Rate study has beeen ongoing for 6 months with the previous board and will be discussed later in the meeting.

Transcription

1 Board Members present: Roy Bellew, Bruce Earwood, Nick Forrester and Steve Anderson, non board members present: Craig Dalton with Performance Engineering; Employees present are: Larry Pinnow, George Rowton, Ray Zelka and Sandy Kust Mr. Bellew gave a brief update to the new board members on the sewer project, income survey, Big Horn River Alliance, Operators, Rate Study, Treasurers Report. Mr. Bellew stated that 160% of the usage right now is less than 3,000 gallons a year which is basically 120 customers. Mr. Bellew visited with the engineer and expects that the population growth will be the residents which are not using water will start using water, rather than vacant lots selling and getting hookups/usage from new customers. Mr. Bellew stated that 55% on the Yellowtail side are using less than 2,000 gallons a year and 75% on the Fort Smith side are using less than 2,000 gallons a year. The board voted in November on a 2% growth with the water usage which the board thinks is realistic Income survey will be conducted and the income survey will determine income levels, if the District gets enough people with poverty levels the District could possibly be eligible for more grant funds. Big Horn River Alliance may be able to help out with construction. Operator report: Ray does the daily and keeps good daily check on residuals, Larry is main operator, and George is certified in water and will be taking the test for wastewater and Bruce will need to take the test for both water and wastewater. Larry commented that the lighting in the tank is completed with LED lights and works great. Rate study has beeen ongoing for 6 months with the previous board and will be discussed later in the meeting. Mr. Earwood read the oath to the Mr. Anderson and Mr. Forrester. Motion by Mr. Bellew for the election of officers: President: Bruce Earwood, Vice-President: Steve Anderson ; Secretary/Treasurer: Roy Bellew, seconded by Mr. Forrester, motion carried unanimously Approval of meeting minutes from November as no meeting was held in December. Motion made by Mr. Earwood and 2 nd by Mr. Bellew, to approve the minutes as printed. Roy Bellew read the treasurers report and explained each line item and what to look for to the new board members. Motion by Mr. Bellew to approve December treasurers report, 2 nd by Mr. Forrester, motion carried unanimously.

2 Treasurers Report 12/11/2015 Account Balances Bond Repayment Reserve Account $ 13, Short Lived Asset Replacement Account $ 96, Special Assessment Bond Repayment Account $ 4, Sewer Fund $ 53, Operation and Maintenance Account $112, Debit Card $ 3, First Interstate Bank General Account $283, Ck# Payee or Payer Purpose Income Bighorn County User Fees $ 1, Special Assessment $ User fees quarterly billing $ Total revenue $ 2, Energy Laboratories Bacti test Nemont Phones Northwest Pipe Compression Union Performance Engineering Wastewater Engineering PER 2, EFT Big Horn County Electric Electricity Liabilities EFT United States Treasury Fed/SS/Med 1, EFT Department of Revenue Montana Withholding 1, EFT Montana Unemployment Unemployment Insurance 8.51 Employee Payroll 1950 Roy Bellew Board Stipend Steve Hilbers Board Stipend George Rowton Board Stipend Steve Saville Board Stipend Bruce Earwood Board Stipend Sandy Kust Secretary Larry Pinnow Operator Ray Zelka System Testing and Monitoring George Rowton Operator Total $ 6,476.16

3 Treasurers Report 1/08/2016 Account Balances Bond Repayment Reserve Account $ 13, Short Lived Asset Replacement Account $ 97, Special Assessment Bond Repayment Account $ 1, Sewer Fund $ 53, Operation and Maintenance Account $112, Debit Card $ 3, First Interstate Bank General Account $282, Ck# Payee or Payer Purpose Income Bighorn County User Fees $ 0.00 Special Assessment $ 19, User fees quarterly billing $ 1, Total revenue $ 21, Black Mountain Software Maintenance Fee Laurel Power Systems Inc. Maintenance on 2 generators Energy Labs Bacti Sample Performance Engineering Wastewater Engineering PER EFT Big Horn County Electric Electricity Nemont Telephone Liabilities EFT USDA/RD Bond Payment 23, Employee Payroll 1963 Sandy Kust Secretary Larry Pinnow Operator Ray Zelka System Testing and Monitoring George Rowton Back up Operator Bruce Earwood Back up Operator Total $ 27, Motion by Mr. Bellew to approve January treasurers report, and 2 nd by Mr. Earwood, motion carried unanimously. Motion made by Mr. Earwood for the new check signers: they will be Bruce Earwood, Steve Anderson, Roy Bellew, Nick Forrester, 2 nd Mr. Forrester, motion carried unanimously. Delinquent accounts: currently there are 8 delinquent accounts.

