Meeting Minutes of February 10, 1987

The meeting was called to order at 7:02 pm by Chairman Walter Brieschke. The roll was called. Present were Mrs. Fran Voss, Miss Phoebe Cox, Mr. Douglas Mayer, Mr. William Hardenbergh, and Mr. Walter Brieschke. Mr. Vern Cornell and Mr. Richard Parrish were absent. Employees present were Mrs. Becky Roberts and Mr. Mike Huskey.

The minutes of January 13, 1987 meeting were approved as submitted.

Customer requests: Mr. Raymond Stotlar and Mr. Reggie Keith were present representing Delyteful Acres. Mr. Stotlar has given Mrs. Roberts a check in the amount of $489.58 for the water bill due to the leak in the new line extension, to hold until the meeting so the water could be turned on for Mr. Reggie Keith. Mr. Stotlar proposed to trade their second tap for the $489.58.

Mrs. Fran Voss made a motion to except Mr. Stotlar proposal to trade the $489.58 water bill owed for the second customer connection that was originally in the agreement for the new line extension, in lieu of payment. Mr. William Hardenbergh seconded the motion. Roll call vote was taken: Mr. Hardenbergh – yes, Mrs. Voss – yes, Miss Cox – yes, Mr. Mayer – yes, Mr. Brieschke – yes. The motion passed. Mr. Brieschke returned the check to Mr. Stotlar for $489.58. A letter confirming the agreement will be sent to Mr. Stotlar.

Customer Requests: Mr. Bill Wheetley has been sent a bill for $763.80 for removal and relocation of tap #150. He has 30 days to pay it and if payment has not been received another 30 day notice will be sent in order to provide ample opportunity for payment in accordance with attorney instructions.

The Secretary/Treasurer report was read and accepted.

The Financial Report was read and accepted. Mr. Brieschke made a motion to reinvest Reserve #1 Certificate for 18 months and to add funds that will bring the face value to an even $10,000.00. Mrs. Voss seconded the motion. Roll call vote was taken: Mrs. Voss – yes, Miss Cox – yes, Mr. Mayer – yes, Mr. Hardenbergh – yes, Mr. Brieschke – yes. Motion passed.

Interest for the certificates for 1986 are as follows: Depreciation #1 – $828.37, Depreciation #2 – $371.28, Depreciation #3 – $243.32, and Reserve #1 – $952.17, with a total of $2,395.13.

Payment of Bills: The bills were presented in the amount of $4,233.46. Mrs. Voss made a motion to pay the bills and Mr. Mayer seconded the motion. Roll call vote: Mrs. Voss – yes, Miss Cox – yes, Mr. Mayer – yes, Mr. Hardenbergh – yes, Mr. Brieschke – yes. Motion passed.

The Water Supply Operator report was not submitted by Mr. Huskey. The water loss was high and Mr. Huskey is to check on some seeping meters. Also dirt was removed near tap #172 for a culvert by the Village, 25 inches of dirt remain covering the water main.

Computer aided management: Mr. Brieschke reports: In the process of implementing computer aided management of the district several interesting things came to light. In May 1982 the Trustees decided to have Mr. Don Morgan, CPA, convert our General Ledger functions to his computer in order to check all financial transactions by a third party. This cost was then estimated at $200 to $300 per month. BPWD is paying $100/mo. I asked Mrs. Roberts for all the materials which were sent to Mr. Morgan. Upon viewing this material it became evident immediately that BPWD was receiving much more than a general ledger.  In fact, BPWD received each month a Compilation Report of approximately 20 pages in length. This report presents financial data for ALL transactions of BPWD (for each account as well as the General Ledger) including an Operations and Maintenance Consolidated Report. These show Period to Date and Year to Date figures for Actual, Budget, Variance Percent as well as totals. The Year End (December) reports starting in 1982 O&M and Consolidated reports has been distributed to Trustees at this meeting. Mrs. Robers assumed the Trustees knew about this since she was trained in her duties by Mrs. Forby. The problems I have is that this is another instance where the employees are engaged in activities which are unknown to the Trustees – in this instance it was a pleasant and welcomed surprise. Further work and development is needed on BPWD financial management. The statement appearing in the Compilation Report “Management has elected to omit substantially all of the disclosures required by generally accepted accounting principles” refers to the fact that this report does not report on Revenue Bond payments, investments, long term capital expenditure plans, etc. For a full disclosure one must consult the Budget Documents.

