Town of Germantown

O’Dell’s Bay Sanitary District No. 1

BOARD OF DIRECTORS MEETING

MINUTES

Held remotely via Microsoft Teams  

January 13,2022

9:00 AM

Present: (all via Teams) Board Members Jim Murphy, Jim Keene, Brad Pavloski, Ken Jax, Rod Abbrederis. Administrator Kathy Oliver, Tom Fitzwilliams from MSA, Kyra Cassidy from MSA

Call to Order/Approve Agenda-

The meeting was called to order via Microsoft Teams at 9:02 AM and the agenda was approved by the board. With all board members present, we did have a quorum.

Minutes-

A motion was made by Ken Jax, seconded by Brad Pavloski, to approve the minutes from the November 11, 2021 regular meeting with no changes or corrections. Motion carried with all in favor.

Discussion and Possible Action on 2020 Audit-

Hillary Sorge from MBE CPA’s presented and reviewed the 2020 Independent Auditor’s Report Draft. She explained the main components of the report and commented that overall we have a clean audit, with no issues and nothing found out of the norm. She explained that with our 2021 insurance audit for asset values, and our facility upgrade project it will be feasible to represent our fixed assets to offset our new debt. We will discuss further with the 2021 financial audit. With no questions from the board Hillary will move forward to finalize the report and send for final approval.

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. We  had 49 connections in 2021, 1 YTD 2022, with 25 requests awaiting connection.  Our current members, Connected and Non, total 1,290. We collected $445,160 total member fees in 2021 and YTD 2022 $388,310.00.   A motion was made by Brad Pavloski, seconded by Ken Jax,  to approve the Administrators report. Motion carried with all in favor. 

Discussion and Possible Action on WWTF Operations Update-

Tom Fitzwilliams reported on the daily operations. Average influent and effluent flows are in-line with expectations for the time of year, with the exception of a few weeks in Oct/Nov. There was no effluent flow for most of October and the first few days of Novembe, as well as the last week of November and into December, due to construction on Lagoon #3.  Effluent ammonia concentrations have continued to be below DNR limits since April. Tom reported typical non-routine maintenance work.  

Discussion and Possible Action on WWTF Construction Update-

Kyra Cassidy and Tom Fitzwilliams reported that lift station power and controls switchover is complete. Lagoon 3 cover is installed. The Control Building has utilities in the wall and attic, is spray foamed, and drywall is being installed. Panels are being installed in the electrical room. 

Change Order No 4 requires approval. CO 4 is for additional well drilling depth to bedrock and HVAC changes to the heating system. There was discussion on why the additional charge, and if the contractor followed protocol. Kyra reported that all work was done according to the contract and that they hope to minimize any further additional cost. Tom mentioned that we do have a contingency built in to the overall cost, and that this change order will use most of  that amount up. Both Tom and Kyra believe the chance of additional large change orders to be minimal at this point in the project.  The change order amount is currently $12,241.82. A Motion was made by Jim Keene to give Kathy Oliver the board’s OK to approve Change Order No 4 in an amount of up to $13,000.00, once final water testing is complete. The motion was seconded by Brad Pavloski and was approved with all in favor. MSA has not approved the contractor’s request to extend the project completion date, and they have recently submitted an updated schedule that projects Substantial Completion for April 16, 2022 and Final completion for July 30, 2022. Tom commented that the goal is to have chemical phosphorus removal happening in April some time. He anticipates we may see some genuine supply chain issues that may hinder that goal. Brad Pavloski commented that he has also experienced such issues with his building projects. Jim Murphy expressed thanks to Tom and Kyra for their dedication to the project and keeping the District’s best interests in mind throughout the process.

Public Comment –

Ken Jax mentioned that his fill-in position on the board is up in the spring and that he will not be going forward on the board at that time. There is no one running to fill the opening, so if anyone wants to be on the board they could do so with write-in votes. He asked board members to spread the word to anyone they think may be interested.  

Kathy noted our meeting schedule for the remainder of 2022. Meetings will be held on the first Thursday of every other month at 9AM, and will be held virtually until further notice. The dates for 2022 are January 13, March 13, May 12, July 7, September 8 and November 10.

Adjourn

A motion was made by Brad Pavloski, Seconded by Jim Keene, to adjourn at 9:42 AM.  Motion carried with all in favor.  The next board meeting is scheduled for Thursday, March 10^th, 2022 at 9:00AM.

Respectfully Submitted,

Kathy Oliver, Administrator