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June 13, 2012 Monthly Meeting
Minutes of the Meeting of the C.K.S.D.
The Consolidated Koshkonong Sanitary District held their regular meeting on Wednesday, June 13, 2012 at 7:00 P.M. Present were John Traynor, Todd Sahr, Robert Venske, Barbara McGann, David Anderson, David Houfe Jr. and Lynne Lund.
Also present was Barbara Steponkus, C.K.S.D. Accountant.
President John Traynor opened the meeting at 7:00 P.M. and called the meeting to order.
1. The President asked for confirmation of meeting notice. Lynne stated that the agenda was published in the Edgerton Reporter on June 6, 2012 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 Todd Sahr, to approve the May 9, 2012 minutes. Motion carried with 5 ayes.
3. There was no public participation.
4. Under Board Communication Report, Bob Venske had nothing to report. Barb McGann stated that she talked with Dave Houfe a couple times since our last meeting regarding the tiling at Station F. John Traynor stated that he met with Dave Houfe today regarding flushing a culvert for the county. He asked Dave Houfe to put together some numbers for that. John stated that the county is very happy with the help on this and they are wondering if the district would be looking at some extra business. He explained that there are approximately a dozen culverts that the county cannot find. John stated that the one today was by Anchor Inn and they did finally find it. He stated that it was a 10-inch culvert at the bottom of a 5-foot catch basin and it was completely buried in rip rap. Dave Houfe stated that they were able to use the jetter to find it. John stated that this work was actually for the state. Dave Houfe stated that we do have rental charges set that can be used. He stated that the county does a lot for the district and thought we could just do this in return. John stated that since this work is for the state it should be billed. Dave would like to still maintain a working relationship between the county and district that we could help each other out at no cost. Bob stated that even though it is a state road, the county maintains the road. Todd Sahr and Dave Anderson had nothing to report.
5. Under Discuss/Take Possible Action on Compliance Maintenance Annual Report (CMAR), Dave Houfe stated that we received a 4.0 grade point average for 2011. He stated that we did not have any exceedences for the testing. Dave Houfe stated that he has a copy of the CMAR if the Board would like to look at it. He stated that we have to add how we want to improve the collection system for the next year. Dave Houfe stated the improvements he put down are the same as last year; to continue with the regular maintenance, such as inspecting and fixing any items on the spot.
Dave Anderson made a motion, seconded by Barb McGann, to approve the 2011 Compliance Maintenance Annual Report as presented. Motion carried with 5 ayes.
6. Under Approval of the Bills, John asked if there are any unusual bills. Lynne stated no. Dave Houfe stated that the DNR fees are being paid this month. Lynne added that the DNR fees are due on an annual basis.
Todd Sahr made a motion, seconded by Bob Venske, to approve both Lists of Bills for payment, subject to audit. Barb McGann asked why we are making the motion “subject to audit.” Todd stated that the audit has not been done on these bills. He added that an audit is done every year. Barb McGann stated that she has not heard it done that way before. Lynne stated Todd makes the motion like this every time. Motion carried with 5 ayes.
7. Under Review of the Financial Statements, Lynne stated that there are no Certificate of Deposits up for renewal this month. She added that the two Certificate of Deposits that were shown as renewing last month actually do not renew until August.
Todd Sahr made a motion, seconded by Barb McGann, to place the financial statements on file subject to audit. Motion carried with 5 ayes.
8. Under Report by Field Operations Manager, Dave Houfe stated that he was going to bring the handheld GPS up next month but he has done some research on the consumer versus professional unit. He stated that the professional units are geared more towards what Gene Laschinger, C.K.S.D. Engineer, was talking about and the cost is approximately $5,000.00. Dave Houfe stated that Garmin makes an Oregon 550 Series, which would get us within 15 feet of the target, it has weight point averaging which makes it more accurate, there is a camera on it and the picture can be tied to the manhole, it stores up to 10,000 points, has a free software called Base Camp, the points can all be downloaded to the computer and data can be added to the points. He added that this unit costs $400.00. Dave Houfe stated that he can keep looking but just wanted to bring this to the Board’s attention. Dave Anderson stated that the 15 feet is basically a disclaimer on the company’s part; he added that usually it is better than that. Bob stated that a fishing model GPS unit which costs $159.95 takes a person back to the same hole in the ice where it was set at. Dave stated that this particular unit is specifically for manholes. Todd feels that for the cost of $400.00 we should purchase it and try it, to see if we use it or not. He feels that we may be able to build on it if needed. Dave Houfe stated that even if it did not pan out for the manholes, he feels it would be nice to have for a new employee to show them where all the stations are. Todd feels it would pay for itself.
Bob Venske made a motion, seconded by Barb McGann, to purchase the Garmin Oregon 550 GPS unit. Motion carried with 5 ayes.
Dave Houfe informed the Board that we received a letter from the DNR approving the specifications of the HVAC. He added that L.W. Allen is working on the programming.
Dave Houfe stated that we had our DNR lab audit and it went very well. He stated that we had a few minor deficiencies and they have been fixed. Dave Houfe stated that every auditor seems to be different than the last auditor.
Dave Houfe presented two sewer cleaning bids, one from Great Lakes TV Seal Inc. of $9,550.50 and the other from The Expediters, Inc. of $11,151.00. He added that he had asked for a bid from Visual Sewer but never received anything back. Dave Houfe stated that we have had Great Lakes TV Seal Inc. do the work for the past five years. He stated that the area that he would like done this year is the stretch from Charley Bluff back to Fins. Dave Houfe stated that this stretch is a pretty high flow area. He added that we do not have to do it all at once; it can be split up but the mobilization fee will have to be paid each time. Dave Houfe stated that the quotes are for 1,300 more feet than last year. John asked if we have this money budgeted in 2012. Lynne stated yes under the Infiltration & Inflow (I&I) Fund. She added that we would take the money needed out of the Local Government Investment Fund first and then the Certificate of Deposits, if needed.
