Meeting Minutes of April 12, 1993

The meeting was called to order at 7:00 pm by Chairman Richard Jumps. The roll was called. Present were Trustees Mr. Maurice Betts, Mr. Jerry Burton, Mr. Stanley Hollister, Ms. Cathie Hutcheson, Mr. Richard Jumps, Mr. Arthur Vincent, and Mrs. Frances Youngblood. Employees present were Mrs. Becky Roberts and Mr. Ron Lada.

Other Present: Mr. Paul Schmidt from Kemper CPA Group

Minutes of the March 8, 1993 meeting were submitted for approval. There being no additions or corrections, Mr. Betts made a motion to approve the minutes as submitted and Mr. Vincent seconded the motion. A roll call vote was taken: Mrs. Youngblood – yes, Ms. Hutcheson – yes, Mr. Burton – yes, Mr. Vincent – yes, Mr. Hollister – yes, Mr. Jumps – yes. There being 7 yes and 0 no votes, the motion passes.

1993 Audit: Mr. Paul Schmidt was present and discussed the 1993 Audit in detail. Mr. Betts asked about the fund account checks that were being written. These are listed each month on the monthly financial report, one each to Operations and Maintenance Account, Debt Service Account, Depreciation Account, and Reserve Account. Mr. Schmidt added that the ordinances are set up like this and the district is required to do it this way, and that the requirements are being done correctly. There were some voided checks that were missing. These were thrown away after being voided. Mr. Schmidt stated that they checked the missing ones and that they were never cashed, and he recommends that the voided checks be kept from now on. He also added that BPWD does not budget for depreciation, so taking that into consideration, the budget was done very well. Also, because of the rate decrease last year, that affected the income. On collateralization, this has been transferred from 1^st National Bank to Federal Home to keep under the $100,000 limit for insurance coverage. Mr. Schmidt made a new mileage log to be used from now on to comply with State and Federal requirements. He also recommended that the Secretary/Treasurer Bond be raised from $100,000 to $250,000. Mr. Schmidt also discussed the monthly reports that he prepares.

Communications for March 1993:

1. A letter from the Jackson County Board was received stating that Mr. Vincent’s Board position will expire on May 5, 1993. Mr. Vincent stated that he did not want to renew his term. The Jackson County Board will need to appoint someone else. Mr. Betts stated that his position is to expire on May 5, 1993 also, and the he asked to be reappointed for another 5 years. The Jackson County Board will inform BPWD on this.
2. A letter from Sheila Smon to Carol Eaton recommending the following names of people for the 3^rd arbitrator to choose from. Thery are Mr. Keith Rendleman, Sera Nierste, and Webb Smith.
3. A letter from Sheila Simon to Keith Rendleman informing him of the names of the BPWD Board Members
4. A letter from Sheila Simon to William Broom stating that since it was tax time, a third arbitrator will not be chosen until after April 15, 1993.
5. A letter from Cherry Insurance for a quote of $1,250 to raise the Secretary/Treasurer Bond from $100,000 to $250,000. Mr. Betts made a motion to raise the Secretary/Treasurer Bond from $100,000 to $250,000 as recommended by Mr. Schmidt, and Mr. Hollister seconded the motion. A roll call vote was taken: Mrs. Youngblood – yes, Ms. Hutcheson – yes, Mr. Burton – yes, Mr. Vincent – yes, Mr. Hollister – yes, Mr. Jumps – yes. There being 7 yes votes and 0 no votes, the motion passes.

Customer Requests: Mr. Arthur Vincent tap for his daughter: A permit for a road bore has been received from IDOT. They do not require sleeves for pipes 1 ¾” or smaller. 1987 BPWD Policy requires sleeves for all road bores. Mr. Betts made a motion to override the preceding policy to require no sleeve for road bores, unless the State or County requires it in certain cases, but to require sleeves for trenches. A roll call vote was taken: Mrs. Youngblood – yes, Ms. Hutcheson – yes, Mr. Burton – yes, Mr. Vincent – yes, Mr. Hollister – yes, Mr. Jumps – yes. There being 7 yes and 0 no votes, the motion passes.

