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O’Dells Bay Sanitary District No. 1
BOARD OF DIRECTORS MEETING
Half Moon Bay Clubhouse
N7832 Lake View Ct
New Lisbon, WI 53950
November 8, 2018
Present:Board Members Jim Murphy, Pat Connors, Brad Pavloski, Jim Marx, Jim Keene, Administrator Kathy Oliver, MSA Rep Tom Fitzwilliams, Linda Salzwedl
Call to Order
The meeting was called to order at 9:00AM at the Half Moon Bay Clubhouse
A motion was made by Jim Marx, seconded by Jim Keene to approve the minutes from the September 13, 2018 regular meeting, with a copy of the Administrator’s Financial Report attached. Motion carried 5-0. A motion was made by Brad Pavloski, second by Jim Keene to approve the minutes from the October 30 special meeting. Motion carried 5-0.
Financial information was provided by district Administrator Kathy Oliver. YTD connections information was provided. A copy of the reports is attached. Jim Murphy asked if the report could contain more detailed info for future meetings. Info to include will be deposits and expenditures since last report, and more detailed info regarding total number of connected and unconnected lots in the district.
As a result of our recent financial audit it was found that a resolution is needed to un-restrict all district funds as of today’s date. Pat Connors made a motion to do so, second by Jim Keene. Motion carried 5-0. Attached Resolution 181108-1 was passed and signed. After some discussion regarding the amount of money that should be restricted in a CD a motion was made by Jim Murphy, with second by Jim Keene to restrict $900,000.00 in a CD and place the balance of savings funds into a separate CD or Money Market account. Motion carried 5-0. Kathy Oliver and Jim Keene will explore options for the accounts and make a decision as to best kind of account to use. Attached Resolution 181108-2 was passed and signed. Kathy Oliver will continue to work with Hillary Sorge from MBE to get an electronic report of the tax roll, and update a spreadsheet to track Accounts Receivable in regards to any outstanding NMRCA fees.
Outstanding NMRCA Fees
As an owner with a financial interest in the development, Pat Connors excused himself from board discussion on this matter. During the audit Ms. Sorge questioned whether or not NMRCA fees had been paid for all lots in The Timbers development.The developers, Pat Connors and Dan Berkos, believe that the fees have been paid. Pat mentioned in previous meetings that all NMRCA fees for The Timbers had been paid. Pat said he communicated recently with Tracy Tomaloff, a previous district administrator, and her recollection was they were paid. Pat Connors will check their records on such, as there is no record of payment with the District. Kathy Oliver will attempt to contact Tracy Tomaloff to find out if she can provide assistance with finding record of payment at the District office. A motion was made by Brad Pavloski, second by Jim Marx to table any further discussion or action regarding fees for The Timbers to allow time for discovery. Motion carried 4-0, with Pat Connors abstaining.
As an owner with a financial interest in any agreement, Brad Pavloski excused himself from board discussion on this matter. A revised Developers Agreement was written by our Attorney Tim Homar. After discussion of items contained in the proposed agreement, a motion was made by Jim Keene, second by Jim Marx to table adoption of the agreement until the regular January meeting. This will give all board members time to review and understand the agreement. Motion carried 4-0, with Brad Pavloski abstaining.
Non-Routine Service Requests
We have had a few requests from residents asking to have the sewer vent pipes in their yards moved, or made shorter/less conspicuous. Per Jason Terry and Tom Fitzwilliams at MSA this can be done for an extra fee, which has to be charged to the District as MSA’s contract customer. The District would collect from the homeowner making the request. Tom and Jason will get us an amount for the job so that we can charge homeowners a flat fee to cover the cost. A motion was made by Brad Pavloski, second by Pat Connors to make it our policy in cases of making these changes for aesthetic purposes that all costs are born by the homeowner. Based on the flat fee from MSA the District will bill the homeowner and request payment in advance of service. Motion carried 5-0.
MSA 2019 Service Contract
Tom Fitzwilliams explained the terms of the proposed contract for services in 2019. Our last fee increase was in 2012. Because of the fact that MSA is doing more work monthly for the District, coupled with increased costs to MSA, an approximate 25% increase to $1,800/month is on the table. Bard Pavloski commented that even at the new rate, still allowing the Sanitary District to charge lower rates than other similar districts, he feels the proposal is more than fair. A motion was made by Jim Keene, second by Brad Pavloski to accept and sign the new contract for 2019. Motion carried 5-0.
Tom Fitzwilliams explained the function of the Geographic Information System as it relates to District business. There is a lot of useful info that can be output to Excel for administration use. In the past the system was hosted by MSA, but over the last several years there have been many additions and upgrades to the information contained in the system, and it is now being hosted by a third party – ESRI. ESRI annual hosting fees of $500 are $700 lower than MSA was, but there is an initial cost of $4,300 for the initial upgrade. There are also separate fees charged when developments are added to the District, based on time for the addition work. Fees are charged based on district size, customer base, features, etc. A motion was made by Brad Pavloski, second by Jim Keene, that we approve upgrade to the GIS system hosted by ESRI, at the rates included above. Motion carried 5-0.
2019 Budget, Member Fees, and Customer Letter
Discussion of the budget included a comment from Kathy Oliver that we have received a Notice of Non-Renewal from our insurance carrier. She and the agent are working to find alternative carriers. She will contact Leslie McMullen with the Christmas Mountain Sanitary District to see who they use as a possible resource. There was discussion of member fees, and absent any recommendation from the auditors, it was decided that there is no need to increase fees at this time. A motion was made by Jim Keene, second by Pat Connors, to maintain current level fees, and adopt the attached budget for 2019. Motion passed 5-0.
Regarding the letter sent out to customers with annual invoices, Brad commented that he has had many people ask him why they are paying for the “O’Dell’s” Sanitary District – there is some confusion among the public of what area the District covers. A motion was made by Brad Pavloski, second by Jim Keene, that Tom Fitzwilliams and Kathy will address this with an explanation in the letter for 2019. Motion carried 5-0.
There was no public comment.
A motion was made by Jim Keene, seconded by Jim Marx to adjourn at 10:30 a.m. Motion carried 5-0.
Kathy Oliver, Administrator