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April 11, 2023 Meeting Minutes

Call to Order:  Chairman Bob Hughey called the meeting to order at 7:00 pm at the District Office 79 Wiley Lane in Makanda. A roll call was taken.

Board Members present were Chairman Bob Hughey, Vice-Chairman Kimberly Cole, and Trustees John Dickson, Paul Heern, and Karen Fiorino.  Trustee Brewer was absent and there is one Trustee position for Jackson County currently vacant.

Staff and Professionals:                                      Present                                 Absent

Treasurer, Mike Williamsen,                                 Present         

District Secretary Mike Twomey,                        Present

Legal Counsel Mike Twomey,                              Present

Engineer Joe Boyke,                                                                                              Absent          

FT Staff:  WSO, Alex Heidbreder                         Present

     Office Manager, Sage Lintner             Present

Visitors present and Visitor Requests: 

  1. No Visitors present.

Customer Requests: 

  1. Customer Lance Paszkieqicz presented a request to the Board for consideration of water loss credit to his bill for the Golf Course Clubhouse incurred in December 2022 deep freezing weather. It has been repaired.  Office manager Lintner updated the Board on the gallons and billing amount.  The Board discussed the details of this water line break due to freezing and the current ordinance definition wording of one credit per customer will be considered per year.  This customer has already received a water loss credit within the year.  A motion was made by Trustee Fiorino and 2nd by Vice Chair Cole to give a credit for the water loss.  The Board voted 0 yay, and 5 nay.  The motion failed.  No credit will be approved for this customer. 

NOTE 1:  Office Manager Lintner will investigate what other water districts do for homes for sale and are left vacant and she will review creating a disconnect form and scenarios when this is needed.

NOTE 2:  The Board discussed the definition of one credit per customer per year and would like to change the definition.  A motion to redefine the water loss credit ordinance to state one customer per meter will be considered for water loss credits.  Trustee Dickson made the motion, Trustee Heern 2nd, and the vote was 5 yes and 0 nay and the motion passed.  Vice Chair Cole will edit the ordinance wording and bring it to the May Board meeting for signature. 

Approval of Minutes:  Trustee Heern made a motion to accept the minutes of March 21, 2023, seconded by Trustee Fiorino and with a voice vote of (5) yay votes and (0) nay votes.  the minutes of 03/21/2023 were approved. 

Communications for March 2023: 

None.

New business: 

  1.  Ordinance for rate increase:  5.01 was presented by Legal counsel Twomey for approval and publication in the Times and Monday Pub.  A motion to approve the ordinance 5.01 was made by Trustee Heern, 2nd by Trustee Fiorino.  A vote of 5 yays and 0 nays approved the motion.  The rate increase will become effective in June.

Old business:

  1. Congressional spending grant opportunity:  Office manager Lintner updated the Board that the requested amount of $150,000 has been elevated to go before Congressional committee.  PENDING
  • IEPA re-opened grant for Lead Service Line inventory:  Office manager Lintner updated the Board that a request for $30,000 will be sent to the IEPA by the deadline of 12 noon, April 25, 2023, or before.  PENDING
  • Water/wiring damage-Insurance Claim:  Chairman Hughey would like to ask Bryce Mason to fix the ridge cap and proceed with repairs.  PENDING
  • Employee handbook Rev. 2.0 updates:  The Board discussed the new law in Illinois for 2023 which requires a meal break for 20 minutes after 5 hours of work and whether this should be paid or unpaid for our employees.  Motion to pay for 30 minute lunch within the scheduled hours of 7:00am to 3:00 pm was made by Trustee Heern and 2nd by Trustee Fiorino.  A vote was taken and passed 5 yays and 0 nays.   Summertime heat advisory hours may be flexed with Chair approval to 6:30am to 2:30pm.  Vice-Chair Cole reported that she will proceed with completion of the handbook.  PENDING
  • Jackson County Board member vacancy:  Office manager Lintner reported that she has two (2) applications for Board member appointments, and they are both with the Jackson County Board.  PENDING
  • Work Group 1, Ordinance review. Vice Chair reported that Chapter 2, update, and ordinance No. 102 is currently being drafted for approval. PENDING
  • Work Group 2, Water loss:  No meeting currently scheduled. PENDING
  • Strategic plan Five (5) Year: Vice Chair Cole is working to further develop the strategic plan for BPWD. No new update PENDING
  1. The new Accountant firm update engagement letter:  Office manager Lintner reported there is no updated letter. The initial agreement is for $150 and then $75 per hour for additional work.  RESOLVED
  • Lead (pb) sample site plan review and update:  The review was submitted to the IEPA on January 4th, 2023, and is awaiting IEPA approval. PENDING
  • Lead (pb) service line inventory:  The spreadsheet of the inventory completed data will be submitted to the IEPA by ROINC Cole by the deadline of April 15, 2023.  The remaining work for the project will be planned, discussed, and scheduled for the final inventory deadline of April 2024.  PENDING

l. GPS mapping:  Office manager Lintner reported that this item has requested this in both grant applications. PENDING

  • Cross connection survey and program:  ROINC Cole has the survey binder and continues the work to review and sign each one. PENDING
  • Chad with Midwest Meter:  Chairman Hughey will meet with Chad in June and learn more on the update of our system.  PENDING

Carbondale Water District:  Nothing new to report

Office manager Lintner report (attached):

Maintenance water Operator Heidbreder report (attached):

Accounting and Financial reports, March 2023: Treasurer reviewed the March 2023 accounting and financial reports with the Board. He emphasized the need to capitalize repairs that are over $2500.  This helps with the Bank requirement of $125% report.  We can draw on our maintenance/infrastructure account of $183,000 if we need to after capitalizing.  We have enough funds to pay our bills and applauds or staff for excellent work on our water leaks to get that issue steadily lower each month.

Treasurer Williamsen and Chairman Hughey brought up making another investment with T-bills with the Board.  They recommend investing another $50,000 for 6 months at about 5% rate now.  C. Schwab would still be the best over our local banks right now.  This would be taken from the $183,000 maintenance/infrastructure account and leave $133,000 after the investment.  A motion was made for Treasurer Williamsen to invest another $50,000 by Trustee Heern and 2nd by Trustee Fiorino.  A roll call vote was taken with 5 yays and 0 nays and the motion passed.  PENDING

Payment of the bills and approval of March 2023 disbursements:  Treasurer Williamsen reviewed the bills to be paid this month.  Trustee Heern made a motion to pay the bills. Trustee Fiorino made a 2nd. A roll call vote was taken and 5 ayes, and 0 nays was obtained, and motion passed to pay the bills.

Water supply Operators (Bill Dailey/Kenny Cowan) report:  No report

ROINC Kimberly Cole report:

ROINC Cole reported on March 2023 with all IEPA regulatory duties performed. The Illinois State Water survey on-line data completion is pending.

  1. The cross-connection survey is complete. The program for BPWD is being finalized for Board approval. Requirements of backflow prevention found in the customers survey will follow once program is complete.  Currently signing the surveys.   Pending                                          
  2. Ten (10) missing operating permits that need to be submitted on BPWD projects dating back into the 1990’s. Pending
  3. The (8) recommendations will be added to the agenda to be discussed at the water loss workgroup. These were discussed with MWSO Heidbreder, and he will review and get up to speed on this list. Pending

Executive session: None

Motion for Adjournment:  Trustee Heern made a motion to adjourn, and 2nd by Trustee Dickson seconded the motion. All in favor by voice 5 ayes, and 0 nays, the motion carried to adjourn.

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