Town of Germantown

O’Dell’s Bay Sanitary District No. 1

BOARD OF DIRECTORS MEETING

MINUTES

Half Moon Bay Clubhouse

N7832 Lake View Court

New Lisbon, WI  53950

November 14, 2019

9:00 AM

Present: Board Members Jim Murphy, Pat Connors, Jim Keene, Brad Pavloski,  Administrator Kathy Oliver

Call to Order

The meeting was called to order at 9:06 AM at the Half Moon Bay Clubhouse.

Minutes

A motion was made by Pat Connor, seconded by Brad Pavloski  to approve the minutes from the September 12, 2019 regular meeting. Motion carried 4-0.

Administrator’s Report

-Financial Status Summary – Financial information was provided by Kathy Oliver, including bank account balances, accounts payable and accounts receivable. We still have some old past due accounts that the county now owns. Kathy will contact our attorney Tim Homar to find out the best way to be able to collect the fees owed from before Juneau County took ownership.  

-Connections Update– There have been 36 connections YTD 2019, with 13 more pending. The District has an overall current total of 1088 members.

-We are still awaiting renewal numbers from our agent for our insurance policies.

2018 Financial Audit

The accounts from MBE CPAs were unable to attend today’s meeting as planned. They will email the final audit report to the board and plan to present at our January 9, 2020 meeting.

Wastewater/Compliance Update –

Tom Fitzwilliams was unable to attend the meeting, but sent the following update via email:

• WPDES PERMIT:  WDNR is in the process of reissuing the WPDES permit.  There will be a compliance schedule item to submit the Facility Plan by April 20, 2020.  This will not be a problem.
• FACILITY PLAN:  We are working on cost estimating for the Facility Plan.  I will bring a summary of preliminary costs to the next meeting.  I would like to have this wrapped up by the end of January 2020.
• PLANT OPERATION:  We have settled into the winter flow conditions (much lower than summer).  Plant is running very well.  Meeting all permit limits.

2020 Budget, Member Fees, and District Letters

Kathy presented actual YTD numbers from 2019 for discussion on setting the 2020 Budget. Regarding maintenance Pat Connors made a motion to approve renewal of a 3 year contract with Fabick Cat for ongoing maintenance of our generators. Second by Brad Pavloski. Motion carried 4-0. Kathy explained that with Quickbooks she would be able to file our payroll taxes and W-2’s in house vs using an outside tax preparer, saving the district money for such. Brad Pavloski made a motion to change the process and keep it in-house. Second by Jim Keene. Motion carried 4-0. Kathy Oliver excused herself from the meeting for discussion of employee wages. A .50/hr raise was given to Arvin Gates and $2.00/hr to Kathy Oliver. After discussion of current annual fees and upcoming facility upgrades, it was decided to maintain our current Connected Member annual fee of $335.00 and Unconnected Member annual fee of $225.00. MSA will present an initial estimate of facility upgrade costs in January, 2020. Jim Keene suggested that we revise our annual letter that will go out with 2020 invoices to let members know that we anticipate an increase in the next few years, depending on the cost, and that we will do what we can to keep any increase minimal. Jim Keene made a motion to approve the budget with changes to the payroll and accounting costs, and to approve the letter, with the additional comment about upcoming facility upgrade and potential future fee increase. Second by Pat Connors. Motion carried 4-0. 

Public Comment

Jim Murphy shared comments from the meeting with reps of Sanitary District #1, the Town of Germantown and Juneau County. All 3 entities agree that they have the same common goal of streamlining any new connections and/or private septic system additions to protect water quality, and will work together when permits are issued within the District boundaries.  Pat Connors commented that going forward the district may want to explore ways to make it easier and more cost efficient for individuals to connect to the SD system vs install a private septic system.

Adjourn

A motion was made by Pat Connors, seconded by Jim Keene,  to adjourn at 9:58 AM.  Motion carried with all in favor.  The next board meeting is scheduled for Thursday, January 9, 2020,  at 9:00AM.

Respectfully Submitted,

Kathy Oliver, Administrator