Todd Sahr made a motion, seconded by Bob Venske, to approve the quote of $9,550.50 from Great Lakes TV Seal Inc. and for the work to be done all at one time. Dave Houfe stated that he will report back to the Board what they find and what needs to be fixed. Motion carried with 5 ayes.
Dave Houfe stated that Barb McGann has already mentioned that we did the tiling at Station F. Barb McGann thanked Dave Houfe for getting this done. Dave Houfe stated that it is dry there right now.
Dave Houfe stated that Mr. Laschinger and Ben Heidemann are working on the variance request. He stated that Mr. Heidemann did get some figures on median household income from the DNR but they are quite high. Lynne stated that the figures that Mr. Heidemann has are from 2006. She informed the Board of the 2006 median household income figures: Albion $65,541.00, Fulton $68,029.00, Milton $72,181.00 and Sumner $61,910.00. She stated that one option we have is to survey all of our customers. Lynne added that she does not know what the cost would be to survey our customers or the timeframe we would need this information by. She added that with these figures we will not get the variance. Barb McGann wondered if it would be worth doing the survey. Lynne stated that we will talk to Mr. Laschinger about this when he gets back from vacation and we can report back to the Board next month.
Dave Houfe stated that we have discussed Station R piping at previous meetings and he feels that we should get this work done.
9. Under Report by Internal Operations Manager, Lynne stated that Jonathan Groessl, C.K.S.D. Attorney, has informed her that we do not have to bid out insurance services. She added that a memo was mailed to the Board regarding this. Lynne stated that since our insurance renews in September, she suggested that we have the presentations by potential insurance companies in July and then the Board can decide in August. She asked if the Board would like to add any insurance companies to the list of presentations besides Schwarz & Shea which is our current insurance company and Rural Insurance that was referred to us by Bob. Lynne also asked if the Board would like to have a special meeting for the presentations or do this at the monthly meeting on July 11, 2012. Bob stated that the Towns Association is backing Rural Insurance on their rates. Lynne explained that Kevin Hulen, C.K.S.D. Insurance Agent, is making up a document with all of our current coverage (with no premium amounts listed) so we are quoted the same coverage from each insurance company. Barb McGann stated that the Town of Sumner had a problem with their former insurance company with so many different policies and when Rural Insurance wrote their insurance they put it all together and they also do an annual update. Lynne stated that Schwarz & Shea also does this. She asked again if the Board would like to add any other insurance companies. The Board agreed on Schwarz & Shea, Rural Insurance, Farmers Insurance and Anew Insurance. Todd suggested that we set a date for the companies to get the proposals to us and then possibly streamline the list at that time. He added that we could have each company give a 15-20 minute presentation. The Board agreed that they would like the quotes by our July 11, 2012 meeting and then we can schedule a special meeting for the presentations. Lynne will contact the four insurance companies.
10. Under Correspondence, Lynne stated that she sent another memo to the Board from Mr. Groessl regarding “Cautionary Memo Regarding Public Statements.” She stated that she contacted Julie Hanewall, Town of Albion Clerk/Treasurer, after last month’s meeting regarding the comment that Bob had made that Town of Albion’s audits were done illegally by Siepert & Co. LLP. Lynne stated that Ms. Hanewall told her that there was nothing done illegally but the Town of Albion did get an “adverse opinion” from Siepert & Co. LLP. She feels that it should go on record that there was nothing done illegally by Siepert & Co. LLP. Dave Anderson asked if Lynne asked Mr. Groessl for this opinion. Lynne stated yes. Bob stated that their new auditor made the statement that Siepert & Co. LLP did not do it properly and their new auditor straightened it out. He added that it was done by their new auditor for half the money. John stated that it was not done illegally and this should be put on record.
11. Under Board Requests, Dave Houfe stated we do have rental costs for the jetter but they are very low. He feels that we need to go over the rental costs at budget time. Todd wondered if we could have a Mutual Aid Agreement with the county. He also wondered if our insurance covers us when doing work for the county. Todd feels that if we have a Mutual Aid Agreement it would cover this. He wondered if anyone is opposed to this. Barb McGann agreed with the agreement. Bob feels that if we did an agreement it would be considered an intergovernmental agreement and he feels that it should also be done for the Town of Albion. He agrees that we should check to see if our insurance covers us doing work for others; but he does not feel we need a big written agreement. Todd feels that the agreement would not be any different than the agreements used with the NIMS training; an example is with mutual aid of a tornado. Barb McGann agreed that the memorandum agreement would cover this. John stated that he will look into the agreement from the county’s standpoint. Dave Anderson suggested adding this item to the next month’s agenda. The Board agreed.
There being no further business to come before the Board, Todd Sahr made a motion, seconded by Barb McGann, to adjourn the meeting at 7:28 P.M. Motion carried with 5 ayes.
Lynne Lund, Internal Operations Manager
Absent: None
Archive:
May 8, 2013 Monthly Meeting
April 10, 2013 Monthly Meeting
March 13, 2013 Monthly Meeting
February 13, 2013 Monthly Meeting
January 9, 2013 Monthly Meeting
December 12, 2012 Monthly Meeting
November 14, 2012 Monthly Meeting
October 29, 2012 Public Hearing & Special Meeting
October 10, 2012 Monthly Meeting
September 24, 2012 Budget Meeting