TOWN OF ISABEL REGULAR BOARD MEETING MINUTES DECEMBER 13, 2022 7:00 PM ISABEL COMMUNITY CENTER SOCIAL ROOM
1. Board Chairman, Ryan Maher, called the meeting to order at 7:07 PM.
A. Board Present: Ryan Maher, Daryl Pfaff, Dan Gifford, and Judy Gifford B. Board Absent: Darrel Burke C. Employees Present: Karla Nordyke, Robert Martin, and Char Boysen D. Others Present: None 2. Public Comment: None 3. Approval of Agenda J-Gifford made a motion to approve the agenda with no changes. Pfaff seconded. Motion carried.
4. Approval of Last Meeting Minutes (November 14, 2022) D-Gifford made a motion to approve the November 14, 2022 regular meeting minutes with no corrections or additions necessary. J-Gifford seconded. Motion carried.
5. Financial Report (November 2022) A. Reconciliation Summary and Detail Reports The Board reviewed and discussed the bank statement, reconciliation summary and detail reports for the month of November. Reports were provided for the following accounts: General Fund (checking account); Water Fund (checking account); Water Main Replacement Fund (checking account); Certificate of Deposit (#3507); Certificate of Deposit (#3572); and Petty Cash.
B. Financial Report The Board reviewed and discussed the Financial Report showing cash asset account and fund balances. D-Gifford motioned to approve the Financial Report. Pfaff seconded. Motion carried.
6. Accounts Payable / Claims for Payable (November 2022)
The Board reviewed and discussed the claims presented for payment for the month of November 2022. The claims total: a) General Fund expenditures, including payroll, are $13,865.93; b) Sewer Fund expenditures are $6,453.06; and c) Water Fund expenditures are $3,762.34. Pfaff motioned to approve the claims presented for payment totaling $24,081.33. D-Gifford seconded. Motion carried. See Attachment 1.
Bills: NOVEMBER 2022 APPROVED: DECEMBER 13, 2022 General Fund A & B Business Solution, Printer Maintenance (November)................$64.46 Automotive Company, Equipment Maintenance...............$110.00 Biegler Equipment, General Maintenance Supplies......................$14.29 Char Boysen, Cell Phone Reimbursement (November)...........$25.00 CHS River Plains, General Supplies: Ice Melt............................$31.25 CRST Telephone Authority, Telephone & Internet....................$194.90 G&O Paper and Supplies, General Supplies: Cleaning & Envelopes..................................$184.56 Locken Oil, Fuel: Maintenance, Snow Removal, Garbage Collection.....................................$600.22 Moreau-Grand Electric, Electricity: Community Center, Street Lights, Airport, Park, Shop (November)...................$88.34 Northwest SD Regional Landfill Association, Landfill Operating Fees (December).........................$1,223.64 Robert Martin, Cell Phone Reimbursement (November)...........$25.00 SD Dept. of Revenue, Already Paid: 11/29/22; EFT, Sales Tax Liability Payment (October)............$79.37 Servall, Mats, Mops, Linens..............$113.50 Temperature Technologies, Inc., Boiler Maintenance: Service Call 11/20/22................................$237.12 Timber Lake Topic, Publishing: Minutes.........................................$170.60 Visa, Office Supplies, Already Paid 11/28/22; Check #8746.......$281.16
PAYROLL & PAYROLL LIABILITIES GENERAL FUND American Funds, Already Paid: 11/01/2022; EFT, Employee IRA Contribution (PP #22)...........$100.00 American Funds, Already Paid: 11/15/2022; EFT, Employee IRA Contribution (PP #23)...........$100.00 American Funds, Already Paid: 11/29/2022; EFT, Employee IRA Contribution (PP #24)...........$100.00 Charyl Boysen, Already Paid: 11/01/22; Check #8723, PP #22: Wages $1,200.78; taxes w/h $201.86; Simple IRA Contribution $50.......$948.92 Charyl Boysen, Already Paid: 11/15/2022; Check #8743, PP #23: Wages $1,174.79, taxes w/h $196.87, IRA contribution $50.00......................$927.92 Charyl Boysen, Already Paid: 11/29/2022; Check #8749, PP #24: Wages $1,071.63, taxes w/h $176.98, IRA contribution $50.00......................