Meeting Minutes of December 14, 1992

The meeting was called to order at 7:00 pm by Chairman Richard Jumps. The roll was called. Present were Trustees Mr. Maurice Betts, Mr. Jerry Burton, Mr. Stanley Hollister, Ms. Cathie Hutcheson, Mr. Richard Jumps, Mr. Arthur Vincent, and Mrs. Frances Youngblood. Employees present were Mrs. Becky Roberts and Mr. Ron Lada.

People attending: Lets Get Rid of Walter Members present were Mr. Herbert Stearsn. Buncombe Water District Attorney, Ms. Sheila Simon was also present.

Minutes of the November 9, 1992 meeting were submitted for approval. There being no corrections or additions the minutes stand approved.

SHWD v BPWD Dispute: Ms. Simon was present to discuss and bring the Board up to date on the SHWD Dispute. The calculations from Bill Broom was given to the Board at the last Board meeting showing their figures at 26,000.00 that they owe BPWD> Ms. Simon had a law clerk at her office to go over these calculations. Because some of the figures were grouped together for 2 years, the calculations could not be followed easily. Ms. Simon did find a letter from SHWD’s arbitrator and that figure was $30,000. Ms. Simon stated that she thinks that is a low figure. The status of the case is that there is a status hearing on December 18, 1992. The issue before the court right now is the appointment of another 3^rd arbitrator to consider any revisions, clarification, or modifications to the arbitration award. SHWD has asked for this right after the arbitration was awarded in BPWD’s favor. Ms. Simon stated that the law is clear that an arbitration panel can only clarify if it needed clarification or can only change something if there was a mistake. Neither of these are the case, Bill Broom is asking for consideration of new items and other things they did not consider the first time around. Bill Broom has told Ms. Simon that as soon as BPWD starts the process of forcing the order, that SHWD will appeal it as far as they can, even to the Illinois Supreme Court if necessary. Ms. Simon said that it would be beneficial to try and negotiate a settlement with SHWD, but at the same to affirm the arbitration was awarded. She asked the Board for heir decision as what to do next. Mr. Betts didn’t see the need to pay for another arbitrator. He also stated that when he wen through the formula, he came out with the figure of $97,000 that SHWD owes BPWD> Ms. Hutcheson said that the Board should ask the Court to validate the arbitration award first and BPWD to hold off on any negotiations for now. Mr. Betts asked Ms. Simon if she thought the figures that has been supplied by SHWD, if they were accurate or not? She suggested that a CPA should be hired to go over the records that has been submitted by SHWD to see if anything further would be required to complete the formula. Mr. Betts made a motion to give Ms. Simon permission to the appointed and to file a motion to deny SHWD’s request for a 3^rd arbitrator to be appointed and to file a motion to get validation on the present arbitration award as it stands. Mr. Burton seconded the motion. A roll call vote was taken: Ms. Hutcheson – yes, Mrs. Youngblood – yes, Mr. Burton – yes, Mr. Betts – yes, Mr. Vincent – yes, Mr. Hollister – yes, Mr. Jumps – yes. There being 7 yes and 0 no votes, the motion passes. Ms. Simon asked about negotiating, and the Board responded that they wanted to wait until they see about the motions that are to be filed.

Ordinance XX: Ms. Simon sent a copy of revision to put the annual inventory to be due by the employees at the same time as is the annual audit. All Trustees had a copy to review at the meeting. Mr. Betts made a motion to accept Ordinance XX as an amendment to Ordinance IX as submitted by Ms. Simon to be placed with our book of Ordinances. Mr. Jumps seconded the motion. A roll call vote was taken: Ms. Hutcheson – yes, Mrs. Youngblood – yes, Mr. Betts – yes, Mr. Burton – yes, Mr. Vincent – yes, Mr. Hollister – yes, Mr. Jumps – yes. There being 6 yes and 0 no votes, the motion passes.

Communications for November 1992:

1. A packet from IEPA on testing was received.
2. A letter from Charles Hines Office, representing Mr. Jack Allen requesting a copy of the current water bill, user contract and a lien that has been filed by the Water District. He has been supplied these copies and no response has been received. This will be tabled until a response is received.
3. A proposal from Kemper CPA Group to perform the audit for 1992 for the amount of $2,400.00. It was discussed if this would cover the actual audit, inventory, and the monthly accounting. It was stated that the inventory is not needed because the employees will be submitting this. The monthly accounting has not been discussed with Mr. Schmidt, so this would not be included in this figure. Mr. Schmidt needs to be asked to send a proposal to do the monthly accounting also. Mr. Burton said that they should submit a breakdown on what this $2,400 would cover. Ms. Hutcheson made a motion to authorize Mr. Jumps to talk with Mr. Schmidt to not include the inventory in his price and accept if it is no more than $1,800, and that Mr. Jumps asks Mr. Schmidt to submit a price for doing the monthly accounting. Mrs. Youngblood seconded motion. A roll call vote: Mrs. Youngblood – yes, Ms. Hutcheson – yes, Mr. Burton – yes, Mr. Betts – yes, Mr. Vincent – yes, Mr. Hollister – yes, Mr. Jumps – yes. There being 7 yes and 0 no votes, the motion passes. If the price cannot be lowered, a special meeting will need to be called.

