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March 21, 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. This meeting was rescheduled a week later than usual due to the vacation of the Office manager Lintner.  Public notice was given appropriately 3 weeks in advance, and agenda posted in advance of this change.

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,                                                                                 Absent          

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. No Visitors present.

Customer Requests: 

  1. Customer Kenneth Grotts presented a request to the Board for consideration of water loss credit to his bill incurred in December 2022. He has relocated out of state (and unable to attend the Board meeting in person).  His home is vacant, and is listed on the market for sale.  The home had a broken water line due to cold weather that was found by his real estate agent.  The repair has not been done to the line as of this request and the home remains for sale, as is.  The Board discussed the details of this request of a home line break and questioned details. A motion was made to authorize a credit to be calculated for Customer Grotts by Trustee Fiorino and 2nd by Trustee Brewer.  A roll call vote was taken and failed 5 to 1.  No credit will be approved for Customer Grotts.

NOTE:  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.

Approval of Minutes:  Trustee Brewer made a motion to accept the minutes of February 21, 2023, seconded by Trustee Heern and with a voice vote of (6) yay votes and (0) nay votes.; the minutes of 02/21/2023 were approved. 

Communications for February 2023: 

Legal counsel Twomey updated the Board of communication from our attorney on the status of Dunn’s lawsuit.  The Judge has stopped discovery pending our motion to dismiss that is under consideration. 

New business: 

  1. Congressional spending grant opportunity:  Office manager Lintner updated the Board on her work to apply for this funding in the amount of $200,000. The request is for pumps, telemetry, GPS mapping. She submitted it on March 10, 2023 PENDING
  • IEPA re-opened grant for Lead Service Line inventory:  Office manager Lintner updated the Board that the IEPA has reopened opportunities for water districts to apply for funds to assist in the completion of the Lead inventory.  The deadline for submission of the paperwork is 12 noon, April 25, 2023.  She is working with Greater Egypt to assist her.

Old business:

  1. Water/wiring damage-Insurance Claim:  The ICRMT insurance has issued BPWD a check for $4782.60 for the roof damage for the repair. Maintenance operator Heidbreder is doing some work on this and Chairman Hughey would like to as Bryce Mason to fix the ridge cap and proceed with repairs.   Previous meeting:  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
  • 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.  PENDING
  • Jackson County Board member vacancy:  One application has been received from Warren Ladner, CFO for SIH and new community member relocating to a home in the golf course neighborhood.  Chairman Hughey suggested extending an invitation to Mr. Ladner to the next May 2023 Board meeting following Jackson County’s approval in April for a meet and greet.  Office manager Lintner will follow-up. Previous meeting:  Following the resignation of Trustee Brierton, a new trustee is being sought to serve on the BPWD for the Jackson County contingent.  No applicants 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:  Chairman Hughey updated and reviewed the proposed 2023 Budget with the Board line by line.  Carbondale wholesale water not had an increase as of yet since 2016, but there is $376 per month flat fee added to volumes.  There was extensive discussion and questions. There is a $33,000 shortfall in revenue versus expenses.  A motion to approve the budget as presented was made by Trustee Heern, 2nd by Trustee Fiorino.  A roll call vote of 6 yes, 0 no was taken and Budget was approved.   Previous meeting:  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. RESOLVED
  • Rate Increase:  Due to the shortfall in revenue over expenses for the BPWD in the approved 2023 Budget the Board discussed a needed rate increase to cover this shortfall. There was extensive discussion and review of percentage amount scenarios presented by Office manager Lintner and Chairman Hughey.  A motion was made by Trustee Heern and 2nd by Trustee Fiorino to increase water rates by 15% effective June 1, 2023 for the July 2023 billing date.  A roll call vote of 6 yes and 0 no was taken and the rate increase was approved.  Legal Counsel Twomey is drafting an ordinance to publish in the paper for Jackson and Union Counties for this water rate increase.  PENDING Previous meeting: 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. RATE RESOLVED PENDING ORDINANCE (pending publishing in paper)
  • Work Group 1, Ordinance review. Vice Chair reported that Chapter 2, update, and ordinance No. 102 is currently being drafted for approval.  It will be sent to Legal Counsel Twomey for input and review.  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 distributed a current draft of this work in progress and reported that some more work has been done and much remains to complete. She plans to hold a meeting with Staff and Board to further develop the strategic plan for BPWD. PENDING
  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.
  • New Badger meters for three (3) leak detectors:  The three (3) meters are installed and ready to be radio read. 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:  Office manager Lintner and Maint Water Operator Heidbreder updated the Board on the excess dirt that is being removed from meter pits in the golf course neighborhood and asked for input into disposal of it. There is an HOA in place and ET Simonds is the president.  He will be contacted to inform the residents of the work underway in the golf course and ask for residents to supply 5 gallon buckets to put their dirt in.  The meter pits in routes 3-4-5 will be inspected for service line materials and to obtain a manual reading in February-March.  The available date will be submitted to the IEPA in a preliminary Inventory for BPWD by ROINC Cole no later than the deadline of April 15, 2023.  Previous meeting: 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:  Office manager Lintner has obtained a quote for pump station telemetry and software for her grant application and is following up. Previous meeting:  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.  RESOLVED
  • GPS mapping:  Office manager Lintner has obtained a new quote for this work for the grants that she is preparing.  Discussion of the grant funding being requested for this project and no action taken.  Previous meeting: 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
  • Cross connection survey and program:  Office manager Lintner reported she has obtained the required documentation from the customer with wells and is resolved.  ROINC Cole has the survey binder and proceeding to sign them. This should be completed by the next regular Board meeting in April 2023.   Previous meeting:  Office manager Lintner 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
  • Hydrant meter:  The hydrant meter has been purchased and received. Previous meeting: 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. RESOLVED
  • Chad with Midwest Meter:  Office manager Lintner presented an issue with the model radio read meters that we have now that will no longer be available in the future and a newer model or cell phone technology will be available for purchase.  New software will be required for any changes to models of meters.  Chairman Hughey will get with Chad at a meeting scheduled in June to get an update on our situation and get back to inform the Board in July 2023.

Carbondale Water District:  Nothing new to report

Office manager Lintner report (attached):

Maintenance water Operator Heidbreder report (attached):

Accounting and Financial reports, February 2023: Chairman Hughey reviewed the February 2023 accounting and financial reports with the Board.

Payment of the bills and approval of February 2023 disbursements:  Chairman Hughey reviewed the bills to be paid this month.  Trustee Brewer made a motion to pay the bills. Trustee Fiorino made a 2nd. 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 February 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 Pending and Office manager Lintner is following up on customers reporting wells. Resolved                                            
  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:  Office manager Lintner reported a question from customer Beattie.  She is requesting all the attachments to the minutes including the Office manager reports immediately following the Board meeting.  Legal counsel Twomey responded that meeting minutes will be continued to be posted to the website.  Additionally, anyone requesting report attachments is required to submit a FOIA request for these specifically each month to the district office.  Office manager Lintner is authorized to gather the requested reports and send out, but she must follow all of the FOIA guidelines.

Executive session: None

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

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