Meeting Minutes of July 12, 2016
Chairman Robert Hughey called the meeting to order at 7:00 p.m. A roll call was taken and present were: Chairman Robert Hughey, Vice Chairman Robert Jacobini, District Secretary Karen Dunn, and Water Supply Operator Ron Lada; and Trustees Jenny Anderson, Jospeh Burrow, Jay Ruble and Grace Brewer.
Professionals in attendance were Mr. Mike Twomey, who arrived later into the meeting, and Mr. Joe Boyke. Also in attendance was Mr. Clay Kolar, a district customer.
The Board reviewed the minutes of the June 14, 2016, regular meeting. A motion was made by Mr. Burrow to accept the minutes as presented. Seconded by Ms. Anderson and with (5) yes and (0) no votes, the minutes were approved.
The first visitor request was presented in person by Mr. Clay Kolar, a water district customer, who explained his involvement in a current dispute with the Makanda Township Road Commissioner. Mr. Kolar informed the Board of the Road Commissioner’s intention to widen and resurface Sheppard lane in Makanda and explained further that he had been informed by the Road Commissioner of his intention to install a water main along that road. Discussion related to the subject during which Board Members assured Mr. Kolar that at this time there has been no presentation, discussion, or intention by the Buncombe Public Water District to extend the water line on Sheppard Lane beyond its present location. Related discussion continued with no action at this time.
Next presented for review was a Service Cut-Off Agreement for Meter #1-1160, which had been completed and signed by the Customer and Water District Secretary. After related discussion with no objections, the contract was finalized with the signature of the Chairman.
A letter from Mr. Erin Victor, First Mid Illinois Bank and Trust, related to securities pledged to safeguard particular deposit(s) was presented for review. Brief discussion followed with no action required. Treasurer Williamsen next opened discussion related to the Bond repayment schedule of funds secured from First Mid Illinois Bank for construction of the new water main connecting to Carbondale. After evaluating the financial status associated with this focus and based on the recommendations of the District Secretary, a motion was made by Vice Chairman Jacobini to transfer $28,000.00 from the First Southern Depreciation Account to the First Mid Illinois Bank Bond/Interest Account to fund for future Bond Interest payments. Seconded by Mr. Burrow and with (5) yes and (0) no votes, the motion was approved.
Next presented was a letter from Mr. Jack Hendrix, Hendrix Accounting, detailing particular services provided by the firm. The monthly fee for the bookkeeping services was indicated in the letter. After related discussion, a motion was made by Mr. Ruble to retain the bookkeeping services of Hendrix Accounting at the fee indicated in the letter; seconded by Mr. Burrow and with (5) yes and (0) no votes, the motion was approved.
No topics of New Business were presented for discussion at this time.
With regards to the water line connection to Carbondale, Mr. Joe Boyke opened by explaining the status of several aspects of the project. He indicated that the foundation for the pump station has been laid in preparation for the new building. He next reported on the progress of the road bore beneath the Canadian National Railroad tracks. Mr. Boyke noted that the master meter is in place, and the new water main connection to Carbondale is complete. Discussion followed during which Mr. Boyke indicated he anticipated a project completion date to be October 1, 2016.
Mr. Boyke continued by reviewing details of each invoice presented for payment in July as outlined on the project disbursement schedule.
- A motion was made by Mr. Burrow to pay Dean Bush Construction in the amount of $27,303.22from the First Mid Illinois Bank Construction Account for services as outlined in the Watermain Contract. Seconded by Ms. Anderson and with (5) yes and (0) no votes, the payment was approved.
- A motion was made by Mr. Ruble to pay Clarida & Ziegler Engineering in the amount of $8,034.80 from the First Mid Illinois Bank Construction Account for Administrative and Inspection services as specified on Invoice #15037. Seconded by Mrs. Brewer and with (5) yes and (0) no votes, the payment was approved.
- After presentation of the invoice from Mr. Brandon Polk for services related to mapping the new water line along Springer Ridge Road during the period of 6/13/2016 thru 7/11/2016, a motion was made by Ms. Anderson to pay Brandon Polk in the amount of $1,104.25 from the First Mid Illinois Construction Account as a Contingency for GIS mapping services as stated on the invoice. Seconded by Mr. Burrow and with (5) yes and (0) no votes, the payment was approved.
No information related to the South Highway Water District was presented at this time.
Financial for May 2016 were presented and reviewed.
The Edward Jones Investment Report for June 2016 was reviewed.
The Secretary/Treasurer Report and the Accounts Payable Report for July 2016 were presented by the Treasurer and reviewed. Mr. Williamsen noted several expenditures, one of which was a payment for termite treatment for the Water District Office building. After related discussion, a motion was made by Mrs. Brewer to approve termite treatment to the building by Patriots Termine and Pest Control Services at the cost of $650.00; seconded by Mr. Burrow and with (5) yes and (0) no votes, the motion carried. Following, a motion was made by Mr. Burrow to accept the reports as presented and pay the bills; seconded by Ms. Anderson and with (5) yes and (0) no votes, the motion was approved.
The Water Supply Operator Report was presented by Ron Lada with no discrepancies; Discussion followed related to current water loss and the installation of new water meters.
No additional public comments or questions were presented.
There was no move for an executive session.
There being no further business, a motion was made by Mr. Burrow to adjourn; seconded by Vice Chairman Jacobini and with (5) yes votes and (0) no votes, the meeting closed.