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Minutes of December 13, 2022

Call to Order:  Chairman Bob Hughey called the meeting to order at 7:00 pm at the District Office 79 Wiley Lane in Makanda. A roll call was taken.

Board Members present were Chairman Bob Hughey, Vice-Chairman Kimberly Cole, and Trustees Grace Brewer, John Dickson. Trustees Heern and Brierton was absent. New Trustee Fiorino approved this evening and in attendance

Staff and Professionals:                                      Present                                 Absent

Treasurer, Mike Williamsen,                                 Present

District Secretary Mike Twomey,                        Present

Legal Counsel Mike Twomey,                              Present

Engineer Joe Boyke,                                              Present                                             

Staff:  PT Water Operator Kenny Cowan,                                                          Absent

FT Water operator Alex Heidbreder,        Present

Office Manager, Sage Lintner,                  Present

PT Sherry Cowan, Office staff                                                                   Absent

Contract Water Operator Bill Dailey                                                         Absent

Visitors present and Visitor Requests: 

Karen Fiorino, BPWD Trustee candidate, approved in November 2022 by the Jackson County Board of Commissioners. The BPWD Board of Trustees approved Ms. Fiorino to serve as a Jackson County Board trustee for the Buncombe Public Water District in a 5-year term. She will serve as a Trustee for this entire meeting and forward.

Kent Stark, BPWD Customer:  Mr. Stark attended the meeting to explain a break he experienced in his water line. He dug it out and repaired it himself. He is asking the Board for a credit to his above is normal average usage and this was approved. Calculations for a credit will be done by Office manager Lintner at the wholesale price of the water with overhead (this amount is $9.00/1000gallon) for overage of the average bill.

Richard Howell, PE:  Engineer with Clarida-Zeigler Engineering Marion, Illinois

Approval of Minutes:  Trustee Dickson made a motion to accept the minutes of November 13, 2022, seconded by Trustee Brewer and with a voice vote of (4) yay votes and (0) nay votes.; the minutes of 11/13/2022 were approved.

Visitor and Customer Requests: 

  1. There were two (2 other requests for water loss credits from customers who were unable to attend the Board meeting to make their requests in person. Office manager Lintner presented the situation and amounts. Both were approved in the approximate amounts of $480 and $600 and will be calculated for overage from average usage at the $9.00 per 1000 gallons wholesale price of the water. Office manager Lintner will update the Board on the calculations and resolution of the credits in her report in January.

Communications for November 2022: 

  1. Joe Boyke, Engineer presented two (2) communications and an introduction of Richard Howell, PE:  First, Joe explained to the Board his plans for his upcoming retirement from full-time with Clarida-Zeigler Engineering in August 2023. He explained that he plans to relocate in retirement to North Carolina but will continue to serve as a consultant engineer to the firm remotely. Second, Clarida-Zeigler engineering is partnering with an engineering firm in O’Fallon, Illinois, Horner-Shifrin, and there is an offer to buy the firm by the end of 2022. Brian Zeigler will continue to be the office managing engineer for the next 2-years with the twenty-six employees in the Marion Office. He will keep us informed on the transition to Horner-Shifrin in the coming months. Joe then introduced Richard Howell who is an engineer in the office and will get up to speed with Joe on our district engineering. He lives in Cobden-Lick Creek Area and manages many utilities in our region.

New business: 

