Last Board meeting minutes


DSCN1866

Board meeting minutes will be posted 1 month behind.

After Board approval.  

 

BAYVIEW WATER & SEWER DISTRICT

REGULAR BOARD MEETING

August 16, 2016

 

Attendance: Present were Marsha Ritzheimer, Chairman, Don Gardner, Vice Chairman and directors Richard Doney, Sharon Meyer and Stephen May. Linda Williams, secretary, was also present.

 

Marsha opened the meeting at 3:30 and asked for approval of the Consent Agenda. Steve moved that the election of the chairman and vice chairman was approved unanimously at the April meeting and that all Board members be taken off immediately. Sharon seconded. Steve then moved to nominated Richard Doney as Chairman. Sharon seconded. Steve called for a vote. The vote was 3 to 2. Steve then nominated Sharon for Vice Chairman. Richard seconded. Don asked for a discussion. His question was “So we’re going to actually ignore section 42 of the Idaho Code?” Richard commented that the section only applies to the Director’s positions and has nothing to do with the chairman or vice chairman. He also stated that he had a conversation with our attorney, Susan Weeks, and everything that has been done to this point has been right. That section only applies to the picking of directors not chair and vice chair. The state of Idaho does not govern time limits on chair and vice chair. That is left up to the boards and some boards operate without chair or vice chair. You don’t have to have a chair or vice chair. All approved.

 

Marsha announced that Diane from Rural water asked that people to stop calling her. She had lunch with a couple of the board members and Marsha didn’t know if she thought they were representing the whole board or just the two who had lunch with her.

 

Steve moved that the Chair and the Vice Chair be seated. Sharon seconded. 3 approved.

 

Steve moved that the April minutes be removed from the Consent Agenda. Sharon seconded.

Steve asked for a 15 minute recess due to information he had just received. Linda stated that the April minutes were not on the Agenda. Steve said he knew. Marsha stated that they would be on next month’s Agenda. Steve wanted time to review information asked for days in advance.

Sharon asked Linda if she prepared the Agenda. Linda stated yes. Sharon said the last sentence on the Agenda says these other documents will be presented at the meeting, operator’s report,

Payables paid and financial reports. Sharon stated that they had pasted a policy in February that all of this would be provided 5 days ahead. Linda stated she couldn’t give them what she didn’t have yet. Sharon asked if it was the responsibility of the Chair to get it to her? No. Linda stated that Neil does the operator’s report from meeting to meeting. Sharon said the Neil was at the February meeting where he heard it was asked for, motion made and passed. Linda stated she couldn’t answer for Neil. The accounts payable and the financial reports can’t be done until I receive all of the bills. So I can’t give you something that I don’t have. Sharon said that this discussion didn’t take place in February when we asked for this. Linda stated that she has always said the same thing. Richard asked if what I was saying is that I can only get the information the day of the meeting? Linda stated “parts of it”. What parts can you not get to us prior to the meeting? Accounts paid, financial reports, and the operator’s report I cannot get it to you until I get it.

Sharon stated that it’s really hard to be prepared for a meeting when you have a packet of information given to you and have to digest it. They are supposed to be fiscally responsible to this board and it’s really hard to do that.

Marsha stated that if there was a question about the information it could be brought up at the next meeting. Sharon stated that she didn’t like working that slowly.

Sharon proposed that we set a cutoff date and that Linda just presents what is in by that cutoff date. Linda stated that they would be just half reports and Sharon said it would be better than what we were getting and they don’t have time to deal with it. It gets more annoying each time.

Sharon also commented that the Consent Agenda format does not match the one she had ask for. That’s not the way the new Agenda format was presented.

 

Sharon seconded Steve’s motion for a fifteen minute recess.

 

Richard read that twelve members or less chair can vote. 3 approved.

 

Fifteen minute recess.

 

Richard asked for a motion for the Consent Agenda. Sharon stated that she didn’t like the way it was presented on there. It’s not the way we approved it so I’m not going to approve it on there. She also stated that the minutes (July) should be taken out. Sharon made a motion that the minutes should be tabled until the September meeting. Sharon had two versions of June minutes. June and July were to be approved. Richard said he wanted an approval on the Consent Agenda and Sharon said she wasn’t going to approve of that paragraph being in there like that.

 

Don stated to quote someone who had served on this committee serving a prior water & sewer board meeting sitting in this proximity, Hobart said that is another one of those chocolate covered nits. To take the time up for that nit picking thing on the Agenda, it isn’t going to matter whether it meets the standard or not. Don said he would second the motion that we accept the Consent Agenda.

Steve wanted to point out that accuracy in the minutes is critical. Don was under the impression that the minutes were taken out of that paragraph and to accept the Agenda with that exclusion.

 

Richard stated that we had a motion to remove the minutes from the Consent Agenda and the minutes were removed. Correct? Is there a motion to approve the Consent Agenda? Don moved that it be accepted with the exclusion of the minutes. Marsha seconded. All approved. None opposed.

 

Operator’s report; Neil and Reid were not present so Richard read the report. (copy included)

 

Increasing water rates; Steve wants to review further expense reductions before asking for a raise in rates so would like to table this until September. Sharon seconded. Don asked that we have a workshop to discuss this. September 13 at 3:30 at the office.

 

Electronic billing; Steve would like to look into an electronic billing option, as in sending out our bills to customers thru email. Sharon seconded. Richard said he would check into it. All in favor of looking into budget billing say I. All approved. None opposed.

 

Policies & Procedures; Steve would like to put together a four person committee, over seen by a Board member, consisting of a business person, a Cape Horn resident, an in-town resident and a person who knows about municipal experience. Sharon seconded. Don suggested that the committee needs to have a ‘mission statement’. Richard stated that they propose the ‘mission statement’ and then pick the persons for the committee. Steve asked how the public could submit their eligibility. After the ‘mission statement’ people could contact Linda or on the web site. Tabled to next meeting September 20.

