EAST QUINCY SERVICES DISTRICT 179 ROGERS AVENUE, QUINCY, CA 95971 REGULAR MEETING MINUTES OF TUESDAY OCTOBER 8, 2013
CALL TO ORDER
The Regular Meeting of the East Quincy Services District Board of Directors was called to order by Vice Chairman Margason at 6:30 p.m.
BOARD MEMBERS PRESENT Greg Margason Mike Green Kathy Felker Howard Hughes
BOARD MEMBERS ABSENT Ernie Eaton
DISTRICT PERSONNEL PRESENT Shawneen Howe, District Secretary / Interim General Manager Dan Bastian, Bastian Engineering Bob Zernich, Legal Counsel
PUBLIC PRESENT Laura Beaton, Feather River Bulletin Susan Christensen, Constituent
PUBLIC COMMENT There was no public comment at this time.
ADDING OR REMOVING ITEMS ON AGENDA The District Secretary would like to add item #9(h) Backflow Training and Director Hughes requested that item #7(a) Sewer Feasibility Study to this agenda.
MINUTES The minutes of the Regular Meeting of Sept 10, 2013 and the Special Meeting of Sept 18, 2013 were presented to the board for their review and approval. A MOTION was made by Director Green to accept the Minutes of the Regular Meeting of Sept 10, 2013 and the Special Meeting of Sept 18, 2013 as presented. The motion was seconded by Director Felker and the results of the vote are as follows:
AYES: Directors Green, Felker, and Vice Chairman Margason NOES: None ABSENT: Chairman Eaton ABSTAIN: Director Hughes
DISTRICT CORRESPONDENCE
There was no correspondence at this time.
1 of 4 Minutes of Oct 8, 2013
SCADA UPGRADE PROJECT
Interim Manager Howe explained that we have received a payment request for the cost of the radios for the board to approve. The schedule for the work is 10/28 Sierra Controls will install the radios and the following week they will be up and running. The payment request will be approved when the board approves the monthly payments under item #11.
INCOME STUDY
There was nothing new to report on the process of the income study.
(a) Feasibility Study-Director Hughes asked that the board discuss the feasibility study that is needed to find solutions for the American Valley waste water issues. It is his opinion that we need to get started on this project regardless of grant monies that would pay for the study. The time involved completing this study will take at least a year. He feels that the issues facing this valley are too important wait for grant funding. There was a long discussion of this item. At the end of the discussion Director Felker wanted to go on the record saying that she did not approve of spending any more district money at this time. Director Hughes requested this item be added to the next American Valley Community Services Authority agenda.
REFINANCE THE USDA LOAN
Staff presented the latest correspondence from A M Peche & Associates. They presented a savings estimate if the district was to refinance the loan through their firm. After the board reviewed this information, they felt that there was not enough savings to make it beneficial to the district. The board tabled this item until Chairman Eaton could be present to give his opinion on the information presented.
STAFF REPORT
(a) Water Report-It was reported that we pumped 15,137,040 gallons of water in September and we billed out 18,642,450. The difference is -3,505,410 gallons of water. Staff reported that we were not receiving gallons pumped from well 8 for half the month.
(b) Wastewater Flow-We pumped 4,243,698 effluent to Quincy Community Services District during the month of September.
(c) Quincy Community Services District Agenda-The agendas for Quincy Community Services District was presented for the board’s information. Staff made a copy of the DRAFT of the American Valley Community Services Authority Outline of Sewage Treatment and Disposal Fees Committee. The board discussed this draft at length and they feel that it is a good idea. They wish to include Mr. Bastian in these discussions with AVCSA board. Staff was directed to continue the work on the DUE Equalivant study.
(d) AVCSA Meeting- The board agreed that the next AVCSA meeting was to be held on November 6, 2013 to be held at the Plumas County Library. Two items that are to be included in the agenda would be Rate Setting, the Feasibility Study, the request for Mr. Andrew Morris to assist the AVCSA in drafting new bylaws and Changing the President and Vice President for the coming year.
