The regular meeting of Buncombe Public Water District was called to order on December 12, 2023 at 6:06 p.m. at the District’s office located at 79 Wiley Ln, Makanda, Illinois.

Call to Order

Trustees Present: Hughey; Brewer; Dickson; Heern; Fiorino; Lamb (6:52)

Trustees Absent: None

Also Present: Sage Lintner; Alex Heidbreder; Mike Williamson; and Michael R. Twomey.

Chairman Hughey conducted the meeting.

MOTION TO APPROVE THE MINUTES OF THE REGULAR MEETING

HELD NOVEN,BER 8, 2023 was made by Trustee Brewer and seconded by Trustee Fiorino. On voice vote, motion passed with all Trustees voting aye.

Visitor, Customer, and Public Comments

None.

Old Business

I.          New Board Member Training:

Sage has invited Trustee Conyer to view improvements of the District on December 27. She is waiting for a response.

• Employee Handbook Revision 2.0 :

Trustee Fiorino is working on updating. She has obtained the information from former Trustee Cole. Trustee Fiorino has used the notes from former Trustee Cole to make revisions and will work with Sage and Chairman Hughey to complete. At this point the Board reviewed a summary of changes and additions as provided by former Trustee Cole. The summary is as follows:

1. Paid 30-minute lunch break: Board approved
   1. New 2-week paid period time card: Board approved
   1. Double Board signatures on time-cards/paychecks: Completed
   1. Invoices attached to checks: Completed
   1. Double Board signatures on checks: Completed
   1. Petty Cash $200.00 limit on-site: Completed
   1. Updated mileage rate: Completed and to be reimbursed at IRS rates as amended.
   1. District vehicle usage: Completed
   1. Service animal provision/pet policy: Completed

BPWD shirts provided to employees: Completed

• Newly written job duties for part-time support: Board approved for fulltime, Part-time support currently being determined.
  • Annual performance review procedure: It was determined that all annual performance reviews will be completed by the Board at the December meeting in each year beginning in 2023.
  • Updated PTO years 2,3,4: Attorney Twomey is to provided language to Trustee Fiorino.
• 5-Year Strategic Plan:

Trustee Heern and Treasure Williamson are working on a draft.

• HVAC Unit BPS#2

Chairman Hughey has determined the cost to upgrade will be about $8,000.00. Sage is to update HVAC cost for the whole building. Sage repotted that she has spoken to contractors and will get quotes. Treasure Williamson suggested calling the engineer to discuss options and he will make that call and report to Sage. This is to be reviewed at the January 2024 meeting.

New Business

1. ICrv4RT Insurance 2024:

The quote was presented to the Board in the amount of $15,018.00.

MOTION TO RENEW INSURANCE WITH ICMRT AT A COST OF

$15,018.00 was made by Trustee Brewer and seconded by Trustee Heern. On roll call vote, motion passed with all Trustees voting aye.

• 2024 Budget:

The Budget was presented to the Board at the November 2023 Meeting.

MOTION TO APPROVE THE 2024 BUDGET was made by Trustee Fiorino and seconded by Trustee Brewer. On roll call vote, motion passed with all Trustees voting aye.

• 2024 Board Meeting Schedule:

Two alternate meeting schedules were presented. One for the second Tuesday at

7:00 p.m. and one for the Second Wednesday at 6:00 p.m. After Board discussion,

MOTION THAT THE BOARD ADOPT THE SECOND WEDNESDAY EACH

MONTH AT 6:00 P.M. FOR MONTHLY IvEETINGS was made by Trustee Fiorino and Seconded by Trustee Heern. On voice vote, motion passed with all Trustees voting aye.

• Tap Fees/New Meter Deposit Rate Increase:

Board discussion held concerning tap fees and meter deposits. It was determined the District is currently not charging amounts that are sufficient and in line with other Districts. A New Ordinance will be prepared to reflect a tap fee deposit in the amount of $3,500.00 for same side meters and $4,500.00 for taps that need to be bored under a road. The District will receive 10% of its costs paid to cover District expenses. The deposit is to be paid at the time of application.

MOTION TO ADOPT NEW ORDINANCE FOR TAP FEE DEPOSITS was made by Trustee Heern and seconded by Trustee Fiorino. On roll call vote, motion passed with all Trustees voting aye.

