Meeting Minutes December 13, 2016

Chairman Robert Hughey called the meeting to order at 7:00 p.m. A roll call was taken and present were: Chairman Robert Hughey, Vice Chairman Robert Jacobini, Water Supply Operator Ron Lada, District Secretary Karen Dunn, Treasurer Mike Williamsen; and Trustees Jenny Anderson, Jospeh Burrow, Grace Brewer and Clay Kolar.

Professionals in attendance were Mr. Mike Twomey and Mr. Joe Boyke. Visitors in attendance were Mrs. Lucille Burrow.

The Board reviewed the minutes of the November 2016, regular meeting. A motion was made by Mr. Burrow to accept the minutes as presented. Seconded by Ms. Anderson and with (5) yes and (0) no votes, the minutes were approved.

No visitor or customer requests were available for discussion.

Two items of communication from First Mid-Illinois Bank regarding consolidated reports of condition and income and pledge securities were presented for the Board’s information. No action was required.

Under new business, employees were excused from the meeting as the Board Members discussed the distribution of Christmas Bonuses. A motion was made by Mr. Burrow to pay each employee a Christmas Bonus of the amount of $375.00. Seconded by Vice Chairman Jacobini and with (5) yes and (0) no votes, the motion carried.

Related to the water line connection to Carbondale, Mr. Boyke opened by reviewing completed aspects of the project, which lead into status of clean up, telemetry modifications and correction, and final completion of all work. Discussion followed regarding the final pay estimate to the Contactor, stored materials, and balances in both construction and surplus accounts upon project completion.

Mr. Boyke continued by reviewing details of each invoice presented for payment in December as outline on the project disbursement schedule.

• A motion was made by Mr. Kolar to pay Dean Bush Construction in the amount of $33,000 from the First Mid-Illinois Bank Construction Account (a partial sum of the $35,000 retainage) as outlined in the Watermain Contract, with the contingency that the check be held at the District Office until such time all issues with the EFI Telemetry have been resolved. Seconded by Mr. Burrow and with (5) yes and (0) no votes, the payment was approved.
• A motion was made by Mr. Kolar to pay Dean Bush Construction in the amount of $2,000 from the First Mid-Illinois Bank Construction Account (a partial sum of the $35,000 retainage) as outlined  in the Watermain Contract, with the contingency that the check be held at the District Office until such time all issues related to clean-up of the Heern property have been resolved. Seconded by Mr. Burrow and with (5) yes and (0) no votes, the payment was approved.
• A motion was made by Ms. Anderson to pay Clarida & Ziegler Engineering in the amount of $2,581.60 from the First Mid-Illinois Bank Construction account for Inspection services and mileage as specified on Invoice #15344. Seconded by Mr. Burrow with (5) yes and (0) no votes, the payment was approved.
• A motion was made by Mrs. Brewer to pay Murdale True Value in the amount of $370.20 from the First Mid-Illinois Bank Construction Account for lock and re-keying services to both pump stations and master meter location Seconded by Ms. Anderson and with (5) yes and (0) no votes, the payment was approved.

Also addressed at this time was the repair of Pump #2 at the BPS#2. Mr. Boyke presented an estimate for consideration; however, after discussion it was the Board’s request for additional quotes to ensure cost effectiveness. A motion was made by Vice Chairman Jacobini to authorize the District Secretary to contact services for repair of Pump #2 BPS #2 not to exceed $3,796.00 based on recommendations of the District Engineer. Seconded by Mr. Burrow and with (5) yes and (0) no votes, the motion carried.

Mr. Boyke closed by noting that the mapping project had been completed by Mr. Polk and copies of that map, along with digital copies, were available from Clarida & Ziegler Engineering upon request.

Related to the topic of the South Highway Water District, it was reported that reading errors were discovered on their final billing, that SHWD has been notified by telephone, and payment would be held until the problem was resolved.

Financial for October 2016 were presented and reviewed with brief discussion.

The Edward Jones Investment Report for November 2017 was unavailable.

Treasurer Mike Williamsen opened by reviewing recommendations proposed by Mr. Scott Hickam, CPA, related to bank account consolidation, 2017 budget adjustments, and a proposed rate increase to meet financial requirements. Discussion followed pertaining to depreciation and reserve, cash flow, and loan requirements. Action related to budget approval and rate increase was tabled till the February 2017 meeting of the Board

The Water Supply Operator Report was presented by Ron Lada with no discrepancies. Brief discussion followed related to water loss, and new meter installations.

No additional public comments or questions were presented.

There was no move for an executive session.

There being no further business, a motion was made by Mr. Burrow to adjourn; seconded by Vice Chairman Jacobini and with (5) yes votes and (0) no votes, the meeting closed.