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Taycheedah San. Dist. No. 1, Taycheedah Town Board, Johnsburg San. Dist. Calumet San. Dist. & Taycheedah San. Dist. No. 3
Wednesday, May 2 2007
TIME: at the Taycheedah Town Hall
LOCATION: 5:00 p.m.
Joint Business Meeting

AGENDA

The above noted entities will meet to discuss and attempt to resolve intra-district issues pertaining to operations, maintenance and repairs.




Brenda A. Schneider
District Recording Secretary


Please note, upon reasonable notice, efforts will be made to accommodate the needs of disabled individuals through appropriate aids and services. For additional information or to request this service, please contact Brenda Schneider at 921-5224.



MINUTES

The Commission of the Calumet Sanitary District, Johnsburg Sanitary District, Taycheedah Sanitary District No. 1 and Taycheedah Sanitary District No. 3 and the Taycheedah Town Board met on Wednesday, May 2nd, 2007, at 5:00 p.m., at the Taycheedah Town Hall.
Members present were:
Calumet Sanitary District (CSD): President Dick Wehner, Alice Lemke and Dave Burg
Johnsburg Sanitary District (JSD): President Franz Schmitz, Dennis Lefeber and Ken Schneider.
Taycheedah Town Board: Supervisor Mike Wirtz. Absent were: Chairman Jerry Guelig, Supervisors Tim Simon, Jim Bertram and John Abler.
Taycheedah Sanitary District No. 1 (TSD#1): President Dan Deuster, Karen Schwengels and Dennis Thome.
Taycheedah Sanitary District No. 3 (TSD#3): President Bill Gius, John Rickert and Mike Sabel.
Also present: Brenda Schneider, Town Clerk and Recording Secretary for Johnsburg and St. Peter Area Sanitary District; Gene Karls, Deputy Clerk, Taycheedah Sanitary District No. 1; and Kathy Diederich, Treasurer, Town of Taycheedah.

Taycheedah Sanitary District No. 1 initiated the meeting and hosted lunch and refreshments for the attendees.
The parties reviewed and approved the draft Meeting Protocols. The Protocols are as follows:
• Start on time unless mutually agreed upon to extend timeframe.
• Assume positive intent.
• Treat others respectfully.
• Listen actively.
• Focus on the individual speaking.
• Focus on problem solving as a means of resolution.
• Focus on the future.
• Designate a note-taker. Notes will be distributed to all parties.
• Set agenda for the next meeting as well as identify any action plans before concluding the session.
• Attempt to schedule 2-3 meeting dates in advance whenever possible.
• Meeting should last 2-3 hours, and will be hosted by the three different Districts.

Each District was given 10 minutes to speak to the issues. In alphabetical order, the summarized comments were as follows:

Calumet Sanitary District
• Commended TSD#1 for initiating the meeting.
• Need to resolve “us and them” attitudes.
• Does not have specific issues with JSD or TSD#3; only with TSD#1.
• We all flow through the same system.
• The true-up and back-billing with TSD#1 has been dealt with recently by a third-party. CSD is satisfied with the results.
• Need to concentrate on the positives.
• Hope to resolve problems.

Johnsburg Sanitary District
• Negotiated 2-3 years ago with no written resolution.
• CSD and TSD#3 have contracts containing disputed items.
• JSD has no contract.
• Need to define “shared sewers”.
May 2nd, 2007 Joint Business Meeting 2.


• Some things are vaguely addressed by the OSG/City Agreement that need to be clearly stated.
• Other parties have no input.
• All of our tax money paid for the original system.
• The parties need to agree on all east side issues and resolutions; including Fond du Lac Sanitary District No. 2.
• OSG should be able to provide more assistance to the parties. Other professionals could be asked to assist.
• Wants to see resolution.

Town of Taycheedah
• Board Members have been asked about combining TSD#1, TSD#3 and JSD into one district.
• The Board is open to comments.

Taycheedah Sanitary District No. 1
• It is a shared sewer with a lot of commonality.
• East shore agreements would need to be included FDL#2.
• All parties need to have a common set of rules that would be fair to everyone and some issues may always be in dispute.
• There may need to be a third-party to develop guidelines for the parties, such as the O&M Agreement.
• Wastewater flows have been an issue due to the accuracy of telemetry and meter issues, such as reading, calibrating and maintaining.
• Would like to see clearer rules regarding flow data and billing.
• Hope to see issues resolved.
• The east side will need to develop clearer guidelines.
• Would like to see all bodies function as one.
• Parties would not be ready for a merge until problems are solved and then possibly become a metro district.
• Has no doubt that problems can be resolved.

