Meeting Minutes of September 13, 1993
The meeting was called to order at 7:00 pm by Chairman Richard Jumps. The roll was called. Present were Mr. Maurice Betts, Mr. Stanley Hollister, Ms. Cathie Hutcheson, Chairman Richard Jumps, and Mrs. Donna Williams. Trustee Jerry Burton arrived at 7:12 pm. Also present were employees Mr. Ron Lada and Karol Abrams.
Others present: Mr. Herbert Donow of Makanda, and Mr. and Mrs. Conway Pinkston of Makanda.
Minutes of the August 9, 1993 meeting were discussed and submitted for approval by the Board of Trustees. Mrs. Williams pointed out two typographical errors on page 3 of the minutes and they were corrected by Ms. Abrams. With no further corrections, the minutes stood approved.
Chairman Jumps introduced Mr. Herb Donow of Makanda. Mr. Donow is in the South Highway Water District boundaries and is working with SHWD on a line extension to provide water service to himself and other customers. Three possible customers on this extension reside within BPWD boundaries. Those three potential customers are the Pinkstons, Potters, and Merchants. Mr. Donow, along with the Pinkstons, came to inquire about de-annexation of the three customers so that they could participate in the Donow Line Extension. Mr. Donow explained some history of his inquiries into receiving water and using the BPWD map showed potential location of the water line extension. Chairman Jumps clarified the location of the three potential customers. Mr. Donow stated that there were seven houses on the road. He updated the Board on his progress concerning using Asaturian and Eaton Engineers. Mr. Donow stated his request to de-annex the three potential customers to SHWD. Mr. Donow stated that the possible extension was still in the research stage. Chairman Jumps stated that BPWD had contact Sheila Simon, BPWD Attorney, and that she advised the Board that the customer who would want to re-districted would need to petition the court and pick up the expense of the legal fees to ascertain if de-annexation could occur. Trustee Burton stated that the area de-annexed would be very large. A lengthy discussion ensued concerning the actual boundary that would be de-annexed in court agreed. Mrs. Conway Pinkston discussed her desire to have water service. Trustee Betts asked if the customer had considered using BPWD over SHWD. A lengthy discussion occurred concerning location of mains and distance to run an extension from BPWD to the customers. Chairman Jumps stated that the Board of Trustees goal were to provide water in an economical method to any customer who wanted it and the willingness of the Board of Trustees to work with any potential customer to help achieve that goal. Potential water pressure problems were discussed by Trustee Burton. Trustee Burton pointed out that at times that location could receive less than 20 psi. Trustee Burton stated that our water pressure could be as much as 75 psi. Chairman Jumps recommended that Mr. Donow talk to his engineer and go over all of the possibilities. A lengthy discussion occurred concerning boring under highways and costs. Trustee Betts explained BPWD policy of 20 years of recovery for additional future taps along a BPWD main after a line extension. Trustee Betts also reiterated that legal expenses and remapping of the District boundaries would have to be taken care of by the customer wishing to be de-annexed. BPWD fees were discussed in detail. Chairman Jumps reiterated that the goal of the Board of Trustees was to provide water in a reasonable manner to any customer desiring it. No formal action was taken pending more research and information. Chairman Jumps invited the guests to remain for the entire meeting, but they declined.
Communications for August 1993:
- Chairman Jumps read from an announcement for a Water Plant and Operators Training seminar that was pending concerning water fluoridation. The Board declined attending as the topic does not affect us.
