Town of Germantown

O’Dell’s Bay Sanitary District #1 Board of Directors Special Meeting

MINUTES

Held remotely via Microsoft Teams

May 11, 2023 at  9:00 AM

Present: (all via Teams) Board Members  Jim Murphy, Jim Keene, Brad Pavloski, Randy Dorshorst, Rod Abbrederis,  Administrator Kathy Oliver,  Kyra Cassidy, Pat Morrow, Jason Terry, Angeline Dennbecker.

Call to Order/Approve Agenda-

The meeting was called to order via Microsoft Teams at 9:00 AM and the agenda was approved by the board. With 5 board members present, we did have a quorum.

Approval of Minutes-

A motion was made by Brad Pavloski, seconded by Jim Keene, to approve the minutes from the March 9, 2023 regular meeting with no changes or corrections. Motion carried with all in favor.

Discussion and Possible Action on Administrator’s Report –

-Financial Status Summary – Financial information was provided by Kathy Oliver, including bank account balances, accounts payable and accounts receivable. In addition, Kathy presented an updated report on Expenditures and Loan Disbursements for the WWTF Upgrade Project. Our current members, Connected and Unconnected, total 1,335. A Motion was made by Jim Keene, 2^nd by Randy Dorshorst, to approve the Administrators Report. Motion carried with all in favor. Kathy spoke with the Bank of Mauston regarding our current CD’s and they have agreed to allow us to close our current 2 CDs, with penalty, and re-open them with a new higher interest rate. The proceeds from the new rate for a 12 month CD would be higher than the penalty amounts. A Motion was made by Jim Keene, 2^nd by Randy Dorshorst to close the current CD’s and move the funds to a new CD. Motion carried with all in favor. Kathy will proceed and will need to get signatures on the paperwork from all board members.

Discussion and Possible Action on WWTF Construction Update-

Kyra Cassidy reported that the project is complete and that she is waiting for final O& M Manual to be complete. She will put the info on a flash drive for the District’s use. Rod Abbrederis is going to go to the facility and provide a bid to do final grading and grass seeding, hopefully this summer. Jim Keene suggested we get a sign for the fence by the road so the general public knows what and where we are. Kathy Oliver will explore options for that sign, along with new No Trespassing signs for the perimeter fence.

Discussion and Possible Action on WWTF Operations Update –

Jason Terry reported that avg influent and effluent flows remained on par for March/April. They continue to work on tweaking of the chemical feed system to resolve issues with the trend in ammonia levels.

Kyra Cassidy commented that MSA’s time and materials have turned out to be higher than anticipated now that the facility upgrade is complete, and we have more customers on the system. She suggested the need to possibly add to the general engineering contract amount to allow MSA to be able to address needs adequately. A Motion was made by Jim Keene to approve additional contract funds for MSA not to exceed $20,000.00 for the year. The motion was seconded by Randy Dorshorst, and passed with all in favor.

Jason Terry reported on other non-routine issues – see his report attached.  

Discussion and Possible Action on Cost of Service Study –

Kyra Cassidy and Angeline Dennecker reported that they have completed the study, and presented a Memo detailing their findings.  See Memo attached. They plan to have a full report draft and recommendations for action at the July Board Meeting. No action taken.  

Discussion and Possible Action on New Connection Inspection Procedure-

Jason Terry recommends that the district begin doing 2 inspections for new connections. One being done at the time of connection, with a second being done once construction and landscaping are complete at each site. There was discussion about best practice to get this done efficiently and what additional cost we may incur. A Motion was made by Jim Keene, with a second by Randy Dorshorst to adopt a second inspection process, with Jason terry and Kathy Oliver working together on best practice, fees, and explanation to members. With Brad Pavloski abstaining, the motion carried with all in favor.

Discussion and Possible Action on OBSD#2/High Ridge Connections-

Jim Murphy commented that he had discussion with Steve Laridaen regarding pricing and responsibility for cost of extensions and connection issues with District #2. Both districts are responsible for costs within their boundaries, with homeowners also sharing cost when appropriate. No action needed.

Public Comment-

Kyra Cassidy suggested that we meet in person at the new Facility for our July meeting.

Adjourn

A motion was made by Jim Keene, with a second by Randy Dorshorst, to adjourn at 10:14 AM.  Motion carried with all in favor.  The next regular board meeting is scheduled for Thursday, July 13, 2023.

Respectfully Submitted,

Kathy Oliver, Administrator