$844.65 Karla Nordyke, Already Paid: 11/01/2022; Check #8724, PP #22: Wages $307.91; taxes w/h $23.55...........................$284.36 Karla Nordyke, Already Paid: 11/15/2022; Check #8744, PP #23: Wages $440.55, taxes w/h $33.70....................................$406.85 Karla Nordyke, Already Paid: 11/29/2022; Check #8750, PP #24: Wages $440.55, taxes w/h $33.84....................................$408.55 Robert Martin, Already Paid: 11/01/2022; Check #8725, PP #22: Wages $1,390.20; taxes w/h $106.36; IRA contribution $50.00; Health Insurance 554.78...........................$679.06 Robert Martin, Already Paid: 11/29/2022; Check #8751, PP #24: Wages $1,345.89; taxes w/h $124.97; IRA contribution $50.00...................$1,170.92 Health Pool of SD, Health/Life Insurance: 2 Employees ($1,625.84) & Payroll Liabilities ($1,109.56)................$2,735.40 Intuit/Quickbooks, Already Paid: 11/14/22; EFT, Monthly Payroll Service Fee............$69.23 US Treasury (IRS), Already Paid: 11/30/2022; EFT, Payroll Liabilities (November: Federal Withholding $334.00; Social Security $531.93; Medicare $124.40) & Employer Payroll Taxes $4656.33....................................$1,646.66 Total General Fund......................$13,865.93
Sewer/Wastewater Fund KLJ Engineering, Engineering Services to 11/12/22 (Survey)......................................$6,453.06 Total Sewer Fund...........................$6,453.06
Water Fund
Milbank Winwater Works, Materials: Valves............................$452.76 ND Dept. of Health, Water Analysis...........................................$16.00 Robert Martin, Already Paid: 11/15/2022; Check #4322, PP #23: Wages $1,205.40; taxes w/h $92.20; IRA Contribution $50; Family Health Insurance $554.78.............$508.42 Tri-County/MNI Waste, Water: November (316,000 gallons)......$1,526.38 USDA Rural Development, Already Paid: 11/14/22; EFT, Water Main Replacement Loan (November)...................................$597.00 Western Dakota Bank, Payment Water Meter Loan (December)......$661.78 Total Water Fund...........................$3,762.34 GRAND TOTAL.........................$24,081.33 7. Old Business – None 8. New Business A. 2023 Liquor License Renewals and Municipal Operating Agreements: Sparky’s Bar and Grill (PL-4626 and RL-5671) The Board reviewed the Sparky’s Bar and Grill (Jolene Maher, Manager) 2023 Liquor Licenses and Municipal Operating Agreement documents presented for renewal without a hearing. The Board also reviewed the establishment’s account status and compliance with the operating agreement. The Board found the establishment is in good standing. Pfaff motioned the 2023 Liquor Licenses #PL-4626 (Package/Off-Sale) and #RL-5671 (Retail/ On-Sale) and the Operating Agreement be approved. J-Gifford seconded. Motion carried.
B. Resolution #2022-12-01: Sewer Debt Surcharge Rate The Board reviewed and discussed Resolution #2022-12-01, a resolution to set a sewer debt surcharge rate. This Resolution establishes: 1) a sewer debt surcharge rate payable by each customer of the Town’s sewer system who receives benefits from the services of the project financed by the SD-DANR Clean Water State Revolving Fund loan with the borrower bond (in addition to the sewer services charge); 2) incrementally increase the sewer debt surcharge rate over calendar year 2023 up to a total of $27.90; and 3) establish a Sewer System Debt Surcharge account within the Sewer Enterprise Fund. Nordyke reported the Central SD Enhancement District and the SD Department of Agriculture and Natural Resources Funding Office provided guidance in the drafting of the document. J-Gifford motioned to approve Resolution #2022-12-01. D-Gifford seconded. Motion carried by roll call vote (D-Gifford – yes; J-Gifford – yes; Pfaff – yes; Maher – yes; Burke – absent).
RESOLUTION #2022-12-01 A Resolution to Set a Sewer Debt Surcharge Rate.
WHEREAS:TheTown of Isabel Ordinance, Chapter 22: Sewer, authorizes the Board to set sewer rates by resolution relating to permit fee, sewer usage rate and sewer system access administrative fee, and any other charges deemed necessary for the Town’s management and operation of its sewer system.