SHWD v BPWD: Chairman Jumps updated the Board of Trustees on a court hearing held on August 25 in Jackson County. Chairman Jumps informed the Trustees that the arbitrators ruled in BPWD’s favor and the SHWD was given five years to repay the overcharges. A lengthy discussion occurred concerning the formula used to compute the overcharge. Chairman Jumps stated that the next step was to hire a CPA to plug in the numbers and come up with the amount due to BPWD. Ms. Abrams explained the new motions filed by SHWD contesting the agreement. The Board generally agreed that BPWD still needed to move ahead and be prepared to have the total s ready by November 17. Chairman Jumps directed Mr. Betts and Mr. Burton to research hiring an independent CPA. A discussion occurred concerning the payback plan overt the five year period. Ms. Abrams explained the average water use versus the amount of the five year credit. A lengthy discussion occurred concerning the numbers to be tallied. Chairman Jumps appointed Trustees Burton and Betts to locate a CPA and go ahead and hire the CPA to ger the information together. A discussion occurred concerning the records available from SHWD. Ms. Abrams stated that she had been compiling BPWD records and had spoken with Mr. Chuck Vaunt at Carbondale Water and Sewer to obtain the rates charged to SHWD from the City of Carbondale. Trustee Betts asked if anyone knew of a CPA. Trustee Burton stated he knew a gentleman in Marin he could call. Ms. Hutcheson brought up that she new a retired CPA named George Jessup that could be contacted. Ms. Abrams stated that she thought $50.00 an hour was a standard rate. A discussion occurred about hiring the auditor, if one is found. Ms. Hutcheson felt that a per hour cap could be used to hire an auditor. The amount of funds left in the escrow account was discussed. Ms. Abrams stated that there was a little hover $3,700 in the Escrow Account. Chairman Jumps stated that Trustee Burton and Betts would find an accountant and Mr. Betts stated that we would need to special meeting to hire the accountant.
Jack Allen Lien update: Chairman Jumps updated the Board of Trustees on the Jack Allen situation. Chairman Jumps informed the Board that Mr. Allen did not sign the lien waiver and did not return the waiver by the deadline. Ms. Abrams stated that he was receiving bills again. Ms. Hutcheson made the motion that the Jack Allen lien be returned to the status that it was at prior to the offer to release. Mr. Burton seconded the motion and a roll call vote was taken. Mr. Betts – yes, Mr. Burton – yes, Mr. Hollister – yes, Ms. Hutcheson – yes, Chairman Jumps – yes, and Mrs. Williams – yes. There being 6 yes and 0 no votes, the motion carried. Chairman Jumps instructed Ms. Abrams to send a letter to Mr. Allen informing him of Board action.
Billie Jacobini and Don Paige waterline extensions were presented for acceptance by the Board of Trustees. Chairman Jumps informed the Board that all the details had been worked out and the files were completed and ready for acceptance. Mr. Betts made the motion that the BPWD accept the Billie Jacobini line extension. Trustee Burton seconded the motion. A roll call vote followed. Mr. Betts – yes, Mr. Burton – yes, Mr. Hollister – yes, Ms. Hutcheson – yes, Chairman Jumps – yes, and Mrs. Williams – yes. There being 6 yes votes and 0 no votes, the motion carried. Mr. Betts made a motion that BPWD accept the Don Paige line extension. Trustee Burton seconded the motion. A roll call vote was taken: Mr. Betts – yes, Mr. Burton – yes, Mr. Hollister – yes, Ms. Hutcheson – yes, Chairman Jumps – yes, and Mrs. Williams – yes. There being 6 yes and 0 no votes, the motion carried.
Larry Haase lien update: Ms. Abrams reported that the Larry Hasse lien was refiled under the correct tax parcel number to bring it to current status. She also advised that Ms. Simon had stated that once the lien amount exceeds the property value, BPWD may want to consider leaving the lien as it, so as not to accrue additional lien filing charges. Mr. Betts brought up that the same problem could occur with other liens. A discussion occurred concerning removal of Jack Allen’s meters at the corp stop to prevent any tampering because the meters will never be used. Mr. Betts also advised that the Haase meters should be treated in the same manner. Mr. Hollister said that the work order would be filled out concerning this.