Taycheedah Sanitary District No. 3
• The sharing of operation and maintenance expenses is an issue.
• The “us vs. them” attitude needs to change.
• Attempted to resolve the issues three years ago to no avail.
• No other districts in the OSG have issues with other parties.
• TSD#1 seems to want to refer as much cost as possible upstream.
• The Taycheedah districts should be combined. The entire OSG could become a metro district.
• Combining district would be challenging due to the new systems with virtually no leaks and an older system. The new systems have debt.
• The City of Fond du Lac performs meter reading and meter calibration. The City dials-up all meters daily to determine if they are functioning properly.
• Consultant recommended to never use pump-run time. Obstructions and worn impellers cause pumps to run unnecessarily.
• Parties need to share resources.

Brenda Schneider-chose not to make any statements

Gene Karls
• Heard good comments and ill-founded comments.
• Hopes for clarification.

Kathy Diederich
• Looking forward to resolving the issues and moving forward.

May 2nd, 2007 Joint Business Meeting 3.

The parties agreed to designate Brenda Schneider as the note taker. The parties also agreed to rotate hosting future meetings.
After discussion regarding the need to designate a chairperson, the parties mutually consented to accept Kathy Diederich’s offer to act as a facilitator; recognizing the benefit of her involvement with several of the districts, her town officer position and her financial background. Kathy will guide discussions and negotiations, assist in determining goals, establishing deadlines, developing a list of unified issues, establishing agendas and assigning duties.

Brenda Schneider informed the parties that the City/OSG Agreement names all districts as parties and therefore applies to matters between the OSG members. The Agreement defines ‘shared sewers’ and vaguely outlines repair issues, sharing improvement costs and operation/maintenance issues. The Agreement also supersedes all other past and current agreements that are not consistent with the Agreement. Brenda recommended working with the OSG professional staff and the City of Fond du Lac to revise the Agreement by adding clarity as it applies to the issues in dispute.
The City/OSG Agreement delineates dispute resolution. The parties may not resolve all issues. The Agreement establishes Technical Standards Committee (TSC) review and comment after good-faith negotiations fail to bring resolution. The parties acknowledged that they may need to request TSC’s review.

Issues The parties compiled the following tentative list of issues:
• All parties need to be jointly involved with repair issues.
• Need to develop a comprehensive agreement applicable to all districts.
• Problems with lateral connections to the shared sewer should not be cost-shared with the other parties.
• Ask OSG/TSC to assist with resolving issues that the parties do not resolve on their own.
• Address issues based upon existing City/OSG Agreement.
• Operation & Maintenance Agreements:
o Clarify TSD#3’s and CSD’s current agreements, and
o Enter into an agreement with JSD.
o Address future maintenance issues.
 Develop Policy & Procedures Manual.
o Billing issues:
 Pump-run time vs. metering.
 Variable vs. fixed expenses.
 Documentation.
• TSD#1’s request to cost-share in their generator project.
• Gladstone Beach current sewer main repair needs.
• Winnebago Drive lift station current valve repair needs.
• Approval and return of revised capacity purchase agreements correcting an underpayment of funds to TSD#1 and CSD. (Agreements between JSD and TSD#1 and between TSD#3 and TSD#1.)
o Transfer of funds by TSD#1 to CSD. (Funds supplied by TSD#3 and JSD and are part of the revised agreements.)
 Reimbursement of funds by TSD#1 to JSD for a portion of the sewer constructed by JSD within TSD#1’s boundary which is reflected in corrected agreements. Acceptance of the correcting agreement will resolve this issue.
 Reimbursement of funds by TSD#1 to TSD#3 for a portion of the sewer constructed by TSD#3 within TSD#1’s boundary which is reflected in correct agreements. Acceptance of the correcting agreement will resolve this issue.
• Potential merging of districts.
• Voting.

The parties discussed voting procedures. Karen Schwengels moved that each commissioner of each sanitary district will have a vote, seconded by John Rickert. After extensive discussion, Karen Schwengels withdrew her motion and John Rickert his second. The parties will operate by consensus coming from each district.

May 2nd, 2007 Joint Business Meeting 4.

The parties established tentative future meetings for Wednesday, May 23rd and June 6th, at 5:00 p.m. Calumet Sanitary District will host the next meeting.

The meeting adjourned at 7:48 p.m.





Attest:_____________________________________
Brenda A. Schneider
Taycheedah Town Clerk




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