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Minutes of the Meeting of the C.K.S.D.
The Consolidated Koshkonong Sanitary District held their regular meeting on Wednesday, May 8, 2013 at 6:00 P.M. Present were Todd Sahr, Robert Venske, Barbara McGann, David Anderson, David Houfe Jr. and Lynne Lund.
Also present was Rich Plywacz, a Town of Fulton property owner
Vice President Todd Sahr opened the meeting at 6:00 P.M. and called the meeting to order.
1. The Vice President asked for confirmation of meeting notice. Lynne stated that the agenda was published in the Edgerton Reporter on May 1, 2013 and posted at the C.K.S.D. Office, Oberg’s Tavern, Newville Mobil and on the C.K.S.D. website.
2. Barb McGann made a motion, seconded by Bob Venske, to approve the April 10, 2013 minutes. Motion carried with 4 ayes.
3. There was no public participation.
4. Under Board Communication Report, Bob had nothing to report. Barb stated that she had a conversation with Dave Houfe about solar panels and windmills since someone asked about them at the Town of Sumner meeting. She added that she talked with Lynne today about the checks. Dave Anderson had nothing to report. Todd stated that he had a couple conversations with Dave Houfe and Lynne regarding the high water and the tree lines.
5. Under Update on 2013 Flood, Dave Houfe stated that the water is going down. He stated that the water was at 12.4 feet; we had 62 manholes under water and four wet wells under water. Dave Houfe stated that Station D, which is in Highwood, was the worst but we put the flood door on and it kept all the water out expect for where there is a hole is with a piece of conduit and water coming up under the control panel. He stated that they are going to plug every hole they can there. Barb asked about Station F. Dave Houfe stated that it came up the valve vault but it never got past that. He stated that we are going to have to do some work moving things around, especially at Station D, where the CT cabinet was installed too low. Dave Houfe stated that he is going to meet Rich Rozelle from Delta Electric tomorrow about that. He stated that he would like to get new sump pumps for all the stations since they are all the original ones. Dave Houfe stated that they did change the sump pump at Station D just to be safe. Dave Anderson asked if they are single pumps. Dave Houfe stated yes. Dave Anderson suggested purchasing two pumps for each station and set one up on a cement block in case we need it.
Dave Houfe showed the Board pictures of Station D where the waves washed everything out around the station. He suggested that we blacktop around that station. Dave Houfe added that sand washes up there on a normal spring. Dave Anderson feels that the waves are going to do the same thing to blacktop as it did to the cement. Rich Plywacz, a Town of Fulton property owner, asked about putting a break wall up, like 5 to 10 feet away from the station. Dave Houfe explained that this is a beach around the station and there are posts approximately 10 feet away from building. He added that we cannot do anything with it right now; we will have to wait until the water goes down more. Bob stated to protect it from the wave action we could put a roll of riffraff in; meaning some large stone along the posts. Dave Houfe stated that we will need a skid steer or some type of equipment to clean up around there. He also shared a picture of Station K where the driveway is gone and we will need to fix it but not until after water level is down to normal. Dave Houfe stated that they were boating out to Station D. Barb asked if the station can be raised up. Dave Houfe explained that the stations are 40 feet in the ground. Todd suggested pouring a concrete containment wall against the whole station; cover the weep holes and put the sump pumps behind it. Bob stated that that the problem with that would be we would have to dig down to get the footing. He added that we would also be accessible to ice damage. Bob stated that he has seen the ice go up on Highwood Beach all the way to the clubhouse. He feels that riffraff would be the best.
Bob stated that we all need to realize that in the last 40 years the amount of homes we have and the run-off; all the storm water has been channeled to the Rock River basin and the creeks and rivers now are used to drain residential subdivisions. He added that all that water never ran in Lake Koshkonong before. Dave Houfe stated that we will get all the stations cleaned up. He stated that he sent the pictures to Gene Laschinger, C.K.S.D. Engineer, and he could not believe how far Station D was out in the water. Dave Houfe pointed out that we never had a high wet well alarm. He stated that Station D and K are the worse and Station L also needs some clean up. Dave Houfe stated that there were no sewer backups in any of the houses. He explained that there are 10-12 houses in the Mallwood area and off of Reed Road that we either need to get keys to or coordinate with the owners on getting into their houses. Dave Houfe explained that we need to be able to get in the houses to put plugs in the toilets. He added that he did this where he could get in.
