WOODLAND HILLS SANITARY DISTRICT
MEETING
Draft Minutes
September 11 , 2013
The meeting began at 6:35pm and was held at the Lark Lane meeting hall. Attending were Dick Helmstetter, Evan Hutchings, Jim Stewart, Carol Crozman, Randy Alexander, Lois Lund, Ed Streibel.
Secretary's
Report: Jim read the minutes from the August
meeting. Ed noted a change to the water
loss for August, 24 percent rather than 20 percent. Dick motioned to accept the minutes with a 2nd by Randy and
approved 5-0.
Income Statement:
Net income was
$1,749.21. The district
recovered a significant past due amount for 7711 Bluebird Lane. Dick will speak with Ali Demersseman, of the
Black Hills Council of Local Governments, regarding how we pay water project
expenses. Is the payment made by the
district or through the BHCLG. Jim
motioned to accept the income statement with a 2nd by Evan and the vote was,
5-0.
Water Report: The water loss
for August was 25 percent. A meter
reading audit was performed. Ed noted
that the district's outside digital readers are outdated and can no longer be
ordered. The old readers use a 2 wire
connection to the meter while the new readers use a 3 wire connection. A few homes have defective outside readers
and Ed will, when possible, drop a new third wire but in some cases it won't be
possible. Given that the water project
will replace all the meters with outside radio-read meters there's no point in
making an extraordinary effort to place a new 3 wire display. Ed said a leak was spotted near the
entrance of Woodland Hills. Utility
locates have been ordered and Brandon Powles will begin repairs on September
12. Dick made a motion to accept the
water report with a second by Jim and it was approved by a 5-0 vote.
Road Report:
Dick got an estimate
from Golz Asphalt Repair of $3,213 to perform crack seal repair. But with the project slated to dig up
portions of Woodland Drive (and repair the digging) the district will not
perform crack seal repair this year.
Jim motioned to accept the road report with a second by Randy and the
report was approved 5-0.
Water Project Report: Ted Schultz from CETEC told the board that the survey work which
includes marking utilities and water valves should be completed by the end of
September. After that an electrical
survey will be conducted of the well and pump houses and that should be
finished by October. Dick asked if the
district should have a contract with CETEC and Ted agreed. Ted will work with Randy to draw one up.
Old Business: Ted Schultz
had been asked to provide some options for repairing Lark Lane and presented
the board with several ranging in price from $139,000 for a complete asphalt
pavement to $34,000 for new gravel and crowning. Any procedure will include digging ditches on either side of Lark
to a depth of 18 inches and replacing driveway culverts with 12 inch flared
pipe to prevent clogging. Ted will
email an electronic copy of his presentation which will be posted later on the
web site. Dick offered that previous
repairs and upgrades to the other Lanes were paid for by the homeowners living
along those Lanes and that this repair to Lark should follow that
precedent. However the repair is
financed the board tabled any option until after the water project is
complete. Lark Lane will mostly like
have several diggings to place meter pits and connect them to home service
lines. There's also one other option
where Ed will ask Brandon Powles to provide an estimate to excavate the
existing ditches and jet flush the current culverts.
New Business: Cathy Haveman, CPA, spoke to the board about
audits. The state of South Dakota will
require certified audits of the district's books while the water project loan
is being paid back. Cathy estimated a
certified audit would range in price from $2,700 to $3,500. Lois' accounting program is outdated and out
of support now. Dick made a motion to
ask Lois to purchase Quick Books Pro accounting software. Cathy said the price would be around
$215. Randy seconded the motion and it
carried 5-0.
Resident Requests: Ron Johnson inquired about having service
lines replaced when the water project is placing meter pits. The replacement
would be at homeowner expense. The
board had discussed that option and will ask contractors bidding on the project
if they can provide that service. Jim
will email Ted Schultz and find out if he has knowledge of service line
replacements with projects involving him.
Dick made a motion to adjourn the meeting
. Evan seconded and the board adjourned
at 7:45.
The next trustees
meeting will be held October 9, 2013 at 6:30pm at the Lark Lane building.
Submitted by Jim
Stewart, Recording Secretary.