Meeting Minutes of July 12, 1993

The meeting was called to order at 7:00 pm by Chairman Richard Jumps. The roll was called. Present were Trustees Mr. Betts, Mr. Burton, Mr. Hollister, Chairman Jumps, Mrs. Williams, and Mrs. Youngblood. Ms. Hutcheson was absent. Employees present were Ms. Karol Abrams. Mr. Ron Lada was absent due to as he was placed on active duty with the Illinois National Guard for flood relief.

Others Present: Mr. Jack Allen and Ms. Milderd Allen of Makanda, Illinois, current inactive water customers; Mr. Allen has a lien on his property.

Minutes of June 14, 1993 meeting were discussed and submitted for approval. Chairman Jumps asked for any corrections. Receiving none, the minutes stood approved.

Communications for June 1993:

1. Chairman Jumps read a letter to Carol Eaton concerning South Highway Water District dispute.
2. Vice Chairman Hollister brought up a report from JT Blankenship Engineers concerning the Water Tower.

Customer Requests: Chairman Jumps introduced Mr. Jack Allen to the Board of Trustees. Mr. Jumps mentioned that Mr. Allen had already previously ben in contact with individual Board members concerning the lien against his property from past due tap account. Mr. Jumps told Mr. Allen that Vice-Chairman Hollister and he had met with the Secretary/Treasurer to research his account status, and Mr. Jumps reviewed his account history from 1974. Mr. Allen was provided with a copy of his account history for review. Mr. Jumps told him and then showed him the 1974 User’s Contract with the $100 deposit. Mr. Jumps explained the monthly accrual of the lien. Mr. Burton said that he met with Mr. Allen and went to his house and looked at the meter. He stated that there was no pipe coming out of the water meter well. He continued to state that the meter was never hooked to any water line that Mr. Allen maintains that he never signed the original user’s contract, that the signature on the document in question was not his (Mr. Allen’s). General discussion ensued concerning original user contracts, the BPWD fire and records that were kept. Mr. Burton said that Mr. Allen told him that he donated some money to the water district to get it started. Mr. Burton stated, although he was not a handwriting expert, the signatures did appear different. Chairman Jumps explained that some of the records could have been reconstructed after the fire. General discussion ensured concerning user agreements and signatures. Mr. Burton said he believed that Jack Allen did not sign his user contract. Mr. Betts questioned if Mr. Allen ever used water. Ms. Abrams stated that there was no water use, but there was a 15,000 gallon leak at one time. She stated that the bills that accrued were the $7.50 a month, plus late charges, plus previous water district charges. Some of the charges also included a certified charge. Ms. Abrams showed a certified letter that Mr. Allen received showed the charges. She also stated that he has received a monthly bill for 13 years showing the charges. General discussion occurred concerning leaks on that property. Mrs. Williams questioned the standard billing procedures for customers without water usage. Ms. Abrams explained that that they received a $7.50 monthly bill, and if it was not paid, an additional $0.75 late charge was added. Ms. Abrams explained that around thirty customers are billed this way and that for the most part they are near current in account status. Mr. Burton stated that it didn’t matter if Mr. Allen was billed or not if he never signed up for water service, he wasn’t liable for the bills. Discussion continued concerning certified mail notifications, Mr. Allen’s account history, and billing notification procedures. Mr. Allen passed around a car registration and his driver’s license as a signature sample to the Board of Trustees. General discussion occurred about previous secretaries. After the discussion was completed, Mr. Betts made the motion that we put the stuff in the file that Mr. Allen provided us concerning his signature, and using past records that we have on file, that we BPWD withdraw the lien that we have on Jack Allen’s property, and if the corp stop is shut off and removed, a work order should be issued to have that done, and if there is ever a meter installed at that house, the Allen’s will have to go through the normal procedures, that we relieve Jack Allen of his lien in Murphysboro as soon as possible. The motion was seconded by Mr. Burton. Ms. Abrams asked for a clarification point on who would be billed for any work order on the corp stop and Mr. Betts stated that it would be the Water District’s responsibility. There was general discussion on the motion. A roll call vote was taken: Mr. Betts – yes, Mr. Burton – yes, Mr. Hollister – yes, Chairman Jumps – yes, Ms. Williams – yes, Mrs. Youngblood – yes. There being 6 yes votes and 0 no votes, the motion carried. Mr. Jumps instructed Ms. Abrams to prepare correspondence summarizing the motion and stating that the lien would be removed and send it to Mr. Allen to confirm the meeting. Chairman Jumps welcomed the Allens to remain for the rest of the meeting, but they declined.