Dave Houfe stated that he did get some prices for shut-offs but will get more, which goes with the next item on the agenda. He explained that the shut-offs would be to shut the house off. Bob asked if this would be in the basement. Dave Houfe stated that it would be best out in the yard so we could get to it. Dave Anderson stated that there is a flexible plug that goes around the wye and there are other ones that are flexible and go around the clean out but these would be in the house. Dave Houfe stated that he tried calling people but he never did get in to the house on the end of Reed Road. He explained that most of these houses are summer homes and the people do not come up here much. Dave Houfe stated that the water never got high enough for the one on the end of Reed Road but if it would have we have wording in our ordinance that we can go in the house, if needed. He added that we cannot break in; we would need a key or to coordinate it with the property owner. Dave Houfe stated that there is a fine of $25.00 per day if we cannot get in. Barb asked if the homeowner would be responsible to pay for the shut-off to be installed. Dave Houfe stated that the Board would have to decide that. He stated that if they do not have shut-offs they should have a back float preventer. Dave Houfe stated that he talked with Mr. Laschinger about this and he feels the back float preventer should be in the house and the homeowner should be responsible for it. He stated that we could require the houses at a certain elevation to have either shut-offs or back float preventers.
Dave Houfe stated that we did have a high wet well here at Station A when we had 1.9 million gallons coming in per day; we usually have 300,000 gallons per day. He added that we had the pump set up but never had to use it to bypass. Dave Houfe stated that the way the bypasses were set up at the ponds saved us. He stated that we were not able to do any testing; he talked to the DNR about this and they were fine with it. Dave Houfe stated that we are just getting back to testing today. He informed the Board that the first week of the high waters the guys only had a total of 14 hours overtime. Dave Houfe feels that overall it went very well and they were prepared this time. He stated that his goal is to keep the water out of the structures and to not back up any houses. Dave Houfe stated that the water is dropping now and we are down to 700,000 gallons per day but we do still have 45 manholes under water. He stated that we did hand deliver letters out to 109 homes that were flooded in 2008; excluding the ones that were raised back then. Dave Anderson asked what the readings are coming out of the Town of Albion. Dave Houfe stated that it has not been that bad out there. Bob stated that the Town of Albion had five homes flood. He added that they had two that sand bagged on Beach Avenue and the water was kept out of their house. The Board thanked Dave and told him that everyone did a great job.
6. Under Discuss/Take Possible Action on Residential Shut-offs, Dave Houfe stated that we did do one shut-off after the 2008 flood at Lakeview Campground because they were installing sewer at the campground. He stated that we installed a PVC shut-off but he would not recommend using PVC again. Dave Houfe feels that we may want to use valve boxes with gate shut-offs. He presented a diagram showing this type of shut-off to the Board; he feels that if we pursue the shut-offs that we should go with this type. Dave Houfe stated that if the Board decides to do this it would cost approximately $2,000.00 per house and there are 10-12 houses. Barb feels that it is a good idea. Bob agreed that it is a good idea but we would need to set precedence somewhere down the line; otherwise everyone will want a shut-off. He does not feel we should pay for the entire shut-off; he feels that the homeowner should pay for part of it. Dave Anderson wondered if we could shut the entire road off to Reed Road. Dave Houfe stated that we could on Reed Road but we could not do that on Roads 1-8 in Mallwood. He stated that he thought about putting a plug in at Station J for Reed Road but did not end up having to do this. Dave Houfe stated that we could plug Reed Road off if it was done before the fact. Dave Anderson stated that he meant having a shut-off valve for Reed Road instead of one for each house. He stated that butterfly valves are pretty durable. He added that they had one at the school swimming pool and worked great. Dave Houfe asked about anything getting hung up on it. They agreed that this would not work for us. Dave Houfe stated that the shut-offs is just an idea; we could also coordinate with the homeowners in that area. Bob wondered if we could send out some type of questionnaire stating that we know they have a problem with high waters and ask if they are interested in saving their house. Todd asked if we imposed any fines in 2008. Dave Houfe stated no. Todd feels that if we had done that in 2008 the property owners would be happy to have a shut-off valve installed now. Dave Houfe explained that we never went into the houses in 2008; by that time it was too late. He stated that a couple of the houses may end up being torn down after the high waters this time; he said he talked to homeowners that talked about this so he does not know how that will be handled or turn out. Dave Houfe added that we do know which houses have the problems now. Todd asked that we get a solid price for the shut-offs. He feels that we should write a letter to the houses that are in constant jeopardy informing them that there is a fine that we can impose through our ordinance. Dave Houfe stated that the electric bill will be really high at Station K due to the pump running non-stop. He suggested that we go with a stiffer fine in the ordinance. Dave Houfe stated that he will get prices and report back to the Board. Todd agreed that we should think about increasing the amount of the fine. It was suggested that we get R.T. Fox Contractors or Fanning’s Excavating to do the work if we decide to have this done. Dave Anderson stated that they may have to dewater when they dig and that would raise the cost to install each valve so we may want to wait until fall to do the work.