 

Marsha suggested that we have a policy that Board members stay 90 days current on their bills or be dropped from the Board. Sharon said that’s not one of the general rules for dropping someone from the Board. Marsha asked how you can assess late fees if you can’t stay current yourself. You have to practice what you preach. Steve commented that he agreed with Marsha and that there should be no hypocrisy. Richard agreed that they should be beyond reproach and agreed 100% but do we give up the right to privacy. Richard would like to research this more and find out what the state says and what other districts have done. Don stated that as a Board we can set our own policy about this. Why would we not do this? Robin Edwards cited

42-3209. Basically it states that directors are voted in by the voters and are not subject to removal by the Board. Richard said that maybe the Board could come up with a sanction of some kind. Sharon stated that maybe she could get a ‘that a girl stamp’ for paying her bill on time. Richard wants to check with other districts and that removal from the Board (even though as Robin informed us we can’t) seems excessive. Marsha suggested just dropping her proposal. Sharon stated that it was a lot of wasted time for nothing. Marsha said that it wasn’t a waste of time because the Board needed to set an example. Sharon asked if there was anyone who was outrageously overdue. Marsha answered not now, no. Have they been since they’ve been on the Board, Sharon asked. Marsha said yes.

 

Sell orange truck to Reid for $500. Steve moved that in the interest of fair value that we put the truck on Craig’s List, E Bay, and our own web site for bids for 30 days. Sharon seconded. Then Don seconded it. It’s a 1973 F250 camper special. The truck was purchased used from Dave Wilcox. Richard checked and trucks in this bad condition are going for $500. to $1,000. Since the truck is the property of the District we do not want to show any bias by just selling it to Reid. Richard researched and found nothing stating how the Board buys or sells District property. All approved. None opposed.

 

Alternant access to Bayview Water & Sewer District’s office. Richard went to Kootenai County and they had no problem with using the Community Center’s parking lot and walking down but more parking spaces would have to be added to the Center’s parking area to do it legally. They are on a use permit and it would have to be changed. With additional expense and changing the permit Richard didn’t see how this would work. Tom Lloyd, who had also been to the county about this said that they would also have to add handicap parking. They have 29 spaces and that is what is required. You can go to the Kootenai County web site and look up SPN13-0003 and you will find where the commissioners had signed the approval. But Tom found other information regarding the roads in the area. He presented a map of the area and some of the roads are owned by the McKinley Water District and that they own from Perimeter to approximately 50 feet past our access road. So if we would contact that district we might be able to set up an agreement with them on the use of that part of the road. Richard would like to table this until the next meeting to talk with the people involved. Sharon motioned that we continue to investigate. Marsha seconded. All approved. None opposed.

 

Shutting off water for late bills. Marsha stated that if we shut off the water for late bills we would have to go thru the court system as in small claims which would entail hiring an attorney and costing us more money and there’s no guarantee that you will get your money. So we currently certify any large overdue accounts with the county and the amount gets put on the tax rolls and the late fees and they get paid with the taxes. There’s interest collected also. So that is why we have never shut off the water to overdue accounts. Sharon stated there is a statue that we have the power to do that and we should be shutting off the water and discontinuing the services for delinquency of payments, tolls, rates & surcharges. And it doesn’t say we can do it, it says we ‘shall’ shut off or discontinue. Section 3212, subsection I, states that the Board shall shut off or disconnect service for payments, delinquency in payment of such rates, tolls, or charges or in taxes pursuant to this chapter and prescribe and enforce rules and regulations in connection and disconnection from the facilities of the district. It also says that we can certify unless someone can show a hardship.

Richard said he talked to Hayden water district (North Kootenai) and they do turn off the water and it does work for them. Coeur d Alene turns off 3-5 a week and it works for them. Southside has only had 1 in 12 years and the person paid before they actually shut off the water. He also talked to Diane Sauer of Rural Water and she said most of the districts she works with do have a termination policy and it seems to work as a deterrent from people not paying. Kootenai Electric also shuts their electricity off for nonpayment. Schaffer Water, here in Bayview, also turns off the water. Everyone said they had to have a policy in effect to be able to turn people’s water off. Being able to turn the water off seems to be a better deterrent than anything. A lot of the money owed us in on the LID’s but Richard was not able to get any answers on if we could turn the water off for nonpayment of the LID.

Sharon moved that we develop a policy and bring it to the September meeting. Richard showed a draft of a shut off notice. He is going to look into which would be the better way to go before the next meeting. Richard requested that this be tabled until the next meeting. Sharon moved to table it till the September meeting. Seconded. Opposed?

 

Steve moved that the audit review with the auditor be made a workshop so more of the Board could attend. He asked for a reason why we should be limited to two. Marsha replied that that was just what the auditor asked for. This would be the preliminary and then a workshop with approval from the full Board as soon as she had the final. Then there’s no reason why the other Board members couldn’t attend. Marsha reminded Steve that if there were more Board members there it would have to be advertised as a meeting. Sharon said it would be of interest because to date we are spending nearly $16,000 on professional fees. Steve moved that we title the August 22 draft audit review as a workshop so other members can attend. Sharon seconded. Steve asked that the workshop be posted. All approved. None opposed.

 

Board members 5 year plan. Steve suggested they start with an outline. Should be turned in by the end of the month.

 

Announcements; Dust control, complete. Magnesium chloride was applied to our drive and to the two properties who responded with approval letters.

 

Reports and financial statements; Board received.