Billie Jacobini Line Extension: Chairman Jumps asked for an update on the progress of sealing the corp stop that still needs completed before the line can be accepted for use. Ms. Abrams said that Mrs. Roberts had contacted Asaturian and Eaton, the Engineers, and that Mr. Eaton had called back saying that he was trying to get ahold of Dean Bush and that is as far as the discussion went. General discussion occurred concerning who was responsible. Mr. Jumps referred to a previous meeting with Asaturian and Eaton. Mr. Betts pointed out that the  water district had not accepted the line, and that the jobs needed to be done. Mr. Betts outlined the requirements for a letter. Ms. Abrams said that she could not determine if the job was completed or not, because Mr. Bush was not in contact. Mr. Jumps stated that we were holding the invoice for the water flushing and corp stop charges because the job was not completed. General discussion occurred concerning line extension completions. Mr. Betts stated that it was a health hazard that the line is not accepted onto our system and until the corrections are done, we can’t accept the line, we should sent a letter stating that if certain conditions aren’t met; inspection of the crimped and soldered line, and removal and sealing of the corp stop; we will shut off the supply from the main until such a time that the line is accepted. After general discussion, Mr. Jumps directed Ms. Abrams to draw up a letter to Mrs. Jacobini following the guidelines of the Board and that he would sign it.

Secretary/Treasurer Report was read and accepted. Ms. Abrams gave the standard report and then discussed a few areas further. 1) Mr. Betts requested a form that shows monthly billing without reflecting just the liens. Ms. Abrams said that she would prepare a breakdown to compare at the next meeting. General discussion occurred concerning the Board’s request for the format change and Ms. Abrams stated that she would try to complete a rough draft for the next meeting. 2) Discussion occurred concerning collecting back due debts and working with the customer to work down their balance. 3) The SHWD usage was discussed. 4) Discussion about a hydrant that was possibly being used that could contribute to water loss. There was discussion about reading the meters on the half month. The administrative procedures were discussed. Ms. Abrams explained that accounting principles would require a manual billing because the computer cannot compute a mid-month reading because of the minimum charge. The bills would have to be manually computed at the cost of the water charge per gallon. 5) Ms. Abrams explained that the hours worked included both Mrs. Roberts and herself. The photocopy total was up because of the customer mailings. 6) Ms. Abrams stated that the transition was going very well and the Mrs. Roberts training and methods were excellent and easy to take over from. She stated that as for as the system was before, there could be no complaints about the records and billings procedures and that those systems were done as well as they could be done with what was available. 7) The petty cash check will be changed from $40.00 to an odd amount. The purpose of this is to keep a $40.00 balance in petty cash and make the bookkeeping more correct. This was an accountant’s request. 8) A $75.00 change drawer was established and set up. 9) Ms. Abrams brought up the possibility of switching the fund and the direct deposit check accounts to interest bearing. The bank and accountant agreed that this is possible. Mr. Hollister made the motion to move the fund and direct deposit accounts to interest bearing. Mr. Burton seconded the motion. A roll call vote was taken: Mr. Betts – yes, Mr. Burton – yes, Mr. Hollister – yes, Chairman Jumps – yes, Mrs. Williams – yes, and Mrs. Youngblood – yes. There being 6 yes votes and 0 no votes, the motion carried. 10) The past-due certified mailing were discussed. The Board questioned the billing and accounting. Ms. Abrams explained that the customer is charged an additional $2.29 for the certified letters. Most of them do not even pick up their letters because they know what they are. Mr. Jumps question the procedures used by other areas. Ms. Abrams said that she met with Carbondale Water and Sewer who has a policy of no certified, and non-receipt of bill does not constitute the right to non-payment. Mr. Jumps questioned what BPWD bills stated and they do carry the same disclaimer. Discussion occurred concerning all the additional charges only compounding the customer problems to come up with payment. Mr. Betts made a motion to discontinue sending certified mailings for overdue bills and send the notices by regular mail. Mr. Hollister added that we need to remind the customers that we have a drop box and office hours. Mr. Hollister seconded the motion. A roll call vote was taken: Mr. Betts – yes, Mr. Burton – yes, Mr. Hollister – yes, Chairman Jumps – yes, Mrs. Williams – yes, Mrs. Youngblood – yes. There being 6 yes votes and 0 no votes, the motion carried.