WHEREAS: The Town of Isabel was appropriated a South Dakota Department of Agriculture and Natural Resources (SDDANR) Clean Water State Revolving Fund loan of $828,204. The required surcharge on said debt is $27.90, paid monthly by sewer system users. The loan payments, paid by surcharge revenue, are paid quarterly.
WHEREAS: The Town of Isabel residents and businesses utilizing the Town’s sewer system will meet hardship by a one-time $27.90 increase. The Town of Isabel Board considers it prudent to incrementally increase fees over the calendar year of 2023.
WHEREAS: The Town of Isabel does not have sufficient funds to make the first loan payment in its Sewer Enterprise Fund. The Town of Isabel Board considers it prudent to prepare for debt management.
WHEREAS: The Town of Isabel needs to activate a new account within the Sewer Enterprise Fund entitled Sewer System Debt Surcharge.
NOWTHEREFORE BE IT RESOLVED: In addition to the other charges, the Town of Isabel hereby establishes a surcharge payable by each customer of its sewer system who receives benefits from the services of the project financed by the CW-01 loan with the borrower bond. The collection of the surcharge shall start on January 1, 2023.
NOWTHEREFORE BE IT RESOLVED: The Sewer Debt Surcharge Rate will incrementally increase over calendar year 2023: January 1, 2023 $7.00 Billed: February (January Usage) April 1, 2023 $14.00 Billed: May (April Usage) July 1, 2023 $21.00 Billed: August (July Usage) October 1, 2023 $27.90 Billed: November (October Usage)
NOWTHEREFORE BE IT RESOLVED: Revenue collected from the Sewer Debt Surcharge Rate will be managed separately within the Sewer Enterprise Fund, in an account entitled Sewer System Debt Surcharge.
NOWTHEREFORE BE IT RESOLVED: Beginning January 1, 2024, sewer system customers will be charged the Sewer Debt Surcharge Rate of $27.90 monthly until retirement of the debt and shall be collected at the same time as other charges of the system. The surcharge shall be reviewed annually and modified in order to provide the required 110-percent debt coverage. Dated this 13th day of December, 2022. APPROVED: signed 12/13/22 Ryan Maher, Chairman Isabel Board of Trustees ATTEST signed 12/13/22 Karla Nordyke, Finance Officer Town of Isabel Adopted: December 13, 2022 Published: December 22, 2022 Effective: January 12, 2023 9. DEPARTMENT REPORTS A. Airport (Ryan Maher) Ryan stated he had no report. Char reported she has requested the windsock be returned.
B. Maintenance (Robert Martin and Char Boysen) i. Streets: Robert reported he is preparing to move snow. Discussion occurred about available locations to place snow. ii. Sewer: Robert reported he has not had any issues with the sewer system. He also reported the engineering firm’s survey crew recently surveyed the main lines and lagoon. iii. Water: Robert reported he has not had any issues with the water system. iv. Landfill: Robert reported he and Char recently burned the wood pile and it cleaned up well. v. Other Matters 1. Skid Steer Bids: Robert reported he has been discussing his needs with the local equipment vendors and will be presenting a quote for a basic machine at the next regularly scheduled meeting. Discussion occurred.
C. Finance Office (Karla Nordyke) i. Wastewater Infrastructure Improvement Project – Next Steps: Karla reported that the necessary resolutions regarding the loan need to be approved and published. She has been advised to publish a current (2023) rates and charges resolution, as well. Karla will have these documents prepared for the next regularly scheduled meeting. Another matter in progress is finalization of the historical preservation document. Discussion occurred about the number of surcharges being charged. It was agreed that a thorough review of water and sewer connections on every property in town needs completed. It was agreed that every property owner where a connection to the water and sewer systems needs to be charged surcharges appropriately. ii. Delinquent Accounts: The Board reviewed the list of customers with a past due account (31-59 days) and delinquent accounts over 60 days past due. iii. Sheriff Report: No report made available.
10. Schedule Next Meeting The next regularly scheduled meeting for the Isabel Town Board is set for Friday, January 6, 2023, 7:00 PM, in the Community Center Social Room.
11. Adjourn J-Gifford motioned the meeting to adjourn at 8:04 PM. D-Gifford seconded. Motion carried. APPROVED: Ryan Maher, Town Board Chairman ATTEST/SEAL Karla Nordyke, Finance Officer Recorded: December 15, 2022 Published: December 22, 2022 at an approximate cost of: $224.00 Timber Lake Topic