Meeting Minutes of August 12, 1991

The meeting was called to order at 7:00 pm by Chairman Douglas Mayer. The roll was called. Present were Mrs. Frances Youngblood, Ms. Cathie Hutcheson, Mr. Maurice Betts, Mr. Richard Jumps, Mr. Richard Parrish, and Mr. Douglas Mayer. Mr. Arthur Vincent was absent. Employees present were Mrs. Becky Roberts and Mr. Walter Butler.

People attending: Lets Get Rid of Walter members present were Mr. and Mrs. Danny Williams, Mr. Herbert Stearns, and Mr. Jerry Burton. Other customers present were Mrs. Barbara Barnett.

Minutes of July 8, 1991 meeting were submitted for approval. The minutes stand approved as submitted.

Customer Requests: Mr. Jerry Burton had 2 requests. He paid by check the remaining tap fee bill of $248.53, and wanted to discuss the bill further. He handed each Trustee a copy of the bill. He did not agree with the amount of the bill. He stated that the cost of the easement was not the same as the one that he had gotten elsewhere. He questioned the amount of rock that was placed at the jobsite, the cost of the labor and the administrative expenses. (The administrative expenses are specified and identified in the ordinance.) Mr. Burton stated that he has paid the bill and there will be no court action but he does not agree with this. Mr. Mayer stated that for one customer recently, the tap fee was over $1,100.00.

Mr. Burton then handed out a list of records that he stated were received from BPWD’s attorney, regarding Freedom of Information. Mr. Burton does not agree with the list of exemptions. Mr. Parrish stated that all the Board can do is to rely on the Attorney’s opinion, but that the exempt documents can be made available if customer names and tap numbers are masked.

Mr. Burton again asked about the bill he had received. Mr. Butler explained how many hours it took. Mr. Betts asked about the price of meter parts. He was informed that costs are passed onto customers from BPWD’s suppliers. The easement charge was again questioned. It was stated that Mr. Hunter requested an easement. The Administrative expenses were questioned again and for the 3^rd time. Mr. Parrish volunteered to look over the bill and to consider possible changes in the percent of the administrative costs and to write a new ordinance. Mr. Burton persisted in questioning Mr. Butler’s charges for labor. The Chairman stated that Mr. Butler has done a fine job for the Water District and that he did not appreciate him questioning Mr. Butler’s integrity. Mr. Burton stated that he would continue to question him and the Chairman until he decided to when to quit this line of questioning.

Customer Requests: Tap 186A was installed and the total bill was for $1,159.09. The customer paid the $500.00 tap fee deposit and the remaining is $659.09. The customer made the request to pay $50 per month until the bill is paid in full. Mr. Parrish made a motion to require a downpayment of $159.09 to bring the total owed to $500 and then to pay $50 a month for 10 months or to make 10 equal payments of $65.91, per existing policy and partial payment form. Ms. Hutcheson seconded the motion. Roll call vote: Ms. Hutcheson – yes, Mrs. Youngblood – yes, Mr. Jumps – yes, Mr. Betts – yes, Mr. Parrish – yes, Mr. Mayer – yes. There being 6 yes and 0 no vote, the motion passes. The customer will be notified of the 2 choices of payment and sent the form for his records.

Customer Requests: Mrs. Barbara Barnett asked to address the Board. She had heard that a tape was sent to the boss of Mr. Jerry Burton, Let’s GROW Coordinator, of one the BPWD’s meetings. She asked whether this is sent as a matter of policy or was this sent time one time? Mr. Mayer stated that the Board Minutes are made available upon request to anyone. Mr. Butler stated that no tape was sent, but he had met with Mr. Burton’s boss to discuss the accusations that Mr. Burton has been making about the Water District and its employees. He had given Mr. Burton’s boss a copy of a transcript of the meeting, because he was concerned that Mr. Burton was mis-using his position as a State Police Investigator. Mr. Butler stated that Mr. Burton is going beyond customer interests into harassment. Mr. Butler stated that he met with Mr. Burton’s boss on his own, and the Board did not send him. Ms. Hutcheson stated that Mr. Butler went to Mr. Burton’s boss to ask him if he was under investigation by the State Police.

Mr. Danny Williams asked about the payment plan that was offered to tap #186A, if this was set a precedent or what. Mr. Mayer stated that this has been available to anyone that asks for it since September 1986. Mr. Burton interrupted stating that this same payment plan was offered to him on his bill.

The Secretary/Treasurer report was read and accepted.

The Financial Report was read and accepted. Mr. Parrish stated that the 3 Certificates that are coming due should be placed in 6 month terms because the interest rates are so low. Mr. Betts made a motion to renew Escrow Acct, Reserve 1 Acct, and Reserve 4 Acct in 6 month terms at the highest available rate. Mr. Parrish seconded the motion. Roll call vote: Ms. Hutcheson – yes, Mrs. Youngblood – yes, Mr. Jumps – yes, Mr. Betts – yes, Mr. Parrish – yes, Mr. Mayer – yes. There being 6 yes and 0 no votes, the motion passed.

Water Supply Operator Report: Mr. Butler reported that 3 new taps were installed this month. There is now 268 taps. Mr. Betts asked about the inventory report that is called for in the ordinances by the employees. Mr. Mayer stated that Ron Manis, CPA, is still working on this and he will be contacted again on the progress.