  1. Liens:  Office manager Lintner went to the courthouse and found two liens on Customer Jay Ruble. Deeds went back to Grace Brewer. Sage will make a list of liens for Mike Twomey to review dates, addresses, names, and amounts. PENDING
  • Credit Bureau contract: Office manager Lintner reported she has received a contract from United Adjustment Service, Inc. Mike Twomey reviewed it and okay ‘ed it. It has a 30% commission. Trustee Brewer made a motion to approve it, 2nd by Trustee Dickson. A voice vote was taken with 4 ayes and 0 nays, the motion to accept this contract was approved and will be implemented by Office Manager Lintner to attempt to recover debts owed. Prior meetings, Office Manager Lintner is reviewing two (2) agencies contracts and will decide, in coordination with our legal counsel recommendation, which to sign with. Update will be given in December 2022.RESOLVED
  • Employee handbook updates:  Vice-Chair Cole will send the handbook and suggested updates to staff and the Board for input into revision of the handbook if needed. PENDING
  • Trustee Pat Brierton resignation and recognition of service:  The Board has received the resignation letter from Trustee Brierton. Everyone expressed heartfelt thanks to her for her devoted, diligent, and full service to the BPWD Board and staff. She will be missed, and best wishes were sent to her with this resignation. She expressed that she has a desire to serve again if her health conditions resolve and permit. The Board would always welcome her back in the future when she is ready and when an opening becomes available. RESOLVED
  • New Board member opening:  PENDING
  • Alternative Board meeting day of the month:  The Board approved the dates for 2023 as presented by Office manager Lintner. In May, the meeting will be the 3rd Tuesday. A motion to approve the dates was made by Trustee Brewer, 2nd by Trustee Dickson, 4 ayes, 0 nays and the schedule was approved. In November 2022,the Board discussed changing the regular meetings to another day in the 2nd week, or another day in another week. One officer could make a change if it were necessary, but it was not convenient. It was decided to table this item until it could be further researched with all Board members and officers. RESOLVED
  • 2023 Budget:  Treasurer Williamsen presented the 2023 BPWD draft budget which is currently showing a $49,588 shortfall. The Board decided to table the discussion on this budget to the January meeting to give time to evaluate the water loss for the 2022 year. This data will be key to this budget. PENDING
  • Employee Evaluations:  Following the executive session (9:43pm-10:15pm) and back into open session Chairman Hughey presented the employee evaluations that were completed today for Office manager Lintner (9 mo.), and Maintenance Operator Heidbreder (60, 90 day, 5 mo.)  Back-pay is due for Operator Heidbreder to September 6. Following executive session and approval the following pay increases were approved: 

Sage Lintner:  Passed her IEPA Class Exam and was approved $1.00 effective Dec. 8, 2022. Currently at $19.00 + $1.00=$20.00 per hour. An additional pay adjustment of $1.00/hour and a cost-of-living increase of $1.00/hour to start on 1/1/2023 totaling $2.00 per hour is approved. Wage on 1/1/2023=$22.00/hour

Alex Heidbreder:  Currently at $18.00 + $1.00 new-hire at 6-month backpay to Sept 6, 2022=$19.00. An additional cost-of-living increase to start on 1/1/2023 totaling $1.00/hour is approved. Wage on 1/1/2023=$20.00/hour

Sherry Cowan:  Pending. Will be completed in January 2023

Kenny Cowan:  Pending. Will be completed in January 2023

One year annual evaluations will also be given at the anniversary of hire with full Board of Trustees participation and review per the employee handbook.

  1. Employee Christmas bonus:  Following Board Execution session (9:43pm-10:15pm) and reopening the Board meeting in open session, Chairman Hughey presented the following Christmas bonuses for employees that were approved as follows:

Full time:  $300.00 each for Office manager Sage Lintner and Operator Alex Heidbreder. Part-time:  $100.00 each for Office support Sherry Cowan and Operator support Kenny Cowan. RESOLVED

Old business:

  1. The ICMRT safety audit was conducted on July 26, 2022, and no report is back yet. Will discuss further in November and Office Manager Lintner will attempt to get a copy of the report. PENDING
  • Work Group 1, Ordinance review. No report PENDING
  • Work Group 2, Water loss:  Met on 10/28/2022 at 5pm at the district office with Chair Hughey, Treasurer Williamsen, Vice-chair Cole, Office Manager Lintner, and Water operator Heidbreder. All tasks were reviewed, assigned, or reassigned. Substantial progress being made. Route 3 has an active leak that will be a priority now with 68% loss on last meter reading. The group will meet on December 6, 2022, at 5pm. PENDING
  • Strategic plan Five (5) Year: Vice Chair Cole will set up a planning date for a special Board meeting to further develop the strategic plan for BPWD from the draft that was okay ’ed by Chairman Hughey. As of November 8,Vice-chair Cole has presented a draft to Chairman Hughey, and this will be discussed between them after this meeting. From this meeting, it was decided to proceed with a 2nd draft to be presented to the Board on December 12 for further input from the Board. History from prior Board meetings:  Ideas from all Trustee are needed from the group. A blank spreadsheet was distributed, and Vice-Chair Cole said she would gather the ideas if everyone would fill out the sheet and return to her by mail, email, or the next meeting. She will prepare the draft plan for the November 2022 regular meeting. Input received so far from Trustee Brewer, Dickson, Vice-Chair Cole, and Treasurer Williamsen. PENDING
  • Extensive Office Audit by Scott Hickham, No report. Half of the audit time has been billed and paid. Treasurer Williamsen offered to speak with Scott Hickham about this. Chairman Hughey will decide how to proceed on this matter. As of November 8, there is no report. Half of the audit payment was requested and paid in April. History from prior Board meetings:  Scott Hickham, the BPWD auditor, was requested to perform an intensive audit and this has been underway as requested by the Board in April 2022. Previously in October, per Treasurer Williamsen reported the final report is pending. Mr. Hickham was scheduled to come to the office to finish the audit the first week of October. PENDING
  • The new Accountant firm replacement Amy Parrish and Office manager Lintner will meet. She was sent a new engagement letter after October 17, 2022, to revise the duties BPWD needs. November 8 update:  Office manager Lintner plans to meet with Ms. Parrish this week on Friday. PENDING.
  • Brian Bush corrected invoices:  Not yet receivedPENDING
  • New meters for leak detectors:  Tabled until February 2023 meeting. They are ordered for $2557.50. Options for the incorrect Zimmer meters are to offer to sell to another district such as So. Highway, post on IRWA marketplace. The new meters are backordered until February 2023. This item is tabled until the Feb.2023 regular Board meeting PENDING
  1. Meter hardware plan to open and look at each meter update: No report. No report available November 8. Prior history:  report given by Water Operator Heidbreder. Three hundred six (306) meters have been done so far and he is making this a priority. Office manager Lintner is developing a spreadsheet for the plan. Chad needs to come in to do some training on meters with new staff. Bob agreed to assist to locate some of the meters that cannot be found. PENDING
  • Lead sample site plan update and Lead service line inventory:
  1. The Lead (pb) sample site plan review and update:  The review was submitted to the IEPA on January 4th, 2023, and is awaiting IEPA approval. History:  this was required to be completed and submitted to the IEPA by October 31, 2022, and ROINC Cole obtained an extension from IEPA to December 31, 2022. She requested that the work be completed by December 17, 2022, to comply with the new deadline. She has prepared a spreadsheet of the current site plan developed in 1991 and added all the the new required information about each site. The sheet was given to Office Manager Lintner and Water Operator Heidbreder with instructions to complete. Each site needs extensive information verified about the line materials 1. in the building, 2.  on the customer side of the meter, and 3.  On the BPWD side of the meter. This will require Office manager Lintner to send out homeowner questionnaires to request the year the building was built, whether a water softener is installed in-line, to update of the names, and obtain the 911 address. A visual inspection of the lines at these three (3) services lines locations is needed. PENDING
  • The Lead (pb) service line inventory EPA and IEPA regulatory rule is due in three (3) phases due for 2022, 2023, and the final report due in April 2024. This rule is required for every water district in the USA. There is no digging required but the inventory requirement is to determine the service line materials throughout the district following the EPA guidance document and template guidance available from IEPA. One strategy that is being reviewed involves inspecting each of the meter pits to determine the line material used on either side of the meter. There are other strategies under review. The project at BPWD is in the preliminary phases and on track. Grant funding opportunities are being sought to give additional resources to accomplish this requirement. PENDING