The financial report was read and accepted. There was some discussion abut moving the HOE invoices into depreciation so that the budget could adequately reflect the figures. Ms. Abrams said that she would take care of this matter by next meeting.

Payment of the Bills: The bills were presented in the amount of $8,490.42. There was general discussion concerning office renovation. Ms. Abrams brought up the Board request that Ron Lada receive pay for his summer camp time with the National Guard. General discussion occurred concerning this. It was decided that since he was activated again, that this situation needs to be taken on a case by case basis. The final HOE invoice was presented and it was explained that it would be coded under depreciation. Ms. Abrams pointed out that the CIPS was estimated due to the work stoppage and that because of that reason a very high bill was due the next time the meter was read. The current estimation was estimated pre-office and air conditioner. Ms. Abrams brought up the Illinois Rural Water Association check for $80.00. The invoice asked for $80.00 for dues and an additional voluntary contribution of $80.00 for the building fund. She asked for a board decision on whether to pay the additional $80.00. General discussion occurred concerning this. Mr. Betts made a motion that the bills be paid as they stand. Mr. Jumps pointed out that the motion would only include the $80.00 to the Illinois Rural Water Association, not the $160.00 invoice. Discussion re-opened about paying Mr. Lada for the time that he was in summer camp for National Guard. Mr. Hollister made a motion that BPWD pay Mr. Lada for the time that he was at summer camp for the Illinois National Guard to show BPWD’s support of this program. Mr. Burton seconded the motion. A roll call vote followed: Mr. Betts – yes, Mr. Burton – yes, Chairman Jumps – yes, Mr. Hollister – yes, Mrs. Williams – yes, and Mrs. Youngblood – yes. There being 6 yes votes and 0 no votes, the motion carried.

Water Supply Operator Report: Due to Mr. Lada’s absence Ms. Abrams read the Water Supply Operator’s Report. Mr. Lada had completed 15 work orders with 16 remaining. There was discussion about Mr. Hartline’s copper level reading sand it was decided that we would wait for the EPA to notify us of our next steps.

Lien situation: Ms. Abrams said that she was doing lien research for the Board and that Mr. Haase’s property lien seems to be incorrectly filed under a tax parcel number. There was discussion about the possibility that the land had been sold. If that has occurred,  BPWD needs to relieve the debt as an uncollectable debt. Ms. Abrams said that she will follow up and track down the rest of the facts for the Board. There was general discussion about liens and the Board of Trustees tabled any further action until more facts could be gathered on the situation. Ms. Abrams did explain that the $7.50 fee included administrative and maintenance costs that the District bears because the taps are there and that those fees needed to be taken into consideration.

The monthly meeting was adjourned by motion of Mrs. Youngblood and seconded by Mr. Burton. Voice vote – all yes. Meeting adjourned at 9:15 pm