2 of 4 Minutes of Oct 8, 2013
STAFF REPORT (cont’d)
(e) Vehicle Fleet-Interim Manager Howe presented a solution to the board regarding the disposal the 1984 Isuzu pick up truck. She explained that she has been trying to get in touch with Mr. Kelsh to see if the shop class at the Quincy High School would like to have the vehicle for a class project. After a small discussion the board agreed that this would be an excellent solution. A MOTION was made by Director Green to donate the 1984 Isuzu pick up truck to Quincy High School’s auto shop program. The only stipulation of the donation is that our name is removed from the truck and the proper release of liability. The motion was seconded by Director Felker and the results of the vote are as follows:
AYES: Director Green, Felker, Hughes and Vice Chairman Margason NOES: None ABSENT: Director Eaton
(f) Hiring Committee-The board was asked to form a hiring committee to go through all the application and set up interviews for the new general manager position. Director Green explained that the district also has an option to hire a general manager under contract as a part time manager. Chairman Eaton requested that the secretary relay his wish to nominate Director Hughes and Director Green to be on this committee. Director Hughes and Director Green agreed to be the committee.
(h) Additional Training-Interim Manager Howe explained that Operator Tobi Leathers has the opportunity to become a certified backflow tester. After a small discussion the board agreed that is would be good for this district to have a certified backflow tester and directed staff to make the arrangements.
(g) Ongoing Projects-When Mr. Edwards left the district, he had several projects unfinished. The staff needed direction on what to do with those projects. The board discussed the open projects and was concerned that if the current interim general manager were to take on these projects, her own work would not get done. After evaluating the projects, it was determined that the only project at this time that was necessary was the DUE count was the only project that needs her attention. The rest can wait until the start of the new General Manager. The projects on hold would be “Snow Bird” policy, Sewer Inspection Policy, Refinance of USDA Loan, and ongoing Conservation Efforts.
(h) New Board Member-The District Secretary contacted the Elections office and the new board member for the district will be Mr. Bill Martin and the returning board member will be Kathy Felker. Their terms of office will begin January 2014. The two seats up for election were unopposed.
FINANCE REPORT
Staff presented the fund balances for their information and presented the transfers for the month of September. A MOTION was made by Director Green to transfer the funds as presented. The motion was seconded by Director Hughes and the results of the vote are as follows:
AYES: Director Green, Felker, Hughes and Vice Chairman Margason NOES: None ABSENT: Chairman Eaton
3 of 4 Minutes of Sept 10, 2013
APPROVE MONTHLY PAYMENTS
Staff presented the board with the monthly payments for approval. A MOTION was made by Director Hushes to approve the payments for the month of September 2013 as presented. The motion was seconded by Director Green and the results of the vote are as follows:
AYES: Director Green, Felker, Hughes and Vice Chairman Margason NOES: None ABSENT: Chairman Eaton
DIRECTOR’S AND MANAGER’S COMMENTS
Interim General Manager Howe: Interim General Manager explained that she will not be able to be at the November 12, 2013 meeting because of a family obligation. If there is a problem please let her know.
Vice Chairman Margason: Had no comment at this time
Director Green: Has no comment at this time.
Director Felker: Director Felker requested to see the company policy for travel expenses for training. She also presented an article from a Redding newspaper that reported about the city of Shasta receiving a grant for $3 Million dollars for their waste water treatment plant. She wanted the board to see that there is hope in finding the funds for a solution to our waste water problems.
Director Hughes: Had no comment at this time.
Chairman Eaton: Was absent from this meeting.
ADJOURNMENT
A MOTION was made by Director Hughes to adjourn the meeting at 8:50 pm. The motion was seconded by Director Felker and the results of the vote are as follows:
AYES: Director Green, Felker, Hughes and Vice Chairman Margason NOES: None ABSENT: Chairman Eaton
Respectfully submitted,
______Shawneen Howe District Secretary
4 of 4