Customer payment plan update: Ms. Abrams advised the Board that one of the two customers on the payment plan had already paid in full. She also stated that if the second customer did not pay by the 21st, they would be subject to cut off again. Mr. Burton asked Ms. Abrams to contact the customer to make them aware of this situation.
Office Computer Update: Ms. Abrams informed the Board of Trustees that quotes had been obtained concerning the purchase of a new computer, but the local vendor, Infoquest, appeared to be the low quote. A lengthy discussion occurred concerning the computing system, BPWD’s needs, the updated on the system. Customer account histories were discussed and problems finding any prior history. Ms. Abrams stated that DeSoto Water District was using Infoquest and was happy as was portions of the City of Carbondale. A discussion occurred concerning the purchase of new computer system to replace the outdated system. Mr. Betts questioned the Infoquest system and its ability to be upgraded. Prices were discussed ranging from $2,500 – $3,000 for hardware and possibly more for software package. Mr. Betts brought up the Escrow Account as a possibility to pay for the computer. He explained that BPWD has been paying all legal expenses out of operating fund for the expenses and that the Board should consider moving money from Escrow to Operating so that it will replace what has been spent. The amount to move was discussed and Ms. Hutcheson recommended that BPWD move the amount that was already spent and leave the balance still in the Escrow account. Ms. Abrams pointed out that no administrative costs were figured into the Escrow expenses. Mr. Betts made a motion to move funds from the Escrow account to the Fund account to recover funds that were spent. Ms. Hutcheson recommended that amount moved equal to what we have spent. Mr. Betts amended his motion to clarify that $11,000.00 be moved from the Escrow Account into the General Fund to cover expenses already paid out of Operating. Mr. Burton seconded the motion. A roll call vote followed: Mr. Betts – yes, Mr. Burton – yes, Mr. Hollister – yes, Ms. Hutcheson – yes, Chairman Jumps – yes, and Mrs. Williams – yes. There being 6 yes and 0 no votes the motion carried.
Office renovation update: The installation of the window and the bathroom were discussed.
Frank Owen’s request: Ms. Abrams read a packet provided to each board member concerning Mr. Owen’s request for application of the excessive water use policy. A lengthy discussion occurred concerning information necessary to implement the policy. No formal action was taken concerning Mr. Owens’ request because he could not be present at the meeting. Chairman Jumps instructed Ms. Abrams to contact Mr. Owens and ask him to attend the next meeting (October 11, 1993). Ms. Abrams stated that Mr. Owens’ also wanted his late fee to be waived. Mr. Owens’ stated that although the postmark is the 24th of August, he stated he handed the letter to his carried on the 20th. A lengthy discussion occurred concerning the policies. Any action was tabled pending Mr. Owens’ appearance before the Board. Mr. Lada discussed his findings at the Owens property.
Harvey Hartline request: Mr. Hollister discussed a request by Harvey Hartline concerning meter installation .It was decided without further information, no formal action would be taken. Mr. Betts agreed to go and talk to Mr. Hartline concerning his request and report back to the Board of Trustees.
Harold Brewer Jr. request: Mr. Lada discussed a request to hook up Harold Brewer Jr. to water by using a double yoke in the same meter well as an existing meter. The Board could see no problem with Mr. Lada proceeding as necessary.
Dewey Gibson request: Mr. Hollister spoke about a request from Mr. Gibson concerning the additional of rental property. The Board took no formal action pending further information.
Line extension policy: The Board of Trustees discussed a backflow policy for all line extensions. This would not be in the form of an ordinance but would become a policy. Trustee Betts said that he would get with Ms. Abrams to work on the policy and it would be ready for the next Board meeting.
Secretary/Treasurer report: Before Ms. Abrams read the report she had two requests of the Board of Trustees. 1) Ms. Abrams requested the Board consider changing the McBee check system and ledger to regular bank checks or later computer checks. The Board agreed that it was okay to proceed with new checks. 2) Ms. Abrams asked for Friday, September 24th off to go to Springfield. She agreed to make up the time during the week. The Board agreed with her request. Ms. Abrams then proceeded to read her report. The low water loss was discussed along with the leak repairs by Mr. Lada. The Secretary/Treasurer report was accepted by the Board of Trustees.