• Separate Meter Discussion per IEPA/ROINC:

Attorney Twomey reported to the Board that the EPA position is basically the Board can decide if units under one roof should be separated or if one meter can supply all units. In the event of separate buildings, a meter for each will be required. Attorney Twomey is to check the Ordinance and prepare one for multifamily units in accordance with IEPA regulations.

• Landscaping Ordinance/Landscaping Over Right-of-Way:

Attorney Twomey is to work with Sage to put language in the customer application to require a customer to retain responsibility for any structures or landscaping over granted District right-of-way.

• Interim Vice Chair:

After Board discussion, MOTION TO APPOINT TRUSTEE FIORINO INTERIM VICE CHAIR PENDING ELECTION IN MAY 2024 made by Trustee Heern and seconded by Trustee Brewer. On voice vote, motion passed with all Trustees voting aye.

City of Carbondale Water Supply No report.

Monthly Staff and Board Group Reports

1. Office Manager Lintner Report:

Sage Lintner presented a written report to the Board. The report will be attached to the approved Minutes as a part of the Board Minutes.

2. WSO Heidbreder Report:

Mr. Heidbreder presented a written report to the Board. The report will be attached to the approved Minutes as a part of the Board Minutes.

• Work Group 1 Ordinances: No report.
• Work Group 2 District Improvement: No report.
• RONC Report:

Sage delivered to the Board a written agreement. The report will be attached to the approved Minutes as a part of the Board Minutes. It was reported that District water losses have been reduced to District wide.

MOTION TO APPROVE MONTHLY STAFF AND BOARD REPORTS was made by Trustee Brewer and seconded by Trustee Fiorino. On voice vote, motion passed with all Trustees voting aye.

Monthly Accounting/FinanciaI Report

1. Treasurer Williamson presented to the Board written reports that will be a part of the approved District Minutes. It was noted that there are sufficient monies to pay District bills and that final accounting should show the District at 125% revenue versus District bills as required by the First Mid Bond issuance.

MOTION TO PAY BILLS was made by Trustee Heern and seconded by Trustee Brewer. On voice vote, motion passed with all Trustees voting aye.

MOTION TO APPROVE MONTHLY ACCOUNTING/FINANCIAL REPORT was made by Trustee Fiorino and seconded by Trustee Brewer. On voice vote, motion passed with all Trustees voting aye.

Additional Trustee Comments or Ouestions

None.

Executive Session

MOTION TO RECESS AND MOVE INTO EXECUTIVE SESSION FOR PURPOSE OF DISCUSSING DISTRICT PERSONNEL AND PENDING LITIGATION was Trustee Fiorino and seconded by Trustee Brewer. On voice vote, motion passed with all Trustees voting aye.

Open Session recessed at 8:57 p.m.

MOTION TO RECONVENE IN OPEN SESSION was made by Trustee Dickson and seconded by Trustee Brewer. On voice vote, motion passed with all Trustees voting aye.

Open Session reconvened at 9:45 p.m.

MOTION FOR EACH EMPLOYEE RECEIVE AN INCREASE IN PAY AT

THE RATE OF $1.50 PER HOUR EFFECTIVE JANUARY 1, 2024 was made by Trustee Heern and seconded by Trustee Fiorino. On roll call vote, motion passed with all Trustees voting aye.

MOTION TO GIVE EACH EMPLOYEE A $400.00 CHRISTMAS BONUS was made by Trustee Brewer and seconded by Trustee Fiorino. On roll call vote, motion passed with all Trustees voting aye.

Chairman Hughey delivered a summary of the reports to each of the employees and reported that the reports were very positive and showed their commitment to the Water District.

Employee Heidbreder believes he has gone above and beyond and he believes he is entitled to back pay. Employee Lintner agreed that Alex deserves the back pay to July, that she has already received back pay and this would only be fair.

After discussion with employees, MOTION THAT ALEX HEIDBREDER

RECEIVE A $1.00 PER HOUR RAISE EFFECTIVE JULY 1, 2023 TO THE END OF

2023 PLUS AN ADDITIONAL $1.50 PER HOUR RAISE BEGINNING JANUARY 1, 2024 was made by Trustee Fiorino and seconded by Trustee Heern. On roll call vote, motion passed with all Trustees voting aye.

No further discussion from Board concerning employee matters.

Motion for Adjournment

MOTION TO ADJOURN MEETING was made by Trustee Fiorino and seconded by Trustee Brewer. On voice vote, motion passed with all Trustees voting aye.

Meeting adjourned at 10:10 p.m.