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Minutes of January 10, 2023

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, and Karen Fiorino. Trustee Heern was absent. There is one Trustee position for Jackson County currently vacant.

Staff and Professionals:                                      Present                                 Absent

Treasurer, Mike Williamsen,                                 Present                                             

District Secretary Mike Twomey,                        Present

Legal Counsel Mike Twomey,                              Present

Engineer Joe Boyke,                                                                                              Absent          

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: 

  1. Three (3) visitors:  Nikki Martin (Power of Attorney) and Michael Ritchason (Rental home at 140 Crackers Neck, Makanda, and Customer of BPWD) and David Stankiewicz (Owner of Property of 140 Crackers Neck, Makanda). The visitors attended the Board meeting to ask for a water loss credit to their December 2022 bill.  Mr. Stankiewicz explained the home water line froze and broke at this address on 12/24/2022 (exhibit 1) and he was able to get it shut off and repaired after 3 days running unchecked for a total of 38,490 gallons excess.  This is a billing of $975.70 and the customer average bill is approximately $40.00 per month.
  • Two (2) visitors:  Avery Sprehe (Son of owner at home located at 10160 Old Hwy 51, Cobden and customer of BPWD) and Scott Uhls (Owner of home located at 10160 Old Hwy 51, Cobden).  The visitors attended the Board meeting to ask for a water loss credit to the December 2022 bill.  Mr. Uhls explained the home water line froze and broke at this address on or about 12/23/2022 and flooded the basement with extensive drywall damage.  He was able to get it shut off and repaired after 2-4 days running unchecked for a total of 33,470 gallons excess.  This is a billing of $849.70 and the customer average bill is approximately $52.00 per month

The Board discussed the circumstances, calculated BPWD costs, and noted that the repairs have been made.  The proposed water loss credit calculated following the cost based formula that is before the Board for consideration for 140 Crackers Neck is $564.55 and for 10160 Old Hwy 51 Cobden is $482.78.  A motion was made by Trustee Brewer to approve the credits, 2nd by Trustee Fiorino.  A roll call vote was taken resulting in 4 ayes, 0 nays and motion passed to approve the two (2) credits with the amounts as calculated, one (1) $564.55 for Richardson and one (1) $482.78 for Uhls.

Customer Requests: 

The Board was presented with a remote email request from the Lance Paszkieqicz, owner of the Stone Creek cabins, following a 73,300 gallon loss due to frozen pipes on or about 12/24/2022 with a bill for December of $1849.43. This is a commercial account and following Board discussion a motion was made to credit 10% of the bill for the water loss by Trustee Dickson 2nd by Trustee Brewer.  A roll call vote was taken resulting in 4 ayes 0 nays and the motion passed to approve a 10% credit of $184.94.  Office manager Lintner also reported that he is also the owner of the clubhouse and he also requested a credit for a water loss there of 54,500 gallons.  This request cannot be considered until the repair is complete and it is deferred until that time.

Approval of Minutes:  Trustee Brewer made a motion to accept the minutes of December 13, 2022, seconded by Trustee Fiorino and with a voice vote of (4) yay votes and (0) nay votes.; the minutes of 12/13/2022 were approved the corrections that were made by Office manager Lintner in the meeting and minutes were re-distributed..

Communications for December 2022: 

  1. OSHA report:  The report was received, and two (2) findings noted. Both findings have been corrected. 1. Breaker box has a vacant hole:  a breaker was installed. 2. Signage was installed. Corrections reported and the final Report filed RESOLVED
  • Legal counsel Twomey update: There has been a second filing of a Federal lawsuit by Dunn with a 21-day response requested.  Legal counsel Julie Birch, in consultation with BPWD officers and Legal counsel, will provide the position statement and a response on behalf of the district. 

New business: 

  1. Draft ordinance regarding commercial water loss credits:  Following the approval of credits for the 3 customer accounts, the Board decided to draft an ordinance on how credits are to be considered for approval for commercial accounts which would give guidance for the Board such as 10% of the bill, limited to one time a year, detail any of the formulas to be used, the max of $500, and only considered for losses over 50,000 gallons.  Vice-Chair Cole will send the detail discussed to Legal Counsel Twomey to draft an ordinance for the next meeting. PENDING

Old business:

  1. Liens:  A notebook of the current liens is compete and available on the Office manager’s desk.  RESOLVED
  • Employee handbook updates:  Vice-Chair Cole completed a review and sent edits and suggestions to Chairman Hughey first to complete his review. He will send the handbook back to Vice-Chair Cole with his suggested updates.  Once that occurs, Vice-Chair will send the recommended draft of Rev. 2.0 to the BPWD staff and the Board for their suggestions and input into revision of the handbook.  This is anticipated to occur during February 2023, with a target approval date of March 2023. PENDING
  • Jackson County Board member vacancy:  Following the resignation of Trustee Brierton, a new trustee is being sought to serve on the BPWD for the Jackson County contingent.  PENDING
  • BPWD 2023 Budget:  Treasurer Williamsen requested another month to review the data and the water loss spreadsheet data further before making a recommendation.  Previously, Treasurer Williamsen has 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: 

Sherry Cowan:  Pending. Will be completed in January 2023

Kenny Cowan:  Pending. Will be completed in January 2023

  • 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.  No further discussion or actions and no report has been received and the Board decided to have Office manager Lintner follow-up and inform as needed.  RESOLVED
  • Work Group 1, Ordinance review. Three (3) ordinances are currently being drafted for approval.  1.  Increase of stipend pay for Trustees ($75)and Officers ($100) of the Board 2. Cleaning off meter lids $15 and request contractor to dig up buried meter lids  3.  Commercial water loss credits guidelines  PENDING
  • Work Group 2, Water loss:  No meeting currently scheduled. Water loss spreadsheet distributed and discussed. The extensive efforts by staff have resulted in significant improvements (15-20% improvements) in the water loss for the district.  See attached year end data of water loss by zone.  PENDING
  1. Strategic plan Five (5) Year: Vice Chair Cole reported that some more work has been done and she still plans to hold a meeting with Staff and Board to further develop the strategic plan for BPWD. PENDING
  • Extensive Office Audit requested April 2022 by Scott Hickham, No report. PENDING
  • The new Accountant firm replacement Amy Parrish and Office manager Lintner are meeting and further progress is being made to complete a new updated engagement letter for an enhanced relationship to accomplish all the accounting duties that BPWD needs.  PENDING.
  • Brian Bush corrected invoices:  No report yet  PENDING
  • New Badger meters for two (2) leak detectors:  Tabled until February 2023 meeting. PENDING
  • Meter hardware plan to open and look at each meter update: The Board requested that this item be moved to the Office manager Lintner and Maintenance Operator Heidbreder’s monthly report to give an update. MOVE TO STAFF REPORT TO UPDATE THE BOARD RESOLVED
  • Lead (pb) sample site plan review and update:  The review was submitted to the IEPA on January 4th, 2023, and is awaiting IEPA approval. PENDING
  • 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. The staff has a work plan for January-February-March and a spreadsheet for entering the required data and this will be submitted to the IEPA in April 2023.  PENDING
  • WD Automation:  Tim has been here and worked on our telemetry.  There has been follow-up with EMS for getting software for the pumps.  Chairman Hughey and staff are working closely with Tim on software and fan.  PENDING
  • GPS mapping:  Operator Heidbreder requested that this item be tabled to March 2023.  No action, in progress, and no report PENDING
  • Investments:  Treasurer Williamsen updated the Board on current yields from C. Schwab 90-day T-bills:  4.62%, 180-day T-bills 4.81%, and 360-day T-bills 4.71%.  He recommends loading all the $100K of our investment into the 180 day T-bill as previously approved.  This will yield $4800 per year and he will pursue this with C. Schwab investments.  History:  Previously Treasurer Willaimsen 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 from November 2022-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 contacted in effort to partner with Absolute Plumbing to give her some guidance on the BPWD program for backflow prevention. Office manager Lintner and ROINC Cole are working to get a program in place, and continue to act on any surveys that need further attention, or a backflow prevention device. The completed surveys with no further action needed will be signed by ROINC Cole in February 2023.  The target date to complete the action items required surveys is March 2023.  PENDING
  • Rate increase for water:  Tabled for January 2023 meeting after reviewing water loss final 2022 numbers and the budget. History: 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
  • Sexual harassment prevention training 2022 (annual) and Open meetings Act training (once):  Office manager Lintner reported one Trustee cannot open the link for the training and she will assist her to complete this in January prior to the February 2023 regular meeting.  Office manager Lintner has all of the other required forms and training completed. PENDING
  • Chad with Midwest Meter-hydrant meter:  Office manager Lintner will get a list of items from Chad (parts for flushing) with a meter to show how much water is spent in flushing to calculate and factor into our water loss. PENDING

Carbondale Water District:  Nothing new to report

Office manager Lintner report highlights (attached):

Maintenance water Operator Heidbreder report highlights (attached):

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

Payment of the bills and approval of December 2022 disbursements:  Trustee Brewer made a motion to pay the bills. A 2nd  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 and December 2022 with all duties performed.

  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 and Office manager Lintner is following up on customers reporting wells. 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: None

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

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