Meeting Minutes of February 10, 1992

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

People Attending: Lets GROW Members present were Mr. and Mrs. Danny Williams, Mr. Herbert Stearns, and Mr. Jerry Burton.

Minutes of the January 12, 1992 meeting were submitted for approval. In paragraph #8 on page 1, line 5, reads “Depreciation 3 Certificate matures on 3/14/92 and combine all 4 into one Certificate for 6 months” and it should read “Reserve 3 matures on 3/14/92 and combine all  into one certificate for 6 months.” With no further corrections, Mr. Parrish made a motion to accept the minutes as amended and an all in favor voice vote was taken.

Mr. Betts asked if we were going to change  the entire budget, or will we just have to notify GE Capital of the rate change? Mr. Mayer stated that GE Capital has been informed, and we are waiting for there requirements.

Customer Requests: BPWD is in receipt of a line extension application that has been partially filled out and signed by Mrs. Billie Jacobini. This would extend from the Jackson/Union County line from Old 51 South for about 8 tenth of a mile back west. Mr. Parrish made a motion to accept the line extension application from Mrs. Billie Jacobini for consideration and Mr. Vincent seconded the motion. A roll call vote was taken: Ms. Hutcheson – yes, Mrs. Youngblood – yes, Mr. Jumps – yes, Mr. Betts – yes, Mr. Parrish – yes, Mr. Mayer – yes. There being 7 yes and 0 no votes, the motion passes.

Secretary/Treasurer Report was read and accepted. Regarding the overdue bills, tap #75 which had a lien on it, has been sold and the overdue bill of $929.40 was paid in full and the lien was released.

The financial report was read and accepted.

Payment of the Bills: On last months bills, the JULIE bill was not approved for payment until BPWD has received an itemized bill. BPWD is in receipt of the itemized statement and it is the same as BPWD’s list. Out of 32 calls listed, only 10 were within BPWD. Mr. Betts made a motion to send JULIE a letter informing JULIE of which calls are actually within BPWD boundaries and bill BPWD for those calls only. Mr. Jumps seconded the motion. Roll call vote was taken: Ms. Hutcheson – yes, Mrs. Youngblood – yes, Mr. Jumps – yes, Mr. Betts – yes, Mr. Vincent – yes, Mr. Parrish – yes, Mr. Mayer – yes. There being 7 yes and 0 no votes, the motion passes.

Payment of Bills: The bills were presented in the amount of $5,668.82. Mr. Betts had a question for check #3065 paid to JT Blankenship Engineers for the CD Schmulach line extension in the amount of $428.00. This was billed to BPWD and this was paid directly by CD Schmulach to BPWD, therefore BPWD needed to write a check to JT Blankenship Engineers. He also questioned the Printing Plan Check #3066. This was for new meter book pages for the year and blank work order forms for routine work orders. The bill from Ron Manis for the fixed assets inventory check #3063 was also questioned. This had never been paid, and after Mr. Manis submitted a type written report, a check was written. Ms. Hutcheson made a motion to pay the bills as submitted and Mrs. Youngblood seconded. Roll call vote was taken: Ms. Hutcheson – yes, Mrs. Youngblood – yes, Mr. Jumps – no, Mr. Betts – no, Mr. Vincent – yes, Mr. Parrish – yes, Mr. Mayer – yes. There being 5 yes and 2 no votes, the motion passes.

Water Supply Operator Report: Mr. Butler reported that he met with IEPA this month for the annual inspection. Mr. Jon Lam gave Mr. Butler a sample form for the District to send out its customers in regards to the new lead testing requirements, to enable the district to pick the 20 sites that is required by IEPA to start testing for lead in 2/93. Mr. Lam also asked about what kind of paint the Water Storage Tank was painted with. If it was painted with lead paint, it would need to be completely stripped down to the metal and have to have it confined as to not pollute the air when this is being done and then there would need to be an extensive clean up afterwards. It was estimated that it would be around $50,000. Mr. Betts stated that the tank was not painted with lead base paint the last time it was painted, according to past records, and Mr. Parrish stated that it was also sandblasted to the metal when it was done. When the tower needs to be painted again, IEPA must test the paint for lead content.

The test sites for the lead testing was discussed further. Mr. Parrish stated that, in his opinion, BPWD needs to inform its customers that providing this information to the water district is private, and if they allow the District to use their home as a test site and there is lead found in their home, they will not be able to sell their home until the house has been completely replumbed. Therefore, there would be a risk to the customer in filling out the survey that would be sent. Mr. Parrish disagrees with this program completely and stated that the only obligation in his opinion for the water district was to supply its customers with clean water and safe water lines. Mr. Betts mentioned that if BPWD does not follow the rules on this new testing regulation, IEPA might fine the water district a lot of money. He also mentioned the backflow devices again on 100% of the meters, that eventually IEPA might reconsider this and districts might not have to do all this testing. Mr. Burton added to the conversation by stating that BPWD needs to be careful on how it notifies its customers of the risks of filling out the survey and be held responsible for not complying with the regulations. Mr. Parrish stated that just filling out the survey and answering yes to 2 of the questions; 1) Do you have any private water source and if you do is it connected to the public water source/system, 2) Do you have a backflow prevention device in your plumbing?, the Water District, under its current Cross Connection Control Ordinance, is required by law to inspect the individuals plumbing. Mr. Mayer also stated the same would be true about other questions; Do you have a business in your home? Do you raise any animals? Do you mix any type of chemicals, What type of plumbing do you have?