4 No public records requests. Wastewater system engineering update: Performance Engineering, Craig stated that they have used some of the water data to estimate flows and TDH will take flow data and run some different configurations for the lagoon, looking at the 20 acres which is currently the drain field on the North side of the District. The District would rather have the lagoon on the North side as if it goes in on the South side the District would have to put in lift stations and the District does not want to have anything mechanical if possible. The project is to tie both systems together and go for a big grant, as the single cell lagoon will not work. Mr. Earwood does not know if the income survey will be eligible and asked the engineer to maybe phase the project to make it more feasible for the customers on the District and possible having the District put in most of the transmission lines themselves. Performance Engineering stated they are taking waste numbers and sizing the system, they have a concern that the 20 acres on the North side may not be enough as this area does not have a very high rate for evaporation this information is put out by USDA RD, if the District needs more than the 20 acres negotiations will need to take place with the tribe to pursue more land. The District could also look at spray irrigation which would reduce the size of the lagoon, the surface area is what drives the size of the lagoon. A meeting needs to be set up with the tribe sooner than later, Mr. Bellew will work on getting this meeting set up, the engineer and all the board member would like to be at the meeting. Mr. Bellew stated that if the board does not use the money for the camera and televising that this money be used for the construction, as this is approximately $28,000. Discussion took place as to whether or not the camera and televising would help with the grants, and yes the more data the better, however it is not mandatory to do. The other thing that would help the PER and grants is to get the DEQ to come down and conducted an inspection and possibly administer an Administrative Order. The District will decide if they want to pay for the cleaning and televising of the sewer lines and have this information available for the PER or if the District will use this money to start replacing the sewer lines themselves. The board will need to make a decision at the next meeting for the cleaning and televising of the lines. Mr. Bellew made motion to have DEQ do a sewer inspection, Mr. Earwood, motion carried. Income survey: Sandy will be meeting with Mr. Jaberlara, MAP, to go over the income survey letters and form it is anticipated that the survey will be sent out in January. Bighorn River Alliance: Their priority is the river/with all the safety problems and the District could possibly get money for the construction of this wastewater project. Operators report: water residual testing is taken daily, Larry will take in the bacti sample on January 11 th. Larry also fixed chlorine pump on FS3 as it was not working. Sandy handed out the paperwork to George and Bruce to fill out for the study materials for water and wastewater licences, they will fill out and get information back to Sandy. Roy discussed the 2016 budget with the PER and money for the land agreement is included in this budget. The budget also had $25,000 in for legal fees, and only $3, was used for legal fees, this

5 money could be used for something else. Mr. Bellew also went over rate study which was conducted by Mr. Fischer; this rates study included the revenue, fixed cost expenses, variable cost expenses for both water and wastewater, usage for both commercial and residential. Mr. Bellew stated if the District were to raise the base rate, that it would be a dysfunction to the residents who are using less than the 12,000 gallons per quarter. Mr. Bellew will bring a copy of the informational workbook that he handed out to the board members; this will be kept on file at the District office. Mr. Bellew suggested setting up a work session or a special meeting to go over the rates as the base rate needs to be established for reside Mr. Bellew also had the W-34 hydrant in his handout. Correspondence with DEQ and Great West states they justified that the W-34 was designed to industry standards, area soils, hydrants were installed in gravels, district has a centralized sewer system. Mr. Hoppers letter on # 9 on letter looks like it was just copied almost word for word from Great West and sent to district. Performance Engineering found in the PER that in the 2007 PER it stated that the sewer system was leaking. The District should get an opinion from an attorney to see what kind of liability the District has, the public water system is safe, however the service lines are not safe and could get someone sick or possibly someone dying. Getting board approval to hire an attorney to visit about the health and safety issues with the hydrants, and what liability the District has needs to be put on the agenda for next month. Water Rights: This has not been completed to determine if the Tribe or the District owns the water rights, George will follow up with the water rights to see when and if it is going to go to court or what is currently going on. No public comments Next meeting will be February 5 th, 2016 at 1pm Motion to adjourn made by Mr. Earwood and 2 nd by Mr. Bellew, meeting adjourned at 5:45pm Attested by: Secretary/Auditor