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)

April Board Meeting Date Change

In order to keep the community of Gardiner aware of our Board Meetings, we'd like to take a moment to inform you of a change of date for the April 2012 Board Meeting.

The next Board Meeting will be held in our normal place (208 Marsh St.) at the Sanitary District offices, on April 12th, 2012. The meeting will start promptly at 6:30PM, as usual. 

Board Meeting February 16, 2012

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)

Board Meeting January 19, 2012

Gardiner Sanitary District

Board of Directors Meeting

January 19, 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, Ray Davenport, Mike Girard, Bob Brown, Dennis Conger and Julie Huebner.

     Written copies of the previous minutes were passed out and read, Mike requested to change the minutes of the Jan 4^th meeting to those as posted as draft on the blog, Mike motioned to accept the minutes as amended, seconded by Dixie, 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 with the exception of the Consolidated Supply bill until we receive clarification, seconded by Charlotte, motion passed with a unanimous voice vote.

New Business:

   

Jackie asked Julie to make her presentation on the insurance policy first so that she wouldn’t have to stay for the whole meeting if she didn’t want to.  Julie explained the property and liability insurance policy renewal coverages and premiums.  Mike questioned the coverage amounts, values, and what perils are covered.  Julie agreed to research more options and present them at the next meeting.  Dixie made a motion to pay the premium as billed and get more information at the next meeting to decide whether any changes were warranted , Mike seconded and the motion passed by unanimous voice vote.

Safety Meeting:

Mark and Mike reported that water is getting into pump station #1 and dripping down the electrical box and conduit which are both corroded.  They will get gutters, caulk, etc. and repair with petty cash.  If any more than that is necessary they will let the board know at the next meeting.

Mary reported that the audit report is almost ready, the auditor sent a letter that needs to be signed and returned to him as the final step so that he can submit the audit to the state agency.  Jackie and Dixie signed the letter for submission.

Charlotte has two estimates for heater installation, one is $1639.00 and the other is $1421.00.  Ray suggested requesting a third estimate from McAfree Electric and will get Charlotte the contact information.

Ray presented an intergovernmental agreement from Winchester Bay Sanitary District which Dixie questioned for more detail on the actual dollar amounts involved.  Ray will work up an addendum which will provide the actual dollar amounts of wages agreed to.  Dixie made a motion and Mike seconded to accept the agreement contingent upon clarification of wages, the motion passed by unanimous voice vote.

Jackie directed Mary to send a registered letter to Susanna with the copies of the public meeting minutes that she had requested. 

Suggested Agenda Items for Next Meeting:

-       Insurance rates/coverages

-       American Bridge easement

-       Heater update

-       Winchester Bay ordinances

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

         The board came out of executive session and Dixie made a motion to accept the contract that they had negotiated with Ray, seconded by Mike with an option to extend if necessary without any additional signing bonus.  The motion passed by unanimous voice vote.

Dixie made a motion to offer employment (subject to a 6 month probationary period) to Mike Girard as part time wastewater operator trainee at $12.00 per hour with an agreement that he get his WWI certification within 6 months.  Mike seconded and the motion passed by unanimous voice vote. 

Dixie 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)