  • WD Automation:  Chairman Hughey spoke with Tim on Friday. November:  Chairman Hughey reported that he will call Tim and report back in December. History:  Office manager Lintner reported that Tim is following up on PS 1 and Chair Hughey wants to get a report on this by Friday, October 14, 2022. Previously it was noted that BPWD will partner with Tim at WD automation for the SCADA system. He is currently working on a fan and software update for PS1. We need to have yellow area discussion with Tim PENDING
  • GPS mapping:  Operator Heidbreder reported he is waiting on an estimate for the gps meter. There is no report or update for the November 8 meeting. History:  Water Operator Heidbreder reported that he is waiting on his brother to bring him a gps unit that he can borrow from the Forest Service. Office manager Lintner will also get with Curt Mezo to look at his gps mapping system that he uses for Murdale Water District. Previously a proposal from IRWA was provided for $6,638.90. The accuracy is excellent per feet. Another alternative to the contracted mapping is to purchase a handheld gps unity with accuracy 3-6 ft. and map ourselves. Alex to get prices for a gps unit. Roger Noe is coming on 9/22/2022 to try his PVC trench locator. Alex and Sage to put together trouble spots and let Roger try his locator. Decision on the mapping versus gps unit purchase is tabled for discussion until November and December regular meeting. PENDING
  • Investments:  Treasurer Williamsen updated, reported, and made recommendations to the Board on the 2 options before us to invest $100,000 with either First Mid or C. Schwab Investments for either CDs or Fed T-bills which is preferred by Treasurer Williamsen. A motion was made by Trustee Brewer, 2nd by Trustee Fiorino to authorize Treasurer Williamsen to invest $100,000 with Charles Schwab Investments in Federal T-bills. A roll call vote was taken with 4 ayes, and 0 nays approving this investment with Charles Schwab. Treasurer Williamsen will update the Board at the next meeting on the progress and resolution of this matter. History:  November-Chairman Hughey updated the Board on options and will continue to update. No action taken. October-No update:  Treasurer Williamsen is absent to give further updates on this agenda item and tabled to the November 2022 meeting. Previously, Treasurer Williamsen reported that he is researching Charles Schwab options for a 6 month treasury note with yield of 203%. Money market accounts 2-4%. BPWD could look at these types of investments for $100,000. More research is being done. The balances are O/M account $8568.68, Fund $80975.83, Reserve $264,000. Trustee Heern suggested that he would like to invest $100,000 and the Board would like Treasurer Williamsen to pursue research on this amount of investment. Treasurer Williamsen will be in contact with John Dickson and Pat and Scott Hickham. PENDING
  • Cross connection survey and program:  No report. Previously, ROINC Cole reported that she has partnered with Absolute Plumbing to give her some guidance on the BPWD program for backflow prevention. Before proceeding on requirements of customer’s plumbing on findings found in the customer’s surveys the program will be completed. Work is progressing on this, and update will be given in January 2023. History:  ROINC Cole reported that she is working on the BPWD program with A&W Plumbing and a second letter to go out to all the customers with wells, lawn irrigation, fire protection and other potential cross connection concerns. Previously it was noted that we still have seven customers to get the survey and Office manager is attempting to get them. Office manager Lintner and ROINC Cole are working to get a program in place to act on any surveys that need further attention, or a backflow prevention device. PENDING
  • Rate increase for water:  Tabled for January 2023 meeting after reviewing water loss final 2022 numbers and the budget. Previously, Chairman Hughey reported that Office Manager Lintner and Treasurer Williamsen are finalizing a proposed budget for Board approval for 2023 and this document will help with the recommendation on water rates for next year. There are several cost increases that were discussed:  Operating costs, infrastructure costs, and water losses. Office manager Lintner will send out worksheets for review. This will be put on the agenda for December 2022. PENDING
  • Board of Trustee Compensation:  A motion was made by Trustee Brewer, 2nd by Trustee Fiorino to increase the monthly stipend of Officers (Chair, Vice-Chair, Treasurer, District Secretary) to $100 per meeting, and $50.00 per meeting for Trustees. A roll call vote was taken with 4 ayes, 0 nays and the motion passed beginning in January 2023. Vice-Chair Cole will prepare the ordinance and submit to District Secretary Twomey for signature. PENDING History:  Discussion ofBoard payment potential increases ($75.00 for Trustees, and $100 for Officers) in 2023 budget was discussed among the Board and the issue is tabled to the December 2022 regular meeting, and if can be put into the 2023 budget.
  • Sexual harassment prevention training 2022 (annual) and Open meetings Act training (once):  Office manager Lintner passed out the information and websites to access both trainings. They are to be completed by December 31, 2022, and sheets signed and returned. PENDING
  • Chad hydrant meter:

