Town of Germantown

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O’Dell’s Bay Sanitary District #1 Special Meeting Minutes

Held On-Site at the WWTF and Remotely via Teams

March 17, 2022, 9:00 AM

Present: Board Members  Jim Keene, Brad Pavloski, Ken Jax, Rod Abbrederis.  Administrator Kathy Oliver, Kyra Cassidy and Jason Terry from MSA.

Call to Order

The meeting was called to order at 9:10 AM via Teams. Notice was given and posted as required.

Discussion and Possible Action to approve a plan for MSA to conduct a Cost of Service Study

Kyra Cassidy from MSA presented an agreement for the board’s consideration to have MSA do a Cost of Service Study for the District. The District receives sewage from residential and non-residential users, with the potential for adding non-residential users in the near future. The District’s current billing schedule assigns residential and non-residential sewer users a determined number of residential equivalent units (REUs).  Each residential user is assigned one (1) REU. The number of REUs assigned to non-residential users is determined using an estimated sewage discharge rate based on the serving capacity of the establishments and published typical flows from that type of establishment. The charge system results in a fixed annual fee charge to all users in the sewer system. Of concern with the current billing system is the magnitude of residential and commercial growth occurring in the District and the pending investment required by the District to remain in compliance. In particular, the non-residential REU determination and charges need to be reviewed and possibly updated.

A Cost of Service study evaluates the number and type of sewer users and compares the user inventory to the operation and maintenance cost of sewer collection and wastewater treatment system. MSA recommends the District complete this study to review the current rates and possibly modify the billing structure to ensure all users are being charged appropriately. The Cost of Service study  can also consider future capital costs needed to maintain an adequate level of sewer service.

MSA proposes to provide the study at an estimated cost of $15,000.00. Study would begin in April 2022 and be complete in August 2022. A Motion was made by Rod Abbrederis, with a Second by Ken Jax, to sign the proposal and proceed with the study. The Motion was carried with all in favor.  

Discussion and Possible Action regarding new well replacement at the WWTF for new construction

Kyra Cassidy recommended that we have the generator repairs done on-site, and that she will be present to make sure they are done properly. Jim Keene asked if we should withhold payment to the contractors until repairs are done. Kyra said she already has plenty of holding in retainage in her payment plan, and doesn’t feel we need to withhold more. A Motion was made by Jim Keene, with a Second by Rod Abbrederis, to proceed with repairs according to Kyra’s recommendation. Motion carried with all in favor.  

Discussion and Possible Action on damaged generator at lift station

Krya Cassidy reported that she does not yet have a proposal to move forward with drilling a new well. The grout requirement is at issue, and they are working on a plan to drill and be flexible before grouting is done. There may be additional cost for this. The initial bid was for $16,800. Kyra thinks that it can be done as a direct purchase, and will cost less with a different driller, yet to be determined. She feels that once we get the plan and bid we will need to act fast in order to keep the project moving. A Motion was made by Rod Abbrederis, with a Second by Jim Keene to approve expenditure of up to $20,000 for well drilling, enabling Kyra to approve and proceed when they are ready, without the need for a special board meeting. The Motion passed with all in favor.

Adjourn

A motion was made by Ken Jax, seconded by Rod Abbrederis, to adjourn at 9:30 AM.  Motion carried with all in favor. Those present then had a tour of the WWTF from Kyra Cassidy and Jason Terry.  The next board meeting is the regular meeting scheduled for Thursday, May 12, 2022, at 9:00AM.

 

Respectfully Submitted,

Kathy Oliver, Administrator