7. Under Discuss/Take Possible Action on Lateral Installation Standard Instructions, Lynne presented a copy of the instructions to the Board. Dave Houfe stated that Todd had brought up back float preventers. Todd feels that we should look at back float preventers inside and have shut-offs outside. Dave Houfe does not feel we need back float preventers in some areas. Todd stated that there are quite a few communities that require the installation of both. He feels this could be added in the Lateral Installation Standard Instructions. Dave Houfe stated that Mr. Laschinger did suggest that the back float preventer be in the house so the homeowner would be responsible for it. He stated that the back float preventers cost approximately $119.00 each and they could be installed when the plumbing is done. Todd feels it is a good idea and that we should look into it. He stated that the gate valve may be good to have too. Dave Houfe feels that we should only require these at certain elevation. Dave Anderson agreed. Todd feels that it should be required everywhere. He stated that with the strange weather patterns and with too many unknowns we could just go and shut it off if the house is vacant when there is a problem. Todd suggested that we could include the cost in our permit fee. Dave Anderson told about the gas company situation, where they have one valve that the homeowner cannot mess with and then they have another valve that the homeowner can shut off. He added that the gas company was worried about the liability of every homeowner shutting their valve off so they changed the code and had everyone install another valve on the other side of the meter and that is the one that they are supposed turn off, if needed. The Board agreed that item #6 and item #7 be added to the June meeting agenda.
8. Under Approval of the Bills, Bob asked if he could get an actual cost of what we paid out for legal fees on the Russ Gauss land and the closing. Lynne stated yes. Bob asked why we paid all the closing costs. Lynne stated that we did not pay the closing costs. She explained that Jon Groessl, C.K.S.D. Attorney, office did pay the closing costs upfront and also paid taxes that Mr. Gauss owed at closing but this money was taken out of Mr. Gauss’ first payment. Bob understood now but would still like a list of the total legal fees paid out on this matter. Todd explained that the paperwork had to be done twice due to sending the documents out to Wes Gauss in Nevada and Mr. Gauss signed in the wrong place so it had to be done over.
Dave Anderson made a motion, seconded by Bob Venske, to approve both Lists of Bills for payment. Motion carried with 4 ayes.
9. Under Review of the Financial Statements, Lynne stated that there are not any Certificate of Deposits to be renewed this month. She stated that the end of the year and first quarter Statement of Income & Expenses and Balance Sheet are provided to the Board.
After reviewing the financials Dave Anderson made a motion, seconded by Barb McGann, to place the financials on file subject to audit. Motion carried with 4 ayes.
10. Under Report by Field Operations Manager, Dave Houfe stated that the tree lines have not been done due to how wet it has been. He added that once Alliant Energy and Centurylink marked their lines we saw how close to the tree lines they were. Dave Houfe stated that he spoke to Don Fanning and they do not want to dig any stumps out when the lines are that close. He asked that Board how they would like to handle it. Dave Houfe feels that we could clean it out ourselves. He stated that there are 44 trees that would be left with just a stump if we were to cut them all down. Dave Houfe is concerned that if we try to get the stumps out we will hit the power and telephone lines. Bob wondered if we could have one of the stump guys to come out and grind the stumps out. Dave Houfe feels that would be pretty costly for that amount of trees. He stated that we would not have a problem with the tree lines in the center of the land and also the tree lines on Kidder Road would be fine. Dave Houfe added that the other side of Ellendale Road is where our sewer runs. Todd feels that we should just clean up what we can on our own. Dave Houfe agreed that we can do this and added that we may need to rent a bobcat to do some of the work. Mr. Plywacz asked how we are going to put in a culvert with the power and telephone lines right there. Todd stated that they will have to raise the driveway to put in the culvert. Dave Houfe stated that Pete Riesterer, who leases the farm land, still plans to put the culvert in but unable to do it right now with it being so wet. The Board agreed that we should just clean up the tree lines on our own time.