Ms. Hutcheson made a motion to  talk to Ms. Hunter and get her opinion on sending a letter informing the customers of the consequences of filling out the survey and being chosen as a test site. All were in favor of this.

Mr. Betts stated to let the minutes show that Mr. Butler did inform the Board of Trustees of the IEPA Lead requirements so that later on , if BPWD is found in non-compliance with these regulations, that this would have no bearing on Mr. Butler’s WSO license.

Lets GROW request for all financial records status? Mr. Burton’s attorney has filed a motion for temporary restraining order for BPWD to not destroy, dispose of, or mutilate any and all of BPWD’s documents  until the case has been heard by the courts. Mr. Parrish stated that BPWD was not even considering the mutilation of any of the records. So to date, there is this motion and the motion for involuntary dismissal from BPWD’s attorney pending.

Budget Manager: Mr. Parrish was given information on this last meeting, and his comments were that he thought it would only make more work and make a 3 meeting job into a year long project. Mr. Betts stated that he has asked Mrs. Roberts for all financial reports, WSO reports, Accounts Payable, and Secretary/Treasurer reports for the years 1987-1990, and he will review all of these and make a recommendation and itemized report on the budget later on in the year for the Board to review.

Additional Master Meter Installations: Mr. Mayer talked with Mr. David Biggs of Blankenship Engineers and Mr. Biggs stated that another master meter would be a minimum of $4-$5,000 each and he proposed that it would be better to install several corp stops off the lines needing one and install a regular meter and during hours of low or no water usage, the line could be valved down and the meter be check then for any amount of usage showing. This has been done for Lick Creek water district and has worked out well. So for $3-$400 a piece it would be more economical this way instead of installing master meters. Mr. Butler is to report next month on where and how many would need to be installed and an estimate on the costs involved.

New Water Rate Reduction: At last month’s meeting it was decided to enter an ad in the newspaper. It was also discussed after meeting that it might be better to make individual mailings. Mr. Betts made a motion to  inform the customers individually by sending a cover letter and a copy of the new ordinance of the new rates with the March billing and Mr. Jumps seconded the motion. A roll call vote was taken: Ms. Hutcheson – yes, Mrs. Youngblood – yes, Mr. Jumps – yes, Mr. Betts – yes, Mr. Parrish – yes, Mr. Mayer – yes. There being 7 yes votes and 0 no votes, the motion passes.

Customer Requests: Mr. Mayer stated that there were 2 customers wishing to have there business discussed in executive session. Ms. Hutcheson moved to go into Executive session in accordance with Illinois Open Meetings Act IRS 102, Sec 41 etc. in order to discuss Financial matters for tap #01120A and 01121A customer requests (para 42. Sec. 2(a)) at 7:50 pm and Mr. Parrish seconded the motion. Roll call vote was taken: Ms. Hutcheson – yes, Mrs. Youngblood – yes, Mr. Jumps – yes, Mr. Betts – yes, Mr. Parrish – yes, Mr. Mayer – yes. There being 7 yes votes and 0 no votes, the motion passes.

Guests were asked to leave.

Ms. Hutcheson moved to return to regular open session with Mr. Betts seconding the motion. Voice votes was taken. 7 yes votes and 0 no votes. Motion passes at 7:57 pm.

Tap #01120A requested by telephone for a variance in the present ordinance, regarding the additional tap fee over the $500 tap fee payment. Trustee Mr. Parrish 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 01120A, it is agreed that they are to pay $187.80 as a down payment which is 25% of the total of $751.10 owed, which is in arrears. The remaining $563.33 is to be paid in 10 equal monthly installments of $56.33 each, until the arrearage is paid in full. No additional late payment penalties will accrue under this agreement. In addition the monthly water bill must 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 the this agreement are not complied with. One copy of this agreement will be sent to the customer, and one is to be placed in the customer file. Seconded by Trustee Ms. Hutcheson. Roll call vote was taken: Ms. Hutcheson – yes, Mrs. Youngblood – yes, Mr. Jumps – yes, Mr. Betts – yes, Mr. Parrish – yes, Mr. Mayer – yes. There being 7 yes votes and 0 no votes, the motion passes.

Tap #01121A requested by telephone a variance in the present ordinances, regarding the additional tap fee over the $500 tap fee payment. Trustee Mr. Parrish moved that the Board of Trustees grant a variance for the convenience of the customer, to Chapter 5 (fees) of the Revised Code of Ordinance as follows: Regarding Water Service Connection #01121A, it was agreed that they are to pay $100 as a down payment which is 13% of the total $758.35 owed, which is in arrears. The remaining $658.35 is to be paid in 9 equal monthly installments of $65.88, until the arrearage is paid in full. No additional late payment penalty 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 is acceptable at any time. Cancellation of this agreement will result if at any time the terms of this agreement are not complied with. One copy of this agreement is to be mailed to the customer, and one is to be put in the customer’s file. Seconded by Trustee Ms. Hutcheson. Roll call vote was taken: Ms. Hutcheson – yes, Mrs. Youngblood – yes, Mr. Jumps – yes, Mr. Betts – yes, Mr. Parrish – yes, Mr. Mayer – yes. There being 7 yes votes and 0 no votes, the motion passes.

The monthly meeting adjourned by motion of Mr. Betts. Voice vote – all yes. Meeting adjourned at 7:58 pm.