Woodland Hills Sanitary District
September 2017 Minutes
The September meeting of the Woodland Hills Sanitary District was called to order at 6:32PM.
Roll Call: President Bobby Sadler established that a quorum existed to conduct the meeting. In attendance were Bobby Sadler, Evan Hutchings, Beth Haivala, Garry Colasardo, Jim Stewart, Ed Striebel, and Lois Lund.
Adoption of Agenda: Bobby presented the agenda to the board. Garry made a motion to approve the agenda, second by Beth and the vote was 5-0 to proceed with agenda as presented.
Secretary’s Report: The August minutes were reviewed. Garry made a motion to approve the minutes, seconded by Beth and the minutes were adopted by a 5-0 vote.
Income Report: Total income for July was $9354 which includes the special loan assessments. Among the expenses were payments for a pump and motor from the July 29 lightning strike.
There were eight people who missed the September 1st payment due date. The water bill did contain a note about the new due date but also contained verbiage noting the late date was still the 5th of the month. Because of this wording Garry made a motion to waive the late fee for August. The motion was seconded by Jim and approved on a 5-0 vote.
Jim made a motion to approve the income report, seconded by Garry and the income report was approved with a 5-0 vote.
Water Report: Water losses for the month were at 7.5 percent.
Ed worked with Dakota Pump to test the SCADA (supervisory control and data acquisition) system. Alarms were tested, including low and no-flow alarms at the two pump-houses.
The water level at the two reservoirs is currently monitored by a transducer (a device that converts variations in a physical quantity, such as pressure or brightness, into an electrical signal) installed at the well house. Because the reservoirs are just 7 feet in depth and there's an elevation difference between the well-house and the reservoirs the pressure difference between full and low water levels is difficult for the current transducer to detect. Ed recommends installing a transducer at the reservoirs. A proposal with a price will be presented at the next meeting.
Ed also discussed upgrading our SCADA system to allow more control of the water system. Current our system reports on pump action and volume but only allows remote control of the well-house pump. With an improved SCADA system all of the pumps could be controlled remotely in the case of an outage rather than having someone visit the system in order to control pump activity during an emergency. For example if a pump fails SCADA will provide an alert but there's no way to order the alternate pump to take over and requires an on-site visit.
Ed will get a proposal and price from Dakota Pump on the SCADA upgrade.
The South Dakota Department of Environment and Natural Resources recognized the Woodland Hills water system for 13 consecutive years of meeting requirements of the Safe Drinking Water Act. To qualify for a Secretary's Award for Drinking Water Excellence, public water systems their operations have to meeting requirements for monitoring and reporting, drinking water standards and certification requirements for 10 consecutive years or more.
Jim made a motion to accept the water report. Garry seconded and the motion carried by a 5-0 vote.
Road Report: the district is eligible to apply and receive $14,000 in tax receipts in 2018.
Gary Hansen had written the district about sharing $150 in road repair expense with all the property owners on Lark Lane. Jim made a motion to approve the expense provided that the others owners on Lark Lane are participating, second by Garry and the vote was 5-0 in favor. Jim will follow-up with Mr. Hansen.
Jim asked that the dip in the road near the well-house be repaired and the other members of the board suggested B&H Asphalt on Peaceful Pines for a price.
Old Business: The annual picnic was a success. On the topic of the picnic, each year tables have to be begged and borrowed for serving the food. Jim made a motion that the district purchase six tables for use at the picnic. Bobby seconded the motion and it was approved with a 5-0 vote.
Evan has been working with the district's insurance provider about recouping the costs of repair from the lightning strike. A claim is being pursued.
Jim has called Chris Stover of the forest service regarding the slash piles just outside Woodland Hills and future thinning plans but has not heard back.
New Business: Evan provided the board with insurance renewal information. The current valuation of the tanks, meeting building, pump-houses, well-house and valve control building has been below replacement cost. For example, the two storage tanks on Lark Lane have been valued at $68,000 but a more accurate replacement cost would be nearly $125,000 when including the cost of getting a damaged tank removed and a new one brought up and installed. Increasing the value of the district's properties increases the premium. The recent lightning strike provided an example of what kind of damage could happen and the board agreed with the insurance company's (South Dakota Public Assurance Alliance) valuation changes. Evan made a motion to approve the $253 premium increase, Garry provided a second and board voted 5-0 to approve the motion.
Garry brought up the recent vandalism at pump-house two which demonstrates that the district should consider fencing around the pump-houses, well-house and valve control building on Lark Lane. Funds from the Department of Homeland Security to upgrade water system security could be available for the fencing. Measurements of the amount of fencing will be taken and easements will be considered.
Lois requested that the district's web site have a more prominent mention of the water rate schedule as she frequently gets calls on the issue. Jim will adjust the web site for that.
Resident Comments: Sue Jones attended the meeting to thank the district for current and past performance with the system upgrades.
The meeting was adjourned at 8:00 pm