 

Public comments; Robin Edwards said she would like to see the Board move ahead with developing policy. There are a body of resolutions that have been adopted over time but at the last few meetings the Board spent a lot of time talking about someone who may or may not have been getting water without having a legal connection to the system and what might or might not be done about that. This meeting the Board spent a significant amount of time discussing whether or not to shut off water and what might be associated with that. All of these things are excellent example of what should be in By Laws and Policy. The District had policy but in 2011 the second resolution rescinded it. A body of policy provides structure so people are aware to look for things. Things could be dealt with much easier if there was a body of policy. Robin gave many examples of things that could be done and gave reasons why.

 

Sue Damon stated that she was very frustrated that it was over a year ago that the Board started talking about raising the water rates and it kept getting tabled month after month. We then saw the auditor’s report and could see and hear what our needs would be. It seemed very obvious that the rates needed to be raised. Now we are hearing that we need to find other ways to save some money. I don’t think you’re going to find enough ways to save money. I don’t know why you’re stalling on raising rates. A few years ago when the rates were raise it was a large sum and people got upset. It seems like it would make more sense just to say yes we have to do it. We have all these things that are going to need to be done and we need to raise the rates and have some reserves. Quit stalling. We can handle $3,$4,$5 a month.

 

Mary (?) thinks that we should hold off on the road because if the electronic billing goes thru there won’t be as much traffic.

 

Sheryl said that if 90% of the people are paying with on line banking then those people are the ones on their computers and would probably be totally ok with receiving their bills on line.

Also she thinks the Board should rescind their motion from last month about their pay. They are taking on a lot of work and should think about the pay.

 

Mary wanted to know since Linda can’t get the information to them for the meeting maybe they should have the meeting a week later. Or notify people to send their bills earlier.

 

Sharon moved that the meeting be adjourned. Don seconded. All approved. None opposed.

 

Respectfully Submitted,

 

Linda Williams

 

 

 

BAYVIEW WATER & SEWER DISTRICT

REGULAR BOARD MEETING

July 19, 2016

 

Attendance: Present were Marsha Ritzheimer, Chairman, Don Gardner, Vice Chairman and directors Richard Doney, Sharon Meyer and Stephen May. Neil Peck, Systems Operator, Reid O’Conner, Assistant Operator and Linda Williams, secretary, were also present.

 

Marsha opened the meeting at 3:30 and asked for approval of the Consent Agenda. Sharon stated that she didn’t know what she was to approve because the meaning of the Consent Agenda wasn’t written out.

 

Sharon also noted that she was not given all the information for the meeting packet again as was requested back in February.

 

Operator’s Report: copy included

Neil told us of George Ream having work done to increase the pressure for his water. Because the engineers should not have left him with such low pressure Richard moved that the District pay 50% of the cost for his repairs. Don seconded. All approved. None opposed.

Leak Detection came out and found a very large leak dropping our usage from 475,000 gallons to 295,000 gallons per day. Nine more joints need to be fixed at $385.00 each.

 

Late Fees Rate Increase Hearing: The public was made aware of the increase of late fees from 2% to 10% at this public hearing. It was also suggested that we put notes on all of the bills notifying everyone directly. Sharon said she would help.

 

Marsha announced the election of a new chairman and vice chairman. Linda asked for clarification on why they were having the untimely election when told it was because nothing was getting done and she didn’t believe it was Marsha’s fault. Marsha answered by stating that she didn’t think Steve and Sharon also, didn’t think she did enough. Marsha stated that she would not do anything requested that was not Board approved. She said she refused to go through the trash, get on Neil’s computer, which is a clear security violation, or even enter the office after hours.

Steve’s reasoning for the untimely election was that one year elections would make for a well-rounded Board and second that things are not getting done in a timely manner.

Marsha replied that one of the things that Steve thought was not getting done was the oiling of the road from the office to Perimeter via Lyvel. Marsha said we cannot go out and oil other people’s property without their permission. Marsha read a letter from a customer on Lyvel stating they didn’t want anything done to the road. We sent out letters and two approvals were returned from the five property owners that this would affect. Steve talked to one other person but they had not yet bought the property in question.

Sharon stated that the motion to oil Lyvel was made, seconded and approved and it bothered her that the motion wasn’t followed through.

Marsha explained again that we can’t do as we want when it comes to other people’s property. We didn’t have phone numbers or any other way to contact the people who didn’t respond to our letters.

 

Jan Johnson replied that Steve told them that we were going to oil Lyvel and they had already told him that they didn’t want it done.

 

Marsha told Linda to call and order the dust control to be done in only the places we have permission to do.

 

Sharon nominated Richard for Chairman of the Board. Richard accepted the nomination.

 

Don stated that in section 42 of the State of Idaho code it states that the elections are to be held every odd year and the election of the chairperson and the vice chairperson are to follow the regular election. Sharon withdrew her nomination. Richard withdrew his acceptance.

 

Steve proposed that we access the office by going through the Community Center parking lot since we gave them the 99 year lease to add more parking area for the Center as required by the State. Steve said customers could park at the Center and we would build a ramp to our handicap ramp from their parking lot. Sue Damon who is on the Center Board said that couldn’t be done because it was a requirement of the State that they have that parking for the Center and it could not be shared with another business. Richard said we should look into the laws to see if there is any chance we could use the parking lot. He said he checked with the county and the other road is Chan’s property and he can do anything with it he wants.

 

It was proposed that we check into shutting water off for the people who are late paying their bills. Right now they are certified to the county and put on the tax rolls giving them 3 years to pay. If we had to go to small claims court with the bills owing us it would mean hiring a lawyer, filing claims and there is no guarantee we would ever get paid. Steve would like to check more options so it will be put on the August agenda.

 

Marsha proposed that the Board members go to $1.00 per month for their service instead of $50.00 to save on money. Don moved that we accept her proposal and go to $1.00 per month. All approved. None opposed.

 

Don moved that the meeting be adjourned at 4:34 pm. Richard seconded. All approved. None opposed.