Customer Requests: Jacobini Line Extension: The tap needs to be sealed at the corp stop still has not been completed, but Bob Eaton from Asaturian and Eaton told Mrs. Roberts that Mr. Bush will do it. We still do not have the final costs on the line extension either.

Customer Requests: Barbara Schwartz: Past due bill left form renter has been paid in full by Mrs. Schwartz. The tap for the trailer has been installed. When the tap was being installed, the water main was not located for several hours so it took much longer to install the tap. A private electric line was also cut in the process. This was discussed and Ms. Hutcheson made a motion not to charge the customer for the time spent digging for the main and Mrs. Youngblood seconded the motion. A roll call vote was taken: Mrs. Youngblood – yes, Ms. Hutcheson – yes, Mr. Burton – yes, Mr. Betts – yes, Mr. Vincent – yes, Mr. Hollister – yes, Mr. Jumps – yes. There being 7 yes and 0 no votes, the motion passes.

Customer Requests: Don Paige Line Extension: This is being installed now. The Board voted last month to supply the contractor with 10 check valves for this extension. When getting them together, Mr. Lada saw that we didn’t have enough ¾” ones, that they were ½” ones. These will need to be switched for 3/4” ones from Hoe Supply.

Customer Requests: Mr. Tom Dilley has had a multi-unit tap. This has not been in use for several years. Mr. Dilley has unhooked one trailer and copped off the service line to it. Mr. Lada has inspected this and has been that the one trailer is not hooked up any longer and that the trailer will be moved out. Mr. Dilley is requesting that he be considered a single unit from now on. The Board agreed to change him from a multi-until to a single unit and that if he ever moves another dwelling unit in, that a new tap will have to be installed at the present tap fee at that time.

Mr. Hollister stated that in changing out meters, that a check valve device could not be installed without digging up the whole meter well. Mr. Betts said that there are new ones that can be put on without digging up the whole meter well. Mr. Hollister suggested that the meter changeout program that was started a few years ago, be started again by changing out meters that are older than 12 years. It is recommended to do so, because it has been said that the meters do not register as much water as actually goes through them after that amount of time. Mr. Burton stated that he saw no need to do this as long as the meter was working and function correctly.

Customer Requests: Mr. Vincent stated that his son has a meter installed in 1988 and he was of the understanding that when the bore was done under the road for this tap, that 2 lines of copper were put under the road to use for a tap for his daughter at a later date to save on another road bore. Mr. Lada has talked with Mr. Butler and he told Mr. Lada that there was not enough room for 2 lines of copper in the bore therefore only one line was put under the road. Mr. Vincent asked what the Board would do for him in this situation. Mrs. Roberts will go through the minutes and Mr. Lada will go and dig down to see if there might be a second line under the road. No motion were made at this time until the minutes and site is checked.

Secretary/Treasurer Report was read and accepted. The water loss is getting higher. Mr. Lada will need to do a late night check when most customers are not using water. Mr. Betts and Mr. Hollister volunteered to help if needed.

The financial report was read and accepted.

Payment of the Bills: The bills were presented in the amount of $5,882.84. Ms. Hutcheson made a motion to pay the bills as submitted and Mr. Betts seconded the motion. A roll call vote was taken: Mrs. Youngblood – yes, Ms. Hutcheson – yes, Mr. Burton – yes, Mr. Betts – yes, Mr. Vincent – yes, Mr. Hollister – yes, Mr. Jumps – yes. There being 7 yes and 0 no votes, the motion passes.

Water Supply Operator Report: Mr. Lada reviewed the monthly work orders. He met Harco at the WST for them to service the cathodic protection device. Mr. Lada has started an inventory of parts and tools. He will display this for the Board members after he has it finished.

Lead surveys received from customers: Ms. Hutcheson recommended that the Chairman should go through the surveys and pick which ones should be chosen. All was in agreement.

New schedule of meetings for 1993 for approval and publication. The new schedule was submitted for approval was as follows: January 11, February 8, March 8, April 12, May 10, June 14, July 12, August 9, September 13, October 12, November 8, December 13, 1993. Mr. Betts made a motion to accept the motion to accept the schedule as submitted and Mr. Vincent seconded the motion. A roll call was vote was taken: Mrs. Youngblood – yes, Ms. Hutcheson – yes, Mr. Burton – yes, Mr. Betts – yes, Mr. Vicent – yes, Mr. Hollister – yes, Mr. Jumps – yes. There being 7 yes and 0 no votes, the motion passes. Mrs. Roberts will publish this in the Southern Illinoisan this week.

Tradition of suspending non-payment shut-offs for the holidays: Mrs. Youngblood made a motion for no shut-offs during the holidays and Ms. Hutcheson seconded the motion. A voice vote was taken with all in favor.

Mr. Betts made a motion that Buncombe Public Water District give each employee a $100 Christmas bonus and it wo be given to them before Christmas and Mr. Hollister seconded the motion. Mr. Burton asked if this was a reasonable bonus considering the Budget of the Water District. The discussion was that it was a reasonable bonus. A roll call vote was taken: Mrs. Youngblood – yes, Ms. Hutcheson – yes, Mr. Betts – yes, Mr. Burton – yes, Mr. Vincent – yes, Mr. Hollister – yes, Mr. Jumps – yes. There being 7 yes and 0 no votes, the motion passes.

The monthly meeting adjourned by motion of Ms. Hutcheson and seconded by Mr. Betts. Voice vote – all yes. Meeting adjourned at 9:06 pm.