Meeting Minutes of February 14, 2024
The regular meeting of Buncombe Public Water District was called to order on February 13, 2024 at 6:05 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
Trustees Absent: None
Also Present: Alex Heidbreder; Sage Lintner, Dewey Gibson, John Leskera, Kim Howell, and Michael R. Twomey.
Chairman Hughey conducted the meeting.
MOTION TO APPROVE THE MINUTES OF THE REGULAR MEETING HELD JANUARY 10, 2024 was made by Trustee Dickson and seconded by Trustee Heern. On voice vote, motion passed with all Trustees voting aye.
Visitor, Customer, and Public Comments
1. John Leskera, a customer of the Water District, approached the Board concerning a water loss that occurred inside his home as a result of water breaks. He has submitted the damage and loss to his insurance company. He should know something by Friday, February 16, 2024. The water ran for one week while he was out of town. The leak has been fixed. Direction was given to Office Manager Lintner to discontinue any late charges and as such time as the insurance coverage is determined he will contact the District to work out a payment plan. No Board action is necessary.
2. Dewey Gibson reported a leak on his side of the meter. It was under a creek. It has been located and fixed. He would like a reduction in the bill.
After Board discussion it was determined that there should be a 30% reduction of the total bill rendering the amount the due to $464.70 from a bill of $674.82.
MOTION TO REDUCE BILL BY 30% TO A TOTAL BILL DUE OF $464.70 was made by Trustee Lamb and seconded by Trustee Brewer. On roll call vote, motion passed with all Trustees voting aye.
3. There were two other water credit requests. After Board discussion it was determined that neither qualifies for consideration of water loss reduction. No Board action taken.
Old Business
1. Employee Handbook Revision 2.0:
Trustee Fiorino delivered to the Board options for revised descriptions for Officers of the Board as well as Treasure and Secretary.
After discussion, it was determined that Sage would meet with some of the Trustees to discuss the changes and revise the existing requirements for discussion at a future meeting.
2. 5-year Strategic Plan:
Trustee Heern reported to the Board that he had come up with a template for discussion. There are nine areas that he has outlined. After Board discussion it was determined that he will meld the existing Strategic Plan with his thoughts and present at the March meeting.
3. HVAC Unit/Facelift:
This work concerns pump station number 2. Sage needed to discuss tonight because of quotes that she had received. After discussion MOTION TO ACCEPT COLLARDS HEATING QUOTE DATED OCTOBER 5, 2023 IN THE AMOUNT OF $5,119.00 FOR A 23 SEER RATED UNIT was made by Trustee Fiorino and seconded by Trustee Lamb. On roll call vote, motion passed with all Trustees voting aye.
4. Cross Connection Device Inspections:
Sage reported to the Board that she has contacted the Illinois Environmental Protection Agency to determine if the District will be liable for a customer’s failure to provide information and install a back-flow preventer. The Illinois Department of Public Health and the Illinois Environmental Protection Agency would not provide any direction to Sage and said that it is up to the District and its Ordinances to provide penalties. There are currently six customers affected throughout the District. Office Manager Lintner has informed two customers that they would have to install back flow preventers. The customers are reluctant to do so and do not believe they need to install a back-flow preventer.
After further discussion Attorney Twomey was requested to prepare a letter to the customers informing them that they will have two alternatives: 1) Install a back-flow preventer or 2) sign an indemnification agreement for the District indemnifying the District in the event of a loss resulting from contamination for failure to install a back-flow preventer.
New Business
1. Rate Increase for Disconnect/Re-Connect:
Extensive Board discussion held concerning rates and fees for disconnect and re-connect situations. Discussion also held concerning disconnect and re-connect during District hours as opposed to times when the District employees are not present. The Board requested Attorney Twomey to draft a proposal for review at the March meeting.
2. Rate Increase for Late Fees:
This matter was brought up for discussion. Late fee will now be increased to 15% of the total bill to help cover administrative costs of the district.
3. Customer Meter Profile:
The District policy currently is one meter profile will be provided to each customer per year. Considering costs and abuse by customers, the District will no longer provide an unlimited number of meter profiles. A meter profile requested by customer will now cost $75 for the second profiling and $100 for each and every meter profiling thereafter during each calendar year.
4. Postage Meter Quote:
Office Manager Lintner reported to the Board that she has considered leasing a postage meter. Leasing a meter will save the district $0.04 per mailing. The monthly cost for the postage meter is $36.95 per month. Matter tabled to March.
5. Water Loss Credit Request:
See minutes above.
6. Upcoming Contracts:
The Bush Construction contract will expire March 20, 2024. Discussion held concerning whether or not the contract should be renewed and whether or not there are other options available. Sage will get a list of contractors who may be interested for presentation at the March meeting.
7 Interim Treasurer:
Trustee Fiorino is to be added to the account with First Southern Bank and First Mid Bank and an authorized signatory.
MOTION TO ADD TRUSTEE FIORINO AS AN AUTHORIZED SIGNATORY TO FIRST SOUTHERN BANK AND FIRST MID BANK ACCOUNTS was made by Trustee Heern and Seconded by Trustee Brewer. On voice vote, motion passed with all Trustees voting aye.
8. Passing of Treasurer Mike Williamson:
The passing of Treasurer Williamson was reported to the Board. The Board Trustees wished to express their gratitude and thanks for the work that Mike performed for the District over the years. He will be sorely missed.
MOTION TO MAKE A $100.00 DONATION TO THE LIMBS FOUNDATION IN MIKE WILLIAMSON’S NAME was made by Trustee Fiorino and seconded by Trustee Brewer. On roll call 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:
Office Manager Lintner presented a written report to the Board.
2. WSO Heidbreder Report:
WSO Heidbreder presented a written report
3. Work Group 1 Ordinances:
No report.
4. Work Group 2 District Improvement:
A special meeting was held on January 19, 2024. Minutes were presented to the Board.
MOTION TO APPROVE MINUTES FROM SPECIAL MEETING HELD JANUARY 19, 2024 was made by Trustee Heern and seconded by Trustee Fiorino. On voice vote, motion passed with al Trustees voting aye.
5. ROINC Report:
A written report was presented to the Board for review. The total District water loss last month was 25%.
MOTION TO APPROVE MONTHLY STAFF AND BOARD REPORTS was made by Trustee Lamb and seconded by Trustee Brewer. On voice vote, motion passed with all Trustees voting aye.
Monthly Accounting/Financial Report
1. The Monthly Accounting and Financial Report was delivered to the Board in writing for review. Sage has delivered the report to the accountant for approval and has not received the same yet. The December 2023 report has not been approved. The January 2024 report has not been approved. There is currently $247,641.21 in T Bills. They are staggered to provide monthly roll overs for the next five months. The interest accruing on each of the T Bills is paid into the First Mid Bank and Trust Account.
MOTION TO PAY THE BILLS was made by Trustee Brewer and seconded by Trustee Lamb. On roll call vote, motion passed with all Trustees voting aye.
PAYMENT OF BILLS
None.
Additional Trustee Comments or Questions
None.
Executive Session
None.
Motion for Adjournment
MOTION TO ADJOURN MEETING was made by Trustee Dickson and seconded by Trustee Brewer. On voice vote, motion passed with all Trustees voting aye.
Meeting adjourned at 9:39 p.m.