 

Respectfully Submitted,

 

Linda Williams

 

 

 

 

BAYVIEW WATER & SEWER DISTRICT

REGULAR BOARD MEETING

June 21, 2016

 

Attendance: Present were Marsha Ritzheimer, Chairman, Don Gardner, Vice Chairman and directors Richard Doney, Sharon Meyer and Stephen May. Neil Peck, Systems Operator, Reid O’Conner, Assistant Operator and Linda Williams, secretary, were also present.

 

****************

 

Hearing for Timothy Meyer and Eric Forsythe properties to enter into the Water District was held prior to the normal meeting. Richard moved that they be entered into the District. Don seconded. All approved. None opposed.

 

****************

 

Chairman, Marsha Ritzheimer, brought the meeting to order at 3:30 pm, Tuesday, June 21, 2016.

 

Guest speakers, Katie Baker from DEQ Financing and John Lynn from USDA, spoke about qualifying for grants and loans. They told us our Median Household Income report showed the average annual income, for Bayview, is $53,000 and that makes us ineligible for a grant at this time. For a loan with 3% interest we would have to do an Engineering Feasibility Plan which would find out what improvements are needed. There are several other ways to approach them for funding but they are extensive, as in providing a 20 to 70 year plan.

 

Marsha brought it to the rest of the Board’s attention that two of the Board members went out on their own, without Board approval, to an appointment with our attorney.

 

Marsha asked that the minutes from the previous meetings (February, April, and May) be approved. Sharon made a motion to approve the minutes of the previous meetings. Don seconded. After some discussion Sharon withdrew her motion.. Steve made the motion to accept the minutes of the previous meetings. Don seconded. Steve approved, Don approved, Sharon abstained and Richard approved. It was also noted that when there are changes to the minutes there should be a date of the revision and what was changed.

 

Operator’s Report – Copy attached.

 

The hearing date and time, for the Increase of Late Fees to 10%, will be at the beginning of our next meeting on July 19, 2016, at 3:30 pm.

 

A motion was made by Richard and seconded by Don to send Chan Karupiah a letter stating that he had been told several years ago that the four (4) lids to the septic tanks, two (2) at JD’s and two (2) at Harborview, needed to be dug up so we can pump the tanks. If he does not respond, within 72 hours, letting the District know they are uncovered, a letter will be sent to the Department of Lands, Corp of Engineers, Department of Environmental Quality and Panhandle Health, as to the possibility of lake contamination due to excessive use over the 4th of July weekend. All approved. None opposed. Richard offered to personally deliver the letter to Chan’s office.

 

Don moved that we write a letter asking permission from the home owners along Lyvel (the property owners north of our driveway) to oil the road. Sharon seconded. All approved. None opposed.

 

Sharon stated that she would like to get responses to emails she sends out. It was noted that there had been so many emails to so many people that it was like a meeting without the public.

 

The weeds on the south east corner of the District’s property will be taken care of shortly. The spray has been purchased but it hasn’t been applied due to wind.

 

Part of the weed problem is the fact the Community Center’s boat is sitting near the weeds so they can’t be burned like Reid usually does. Sue Damon offered to find out what the Center wants to do about the boat.

 

Our old printer will be sent to the recycle bin.

 

Chan’s complaint about double billing – John Meredith apparently isn’t finished going over the information as to when this occurred and who owned the property at the time.

 

There will be a rate & budget workshop July 12, 2016, at 3:00 p.m., at the district office.

 

Welcome to the Bayview Water & Sewer District Mr. & Mrs. Meyer and Mr. & Mrs. Forsythe.

 

Public Comments:

 

Sheryl Puckett thanked the person (Richard Doney) who put the water pressure information on the web site. She said it was very helpful. She also questioned the 4 illegal sewer connections that were installed for RV sites by Chan Karupiah. These connections are illegal but to date have not been used.

 

Karen Renner wanted to know more about the 2 board members going to the attorney without Board approval and who they were. Marsha declined to give their names.

 

Richard moved that the meeting be adjourned. Don seconded. All approved. None opposed.

 

The Board went into Executive Session.

 

Respectfully submitted,

 

Linda Williams, Secretary

 

 

 

 

BAYVIEW WATER & SEWER DISTRICT

REGULAR BOARD MEETING

May 17, 2016

 

Attendance: Directors present were Marsh Ritzheimer, Chairman, Richard Doney, Director, Sharon Meyer, Director, & Steve May, Director. Neil Peck, Systems Operator, Reid O’Conner, Assistant Operator and Linda Williams, secretary, were also present.

 

Chairman, Marsha Ritzheimer, brought the meeting to order at 3:30 pm, Tuesday, May 17, 2016.

 

The minutes from March and April and unapproved minutes from February were to be approved but the minutes were not completed so they will be approved at the next meeting. Sharon stated that the minutes were not emailed 5 days prior to the meeting either.

 

Operator’s Report-copy attached

 

Regina from Haddock Insurance notified us that there will be an increase of approximately $1,116.00 to our insurance due to an increased value on Cape Horn Water Tanks and the tank near Dromore. We hope to have John Nacaratto come to a meeting and explain the increase.

 

Steve brought it to our attention that Chan Karupiah says we over charged him on Boileau’s sewer by $300.00 per month from July, 2005 thru July, 2013. Another issue is, why did he wait so long to bring it to our attention. Both Chan and his manager have been in the district office many times and have never mentioned the problem. Apparently, Chan and Boileau’s had both been charged for the same sewer charge. Research needs to be done before a decision is made.

 

Steve made a motion to accept the added, corrected, updated and modified employee policy. Sharon seconded. All approved. None opposed.

 

In regards to oiling the East driveway and Lyvel, the portion used by the District, the cost seems to be $1.00 to $1.10 a lineal foot.

