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February 14, 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 Grace Brewer, John Dickson, Paul Heern, and Karen Fiorino.  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          

Staff:  PT Water Operator Kenny Cowan,                                                          Absent

FT Water operator Alex Heidbreder,        Present

Office Manager, Sage Lintner,                  Present

PT Sherry Cowan, Office staff                                                                   Absent

Contract Water Operator Bill Dailey                                                         Absent

Visitors present and Visitor Requests: 

  1. One (1) visitors:  Bryce Mason, Makanda, Illinois.  Mr. Mason is a union carpenter and introduced himself and qualifications to the Board.  He was requested to look at the District office roof and ceiling damage from winter weather and he reported his findings on roof, ceiling, and water damage.  He also put together quotes for materials and his ability to do the repairs. 

Customer Requests: 

None

Approval of Minutes:  Trustee Brewer made a motion to accept the minutes of January 10, 2023, seconded by Trustee Heern and with a voice vote of (6) yay votes and (0) nay votes.; the minutes of 01/10/2023 were approved. 

Communications for January 2023: 

None

New business: 

  1. IPMG Workers Comp Annual audit, 2/10/2023 8am:  Office manager Lintner reported this was completed.  RESOLVED
  • Water/wiring damage-District office roof leak: Office manager Lintner reported that an insurance claim has been filed and an adjuster has been out to look at the damage and will report back.  Trustee Dickson will examine the situation next week.  Bryce Mason has reviewed the damage and previously reported his estimates and a report of findings.  The Board will review all options next regular Board meeting in March 2023.  PENDING

Old business:

  1. Draft ordinance regarding commercial water loss credits:  Vice-chair Cole explained the draft of ordinance No. 101 that edits water loss credits, for both residential and commercial customers, and meter accessibility.  A motion to approve this ordinance No. 101 Chapter 3 was made by Trustee Brewer and 2nd by Trustee Fiorino.  A voice vote of 6 ayes, 0 nays and the ordinance approval passed.  Office manager Lintner will publish the changed portions of Chapter 3.  RESOLVED
  • Employee handbook Rev. 2.0 updates:  Vice-Chair Cole reported that she will send the Board members, Mike Williamsen, and Mike Twomey the draft for input into the handbook within the next week.  Review should be completed by February 28, 2023 in order to bring the completed draft to the next regular Board meeting in March and have sufficient time to prepare it.  PENDING
  • Jackson County Board member vacancy:  Following the resignation of Trustee Brierton, a new trustee is being sought to serve on the BPWD for the Jackson County contingent.  No applicants as yet.  Office manager Lintner has put a note on the blue billing cards that we are seeking a Jackson County Trustee.  PENDING
  • BPWD 2023 Budget:  On hold for further work and review, no report.  Previously in January,Treasurer Williamsen requested another month to review the data and the water loss spreadsheet data further before making a recommendation.  Previously, in December, Treasurer Williamsen has presented the 2023 BPWD draft budget which is currently showing a $49,588 shortfall. The Board decided to table the discussion on this budget to the January meeting to give time to evaluate the water loss for the 2022 year. This data will be key to this budget. PENDING
  • Work Group 1, Ordinance review. Vice Chair reported that Chapter 2, update and ordinance No. 102 is currently being drafted for approval.  This will include the approved increase of stipend pay for Trustees ($75)and Officers ($100) of the Board PENDING
  • Work Group 2, Water loss:  No meeting currently scheduled. PENDING
  • Strategic plan Five (5) Year: Vice Chair Cole reported that some more work has been done.  She plans to hold a meeting with Staff and Board to further develop the strategic plan for BPWD. PENDING
  • Extensive Office Audit requested April 2022 by Scott Hickham. The report was received, discussed, and reviewed.  Mike Twomey requested Office manager Lintner to submit this report to our legal firm handling the case of the previous employee. RESOLVED
  1. The new Accountant firm replacement Amy Parrish and Office manager Lintner are meeting and further progress is being made to complete a new updated engagement letter for an enhanced relationship to accomplish all the accounting duties that BPWD needs.  PENDING.
  • Brian Bush corrected invoices:  Office manager Lintner worked the Mr. Bush and it is corrected and submitted and paid.  RESOLVED
  • New Badger meters for two (2) leak detectors:  No report still on backorder  PENDING
  • 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 Water Operator Heibreder and Office manager Lintner reported the progress made in January 2023 of Route 1 and 2 and the findings.  They are encountering mud in the meter pits obscuring -the view of the lines on either side of the meter.  ROINC Cole will call other water districts and discuss their solutions to the mud, and the plans other districts are using to accomplish their inventory following the EPA guidance document that requires evidence-based data.  Office manager Lintner has obtained the district age of all the customer’s homes.  Our staff plans to complete Route 3 by the end of February 2023.  Previously, in January ROINC Cole reported on the EPA and IEPA regulatory rule that is due in three (3) phases due for 2022, 2023, and the final report due in April 2024. The staff has a work plan for January-February-March and a spreadsheet for entering the required data and this will be submitted to the IEPA in April 2023.  PENDING
  • WD Automation:  Tim has been here and worked on our telemetry.  There has been follow-up with EMS for getting software for the pumps.  Chairman Hughey and staff are working closely with Tim on this software. The fan has been replaced.  PENDING
  • GPS mapping:  Operator Heidbreder requested that this item be tabled to March 2023.  Office manager Lintner will refresh the quote for budgeting purposes to contract this service out.  No action, in progress, and no report PENDING
  • Investments:  Treasurer Williamsen reported that the investment with C. Schwab has processed through successfully with a 6 mo. Tbill at rate of 4.99%.  Previously, Treasurer Williamsen updated the Board on current yields from C. Schwab 90-day T-bills:  4.62%, 180-day T-bills 4.81%, and 360-day T-bills 4.71%.  He recommends loading all the $100K of our investment into the 180 day T-bill as previously approved.  This will yield $4800 per year and he will pursue this with C. Schwab investments.  History:  Previously Treasurer Willaimsen updated, reported, and made recommendations to the Board on the 2 options before us to invest $100,000 with either First Mid or C. Schwab Investments for either CDs or Fed T-bills which is preferred by Treasurer Williamsen. A motion was made by Trustee Brewer, 2nd by Trustee Fiorino to authorize Treasurer Williamsen to invest $100,000 with Charles Schwab Investments in Federal T-bills. A roll call vote was taken with 4 ayes, and 0 nays approving this investment with Charles Schwab. Treasurer Williamsen will update the Board at the next meeting on the progress and resolution of this matter. History from November 2022-Chairman Hughey updated the Board on options and will continue to update. No action taken. October-No update:  Treasurer Williamsen is absent to give further updates on this agenda item and tabled to the November 2022 meeting. Previously, Treasurer Williamsen reported that he is researching Charles Schwab options for a 6 month treasury note with yield of 203%. Money market accounts 2-4%. BPWD could look at these types of investments for $100,000. More research is being done. The balances are O/M account $8568.68, Fund $80975.83, Reserve $264,000. Trustee Heern suggested that he would like to invest $100,000 and the Board would like Treasurer Williamsen to pursue research on this amount of investment. Treasurer Williamsen will be in contact with John Dickson and Pat and Scott Hickham. RESOLVED
  • Cross connection survey and program:  Office manager Lintner reported she is working with a customer with wells that are indicated on the survey as connected to structures also supplied by BPWD.  She has sent a letter from the Chair for immediate response and action.  Previously, ROINC Cole reported that she has contacted in effort to partner with Absolute Plumbing to give her some guidance on the BPWD program for backflow prevention. Office manager Lintner and ROINC Cole are working to get a program in place, and continue to act on any surveys that need further attention, or a backflow prevention device. The completed surveys with no further action needed will be signed by ROINC Cole in March 2023.  The target date to complete the action items required surveys is March 2023.  PENDING
  • Rate increase for water:  Tabled for February 2023 meeting and no action for further study.  An in-depth review of 3 months of water loss numbers and the budget is being done. History: Previously, Chairman Hughey reported that Office Manager Lintner and Treasurer Williamsen are finalizing a proposed budget for Board approval for 2023 and this document will help with the recommendation on water rates for next year. There are several cost increases that were discussed:  Operating costs, infrastructure costs, and water losses. Office manager Lintner will send out worksheets for review. This will be put on the agenda for December 2022. PENDING
  • Sexual harassment prevention training 2022 (annual) and Open meetings Act training (once):  Office manager Lintner reported training for 2022 is completed. RESOLVED
  • Chad with Midwest Meter-hydrant meter:  Office manager Lintner provided three (3) quotes for the hydrant meter.  Following discussion on the quotes, the lowest one for $689.00 from Utility Pipe Sales was discussed for flushing.  A motion was made by Trustee Fiorino and 2nd by Trustee Brewer to purchase the meter.  A roll call vote was taken with 6 ayes and 0 nays and the purchase was approved. PENDING

Carbondale Water District:  Nothing new to report

Office manager Lintner report highlights (attached):

Maintenance water Operator Heidbreder report highlights (attached):

Accounting and Financial reports, January 2023: Treasurer Wiliamsen reviewed the January 2023 accounting and financial reports with the Board.

Payment of the bills and approval of January 2023 disbursements:  Trustee Brewer made a motion to pay the bills. A 2nd  was made by Trustee Fiorino. A roll call vote was taken and 6 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 January 2023 with all duties performed.

  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 and Office manager Lintner is following up on customers reporting wells. 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

Additional Public Comments or Questions:  No additional public comments or questions were submitted to the Board

Executive session: None

Motion for Adjournment:  Trustee Dickson made a motion to adjourn, and 2nd by Trustee Heern seconded the motion. All in favor by voice 6 ayes, and 0 nays, the motion carried to adjourn.

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