Meeting Minutes of April 12, 2016
Chairman Robert Hughey called the meeting to order at 7:10 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. Absent was Trustee Larry Hill.
Professionals in attendance were Mr. Mike Twomey and Mr. Joe Boyke. Visiting was Mr. Greg Glasford, District customer.
The Board reviewed the minutes of the March 8, 2016, regular meeting. A motion was made by Ms. Anderson to accept the minutes as presented. Seconded by Mr. Burrow and with (5) yes and (0) no votes, the minutes were approved.
Chairman Hughey gave the floor to Mr. Glasford who explained his interest in purchasing a specific parcel of land on which there were 5 existing liens by the Water District due to non-payment. The District Secretary followed up by confirming documented information related to the 1982 water main installation which services the parcel and further reported specific details of the liens as documented by District files. After discussion and consideration of the information presented the Board concluded that charges indicated on the liens were unsubstantiated. A motion was made by Mr. Burrow to file a release to include all five liens against Parcel #19-22-400-001-0021 for the sum of $66.00, the amount of fees to be incurred in filing the release with the Jackson County Clerk’s Office. Seconded by Mr. Ruble and with (5) yes and (0) no votes, the reimbursement was approved. Prior to exiting the meeting, Mr. Glasford presented his check for $66.00 in payment for release of the liens and further expressed his compliments of the professional and exemplary work being performed by Dean Bush Construction related to the new watermain extension.
Agreements to Cut Off Water Service for each of two District customers were presented and discussed by the Board. Details of each account were explained by the District Secretary. With no disapproval from members of the Board, the documents were signed by the Chairman.
Letters from the Jackson County Board Office were presented to the Board as notifications of the new appointment of Larry Hill and the re-appointment of Jay Ruble to the Buncombe Public Water District
Related to the potential of the construction and operation of a water vending system by this District, Mr. Joe Boyke presented photos and information related to a similar project from another Water District. Discussion followed related to initial project costs, water revenue, rates of competition, and location for the vending system. The subject was tabled for a later meeting until further information is available.
Mr. Boyke opened discussion related to the water line connection to Carbondale by addressing Canadian National Railroad’s require for prepayment for the presence of one flagman at the rate of $1,300.00 per day for an anticipated four ten-hour days, totaling $5,200.00. He further indicated that no one will be allowed to step onto CN property without a permit and a CN flagman present. He further explained that should work exceed the four days allocated, work could cease until payment was presented for additional work. However, if completed in less than four days, unnecessary funding would be reimbursed. Mr. Boyke further indicated that a separate check in the amount of $250.00 and $250.00 for Flagman services and Cable location. Seconded by Vice Chairman Jacobini and with (5) yes and (0) no votes, the motion carried.
The District Secretary presented the forms required by First Mid Illinois Bank in order to utilize the online banking services by the Chairman, Vice Chairman, Treasurer, and District Secretary as discussed at the March regular meeting of the Board. Pertinent information and signatures were derived from the aforementioned and the forms will be presented to the bank for further action.
Mr. Boyke then continued related to the construction status of the water main installation project. A drawing was presented indicating areas of completion and discussion followed including but not limited to scheduled payouts, retainage, and stored materials. Mr. Boyke presented the first bill for payment to Dean Bush Construction and explained it in detail. A motion was made by Mr. Burrow to pay Dean Bush Construction in the amount of $192,492.02 as presented. Seconded by Mr. Ruble and with (5) yes and (0) no votes, the payment was approved, and the original invoice was signed by the Chairman.
Next Mr. Boyke presented an invoice from Clarida & Ziegler Engineering detailing project related costs for Engineering Administration, Inspection, and Reimbursements, which also was explained in detail. After discussion, a motion was made by Mr. Ruble to pay Clarida & Ziegler Engineering in the amount of $14,318.50 as presented. Seconded by Mr. Burrow and with (5) yes and (0) no votes, the payment was approved, and the original invoice was signed by the Chairman.
Mr. Boyke closed by addressing the SIU mapping project of the new line extension. He indicated costs of the project would be cased on wages of $8.25 per hour per student plus mileage. After related discussion, it was suggested to contract the students of SIU, under the supervision of Mr. Wang, to complete the project and map within a specified period plus expenses. A motion was made by Mr. Burrow to contract the SIU students to complete the mapping project for custos not to exceed 200 hours at $8.25 per hour plus expenses. Seconded by Mrs. Brewer and with (5) yes and (0) no votes, the motion carried.
Related to project financing, Mr. Twomey presented and explained specifics related to Custody Account Control Agreement as required by First Mid Illinois Bank. After discussion, a motion was made by Vice Chairman Jacobini to complete and endorse the Custody Account Control Agreement as presented by the Bank. Seconded by Mr. Burrow and with (5) yes and (0) no votes, the motion was approved, and the agreement was signed by the appropriate parties.
No information related to the South Highway Water District was presented at this time.
Financial for February 2016 were presented and reviewed.
The Edward Jones Investment Report for March 2016 was presented with no related discussion.
The Secretary/Treasurer Report and the Accounts Payable Report for July 2016 were presented by the Treasurer and reviewed. After related discussion, a motion was made by Mr. Burrow to accept the reports as presented and pay the bills. Seconded by Mrs. Brewer 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 recent water leak repairs and other areas of potential water loss which required further examination. Mr. Lada noted that six existing meters had recently been switched out with new.
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 Mr. Ruble and with (5) yes votes and (0) no votes, the meeting closed.