Since our property is landlocked if Chan gates off the west driveway and Lyvel is actually other people’s driveway Neil proposes that we put our own driveway in running to Perimeter Road from our 75 foot wide property next to the Community Center’s Memorial Garden.

 

After several discussions at previous meetings regarding having so many customers not paying their bills, Sharon moved that we raise the late fees from 2% to 10%. Richard seconded. All approved. None opposed.

 

Steve informed us that John Lynn from the USDA will be at our next meeting to give us the current information pertaining to rates.

 

Richard will be submitting a publication to the Bonner County Daily Bee for a hearing to approve the annexation of Meyer and Forsythe properties into our water district. The remainder of the properties involved in this will have to do their own. Even though they are hooked to our water the county and state do not recognize them as part of our district which does not give them the right to vote within our district.

 

I only bring this up because this letter was addressed as for the May Board Meeting. It was from Patricia Bennett about hooking up to our water. I have already sent her a reply.

 

Marsha moved that the meeting adjourn. Steve seconded. All approved. None opposed.

 

The Board then went into Executive Session.

 

Respectfully submitted,

 

Linda Williams

 

Linda Williams, Secretary

 

 

BAYVIEW WATER & SEWER DISTRICT

REGULAR BOARD MEETING

April 19, 2016

 

Attendance: Directors present were Marsh Ritzheimer, Chairman, Don Gardner, Vice Chairman, Richard Doney, Director, Sharon Meyer, Director, & Steve May, Director. Neil Peck, Systems Operator, was present. Linda Williams, secretary, was not present.

 

Operator’s report; Upgrades on Dromore will cost $1.25 per gallon for single stand pipe ground level tank. Timberlake Fire Department requires that we be capable of pumping 1000 gal. per minute for 2 hours so combined cost would be $175,000. Then there is the cost of the engineering. You have to put a bid out and get the actual cost of the project. The timeline depends on many things. You just turn it over to the engineer and let them take care of it all.

 

Steve moved that we adopt a policy that the Bayview Water & Sewer District Board and the Bayview Community Center Board enter into a mutual agreement to share the facility. Motion was seconded. All approved. None opposed.

 

Margaret Nelson wrote a letter being upset about not knowing the outcome of the inspection of her sump pump by RC Worst and the BWSD Board. She was contacted by phone by Richard Doney and asked if the odor was better and as for the complaint she entered, the Board didn’t feel they could overturn a decision made by a Board that was there at the time.

 

Richard asked about anonymous requests/complaints on the web site. If someone can’t leave their name they shouldn’t expect an answer.

 

Consideration was taken as to oiling or chip sealing the back (East) driveway all the way out to Perimeter Road. Everyone agrees that it should be done and we will check on cost (1-1.10 per foot) and the legalities of oiling other’s driveways. Sharon moved that the District pay for the oiling and have oiled all that we can legally oil from the office to Perimeter Road. Richard seconded. All approved. None opposed.To oil the rest we will have to get permission in writing and an easement from the property owners.

 

Mary Richter was asked about the audit. She said she couldn’t speak for Toni as to when but she was sure it would be done on time.

 

Marsha asked for a motion to adjourn. Sharon moved that we adjourn. Steve seconded. All approved. None opposed.

 

Respectfully submitted,

 

Linda Williams

 

Linda Williams, Secretary

 

Note; these minutes were done from a tape recording. The quality was not the best and with everyone talking at the same time at times it was impossible to understand what was being said.

BAYVIEW WATER & SEWER DISTRICT

REGULAR BOARD MEETING

January 19, 2016

 

Attendance: Marsh Ritzheimer, Don Gardner, Richard Doney, Sharon Meyer & Steve May. Linda Williams, secretary, was also present.

 

Sharon asked that Sheryl Plotch (Pucket’s) letter be added to the Agenda.

 

Chairman, Marsha Ritzheimer, brought the meeting to order at 3:30 p.m.

Marsha called for acceptance of the Consent Agenda. Don moved that we accept the Consent Agenda. Richard seconded the motion. All approved. None opposed.

 

Marsha asked if there were any public comments. Ellery, from JUB Engineering, commented that he would like to clear up misinformation. He stated that he hadn’t been charging for all the meetings he attended. He also stated that he was unaware of any problems or issues. He added that the reports don’t have to be done by the engineers and that Chuck (Waller) had told him that Neil could do the reports.

 

Toni Hackwith, our Auditor, gave a presentation on understanding our audit.

 

Operator’s Report; (copy attached)

 

Margaret Nelson read her letter to resolve her issues. (copy attached)

 

Sharon moved that the Board meet with Susan Weeks to discuss the complaints they have with her. Richard seconded. All approved. None opposed.

 

Richard moved that Neil start a feasibility study on upgrading the water tank at Dromore. Don seconded. All approved. None opposed.

 

Power of Attorney was awarded to Mary for dealing with IRS only on our behalf.

 

Commercial & Residential Rates have been tabled until the February meeting.

 

Don & Richard are contacting the Idaho State Tax Commission in dealing with the Meyer’s voting situation.

 

Sharon read Sheryl Plotch (Pucket’s) letter. (Copy attached.)

 

ICRIMP increase will be tabled until Marsha, Linda, and Neil can meet with our representative for more information.

 

Marsha told us about the meeting with Emergency Management. They could cover half of our bill if the loss of that money would put us out of business. It would also depend on if we had documentation on who used how much water as Department of Lands and Timberlake Fire were both using out of the hydrants.

 

Steve made a motion to implement emergency procedures for a disaster in our area. Sharon seconded. All approved. None opposed. Our emergency procedures are set up by DEQ (Department of Environmental Quality) and they have to be followed when there is an emergency. Any other procedures would be secondary to theirs. The Board will have a workshop to decide if any others are needed.

