Meeting Minutes of December 11, 2007
Chairman Daniel Cook called the meeting to order at 7:00pm. A roll call was taken and present were: Chairman Daniel Cook, Vice Chairman Joseph Burrow, Secretary/Treasurer Mike Williamsen, District Secretary Karen Dunn, and Trustees Jenny Jaros, Mike Starling and Debbie Wheetley. Absent were Trustees Tammy Davis, Steve Williams, and Water Supply Operator Ron Lada.
Visitors in attendance were Mrs. Pat Hoke, District Attorney; Mr. Danny Williams, DD Williams Construction Company; and Ms. Lynne Kada, sister of the Secretary/Treasurer.
The meeting opened by reviewing the minutes from the November 2007 meeting. A motion was made by Mrs. Wheetley to accept the minutes as presented. Seconded by Vice Chairman Burrow and with 4 yes and 0 no votes, the minutes were approved.
The Board did not address the visitor at this time as was indicated on the agenda.
An invitation was extended to members of the Board from J. Brooks Venable, Edward Jones Investment, to a Holiday Open House Luncheon.
Next, a letter from the IRWA related to District 8 Delegation was reviewed and discussed. It was decided that no action be taken at this time due to lack of interest.
At this time, Chairman Cook addressed the visitor, Danny Williams. Mr. Williams inquired regarding the Boards’ decision to allow his company to move a water line parallel to South Poplar Camp Road. The need for drawings was discussed. Chairman Cook indicated that the proposed work falls under the present contract with LD Bush Construction INC. Attorney, Pat Hoke, noted that there was an understanding that when the contract was originally signed that LD Bush services are exclusive to the Buncombe PWD unless LD Bush is unable to perform the work, regardless of the cost of the project.
It was explained to Mr. Williams that at such time when his excavation project calls for the relocation of the water lines, LD Bush Construction INC shall be called to complete the relocation of the District lines at the expense of the customer requesting the service. Mr. Williams indicated that the project was “dead in the water” as it would not be feasible for him to pay the additional costs.
Further discussion addressed the need for engineered drawings showing specifications to be reviewed by the District Engineer for any project that invoices District property and/or easements.
Old Business related to the compliance with District Ordinance 3.30 Chairman Term and Duties was not addressed at this time as it was indicated on the agenda.
The revision to the District Ordinances related to Qualifications of the members of the Board of Trustees as prepared and presented by Mrs. Hoke was readdressed and discussed. A motion was made by Mrs. Wheetley to implement the revision as presented; seconded by Mr. Starling and with 4 yes and 0 no votes, the motion carried.
Under the order of new business, the Schedule of Regular Meetings for 2008 was presented. A motion was made by Mrs. Wheetley to accept the schedule as presented; seconded by Mr. Starling and with 4 yes and 0 no votes, the motion carried.
Next on the agenda was the 2008 Budget along with a detailed justification of each line item. Also, consideration was given to the need for a rate increase. Secretary/Treasurer Williamsen presented and explained his proposed budget in detail. It was noted by Mrs. Hoke that the Federal rate for mileage reimbursement was increasing from .485 per mile to .505 effective January 1, 2008. Also discussed was to continue with rate increase schedule as has been practiced in the past and was recommended by the District Annual Audit. After careful review and discussion, a motion was made by Mrs. Wheetley to accept the 2008 Budget as presented; seconded by Vice Chairman Burrow and with 4 yes and 0 no votes, the motion was approved.
Next, Mr. Starling made a motion to increase the water rates by 2.5% to the following: Minimum usage of “0” gallons at $11.56 flat rate, first 1 to 1,000 gallons at $14.71 flat rate; and above 1,000 gallons to be at $11.56 per 1,000 gallons prorates, effective January 2008 water billing; seconded by Vice Chairman Burrow and with 4 yes and 0 no votes, the motion was approved.
After discussion of Employee Christmas Bonuses for 2007, a motion was made by Mr. Starling to extend to each employee a Christmas Bonus in the amount of $250.00; seconded by Vice Chairman Burrow and with 4 yes and 0 no votes, the motion carried.
No South Highway Water District related business.
Financials for October 2007 were reviewed by members of the Board. Secretary/Treasurer Williamsen indicated that a meeting was arranged with the Kemper CPA Group for tomorrow, December 12, to review the chart of accounts and to discuss more time efficient accounting practices.
Chairman Cook, at this time, re-addressed Ordinance 3.30 Chairman Terms and Duties. Previously it was noted that Chairman Cook’s service as Chairman to the BPWD Board had exceeded the allowed limit of terms as outlined by the Ordinance. In complying with the District Ordinances and maintaining the integrity of the Board, Daniel Cook resigned from his position as Chairman effective at the end of the meeting. Chairman Cook then opened the floor to nominations for his replacement. Vice Chairman Burrow made a motion to nominate Mike Starling to fill the vacancy of the Chairman position beginning at the January 2008 meeting. Mr. Starling accepted the nomination. Mrs. Wheetley seconded the motion and with 4 yes and 0 no votes, the motion carried.
The Secretary/Treasurer Report was presented by Secretary/Treasurer Williamsen along with the Accounts Payable Report detailing bills for payment in December. Mr. Williamsen noted that expenses include a bond payment to Capmark which for both principal and interest in the amount of $12,350.00. After review and discussion, a motion was made by Mr. Starling to transfer the funds in the amount of $12,350.00 from the Debt Service Account to the Operations/Maintenance Account to cover the bond payment; seconded by Vice Chairman Burrow and with 4 yes and 0 no votes, the motion carried.
The Water Supply Operator Report was reviewed in the absence of Ron Lada.
Secretary/Treasurer Williamsen took this opportunity to thank Daniel Cook for his service to the Water District and the community. Vice Chairman Burrow indicated his agreement with Mr. Williamsen’s sentiments and noted that Mr. Cook was “one in a million”.
There was no move for executive session.
There being no further business, a motion was made for adjournment. A voice count was taken and with 4 yes and 0 no votes, the meeting adjourned.