Meeting Minutes of December 9,1991
The meeting was called to order at 7:00 pm by Chairman Douglas Mayer. The roll was called. Present were Mr. Maurice Betts, Ms. Cathie Hutcheson, Mr. Richard Jumps, Mr. Douglas Mayer, Mr. Arthur Vincent, and Mrs. Frances Youngblood. Mr. Richard Parrish was absent. Employees present were Mrs. Becky Roberts and Mr. Walter Butler.
People Attending: Lets Get Rid of Walter Members present were Mr. and Mrs. Danny Williams and daughter, Mr. Herbert Stearns, Mr. and Mrs. Charles Newcomb, and Mr. Jerry Burton. Other customers present were Lewellyn Hendrix.
Minutes of the November 11, 1991 meeting were submitted for approval. There being no changes the minutes stand approved.
Customer requests: There were no customer requests at this time.
Secretary/Treasurer report was read and accepted. Mr. Betts asked why SHWD was charging the new rate for November billing when they will not be charged the new rate from Carbondale until December 1,1991. Mrs. Roberts will ask them the justification behind this.
The financial report was read and accepted. Mr. Betts asked again why there was still and abundance of debt service. It was stated that the same amount of money is put into this account each month. A payment of $9,050 will be due January 1, 1992 per loan contract and ordinance.
Payment of the Bills: The bills were presented in the amount of $5,800.95. Ms. Hutcheson made a motion to pay the bills and Mrs. Youngblood seconded the motion. Roll call vote was taken: Mr. Vincent – yes, Mrs. Youngblood – yes, Mr. Jumps – no, Mr. Betts – no, Ms. Hutcheson – yes, Mr. Mayer – yes. There being 4 yes and 0 no votes, the motion passes.
Water Supply Operator Report: Mr. Butler reported that during the flood downtown Makanda on the 20th of November, the only damage to BPWD was one lost lid and cover on a meter, and this was replaced. For the high water loss, there was one leak repaired on the 4th of December and that he will be watching for leaks to try to bring the loss down.
Mr. Betts discussed the possibility of installing 2 or 3 new master meters so that water loss leaks could be isolated more easily and quickly. This has been discussed in the past and the Board will discuss this further next meeting.
Lets GROW request for copies of all financial records status: BPWD did get an extension of time to January 8, 1992 in order to get an attorney to represent BPWD.
Hiring of an attorney to represent BPWD in the Jerry Burton case: Mr. Mayer has discussed this with BPWD attorney, Ms. Hunter, and she has contacted several, but only one to date has agreed to take the case and that was Mr. Brockton Lockwood. Mr. Betts asked about the expense of him since he is located in Marion. Mr. Mayer stated that the hourly rate that Mr. Lockwood would charge is $90.00/hour. The decision would need to be made at this meeting or the authority would need to be given to Mr. Mayer to hire one this week. Ms. Hutcheson made the motion to hire Mr. Brockton Lockwood to represent BPWD in the Burton v BPWD case and Mr. Jumps seconded the motion. A roll call vote was taken: Mr. Vincent – yes, Mrs. Youngblood – yes, Mr. Jumps – yes, Mr. Betts – no, Ms. Hutcheson – yes, Mr. Mayer – yes. There being 5 yes and 0 no votes, the motion passes.
Selection of an auditor for 1991 records: 3 letters were sent for quotes on performing the audit. Mr. Morgan gave a quote for $1,500 and Kemper CPA Group for $1,200. Mr. Betts asked if this was for a full audit or one like has been performed in the past. Mr. Mayer stated only a full audit is done when there has been accusations of fraud. If there were area in which the Board would want extra things looked into, they would charge extra by the hour. A date of May 31, 1992 was designated for the final completion so that BPWD could abide by GE Capital’s regulations. Mr. Betts made a motion to hire Kemper CPA Group to perform the audit for the 1991 records and to be subject to the deadline of May 31,1992. Mr. Vincent seconded the motion. Roll call vote was taken: Mr. Vincent – yes, Mrs. Youngblood – yes, Mr. Jumps – yes, Mr. Betts – yes, Ms. Hutcheson – yes, Mr. Mayer – yes. There being 6 yes votes and 0 no votes, the motion passed.
Backflow prevention check valves: Mr. Betts stated that since IEPA said that even if 100% of backflow devices were installed on the meters that BPWD would not be exempt from the new lead testing and being required to enter individuals homes, he wouldn’t recommend installing them on all of the meters, only the new meters, or the ones that would need repaired, until we were required to do so. Prices were discussed and different kinds were discussed. A new Watts catalogue will be obtained to decide which one to use from now on. (Check valves were recommended by IRWA representative in July 1987 as a means of controlling cross connections.)
1992 schedule of meetings: Mr. Betts made a motion to approve the Schedule of Regular Trustees Meetings for 1992 as follows: January 13, February 10, March 9, April 13, May 11, June 8, July 13, August 10, September 14, November 9, and December 14, 1992, and Mr. Jumps seconded the motion. A roll call vote was taken: Mr. Vincent – yes, Mrs. Youngblood – yes, Mr. Jumps – yes, Mr. Betts – yes, Ms. Hutcheson – yes, Mr. Mayer – yes. There being 6 yes votes and 0 no votes, the motion passes.
Inventory: Completed: Each of the Trustees received a copy of the inventory that was submitted by Mr. Manis. Mr. Betts stated that this is only the fixed assets and that it still doesn’t show what we really have. Mr. Mayer stated that this will satisfy audit requirements and that this is a copy for the Trustees records.
D&O Liability policy: Mr. Mayer stated that this policy covers only claims made against directors and officers only. No coverage is provided for “claims” made against the District itself. So in Burton v BPWD, it will not cover litigation expenses.
Ordinance: New water rate increase: All Trustees received copies of the new rates increases in ordinance form. Mr. Betts made the motion again (see minutes of November 11, 1991) to except the new water rate ordinance passed through from Carbondale to SHWD to BPWD as so stipulated in the budget and the schedule and Mr. Jumps seconded the motion. A roll call vote was taken: Mr. Vincent – yes, Mrs. Youngblood – yes, Mr. Jumps – yes, Mr. Betts – yes, Ms. Hutcheson – yes, Mr. Mayer – yes. There being 6 yes and 0 no votes, the motion passes.
Mr. Betts wants all the Trustees to review their minutes and budget for next meeting. He will propose an amendment for a rate decrease of $5.00 for the 1st thousand gallons and $0.50 for each thousand gallons after the first thousand gallons.
Mrs. Newcomb asked if she could ask a question. She stated that last month they had a $55.00 water bill and this month it dropped to $16.05. She asked if it was estimated. No it was not. The reading will be checked and she will be contacted. She paid her bill at the meeting.
The monthly meeting adjourned by motion of Ms. Hutcheson and seconded by Mr. Jumps. Voice vote – all yes. Meeting adjourned at 7:25 pm.