Town of Germantown

Official Website of the Town of Germantown, Juneau County, WI

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


Held remotely via Microsoft Teams

November 10, 2022 – 9:00 AM

Present: (all via Teams) Board Members Jim Murphy, Jim Keene, Brad Pavloski, Randy Dorshorst, Rod Abbrederis, Administrator Kathy Oliver, Kyra Cassidy, Jason Terry, Britta Moline

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 5 board members present, we did have a quorum.

Approval of Minutes-

A motion was made by Jim Keene, seconded by Brad Pavloski, to approve the minutes from the September 8, 2022 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. Motion was made by Brad Pavloski, 2nd by Randy Dorshorst, to approve the Administrator’s Report. Motion carried with all in favor.

Discussion and Possible Action on Resolution for Procedure for Electronic Bill Payments-

Kathy Oliver explained that our Auditor advised we adapt procedures for handling electronic payments and transfers, to accommodate for the fact that we require 2 signatures (Typically Administrator and a Board Member) on all checks written on the District Accounts. It was decided that we do want to proceed with making such payments electronically and that the Administrator will provide a Quickbooks report of payments made, along with bank statements, at a minimum of once monthly for review by a board member. Jim Keene made a motion to adopt Resolution 2022-01 (copy attached). With a 2nd by Randy Dorschorst, the motion carried with all in favor.

Discussion and Possible on District Insurance Policy Renewals-

There was discussion on the renewal quotes, the process we used to establish new asset values, and what kind of coverage would be required now that we have finished the facility upgrade. A Motion was made by Jim Keene that he and Kathy Oliver try to meet with our agent to discuss the issues, but to go ahead and approve renewal at the amounts quoted, so as not to let our policies lapse. With a Second by Brad Pavloski, the Motion passed with all in favor.

 WWTF Operations Update-

Kyra Cassidy explained that Tom Fitzwilliams is no longer with MSA, and that she and Jason Terry will lead operations for our facilities going forward.

At the WWTF our effluent ammonia concentrations have remained below the Monthly Average limit since mid-May 2022. Jason Terry reported on non-routine work they did over the past 2 months and updated us on the alkalinity feed system operation.

Kathy Oliver asked about a renewal contract for MSA services for 2023. Jason and Kyra said they anticipate we will stay at our current fee schedule for their services. A Motion was made by Randy Dorshorst, with a Second by Jim Keene, to approve the 2023 MSA Service Contract at the same rates as 2022. Motion carried with all in favor.

Discussion and Possible Action on Curb Stop Repairs-

Jason Terry explained that he needed to repair more curb stops since the September meeting. One repair was needed because the homeowner moved dirt themselves to expose the curb stop. Jason will continue to monitor these occurrences, along with costs in order for the Board to make decisions on how to handle such expenses in the future. Other board members were in agreement. No action taken.

Discussion and Possible Action on Cost of Service Study/GIS Project-

Kyra commented that she has been very busy with the project and has made little progress on the study since our September meeting. She said she is close to having a new REU recommendation for discussion at our January meeting.

Discussion and Possible Action on WWTF Construction Update-

Kyra Cassidy provided an update on the upgrade project. Wapasha Construction completed the following since September 2022:

-Facility Cleaning

-Site grading and seeding

-Punchlist items


Additional Work:

-Fence and landscaping at lift station should be completed in the next 4-6 weeks

-Lockbox for gate opener-or maybe keypad – Kyra is still addressing this issue with hopes of a resolution by our January meeting

-Soda Ash Hopper modifications are still in progress

-Kyra mentioned that she received a few bids for lagoon cover repairs, and that she is not happy with them. She suggests we take that item out of the project expenses and save it to address next spring.


Project Financials Update:

-Original Contract:      $2,352,777.77

-Change Orders:          $47,652.82                   FIX FIX FIX

-Current Contract       $2,400,430.00

-Approved Pay Apps: $2,076,288.69

-Left to Finish:             $322,719.12

Britta Moline reviewed financial status of the project. She mentioned that the contractors are not compliant with payroll, so she cannot approve any pay applications until they get in compliance. She is going to give them a November 17 deadline and may need to go to the DNR to resolve with them. Brad Pavloski commented that we should not approve any payments until they become compliant, because of the possible effect on our DNR funding. No action taken.


Discussion and Possible Action on 2023 Member Fess, Annual Letters, Invoicing, Employee Compensation-

After discussion a Motion was made by Jim Keene, with a second by Brad Pavloski to keep 2023 fees at the current rates of $465 for Connected Members and $233 for Unconnected Members. Motion passed with all in favor. There was further discussion about possibly accepting credit card payments for annual fees. Kathy will explore the possibility with Quickbooks and move forward with the intention of doing so if it works with our system.

A Motion was made by Jim Keene, with a second by Randy Dorshorst to give a 12% wage increase to the District Administrator. Motion passed with all in favor.


Discussion and Possible Action on 2023 District Budget-

Kathy Oliver presented a proposed budget for 2023. After some discussion a Motion was made by Jim Keene, with a second by Brad Pavloski to approve the attached Budget. Motion passed with all in favor.


Public Comment-

There was no public comment.


A motion was made by Jim Keene, Seconded by Randy Dorshorst, to adjourn at 10:58 AM.  Motion carried with all in favor.  The next regular board meeting is scheduled for Thursday, January 12, 2023 at 9:00AM.

Respectfully Submitted,

Kathy Oliver, Administrator