Carbondale Water District:  Treasurer Williamsen reported that we should anticipate up to a 5% increase in wholesale water rates in May 2023 from the City of Carbondale. This amount will be put into the upcoming budget in anticipation of a rate increase.

Office manager Lintner report highlights (attached):

  1. SAM.gov reinstatement.
  2. 29 late fees
  3. 1 shutoff
  4. Submitting $1600 for collections by credit bureau
  5. Lead and Copper site plan audit underway
  6. Baptist Hill leak repair
  7. 3 meters and hardware replaced for customers that had not been properly read for 3yr-8mo-4mo respectively.
  8. Leak fixed on Route 3
  9. Focusing on zero usage meters with Operator Heidbreder
  10. Investigating zero flow and replacing setters

Maintenance water Operator Heidbreder report highlights (attached):

  1. Fixed leak on Baptist Hill
  2. Fixed Miller service line on Rt 51
  3. Installed meter on Hartline

Accounting and Financial reports, November 2022: Treasurer Wiliamsen reviewed the November 2022 accounting and financial reports with the Board.

Payment of the bills and approval of November 2022 disbursements:  Trustee Brewer made a motion to pay the bills. A second was made by Trustee Fiorino. A roll call vote was taken and 4 ayes, and 0 nays was obtained, and motion passed to pay the bills.

Water supply Operators (Bill Dailey/Kenny Cowan) report:  No report

ROINC Kimberly Cole report:

ROINC Cole reported on November 2022 with all duties performed. The IEPA Operational report was submitted. The report was not provided (in an oversight) but will be provided for November and December 2022 at the January 2023 regular Board meeting

  1.  The cross-connection survey is complete. The program for BPWD is being finalized for Board approval. Requirements of backflow prevention found in the customers survey will follow once program is complete. Pending                                            
  2. Ten (10) missing operating permits that need to be submitted on BPWD projects dating back into the 1990’s. Pending
  3. The (8) recommendations will be added to the agenda to be discussed at the water loss workgroup. These were discussed with MWSO Heidbreder, and he will review and get up to speed on this list. Pending

Additional Public Comments or Questions:  No additional public comments or questions were submitted to the Board

Executive session: The executive session also included discussion for items H and I. Agenda is Employee evaluations and Employee Christmas bonuses.

A motion was made by Trustee Dickson 2nd by Trustee Brewer to open into executive session at 9:43pm. 4 ayes and O nays and meeting was opened.

A motion was made by Trustee Fiorino and 2nd by Trustee Brewer to close the executive session. 4 ayes 0 nays and the executive meeting was closed.

A motion was made by Trustee Fiorino 2nd by Trustee Brewer to reopen in open session 4 ayes 0 nays and Board meeting was reopened.

The actions taken in executive session are Motion for Adjournment:  Trustee Brewer made a motion to adjourn, and 2nd by Trustee Fiorino seconded the motion. All in favor by voice 4 ayes, and 0 nays, the motion carried to adjourn.

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