Financial Report: Ms. Abrams presented the financial report. It was read and accepted by the Board of Trustees.
Payment of the Bills: Ms. Abrams said that three bills needed to be added to the payables. These bills were the federal 941 taxes for $578.18, a bill from D&D Construction for $1,144.95 for the septic tank and a leak repair, and a GTE Bill that came late for $46.26. Ms. Abrams stated that the CIPS bill was still estimated. Mr. Burton questioned the first phone bill payment. Ms. Abrams explained that it was for two months and the hook-up expenses. Mr. Betts seconded the motion. A roll call vote was taken. Mr. Betts – yes, Mr. Burton – yes, Mr. Hollister – yes, Ms. Hutcheson – yes, Chairman Jumps – yes, Mrs. Williams – yes. There being 6 yes and 0 no votes the motion carried.
Water Supply Operator Report: Mr. Lada reported about the damage to a pressure valve breaking on tap #195B. Mr. Betts discussed several cases of suspected tampering and suggested that each case be documented and then for Ms. Abrams to call Jackson County Sherriff’s office and make the report with them, in case there is more tampering or someone is caught. The Board agreed with this idea and Chairman Jumps instructed Ms. Abrams to follow up on this. Mr. Lada completed 32 work orders and had 12 remaining. Mr. Lada discussed the meter replacements and the replacement of plastic main pipe and outside meter yokes.
JULIE Letter: Ms. Abrams presented a letter that she wrote to JULE at the request of the Board and stated she was still waiting to hear back. A lengthy discussion ensued about JULIE and reporting procedures.
Trustee Betts stated that he had several items to discuss. Mr. Betts brought up that the Secretary/Treasurer hours were turning out to be more than the original contract. Chairman Jumps gave some history on the decision of the amount of hours. Ms. Abrams stated that there was a difference between being able to do work at home on the weekends with the old system and fitting certain dated activities into the work schedule. Mr. Betts stated that on the weekends Ms. Abrams does call in and check messages and responds if necessary. Mr. Burton brought up accountability of those hours. The Board agreed that Ms. Abrams should be able to work the hours necessary, but if it was at a time that she was not scheduled to work already, she would need to get ahold of a Trustee for approval. Mr. Hollister stated that that procedure was already being used. Mr. Betts suggested that since Ms. Abrams had worked three months and was doing the job as the Board expected that her hourly rate be raised from $5.00 to $6.00 an hour. Mr. Betts made the motion that Ms. Abrams pay rate be raised from $5.00 to $6.00 an hour. Mr. Hollister seconded the motion. A roll call vote was taken: Mr. Betts – yes, Mr. Burton – yes, Mr. Hollister – yes, Ms. Hutcheson – yes, Chairman Jumps – yes, Mrs. Williams – yes. There being 6 yes and 0 no votes the motion carried.
Mr. Betts stated that he wanted to comment that the Water District has come a long way in public relation s. He said that he attended an even in Alto Pass over the weekend and four customers complimented him on the changes that had been made.
Chairman Jumps brought up that fact that the annual budget meeting to prepare the next fiscal year budget needed to be established. He stated that he thought every Board member should be a part of the budget meeting so that everyone would know where the totals came form. After general discussion, it was decided that October 4, 1993 at 7:00 there would be a special meeting to discuss and work on the budget. If necessary it would be completed at the regular meeting on October 11, 1993. Ms. Abrams said that she would have averages prepared by the 4th for the Board to consider.
Ms. Hutcheson made the motion to adjourn. Mr. Betts seconded the motion. A voice vote was taken. With unanimous aye vote, the meeting adjourned at 9:10pm.