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May 4, 2014
Notice of Budget Committee Meeting
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 9th so
would like to hear from her after that.
Jackie let him know that she will be on vacation from April 9th
through the 21st 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)
Board Meeting February 20, 2014
Gardiner Sanitary
District
Board of Directors
Meeting
February 20, 2014
Meeting called
to order by Jackie Degman, present were Board Members Dennis Conger, Catherine Kent, and Charlotte Hinshaw. Also present were Mary Chambers, Mike &
Kathy Quartararo, and Esther Siderman.
Written copies
of the previous minutes were passed out and read, Dennis 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, Dennis made a motion and
Charlotte seconded to accept the report and pay the bills, motion passed by
unanimous voice vote.
Old Business:
Jackie reported
that she received the latest Reedsport contract draft the day before she left
for vacation so she didn’t have much time to review it but she let Becky Bryant
know that they may need to have an interim contract to satisfy the funding
agencies since it may take a little longer to come to an agreement with Reedsport
for a longer term contract. Jonathon
Wright didn’t seem very interested in signing an interim contract.
There has been
no update on an MAO from the DEQ as of today.
The
$500,000.00 grant application has been received and is ready to be signed. Dennis made a motion, and Cathy seconded it,
to give Jackie the authority to sign the $500,000.00 IFA grant contract, and
the motion passed by unanimous voice vote.
Jackie signed the contract and directed Mary to get it in the mail
tomorrow.
Jackie called
Ray, he apologized for not being present at the meeting, and reported that he
got 2 valves installed and still has one more to go on Bolin Island. He sent a report to the DEQ on 2/9/14
regarding the break in the line under the river. The flow sensor tube is going to be shipped on 2/21 and he plans
to have it installed by the end of the month, as soon as the flows recede. The
system has been on the bypass line since 2/9 but they can’t get the line fixed
until the flow drops to about 70,0000 to 80,000 gallons and the river level
drops. He got the generator at Bolin
Island repaired and it ran by itself yesterday with no issues.
New Business:
There is no
new business to report other than what Ray already reported regarding the break
under the river.
Items Not On The Agenda/Open to the Public:
Jackie
reported that there was a meeting between IP and the City of Reedsport at which
IP suggested that they would like the city to process the effluent from their
landfill that is still open rather than using the outfall pipe.
Suggestions for agenda items for next meeting:
Reedsport
Contract Update
Update on
MAO from DEQ
Update on
the line repair project
American
Bridge
Meeting was
called into executive session under ORS.192.660(2)(h) to discuss legal
correspondence.
Meeting
returned from executive session and Charlotte made a motion to adjourn, Dennis
seconded and the meeting was adjourned.
Submitted by Mary
Chambers (Office Manager)
Board Meeting January 16, 2014
Gardiner Sanitary
District
Board of Directors
Meeting
January 16, 2014
Meeting called
to order by Jackie Degman, present were Board Members Dennis Conger and Charlotte Hinshaw. Also present were Mary Chambers, Ray Davenport, Mike & Kathy
Quartararo, Dick Nored, Mack Holman and Esther Siderman.
Written copies
of the previous minutes were passed out and read, Dennis 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, Dennis made a motion and
Charlotte seconded to accept the report and pay the bills, motion passed by
unanimous voice vote.
New Business:
Jackie
announced that she was starting the meeting with new business instead of old
because Ray had to leave early. Ray
reported that the valve replacement for the firehall pump station has been
completed. While changing the valves at
the Bolin Island pump station, a flange broke and while he was able to plug
that line, it is a temporary fix and he will have to restart the process of
replacing those valves and permanently fix that break. The week before that, a pump burned up
because it got a rock stuck in it.
During this period, the flow meter was ruined because the sump pump in
the vault where the pump and flow meter are housed quit working and the vault
filled with ground water. The flow
meter is not repairable and it will cost $3600.00 to replace the flow meter
sensor tube. Dennis made a motion to have
Ray obtain a replacement flow meter sensor tube for no more than $3800.00,
Charlotte seconded and the motion passed by unanimous voice vote.