Recommendations: It is recommended that BPWD continue with this service for the immediate future since it represents a significant amount of data here-to-fore unknown and unavailable to the Trustees. The cost of $100/mo. in my opinion is well worth the cost. This is a reversal of the previous position which is based on the original understanding of paying the $100/mo. for the General Ledger only.

Mrs. Voss made a motion to continue Don Morgan’s service for the Compilation Report until we have time to review it. Mr. Mayer seconded the motion. Roll call vote: Mrs. Voss – yes, Miss Cox – yes, Mr. Hardenbergh – yes, Mr. Mayer – yes, Mr. Brieschke – yes, Motion passed.

SHWD Dispute: No further information at this time.

Proposal by Village of Makanda to enter into an Intergovernmental agreement expanding the Village Ordinance of November 7, 1974: A rough draft was handed out for review by BPWD Trustees.

Proposal to look into purchase of old shed from Mr. Harvey Hartline Jr.: Tabled

Policy for tap removal: One customer has indicated that they will have their dead tap removed.

Has Makanda completed the work at Buckley’s Corner? Mr. Brieschke reports: Per Board instructions Mr. James M. McEvers, Chairman Makanda Road and Street Committee was contacted by phone concerning the status of the Buckley Corner construction. Mr. McEvers stated to his knowledge whgat was done there is in the way of the road construction was not authorized by Village Trustees and that he does not know whether Mr. Hagler or Mr. Williams are finished since the plan for proceeding on particular construction had not been formalized nor approved by the Committee or the Trustees. In other words, it is not known whether or not the construction is finished. Note: This in reference to Village President Simpson’s statement that there would be additional filling or building up of the road by back filling with gravel in order to reduce the angle of banking on that corner curve per Ill. Dept. of Transportation plan. BPWD was to receive a copy of the IDOT plans but has not yet received them.

Secondly, on Monday evening February 2, 1987 President Simpson called to inquire about the status of the repair on Baptist Hill water line leak on 12/8/86. The dirt is piled up (neatly) and will settle with time and rain, however, it does interfere with drainage coming off that road. I assured her that it would be corrected immediately.

Bulk water station near water tank? Mr. Brieschke is to talk to an engineer and get some prices on this.

Audit Status: Mrs. Roberts is to contact Mr. Ronald Manis about the audit.

Workmen Compensation Audit: Mr. John Ruzycki from Continental Insurance Co. audited our records on November 21, 1986. He took down all amounts on all the contractual work from 10/85 through 10/86. We will have to pay insurance on all contractual work unless we can furnish Certificates of Insurance on all workers to the insurance company. We will also have to pay for all of Mr. Huskey’s contractual work unless he has insurance on himself. This will be approximately $210.00 more a year.

Harco Corporation inspected the Cathodic Protection System at the water tower on 2/10/87. They said everything is in good working condition. A technical report was received on the status of the equipment.

Mr. Mayer moved to go into executive session for the purpose of discussing personnel matters until Ill. Revised Statutes Ch. 102 Section 42.02t.03 and PP42a, Section 2a for the purpose of consideration of informing regarding employment of employees. Seconded by Mrs. Voss. Roll call vote: Mrs. Voss – yes, Miss Cox – yes, Mr. Mayer – yes, Mr. Hardenbergh – yes, and Mr. Brieschke – yes.

Executive session began at 8:50 pm. No decision was made nor actions taken. Executive session adjourned at 9:18 pm.

Monthly meeting adjourned by motion of Miss Cox and seconded by Mr. Hardenbergh. Voice vote – all yes. Meeting adjourned at 9:18 pm.