 

Steve moved that we purchase a set of the “Water Board Bible” for $60.00. Sharon seconded. All approved. None opposed.

 

The Board decided to have a workshop on February 2 to review the ‘Employee Policy’

 

Don moved that the meeting adjourn. Steve seconded. All approved. None opposed.

Respectfully submitted,

 

Linda Williams

 

Linda Williams, Secretary

 

 

BAYVIEW WATER & SEWER DISTRICT

SPECIAL BOARD MEETING

January 12, 2016

 

Attendance: Marsh Ritzheimer, Don Gardner, Richard Doney, Sharon Meyer & Steve May. Neil Peck, systems operator, and Linda Williams, secretary, were also present.

 

Chairman, Marsha Ritzheimer, brought the meeting to order at 3:30 p.m.

 

The reason for this meeting is to approve Neil’s choice of an engineering firm.

 

After much discussion Don moved to accept Neil’s recommendation for an engineering firm. After more discussion Steve seconded the motion. 4 member approved and 1 did not.

 

 

Don Gardner                        approved

Richard Doney                     approved

Steve May                            approved

Marsha Ritzheimer             approved

Sharon Meyer                      opposed

 

 

Don moved that the meeting be adjourned at 4:31 p.m. Richard seconded. All approved. None opposed

 

 

Respectfully submitted

 

Linda Williams

Clerk

 

 

 

 

BAYVIEW WATER & SEWER DISTRICT

REGULAR BOARD MEETING

December 15, 2015

 

Attendance: Marsh Ritzheimer, Don Gardner, Richard Doney, Sharon Meyer & Steve May. Neil Peck, systems operator, Reid O’Conner, asst. operator and Linda Williams, secretary, were also present.

 

Chairman, Marsha Ritzheimer, brought the meeting to order at 3:30 p.m.

Marsha called for acceptance of the Consent Agenda. Sharon moved that we accept the Consent Agenda. Richard seconded the motion. All approved. None opposed.

 

Marsha asked if there were any public comments. There were none.

 

Operator’s Report; (copy attached)

 

Reid had requested that he get a new cell phone. He had checked on it and found that we would get a better total price on our bill with more minutes and other items. Richard moved that Reid get the new phone. Steve seconded the motion. All approved. None opposed.

 

While discussing getting a new engineering firm Ellery Howard from JUB appeared so that discussion was automatically put off till later.

 

Steve told us he hoped to have more information on the Commercial and Residential rates by January.

 

Don and Richard went to the Bonner County clerk to find out more about Timothy and Susan Meyer’s voting status. The clerk told them to talk to the county attorney. Apparently the state needs to know that they are ok to vote. They are going to start with the Idaho State Tax Commission via conference call. Marsha advised them that if that didn’t work write a letter to the attorney general.

 

With so much being tabled we are going to add “Continuing Business” to our Agenda.

 

Don moved that we have a workshop to deal with Paid leave in February. Steve seconded. All approved. None opposed. Also sick leave and vacation leave may be included in that workshop.

 

Shane McDaniel’s estimate on the Heliport is $4000 because there is an 8 foot drop and will take a lot of fill to level the ground. Marsha suggested we could, in part at least, start having bake sales, etc.

 

An invoice was sent to Timberlake Fire Dept, at their request, for the extra water used during our fire this summer. This is to help determine the cost of the fire so expenses can be paid for.

 

It was decided that the information that was asked for under the public information policy should be put on the web site as it would be good information to put out to all of our customers.

 

 

 

Don moved that the meeting adjourn at 4:56 pm. Steve seconded. All approved. None opposed.

Respectfully submitted,

 

Linda Williams

 

Linda Williams, Secretary

 

 

BAYVIEW WATER & SEWER DISTRICT

REGULAR BOARD MEETING

November 17, 2015

Attendance: Marsh Ritzheimer, Don Gardner, Richard Doney, Sharon Meyer & Steve May. Neil Peck, systems operator, and Linda Williams, secretary, were also present.

 

Chairman, Marsha Ritzheimer, brought the meeting to order at 3:30 p.m. She called for any corrections or additions to the Agenda. Don asked that Timothy Meyer Voting Update be put under New Business instead of Old Business.

 

Marsha called for acceptance of the Consent Agenda. Sharon moved that we accept the Consent Agenda. Richard seconded the motion. All approved. None opposed.

 

Marsha asked if there were any public comments. There were none.

 

Operator’s Report; (copy attached) Neil informed the Board that he is dissatisfied with Ellery Howard of JUB Engineering and is looking for another engineering firm for the District.

Neil also explained how the meters worked for those who didn’t know.

 

Marsha reviewed a letter to the Board expressing Margaret Nelson’s issues back in 1992, including but not limited to the fact that she thought the septic tank had been put in the wrong place, there were terrible odors, she was not told about the pump being installed because she was out of town at the time, the pump wasn’t wired correctly and it was in the middle of the bathroom floor, to list most of her issues. Her letter was dated September 8, 1992 and she received a response from the District dated September 16, 1992 and it denied her list of objections. Then in February, 1999 Margaret listed her objections again to the Board. Some of the same objections were listed. She did not think the cost of maintenance for the pump should be her responsibility. Marsha explained that with her tank higher than the basement bathroom a sump pump is needed. Margaret also stated that she was a working mother with 4 children so her tank was installed free of charge to her. But the fact was that her children were grown and gone by that time. Marsha explained that it was her responsibility because it is in her home and the responsibility of the District is only to the septic tank.

 

Don stated that is working with Diane Sauer who is with Idaho Rural Water Association in dealing with the pay and benefit research. There is a National Association that has done research on the subject and its cost is $99. He would like permission to spend the money. Don made the motion to spend the money for the report and Steve seconded it. All approved. None opposed.