Ray also
advocated for Steven Bell to be given a raise as he has been a steady and
reliable employee, the board agreed to discuss it.
Jackie
reported that she had received a call from the engineer that they were sending
an application that needed to be signed by 12/31/13 for the financing of the
$500,000.00 project plan for the replacement of the line under the river. Per the engineer, this step is required
prior to the replacement of the pump stations.
Because of the timing, she signed and returned the application as soon
as she received it.
Old Business:
Jacki reported that there was supposed
to be a meeting between the district and Reedsport officials to continue the
contract negotiations on January 13th, but she didn’t receive the
proposal from them until January 10th which didn’t give them enough
time to review it, so the meeting was postponed until January 21st. Also, she has had no update on the DEQ MAO.
Items Not On The Agenda/Open to the Public:
Jackie read
a letter that was submitted to the board from Mike Quartararo requesting that
the board limit public input at the meetings to residents of the sanitary
district.
Jackie also
read a letter from I.P. terminating the agreement that they had with the
district regarding ownership of the company’s property in light of the recent
decision to abandon the option to develop said property into a wastewater
treatment facility.
Mack
announced that he was considering moving forward with a possible recall for the
sanitary district board members. Dick
Nored responded that he strongly advised against doing that at this time.
Meeting was called into executive session under
ORS.192.660(2)(i) to discuss performance evaluation of employees.
Meeting returned from executive session and Charlotte made a
motion to increase Steve Bell’s hourly rate form $10.00 to $11.50; Dennis seconded the motion and the motion
passed by unanimous voice vote.
Suggestions for agenda items for next meeting:
Reedsport
Contract Update
Update from
Civil West on funding application
Update on
MAO from DEQ
Update on
the valve replacement project
American
Bridge
Charlotte made a
motion to adjourn, Dennis seconded and the meeting was adjourned.
Submitted by Mary
Chambers (Office Manager)
Board Meeting December 19, 2013
Gardiner Sanitary
District
Board of Directors
Meeting
December 19, 2013
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, and Esther Siderman.
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, Dennis made a motion and
Catherine seconded to accept the report and pay the bills, motion passed by
unanimous voice vote.
Old Business:
Jackie reported
that the district is still under negotiations with Reedsport and they have
another meeting scheduled for January 13, 2014 to continue discussions. If needed, they will have an interim
agreement by the end of the year, but that doesn’t seem to be required at this
point. She has had no new information
regarding the MAO from the DEQ and no update on the funding application other
than that Garrett is working closely with Becky Bryant and they are still on
track for getting it done.
Ray got a call
from Matt Wadlington of Civil West requesting a listing of any work that he is
aware of that needs to be done that could be covered by the grant money if
there is any extra available.
Safety Meeting:
Ray has
submitted responses to OSHA’s questions on the procedures manual and is
awaiting any further input.
New Business:
Ray reported that he has installed new
batteries in the chatterboxes in case of a power loss. Also, the valve replacement project is
pretty in depth work but he is going to try to replace all 4 valves at the
firehall tomorrow night as he has tried to anticipate any problems that might
come up when he gets into it and is fairly confident that he has everything in
place to get it done in one night.
Items Not On The Agenda/Open to the Public:
Nothing.
Meeting was called into executive session under
ORS.192.660(2)(h) to discuss legal counsel concerning possible pending
litigation.
Meeting returned from executive session.
Suggestions for agenda items for next meeting:
Reedsport
Contract Update
Update from
Civil West on funding application
Update on
MAO from DEQ
Update on
the valve replacement project
Wage
evaluation for Steve
Catherine made a
motion to adjourn, Marc seconded and the meeting was adjourned.
Submitted by Mary
Chambers (Office Manager)
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