Meeting Minutes of October 14, 1991

The meeting was called to order at 7:01 pm by Chairman Douglas Mayer. The roll was called. Present were Trustees Mr. Maurice Betts, Ms. Cathie Hutcheson, Mr. Douglas Mayer, Mr. Richard Parrish, and Mrs. Frances Youngblood. Mr. Richard Jumps and Mr. Arthur Vicent were absent. Employees present were Mrs. Becky Roberts and Mr. Walter Butler.

People attending: Lets Get Rid of Walter Members were Mr. and Mrs. Danny Williams, Mr. Herbert Stearns, and Mr. Jerry Burton. Mr. Steve Glodo representing EM Webb & Associates Engineers.

Minutes of the September 9, 1991 meeting were submitted for approval. Mr. Mayer stated that the date needed to be added to the first page. Mr. Betts wanted to delete the entire paragraph of #5 referring to Mr. Williams desire to do work for BPWD. There were no motion to delete this and it was discussed that it was what had been stated at the meeting. A voice vote was taken to accept the minutes with the addition of the date of September 9, 1991 on the first page. There being 4 yes and 1 no vote, the motion passes.

Customer Requests: Mr. Steve Glodo, with EM Webb and Associates, was present to discuss a potential line extension for Mr. David Schulbach. Mr. Mayer stated that the first step was to fill out a line extension application, and then various permits from EPA, and permission from City of Carbondale, and South Highway Water District would have to be obtained. Mr. Schmulach has 10 tracts to be served. Mr. Glodo has a question on the fee that is required. A set fee of $1,000 would need to be paid as a deposit to be used for initial attorney and engineering fees in the case that the line extension was not completed. BPWD would need to apply to South Highway and Carbondale for permission, and the Engineer would make the applications for permits to EPA. It was pointed out that the owner would be responsible for BPWD’s Engineering fees and Attorney fees for the project, including the reviewing of the plans and documents, and also to watch and to look over the installation and final inspections. Mr. Glodo asked if it would be possible for BPWD’s engineers to review the preliminary plans before the final plans would be drawn out? No motion was made, but the Board was of the opinion that EM Webb and Associates is to provide preliminary plans for BPWD’s engineer to review. It was noted that BPWD uses JT Blankenship, and Asaturian and Eaton. Mr. Burton interrupted the meeting to ask if Mr. Glodo had given a copy of the Line Extension Checklist. He had not been given one. Mrs. Robert will send him one.

Mr. Parrish made a motion to designate JT Blankenship Engineers as BPWD’s Engineers to oversee this project and Ms. Hutcheson seconded the motion. A voice vote was taken. There being 5 yes and 0 no votes, the motion passed. Blankenship will be asked to expedite the procedure.

Secretary/Treasurer Report was read and accepted.

The Financial Report was read and accepted. Mr. Parrish made a motion to transfer $5,000 from both depreciation and reserve savings to go into reserve #2 CD that is renewing on 10/19/91 and depreciation #2 CD that is renewing on 10/24/91 and change the term to 6 months for both instead of the current 1 year, and Mr. Betts seconded the motion. Roll call vote was taken: Ms. Hutcheson – yes, Mrs. Youngblood – yes, Mr. Betts – yes, Mr. Parrish – yes, Mr. Mayer – yes. There being 5 yes and 0 no votes, the motion passes.

Payment of the Bills: The bills were presented in the amount of $6,981.80. Mr. Parrish asked about the bill from Ms. Carol Eaton. She was hired by BPWD’s Attorney to clarify some questions on the SHWD arbitration decisions. This was discussed and was stated that SHWD does not interpret the arbitrators decision as BPWD does. BPWD has requested the source documents so BPWD can sort things out. There may be additional expenses because BPWD’s Attorney is not qualified to make Accountant decisions. A formula has been ordered by the arbitrators, but BPWD will need to verify the financial documents to be certain of the formula Mr. Parrish stated that the escrow account was set up for these expenses. It was clarified that the escrow account is to be used for payment to SHWD if money is owed, or to pay fighting the outrageous water rates levied on BPWD by SHWD. Mr. Betts asked to see the bills and he reviewed them. Mr. Parrish seconded the motion. A roll call vote was taken: Ms. Hutcheson – yes, Mrs. Youngblood – yes, Mr. Betts – no, Mr. Parrish – yes, Mr. Mayer – yes. There being 4 yes and 1 no votes, the motion passed.

Water Supply Operator Report: Mr. Butler reported that 2 new taps were installed last month. While installing one of the taps, a leak was discovered in the service line going to tap #121 and was repaired. We now have 270 taps.