Lets Grow request for copies of all financial records status: They have not accepted Trustee Youngblood’s offer of January 1991 to assist in the viewing of the financial records: Mr. Burton quested again if the list is what the Board is going to go by, then he knows that he has to deal with. Mr. Mayer is going to recheck the list and review it further with BPWD Attorney.

Board Member Manual: A decision needs to be made whether to purchase them at $15.00 a piece or not. Mr. Betts made a motion to not buy any, and Mr. Jumps seconded the motion. A voice vote was made. There being 6 yes and 0 no votes, the motion passed.

Mr. Betts asked since Mr. Burton’s tap was installed in December of 1990, why is he just not receiving his final bill? The Chairman stated that there were several hold ups on this one, but the main holdup was BPWD was waiting to receive final written approval from the Makanda Township Road Commissioner. As soon as this was received, the bill was sent out.

Audit: Mr. Parrish made a motion to accept the audit. Mr. Betts had a question on something that the auditor stated that he did not receive. Mr. Betts could not remember what it was. It was looked up and decided Mr. Betts was referring to the inventory, which the auditor is still working on. Mrs. Youngblood seconded the motion. Roll call vote: Ms. Hutcheson – yes, Mrs. Youngblood – yes, Mr. Jumps – yes, Mr. Betts – yes, Mr. Parrish –  yes, Mr. Mayer – yes. There being 6 yes and 0 no votes, the motion passed.

JULIE: As discussed the past several months it is required by law to join this. Mr. Parrish made a motion to enter an agreement to participate in thee JULIE System as required by statute and to be prepared to receive and pay bills for services as they pertain to BPWD. Mrs. Youngblood seconded the motion. Roll call vote: Ms. Hutcheson – yes, Mrs. Youngblood – yes, Mr. Jumps – yes, Mr. Betts – yes, Mr. Parrish – yes, Mr. Mayer – yes. There being 6 yes and 0 no votes, the motion passed.

Engineer: Mr. Mayer stated that he has received information on this, but that he would like to table this until next month.

SHWD vs BPWD: BPWD’s attorney has received information from SHWD concerning the information request. She is now asking to be allowed by the Board to hire additional help to analyze the financial data. It was decided that Mr. Mayer and Mr. Parrish meet with her to go over what has been received before someone else is hired.

IEPA New Requirements: New lead and copper requirements have become final and were published in the Federal Register on June 7, 1991. These regulations apply to all water supplies including those that purchase water from another supply. By 1993, BPWD will be required to select 20 sites to sample. Half of the samples must be collected from sources which have copper pipes joined with lead solder or lead pipes within a structure and half from structures which have lead service lines. Sampling sites must be submitted to IEPA no later than October 1, 1991. Mr. Parrish recommended that we add a place on the tap application where new customers can certify whether lead pipes or copper with lead solder is in the home. He will review the application and come up with a suggestion.

IEPA sent a letter stating that all water districts inform them whether or not asbestos-cement pipes have been installed in the district or not. BPWD’s records show we have not used this type of pipe. IEPA will be informed of this by the deadline of 9/1/91.

Crackers Neck Street: This street in downtown Makanda has been closed for many years. A BPWD main runs underneath the street. The Village of Makanda is to propose a referendum in 1992 to either fix the street so the road can reopen or to abandon it completely. Erosion is beginning to expose the main. Eventually BPWD is going to have to do something with this water line. Options being possibly going up Heern Street requiring another pressure station or going deep enough under the creek.

On Baptist Hill a valve was covered with cold patch. Mr. Mayer has talked with some of the Village Board Members and they will be discussing this also.

Last Fall while the Village of Makanda had some ditches cleaned out, one of BPWD’s line on Church Street, is now only 3 or 4 inches deep, endangering service to a customer. The expense of repairing this should not be the sole responsibility of BPWD or the customer. Mr. James McEvers has been contacted. The possibility of the Water District and the Village splitting the cost was discussed.

Ms. Hutcheson moved to go into Executive Session in accordance with the Illinois Open Meeting Act IRS 102, Sec 41 etc. in order to discuss and talk with the candidate that has been nominated for the meter reader position (para 42,sec.2 (a) at 9:00 pm on August 12, 1991. Mr. Parrish seconded the motion. Roll call vote: Ms. Hutcheson – yes, Mrs. Youngblood – yes, Mr. Jumps – yes, Mr. Betts – yes, Mr. Parrish – yes, Mr. Mayer – yes. There being 6 yes and 0 no votes, the motion passed.

Mr. Parrish moved to return to regular open session, with Mr. Jumps seconding the motion. Roll call vote: Ms. Hutcheson – yes, Mrs. Youngblood – yes, Mr. Jumps – yes, Mr. Betts – yes, Mr. Parrish – yes, Mr. Mayer – yes. Motion passed with 6 yes and 0 no votes at 9:05 pm.

For the record, no action was taken during executive session on the hiring of the meter reader.

Mr. Mayer asked that the Board ratify the nomination of Mr. Ron Lada as the new meter reader. Mr. Parrish made a motion to ratify the appointment of Mr. Ron Lada and Ms. Hutcheson seconded the motion. Roll call vote: Ms. Hutcheson – yes, Mrs. Youngblood – yes, Mr. Jumps – yes, Mr. Betts – yes, Mr. Parrish – yes, Mr. Mayer – yes. There being 6 yes and 0 no votes, the motion passed.

The monthly meeting adjourned by motion of Mr. Parrish and seconded by Ms. Hutcheson. Voice vote all in favor yes. Meeting adjourned at 9:07 pm