Meeting Minutes from July 2024
The regular meeting of Buncombe Public Water District was called to order on July 10, 2024 at 6:04 p.m. at the District’s office located at 79 Wiley Ln, Makanda, Illinois.
Call to Order
Trustees Present: Hughey; Dickson; Heern (6:23); Fiorino; Lamb; Howell
Trustees Absent: Brewer
Also Present: Sage Lintner; Alex Heidbreder; Diane Thomas; Candace Kirby; Richard Howell; and Michael R. Twomey.
Chairman Hughey conducted the meeting.
MOTION TO APPROVE THE MINUTES OF THE REGULAR MEETING HELD JUNE 12, 2024 was made by Trustee Lamb and seconded by Trustee Fiorino. On voice vote, motion passed with all Trustees voting aye.
Visitor, Customer, and Public Comments
1. Candace Kirby:
Ms. Kirby reported to the Board that she has an AirBnB located in Makanda and that it opened in November 2023. She received a notice from the District that she is going to have to install a new meter at a cost at approximately $3,500.00. Ms. Kirby informed the Board that she does not have the money. Ms. Kirby is going to submit a plan as to construction and payment to Sage.
Chairman Hughey informed Ms. Kirby that the reason an additional meter is needed is that she now has two residences on one meter and IEPA regulations require one meter per residence. (Trustee Heern present from this point forward). She informed the Board that she thought she could make payments over the next 6 to 12 months. The Board is agreeable with a payment plan. No Board action necessary.
2. Richard Howell/ECWAG Grant:
Richard Howell reported to the Board that he needs an engineering agreement signed to finish the grant application.
MOTION TO SIGN SHORT FORM ENGINEERING AGREEMENT was made by Trustee Heern and seconded by Trustee Lamb. On roll call vote, motion passed with all Trustees voting aye. Richard did note in the event the grant is not awarded there will be no engineering charges to the District.
3. 5-0510 & 1-2110 Water Loss Credit:
Office Manager Lintner explained the situation with account 5-0510. The water loss was caused by a break in the service line on the customer side of the meter. The water loss credit requested is $24.38.
MOTION TO ALLOW A WATER LOSS CREDIT TO ACCOUNT 5-0510 IN THE AMOUNT OF $24.38 was made by Trustee Fiorino and seconded by Trustee Howell. On roll call vote, motion passed with all Trustees voting aye.
Office Manager Lintner explained the situation with account 1-2110. The water loss was caused by a break in the service line on the customer side of the meter. The water loss credit requested is $336.70.
MOTION TO ALLOW A WATER LOSS CREDIT TO ACCOUNT 1-2110 IN THE AMOUNT OF $336.70 was made by Trustee Heern and seconded by Trustee Dickson. On roll call vote, motion passed with all Trustees voting aye.
Old Business
1. 5-year Strategic Plan:
This matter will be tabled to Board discussion in August. Water Operator Heidbreder stated that he would do some work on the plan prior to the August meeting. It was noted that the budget needs to be a discussion item for the DIG group.
2. Employee Handbook:
Trustee Lamb made a few changes. Board is okay with the version as delivered.
MOTION TO APPROVE THE EMPLOYEE HANDBOOK AS DELIVERED was made by Trustee Heern and seconded by Trustee Fiorino. On voice vote, motion passed with all Trustees voting aye.
3. Pressure Reducing Station:
Water Operator Heidbreder stated that the work had been completed. Scott Escue did the work.
New Business
1. Review of Chapter 2 Ordinance:
Office Manager Lintner would like some additional time to make sure that the ordinance changes agree with the handbook. The matter is tabled to August for further discussion/adoption.
City of Carbondale Water Supply
1. The master meter from the City to the District has been replaced. Office Manager Lintner has been in touch with officials at the City billing department. She is still unsure as to exactly how the billing is being determined and supplied to the District. She will obtain further explanation and report to the Board.
Monthly Staff and Board Group Reports
1. Office Manager Lintner Report:
Office Manager Lintner presented a written report to the Board and placed of record with the Minutes.
Office Manager Linter reported that the accountant is now all caught up on the financials.
2. WSO Heidbreder Report:
WSO Heidbreder presented a written report to the Board and placed of record with the Minutes.
3. Work Group 1 Ordinances:
See report above under new business.
4. Work Group 2 District Improvement:
Work Group 2 will be meeting at 5:00 August 7, one hour prior to the regular meeting.
5. ROINC Report:
Sage presented a written report to the Board and placed of record with the Minutes.
MOTION TO APPROVE JUNE MONTHLY STAFF AND BOARD GROUP REPORTS was made by Trustee Heern and seconded by Trustee Fiorino. On voice vote, motion passed with all Trustees voting aye.
Monthly Accounting/Financial Reports
1. Office Manager Lintner reported that the financial reports are up to date which includes December 2023 through June 2024.
Board discussion held concerning charges from Bush Construction and the receipt of three months’ worth of charges in one month. It was determined that Bush Construction would be paid for the April charges this month, the May charges will be paid in August and the June charges will be paid in September.
2. Financial Report December 2023-March 2024:
Sage will send a written report to Attorney Twomey for inclusion with the minutes. See attached.
3. 125% Report:
The District position will be covered with the Scott Hickam report.
MOTION TO APPROVE THE MONTHLY ACCOUNTING/FINANCIAL REPORTS was made by Trustee Heern and seconded by Trustee Fiorino. On roll call vote, motion passed with all Trustees voting aye.
PAYMENT OF BILLS
1. A revised list of bills was presented to the Board for payment. A copy of the revised bills paid is attached to the minutes.
MOTION TO APPROVE PAYMENT OF REVISED BILLS was made by Trustee Lamb and seconded by Trustee Fiorino. On roll call vote, motion passed with all Trustees voting aye.
Additional Trustee Comments or Questions
1. Trustee Heern noted that he has been working on the insurance renewal for the District. He will report to the Board in August.
Executive Session
1. None.
Motion for Adjournment
MOTION TO ADJOURN MEETING was made by Trustee Lamb and seconded by Trustee Fiorino. On voice vote, motion passed with all Trustees voting aye. Meeting adjourned at 8:36 p.m.