 

Steve stated that the ‘Commercial and Residential Rates’ is still a ‘work in progress’. They will work on it after they see the audit. It will be tabled until December meeting.

 

We received a ‘draft’ of the audit from Toni Hackwith our CPA. They will be closing it up December 1, 2015.

 

The Hazard Mitigation Program. It appears we may be eligible for some help with getting the generators we need to aid in pumping water out on the Cape when the power goes out, as it did during the fire in July of this year. Marsha filled out a form called a “Letter of Intent”. It was just to let them know who we were and what we wanted and why. Boise called and asked more questions. They felt it was a worthwhile request and would send us an application. This is for 2 generators and several disconnects.

 

We also need to get a larger water tank for the Dromore area. This will have to be researched to possibly find a grant.

 

Linda Hackbarth needed a “Release of Covenant” because she is trying to sell her home separately from ½ of a lot that she consolidated with the lot her home is on. The County wouldn’t release the consolidation unless the full LID was paid. It was quite the ordeal but we got it taken care of.

 

Our attorney has not been returning calls or answering emails and it’s time to start looking for a new one. Southside’s attorney was recommended and the idea that Diane Sauer may know of one was brought up.

 

Don & Marsha went to Bonner County to get more information on the Meyer’s voting privileges. Bonner Co. told him that Kootenai Co. needed to expand to include the Meyer’s home. This will be tabled until we get a new attorney.

 

Don moved that the meeting adjourn at 4:20 pm. Richard seconded. All approved. None opposed.

Respectfully submitted,

 

Linda Williams

 

Linda Williams, Secretary

 

BAYVIEW WATER & SEWER DISTRICT

REGULAR BOARD MEETING

OCTOBER 20, 2015

Attendance: Marsh Ritzheimer, Don Gardner, Richard Doney, Sharon Meyer & Steve May. Neil Peck, systems operator, and Linda Williams, secretary, were also present.

 

Chairman, Marsha Ritzheimer, brought the meeting to order at 3:30 p.m. She called for any corrections or additions to the Agenda.

 

Marsha called for acceptance of the Consent Agenda. Don moved that we accept the Consent Agenda. Richard seconded the motion. All approved. None opposed.

 

Marsha read her letter about the cell tower. (copy attached)

 

Operator’s Report; (copy attached)

 

Richard reported that the web site is doing well and that he put Jim McNall’s presentation on the web site (with his permission) and the cell tower letter as well. People seem to be liking the site.

 

Steve stated that the ‘Commercial and Residential Rates’ is still a ‘work in progress’. It will be tabled until November meeting.

 

There has been no luck getting answers from the county on the Meyer’s and others in the Cape Horn Estates being able to vote at District elections so the best thing to do is go to the county court house and talk to them directly.

 

After a discussion on what Margaret Nelson has been going through since her sump pump was installed, the Board decided to call R. C. Worst and have them come out to assess the situation. Marsha and Richard will meet them at Margaret’s.

 

 

Don moved that the meeting adjourn at 4:00 pm. Chuck M. seconded. All approved. None opposed.

Respectfully submitted,

 

Linda Williams

 

Linda Williams, Secretary

 

 

 

BAYVIEW WATER & SEWER DISTRICT

REGULAR BOARD MEETING MINUTES

September 15, 2015

 

 

Attendance: Marsh Ritzheimer, Don Gardner, Sharon Meyer, Richard Doney, and Steve May. Linda Williams, secretary, was also present.

 

Marsha asked for approval of the Consent Agenda. Don moved that we accept the Agenda. Sharon seconded. All approved. None opposed.

 

John Naccarato from ICRMP explained some of our liability insurance. He plans to come back to take a tour of all of our facilities.

 

Richard informed us that the web site was up and running. Bayview Water and Sewer.com. The cost so far has been $233.14.

 

Barbara Bitner, at the previous meeting, informed us that being of very low income she could not afford to pay the extra on her bill for her water used by neighbors during the Cape Horn Fire. The Board suggested that she might pay only $5.00 extra each month, without late fees, until it was paid off. Mr. Rickel stepped forward the next day and paid the $117.00 for her.

 

The discussion on the Commercial and Residential Rates was tabled until the next meeting.

 

Pay & Benefit Research was tabled until the next meeting.

 

Neil was at the treatment site with DEQ but Ellery, of JUB, discussed with us about the 2 reports that now have to be done since we received our permit. They are the Quality Assurance Protection Plan and an update to our Plan of Operations.

 

Don moved that the meeting adjourn. Steve seconded. All approved. None opposed.

Respectfully submitted,

 

Linda Williams

 

Linda Williams, Secretary

 

 

BAYVIEW WATER & SEWER DISTRICT

REGULAR BOARD MEETING

August 18, 2015

 

 

Attendance: Marsh Ritzheimer, Don Gardner, Sharon Meyer, Richard Doney, and Steve May. Neil Peck, systems operator, and Linda Williams, secretary, were also present.

 

Guest; John Naccarato, ICRMP and Ellery Howard, JUB Engineering.

 

Marsha asked for approval of the Agenda. Sharon moved that we accept the Agenda. Steve seconded. All approved. None opposed.

 

Sharon moved that we accept the Consent Agenda. Steve seconded. All approved. None opposed.

 

Marsha administered the Oath of Office to Richard Doney as Director #2.

 

Sharon moved that Marsha stay on as Chairman. Don seconded. All approved. None opposed.

 

Richard moved that Don be appointed Vice Chairman. Sharon seconded. All approved. None opposed.

 

Operator’s Report- copy enclosed

 

Barbara Bitner expressed that she was not able to pay for the excess water used by others during the fire on the Cape. Sharon moved that Richard stop and talk to her and table their decision until the next meeting. Steve seconded. All approved. None opposed.