Lets GROW request for copies of all financial records status: They have not accepted Trustee Youngblood’s offer of January 1991 to assist in the viewing of the financial records. At this time, BPWD has not received a summons from Lets GROW as threatened by Mr. Burton and Mr. Williams. Mr. Burton stated that BPWD should have been notified to pick it up, and it was not picked up. He stated that the Sherriff could not find Buncombe Water District, so he has redirected it to Mr. Mayer residence.

Board Members Manuals: One manual is still missing and Mr. Betts suggested that BPWD send the 7 back and state that 1 has been lost and offer to pay for it.

SHWD v BPWD: The financial information has been requested from SHWD. BPWD needs to have someone review and sort it out. Mr. Parrish suggested to ask Ms. Hunter to attend the next meeting to discuss the dispute. She will be contacted and asked to attend.

Inventory: This still has not been received. No one other than employees and board members have access to any of the Water District property.

IEPA meeting at Giant City Lodge: Mr. Mayer suggested that several Board members attend along with the WSO. Mr. Bulter, Mr. Parrish, and Mrs. Youngblood can attend the meeting on Wednesday, October 23, 1991. Mr. Mayer will check with Mr. Vincent and Mr. Jumps to attend on Thursday, October 24, 1991. Ms. Hutcheson made a motion to pay for the $10 session on Wednesday, and the $15 session on Thursday for the three that are going for sure and any other Board Member that could go on Thursday and Mr. Parrish seconded the motion. A roll call vote was taken: Ms. Hutcheson –  yes, Mrs. Youngblood – yes, Mr. Betts – yes, Mr. Parrish – yes, Mr. Mayer – yes. There being 5 yes and 0 no votes, the motion passed.

Audit for 1991: Selection of Auditor: Information will be sent to the ones selected and require a certain date when it will be completed. A discussion was held on what kind of audit should be done.

Overdue bills: BPWD Attorney has sent out letters and 4 of the 9 are not able to be delivered by the Post Office. There are liens on all of these properties. One person has responded by phone and promised that they will send money.

Budget: The total projected annual expense was for $97,176.00 and $8,098.00 for the monthly expenses. A water rate increase is included in these figures. A straight through pass of $0.20 per thousand is proposed. An increase of $0.2025 will be charged from SHWD. Mr. Betts discussed at length, the possibility of hiring a WSO for full time work to install backflow devices and other things. It was also noted that in the budget, the payroll taxes to IRS and IL Dept of Revenue were deleted because this is included in the salaries.

Mr. Betts also discussed the possibility of contracting out the job of installing backflow devices in order to get them installed in the near future. It was noted that a licensed plumbers would have to be hired to do this. It was also discussed to move the office to the WST Building. Hiring a backhoe service for one year term was also discussed.

Mr. Parrish moved to go into Executive Session in accordance with Illinois Open Meetings Act IRS 102, Sec. 41 etc. in order to discuss employee performances and salaries for 1992 Budget (para 42, sec 2(a)) at 8:35 pm on October 14, 1991. A roll call vote was taken: Ms. Hutcheson – yes, Mrs. Youngblood – yes, Mr. Betts – yes, Mr. Parrish – yes, Mr. Mayer – yes. There being 5 yes and 0 no votes, the motion passes.

Ms. Hutcheson moved to return to the regular session, with Mrs. Youngblood seconding the motion. Roll call vote: Ms. Hutcheson – yes, Mrs. Youngblood – yes, Mr. Betts – yes, Mr. Parrish – yes, Mr. Mayer – yes. Motion passed with 5 yes and 0 no votes at 8:51 pm.

Mr. Parrish made a motion that based on current figures, he proposes to raise the salaries 7% to the nearest dollar, as a cost of living increase for both the Secretary/Treasurer and the WSO, and an additional 2% raise for the Secretary/Treasurer for increased responsibilities. Mr. Betts seconded the motion. A roll call vote was taken: Ms. Hutcheson – yes, Mrs. Youngblood – yes, Mr. Betts – yes, Mr. Parrish – yes, Mr. Mayer – yes. There being 5 yes and 0 no votes, the motion passes.

The budget will be done by Mary Edwards at Computer Corner for a fee of $5.00 per hour with BPWD supplying her with all of the figures, and the justification will be done on the office computer. Rough drafts for Trustees approval were distributed.

The monthly meeting adjourned by motion of Ms. Hutcheson and seconded by Mr. Betts. Voice vote – all yes. Meeting adjourned at 9:00 pm.