 Mr. Lada recommended that a double yoke be used and placed in the same meter well as Mr. Vincent’s son’s meter is now and save a road bore. Each house will have a separate meter. Mr. Vincent wants to go with this and see if there are any problems. If there is, this can be taken out and proceed with the road bore.

Customer Requests: Jacobini Line Extension: Mr. Lada is to apply the formula and come up with a gallon amount that it would take to fill the new line extension for one time. There has been no word from Dean Bush about whether the corp stop has been sealed or not. Mr. Betts recommended that when a gallon amount is made, that this amount plus a $7.50 minimum charge for the corp stop be billed to Mrs. Jacobini and Mr. Bush has said that the corp stop has been sealed.

Secretary/Treasurer Report was read and accepted. The master meter was tested by Midwest Meter on 4/6/93. We are waiting for written confirmation of the results. Mr. Lada has replaced 13 old meters with new meters.

The financial report was read and accepted. Depreciation 3 Certificate renews on 4/21/93. Mr. Betts made a motion to put this certificate in Depreciation Savings at Home Federal so the amount in the bank will stay under the $100,000 merk. Mrs. Youngblood seconded the motion. A roll call vote was taken: Mrs. Youngblood – yes, Ms. Hutcheson – yes, Mr. Burton – yes, Mr. Vincent – yes, Mr. Hollister – yes, Mr. Betts – yes, Mr. Jumps – yes. There being 7 yes and 0 no votes, the motion passes.

Payment of the Bills: The bills were presented in the amount of $10,500.08. Mr. Betts contacted Walker Communications in regards to some beepers instead of having an automatic dialer for overflows, and it could be used for 3 other things also. He will get the information from Walkers by next board meeting. Ms. Hutcheson made a motion to pay the bills as submitted and Mr. Betts seconded the motion. A roll call vote was taken: Mrs. Youngblood – yes, Ms. Hutcheson – yes, Mr. Burton – yes, Mr. Betts –  yes, Mr. Vincent – yes, Mr. Hollister – yes, Mr. Jumps – yes. There being 7 yes votes and 0 no votes, the motion passes.

Water Supply Operator Report: Mr. Lada reported that he had to purchase a sump pump for the water tower because of excess water on the floor and he has installed it. He has also adjusted the pressure station #3 pressure from 58 to 48 PIS. Mr. Lada has taken his WSO test, but he wont know the results until May. Mr. Betts recommended that if the Master Meter test results are not good, that SHWD be contacted to replace the master meter. The test results will need to be received first.

Upgrading customer meter installations: Mr. Lada has started this work. Lead/Copper test site meters will be changed out first.

Lead/Copper Site Plan: The site plan has been approved and the bottles have been received. All testing will need to be completed and sent in before April 30, 1993.

 South Highway v Buncombe Water District Dispute: We are waiting for the 3^rd arbitrator to be appointed.

Video Tap – Mr. Betts: he has a video tap on an instrument to locate plastic water lines anywhere in the ground. All members that want to view that tape will do it after adjournment. The price of one is around $1,200.00.

Plans to move the office: The hours for the new office will be 9:00 to 2:00 pm. Tuesday through Friday. Mrs. Roberts will be resigning from her position when the office moves. She will be willing to train the new Secretary when the time comes. Mr. Jumps asked about the septic tank. Mr. Hollister stated that a walkup could be used for a restroom. A committee of Mr. Hollister, Mr. Burton, and Mrs. Youngblood was formed to run an advertisement for a new secretary, review resumes, and perform interviews. A $5.00 an hour starting pay was set. Mr. Hollister stated that the office will probably move around middle of June.

The monthly meeting adjourned by a motion of Ms. Hutcheson and seconded the Mrs. Youngblood. Voice vote – all yes. Meeting adjourned at 9:10 pm.