 

Don moved that Richard do the web site. Suggested items would include Agendas, minutes, Ordinances, Resolutions, information, budgets, etc on the site. Sharon seconded. All approved. None opposed.

 

The audit is still ongoing.

 

Richard moved that we hold the ‘Budget Hearing’ coming up on August 31, at 3:00, at the Community Center. Sharon seconded. All approved. None opposed.

 

Steve asked about the residential and commercial rates being the same amount. He will do some research for the next meeting.

 

Ellery explained the LID on the Walkers property that their relatives want to build on as in why they are required to pay the full amount of the LID. Since the Cape Horn Estates Association is involved with the project Richard was asked if he could explain it to them.

 

Sharon moved that we have Mary’s workshop and pay the $450.00. Don seconded. All approved. None opposed.

Don suggested that he research wages and benefits in comparison to other Districts.

 

Marsha asked for any public comments. George Ream commented that he would like to see copies of the Agenda for the public so they could follow what was being discussed.

 

Financial reports may be inaccurate until audit is finished.

 

Don moved that the meeting adjourn at 4:38 pm. Steve seconded. All approved. None opposed.

Respectfully submitted,

 

Linda Williams

 

Linda Williams, Secretary

 

 

BAYVIEW WATER & SEWER DISTRICT

REGULAR BOARD MEETING

July 21, 2015

 

 

Attendance: Marsh Ritzheimer, Don Gardner, Sharon Meyer, and Steve May. Neil Peck, systems operator, and Linda Williams, secretary, were also present.

 

Guest; Ellery Howard, JUB Engineering.

 

Marsha read “Responsibilities of a Bayview Water & Sewer District Board member. (copy included in the minutes).

 

New Directors were sworn in. Sharon asked why Chuck Murray was being sworn in. Linda Hackbarth called ‘called Point of Order’ and sited State Statue 32. Terms of office start in July. Sharon stated that she was not informed of the emergency meeting so that makes it null and void. Don stated we had extreme circumstances because of the fire. Until someone is sworn in & takes the position of that office business still has to be conducted. Bob Hammel asked where the posting of the emergency meeting was. Don stated there was a letter from the District’s attorney.

Sharon suggested other people should be given a chance to apply if they are interested. Sharon moved that we solicit applications from interested people and interview and appoint a new Director on August 3, 2015. Steve seconded the motion. All approved. None opposed. Marsha asked for an Executive Session at the end of the meeting.

Chuck Murray asked for discussion. He stated there was nothing inappropriate about the meeting held and to get a third in experienced person would be detrimental to the Board.

At that point Chaos erupted and Don told the group that no one can disrupt these meetings. If they were at a KEC meeting they would be escorted out.

 

Marsha called for any additions or corrections to the Agenda. She then called for an approval of the Agenda. Sharon moved to approve the Agenda. Don seconded. All approved. None opposed.

Marsha then called for approval of the Consent Agenda. Don moved to accept the Consent Agenda. Sharon seconded. All approved. None opposed.

 

Mary Richter gave an update on our audit (copy included in the minutes).

Don asked for a quote on the training session Mary is offering. Mary said she would send out an email with all the information.

 

Operators Report (copy included in the minutes)

 

Ellery Howard of JUB Engineering (we had received the permit). It is a Land Application Permit which allows us to use sprinklers to water our trees at the treatment site and is good for 10 years. We have 6 months to update our plan of operation and 6 months for QAPP, Quality Assurance and Protection Plan. We can get an extension if we need one. We also have to have a new ‘responsible person’ as Chuck Waller is no longer with us.

 

Neil reported on the lawsuit filed by Mr. Holmquist. We were sent questions which Neil answered and the attorney will be out to ask more questions and go to the site of the accident.

Diane Temple stated that after the Board turned her down on the adjusting her bill, she is going to turn us in to the Idaho Utility Commission.

 

The Director’s compensation is $50.00 per meeting attended. Marsha asked if they wanted to forfeit the compensation and put that money toward a web site. They agreed to leave it as is.

 

Marsha & Tom Lloyd attended the meeting at Timberlake Fire Department and presented the idea of moving the heliport from its current location to Bayview Water & Sewer property. They will be going back to future meetings to attain more information.

 

Sharon moved that we put the ‘approved minutes’ in the Bylines. Since the minutes are approved at the following meeting the minutes will be published a month after the actual meeting they represent.

 

Don read the letter from the Western Montana Incident Management Team (copy included in the minutes). This letter was a result of a meeting held to find out what we could do to improve our system for a disaster such as the fire.

 

Customers with higher water bills due to the fire can sometimes be compensated by their insurance agencies. Don moved that we let customers with higher bills come in and we will set it up so they have 120 days to pay the total of the bill. Sharon seconded. All approved. None opposed. We will post it in the Bylines.

 

Budget meeting (workshop) will be held for the Board to go over the proposed budget. The budget then will be published in the Coeur d Alene Press. The Budget Hearing is set for August 31, at 3:00 p.m.

 

Steve moved that a web site needs to be included in the budget. Sharon seconded. All approved. None opposed.

 

The financial reports are not accepted at this meeting due to the fact that we are in the middle of an audit and accounts are being adjusted.

 

The letter from Kootenai Electric about our credits will not be sent in to collect on them. We will leave them and collect some 20 years from now.

 

Don suggested that some of the organizations in Bayview might invite people from different agencies to speak on better fire prevention in our area.

 

Sharon moved that the meeting adjourn at 4:41 pm. Don seconded. All approved. None opposed.

Respectfully submitted,

 

Linda Williams

 

Linda Williams, Secretary

Ltr M Richter CPA 7-21-15 001 ltr W MT Mgt Team 7-10-15 001 Op Rpt 7-21-15 001B O D responsibilities 001