Meeting Minutes of August 8, 1989

The meeting was called to order at 7:01 pm by Chairman Walter Brieschke. The roll was called. Present were Mr. William Hardenbergh, Mrs. Fran Voss, Mr. Vern Cornell Mr. Richard Parrish, Mr. Douglas Mayer, and Mr. Walter Brieschke. Miss Phoebe Cox was absent. Employees present were Mrs. Becky Roberts and Mr. Walter Butler.

Minutes of the July 11, 1989 meeting were approved as submitted.

Customer Requests: Mr. Vern Cornell requested that the late fee be waived for his tap #82. He was advised of the right to an executive session for discussion of his personal affairs. Mr. Cornell waived his right to an executive session to hear his complaint. He submitted the following written statement and asked that it be entered into the minutes. “Whereas I have always paid my water bill at the regular monthly meeting, and whereas I have always paid cash because I have not had a checking account, and whereas it would have been an inconvenience and unnecessary expense to have purchased a money order and mailed in the payment, and whereas no effort was made to accommodate for the attempted payment in the treasurer’s absence, such as granting an extension, and whereas my cash payment was refused by the Chairman, forcing payment to be late, and whereas I was not informed that the treasurer would not be at the rescheduled meeting, and whereas I did not intend on making a late payment but was fully informed in advance as to be able to make an early payment, I hereby request that BPWD board consider all extenuating circumstances and grant a waiver of all late fees resulting from such late payment of my June water bill.” Mrs. Voss made a motion to deny this request and Mr. Mayer seconded the motion. Roll call vote: Mr. Mayer – yes, Mr. Hardenbergh – yes, Mr. Cornell – abstain, Mrs. Boss – yes, Mr. Parrish – yes, Mr. Brieschke – yes. Motion passed – request denied.

Customer Requests: Mrs. Kim Forby – tap #172, submitted a written request for a payment plan on a $424.01 water bill. Mr. Mayer moved that the Board of Trustees grant a variance, for the convenience of the customer, to Chapter 5, Section 5.01 (Fees) of the Revised Ordinances as follows: Regarding Water Service Connection Number 172, it is agreed that Kenneth & Kim Forby are to pay $124.01 as a down payment which is 25% of the total $424.01 owed, which is in arrears. The remaining $300.00 is to be paid in 6 equal monthly installments at $50.00 each, until the arrearage is paid in full. No additional late payment penalties will accrue under this agreement. In addition the monthly water bill is to be paid on time in accordance with existing ordinances. Payment in full at any time is acceptable. Cancellation of this agreement will result if at any time the terms of this agreement are not complied with. One copy of this agreement will be sent to the customer above named, and one is to be placed in the customer’s file. Seconded by Trustee Voss. Roll call vote: Mr. Mayer – yes, Mr. Hardenbergh – yes, Mr. Cornell – no, Mrs. Voss – yes, Mr. Parrish – yes, Mr. Brieschke – yes. Motion passed.

Customer Requests: Mrs. Eva Wheetley – tap #145, had requested by letter to become a single unit on July 1, 1989, due to a fire and subsequent removal of her mobile home. On or about August 5, 1989, another trailer was moved onto her lot. She has not yet notified the district. Mr. Brieschke is to draft a letter stating that this is a violation of the ordinances and a separate tap is required for this new mobile home.

Customer Requests: Ms. Gloria Lee – tap #55 has requested by phone, a waiver of the $7.50 a month minimum charge on her rental house until a new septic system is installed and she is able to rent it again. There being no motion to waive the ordinance the request is denied.

Customer Requests: Mr. Butler requested that a stairway of railroad ties be constructed up the bank by tap #9 for easier access for meter reading purposes. There being no objection from Trustees, a work order will be issued. Mr. James Heern, Trustee for the estate, was contacted by phone with no objection.

Customer Requests: Regarding Mr. Dewey Gibson’s request of last month for an additional tap without an additional tap fee, Mr. Brieschke researched and submitted the following new proposed tap fee ordinance. “All Water Service Connection tap on fees will be composed of the following: 1) Cost of all materials necessary to make a Water Service Connection, 2) Cost of all labor to install a new water service connection, 3) Cost of inspection of a new water service connection installation, 4) Cost of making a water service connection location map 5) Twenty (20%) percent will be added to the above costs (this will cover administrative expenses involved). A deposit of $500.00 shall be paid at the time of making application for a new water service connection. Said deposit is to be applied toward the total cost consisting the above listed components. In the event the total cost exceeds the deposit said difference shall be billed to the customer. The customer is expected to pay the amount owed no later than 30 days from receipt of the bill unless written arrangements are approved by the Board of Trustees. In the event the total cost is less than the Deposit, the difference shall be refunded to the customer.” Preliminary approval was moved by Mr. Hardenbergh and seconded by Mr. Parrish. All in favor voice vote. Our attorney will review the proposal before it is submitted to the Trustees for final action.

The Secretary/Treasurer Report was read and accepted.

The Financial Report was read and accepted.

Payment of Bills: The bills were presented in the amount of $7,435.11. Mr. Hardenbergh made a motion to pay the bills as submitted and Mrs. Voss seconded the motion. Roll call vote: Mr. Mayer – yes, Mr. Hardenbergh – yes, Mr. Cornell – no, Mrs. Voss – yes, Mr. Parrish – yes, Mr. Brieschke – yes. Motion passed.

Insurance coverage on lightening strike: The insurance adjuster said BPWD was not covered, but Cherry says we are. Therefore we are in an “appeal process” with the lightening strike insurance.

Water Supply Operator report: Mr. Butler reported that the radio parts are in and Roy Walker Communications will install them as soon as possible. A timer witch was installed at the pump station and is saving a trip a day since the radio is not working. Mr. Butler announced that Mr. Jon Lamm of the IEPA Regional Office in Marion made the Bi-Annual inspection of the District. Mr. Lamm suggested that BPWD go into customer’s private homes if  no response was received after 3 or 4 attempts to get a response from a questionnaire for BPWD’s reference. Mr. Butler is to contact Mr. Bill O’Connell for IRWA assistance in repairing hydrants #4 and #7 next week.

Status of Mr. Danny Williams damage to Pump Station: Mr. Brieschke and our attorney were in court on Tuesday, August 8, 1989. Judge Watt ordered that Makanda Township submit a bill of particulars and the legal theory for the basis of their suit by August 28, 1989. A court date was set for September 12, 1989. Our attorney suggested that when the court dispute is settled, potential customers requesting a tap within the township boundaries, be required to obtain and be responsible for ALL permits required by Makanda Township for the installation of the tap.

SHWD Dispute: No further communication received at this time.

Village of Makanda: Ms. Simpson is to come forth with a counter proposal to the request of a meeting. No communication has been received yet.

A general discussion concerning voting procedures and other rules governing Trustees meeting took place. Roberts Rules of Order were mentioned. Questions were asked about prior rules for the conduct of meetings. The Trustees has thus far declined to devise formal rules. In any event, it was pointed out, that such rules would have to be formalized inordinance form if they were to be binding. Several suggestions were put forth. No motions were submitted for entry to the record. This subject was dropped since NO Trustee requested further docketing of this concern on future agendas.

Budget Committee: Mr. Brieschke appointed Mr. Parrish, Mrs. Voss, Mr. Brieschke, Mrs. Roberts for the Budget Committee. They will try to meet before the next meeting.

The monthly meeting adjourned by motion of Mr. Hardenbergh and seconded by Mrs. Voss. Voice vote – all yes. Meeting adjourned at 8:16 pm.