Dave Houfe informed the Board that REI Engineering contacted him about the truck stop in the Town of Albion. He stated that there is ground water contamination out there and they are making an underground repair on a line. Dave Houfe stated that they are figuring approximately 12,000 gallons of contaminated ground water that they will suck into a nursing tank. He stated that they have already tested the water and they have nothing else to do with it except go to a treatment plant. Dave Houfe stated that he has talked with Mr. Laschinger about this and sent him the paperwork on it. He stated that Mr. Laschinger did not feel it would be a problem for us. Dave Houfe stated that a price has not been discussed yet. He explained that it would consist of pumping out of a nurse tank to Station X which is the station in the truck stop parking lot. Dave Houfe stated that Mr. Laschinger feels a fair price would be $25-30.00 per 1,000 gallons, which would only come to approximately $300.00. He feels that we should go higher and suggested $500.00 if the Board is interested in doing it at all. Dave Houfe stated that we would take samples out of it and would also meter it. He stated that Mr. Laschinger does not feel it would be a problem because it is contaminated by such a small amount of fuel oil. Dave Anderson stated that he had heard they were going to haul it to Milwaukee. Todd feels that it would be worth $1,000.00 just for the convenience. Bob agreed.
Dave Anderson made a motion, seconded by Barb McGann, to allow the 12,000 gallons of water to Station X for a cost of $1,000.00 and for anything over the 12,000 gallons it would be $83.00 per 1,000 gallons. Motion carried with 4 ayes.
11. Under Report by Internal Operations Manager, Lynne stated that she received a telephone call from Mike Zagrodnik from Baer Insurance. She stated that Mr. Zagrodnik is the Agency Manager of our area and they write insurance through the League of Wisconsin Municipalities Mutual Insurance Company. Lynne stated that they offer a specialized insurance program designed exclusively for Wisconsin villages, cities, districts and commissions. She added that Mr. Zagrodnik currently has 100 villages, cities, districts and commissions insured in the south western part of Wisconsin including sewerage districts. Lynne stated that Mr. Zagrodnik asked to give a quote to the district. She stated that the Board wanted to look into insurance again this year so it will be on the June meeting agenda to choose which firms the Board would like to do presentations. The Board agreed that Mr. Zagrodnik could do a presentation for us. Lynne stated that the presentations would be in July. Bob asked what we spent on insurance in 2012. Lynne stated $39,919.75. Bob stated that we have to put it up for bid then due to the amount. Lynne stated that we do not have to put insurance services for bid. Barb agreed. The Board did agree though that we will look at insurance quotes again this year.
Lynne informed the Board that her small office printer is not working very well and she may need another one soon. Bob asked how much one would be. Lynne thought approximately $500.00. She added that she has not priced them yet. The Board agreed that Lynne should just go ahead and purchase a printer if under $800.00.
12. Under Correspondence, Lynne stated that she received a telephone call from a customer that owns a lot in Rock River Leisure Estates. She stated that the customer does not feel it is fair that we do not have seasonal rates and that the $82.90 quarterly charge is more than what she pays in Chicago. Lynne stated that she explained to the customer that we do not have meters and that we have a flat rate to pay our operating expenses. Bob stated that if they want to disconnect they can go through the procedure of disconnecting. Lynne stated she did inform her of that and also if she were to reconnect at any time there would be a $500.00 Reconnection Fee. Todd stated that if they choose to go through the disconnection procedure and try to live there the county will step in. The Board understands the customer’s concern but is unable to do anything for her.
13. Under Board Requests, Todd stated that if the Board agrees he feels we should buy our employees lunch since they did so well through the flood and kept the overtime to a minimum. The Board agreed.
Bb Venske made a motion, seconded by Barb McGann, to buy lunch for all of our employees. Motion carried with 4 ayes.
There being no further business to come before the Board, Dave Anderson made a motion, seconded by Barb McGann, to adjourn the meeting at 6:50 P.M. Motion carried with 4 ayes.
Lynne Lund, Internal Operations Manager
Absent: John Traynor
*Please Note: Minutes are not approved by the Board yet!
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