennis Conger, Ray Davenport, Esther and Robin.

    

     Written copies of the previous minutes were passed out and read,  Dixie made a correction to the line regarding “state” contract rather than “county” contract and motioned to accept the minutes as corrected, Charlotte seconded, and the 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 Dixie, motion passed with a unanimous voice vote.

Old Business:

     Charlotte reported that she was still waiting on the third updated estimate on the heaters so has no update as of yet.

     Mike G. reported that he got a quote for motors for the pumps and that it will take seven weeks from the time they are ordered to get them here.  Both pumps at station #1 have been running non-stop because of heavy rainfall recently, and if one of them fails there will be sewer backing up and through the low point of the system.  The quote for a new motor was $4970.00 plus s/h and $1010.00 for an impellar.  Marc made a motion to order 1 pump motor and 1 impellar and when the replacement pump gets installed, then have the old pump reconditioned.  Dixie seconded the motion and the motion passed by unanimous voice vote.

     Dixie talked with the engineer from MAP (the engineering firm chosen to perform the third party study) and there is a meeting set up for Wednesday March 21^st at 1:00pm in Roseburg.  She requested that Ray write a short statement that she could take with her regarding the need for replacement of  the pump stations.  Ray agreed to do that. 

Safety Meeting:

     Mike G. reports that we need signage for the pump stations to comply with OSHA requirements.  The board told him to acquire the proper signage as directed by OSHA.

New Business:

     Mike G. reported that flows have been way up, everyone was aware that that would be the case with the amount of rainfall that we’ve been receiving.

     Jackie noted that Scott Somers had been on the radio describing the 3 options that Reedsport has presented to GSD to consider when the current contract expires.

     Dixie and Jackie attended a Dunes City board meeting and asked if they had any plans for the future regarding a sewer district since they would be a similarly sized district as GSD if they were to start one.  They were told there is no plan being considered at this time.  They also went to Three Rivers Casino and spoke to a representative there regarding possible funding and/or interest in sludge removal.  They were met with a lot of interest and intend to pursue talks with them in the future.

          Mary reported that a notice had come in the mail regarding budget meetings and timing of notices from the World Newspaper and just wanted to remind the board that they needed to start thinking about planning next years budget and getting a meeting setup to start the process.

Suggested Agenda Items for Next Meeting:

-       Pump replacement

-       Roseburg meeting

-       Heater update

-       Logbooks

     Marc 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)