Meeting Minutes of March 11, 2008
Chairman Mike Starling called the meeting to order at 7:00pm. A roll call was taken and present were: Chairman Mike Starling, Vice Chairman Joseph Burrow, District Secretary Karen Dunn, Water Supply Operator Ron Lada, Trustees Debbie Wheetley, Jenny Jaros, Daniel Cook, and Tammy Davis. Absent was Secretary/Treasurer Mike Williamsen and Trustee Steve Williams.
The visitor in attendance was Mr. Wally Earll, newly appointed by the Jackson County Board to the BPWD Board effective May 2008.
The meeting opened by reviewing the minutes from the January 2008 meeting. As the February 2008 meeting was cancelled due to an ice storm, the review of the January meeting minutes were postponed to the March meeting and no February minutes were available. A motion was made by Mr. Cook to accept the minutes as presented; seconded by Vice Chairman Burrow and with 5 yes and 0 no votes, the minutes were approved.
Customer correspondence addressed was from David Dardis regarding Meter #05300 related to high usage and past due billing. Mr. Dardis’s letters were reviewed and the situation explained by the Water Supply Operator and District Secretary/ As there was no leak detected and usage was sporadic, it was decided and agreed that water was consumed by the customer adn that a letter be composed and sent under the Chairman’s signature following the guidelines for past due service disconnection.
Statement of Economic Interest forms for Board Members appointed by Jackson County were distributed for completion and signature; the District Secretary will forward completed forms to the Jackson County Board Office.
Next presented was an Audit Engagement Letter from Scott Hickam for 2008 audit preparation services. The Board reviewed the letter and discussed the rate which was $100.00 more than the 2007 Audit. A motion was made by Mrs. Wheetley to retain Mr. Hickam’s services for the 2008 audit as stated in the engagement letter; seconded by Mrs. Davis and with 5 yes and 0 no votes, the motion carried.
A letter from Kemper CPA Group was distributed related to their 50th Anniversary in business. No action was taken.
Correspondence from the Stone Creek Golf Course was distributed related to 2008 Corporate Passes available for purchase. No action was taken at this time.
Under the order of new business, the 2008 price quote for weed control services by McCloud Weed Control was reviewed. A motion was made by Mr. Cook to retain the services of McCloud Weed Control for the 2008 season as specified in the quote; seconded by Mrs. Wheetley and with 5 yes and 0 no votes, the motion was approved.
A letter from the Kemper CPA Group was presented noting that QuickBooks Pro 2008 would be their recommendation for software to be used the District for financial purposes.
Another letter from the Kemper CPA Group related to Asset Appreciation Short Report was presented requesting updates. After review by the Board, it was determined that the information presented was seriously outdated and careful research was necessary to acquire accurate and up to date information to correct the report.
Usage of the newly donated GPA device related to updating District maps was discussed and a coordinate’s map was presented by Mr. Cook for Jackson County. It was indicated that 2005 aerial photography, during March (no leaves) was available from the State of Illinois upon request. Cost undetermined at this time. No action was taken.
No South Highway Water District related business.
Financials for December 2007 and January 2008 were unavailable for reviewe.
The Secretary/Treasurer Report was presented by Karen Dunn along with the Accounts Payable Report detailing bills for payment in March. Also presented was a recap of bills for payment in February as that meeting was cancelled. After review and discussion, a motion was made by Mr. Cook to accept the Secretary/Treasurer Report for February 2008 and pay the bills; seconded by Vice Chairman Burrow and with 5 yes and 0 no votes, the motion carried. Next, Mrs. Wheetley made a motion to transfer $3,800 from Reserve Account, $4,100 from Depreciation, and $2,800 from Repair/Improvement, and $3,400 from CD’s per Brooks Venable’s recommendation to fund the Operation/Maintenance Account due to expenses in March; seconded by Vice Chairman Burrow and with 5 yes and 0 no votes, the motion was approved. Lastly, Mr. Cook made a motion to accept the Secretary/Treasurer Report and to pay the bills; seconded by Vice Chairman Burrow and with 5 yes and 0 no votes, the motion carried.
The Water Supply Operator Report was presented by Ron Lada with no discrepancies. Discussion followed related to the recent leak and repairs at the railroad tracks in downtown Makanda. It was anticipated that of the 833,000 gallon water loss, approximately 650,000 was the result of the downtown leak.
No additional public comments or questions.
There was no move for executive session.
There being no further business, a motion was made for adjournment. A voice count was taken and with 5 yes and 0 no votes, the meeting adjourned.