Meeting Minutes of February 9, 2016
Vice Chairman Robert Jacobini called the meeting to order at 7:00 p.m. A roll call was taken and present were: Vice Chairman Robert Jacobini, Water Supply Operator Ron Lada, District Secretary Karen Dunn, and Trustees Jenny Anderson, Grace Brewer, Joesph Burrow, Bob Hughey, and Jay Ruble. Absent Treasurer Mike Williamsen.
The professionals in attendance were Mr. Mike Twomey and Mr. Joe Boyke. Visitor in attendance was Mr. Jeremy Kensler.
The Vice Chairman opened the meeting to address the vacancy of the Chairman’s position. A motion was made by Mr. Burrow to appoint Mr. Robert Hughey to the position of Chairman of the Board of Trustees. The motion was seconded by Mr. Ruble, followed by brief discussion during which Mr. Hughey accepted the nomination, and with (5) yes and (0) no votes, the motion carried.
The District Secretary next addressed the Board regarding a discrepancy in an e-mail from the Vice Chairman to Cherry Insurance related to a Board vote to cancel all insurance policies. She indicated that she was unaware that this particular vote had been cast at the last meeting of the Board and further recommended and requested tape recordings of all Board Meetings be re-established to further document specific information of each meeting. A motion was made by Mr. Burrow to re-establish tape recordings of all further Board Meetings. The motion was seconded by Mr. Ruble and with (5) yes and (0) no votes, the motion was approved, and the recorder was set to document the remainder of the meeting.
The Board reviewed the minutes of the January 12, 2016, meeting. Vice Chairman Jacobini and Mr. Burrow disagreed with the terminology and intent of a motion made by Mr. Burrow related to the insurance coverage of the District. After further discussion, it was recommended by Chairman Hughey to further investigate all option via a comparison of current and proposed policies. It was agreed to call a Special Meeting of the Boar to review the findings at such time the comparison is available for presentation. A motion was mad by Mr. Burrow to accept the minutes as presented with the exclusion of the above referenced motion. Seconded by Mr. Ruble and with (5) yes and (0) no votes, the motion was approved.
Visitor Jeremy Kensler next expressed his concerns related to the delay in the water meter installation for his new home. Conflicts related to the conveyance of the water line servicing his property was discussed by the Board, and the agreement, which was previously executed by the developer, was presented with no objections and signed by Chairman Hughey. The Water Supply Operator was instructed to assist Mr. Kensler in completing the installation.
No communications for February were presented at this time.
Under the order of new business, the appointment of a new Chairman was addressed at the beginning of the meeting.
Under the direction of Mr. Twomey, the Board briefly discussed the need to review all District Ordinances and make recommendations to the Board for updates. No related action was taken at this time.
Related to the new water line connection to Carbondale, Mr. Boyke opened by presenting the opportunity of working with an SIU student on a project to map and document the information of the new water main throughout the installation process. Discussion followed related to more specific criteria of the project such as related costs. Mr. Boyke agreed to pursue further information and report to the Board. No action was taken at this time.
Next on the agenda, Mr. Twomey presented and explained in detail all the documentation related to financing and Bonds. A motion was made by Mr. Ruble to accept and sign all Bond documents as presented. Seconded by Mr. Burrow and with (5) yes and (0) no votes, the motion carried. All Bond documentation was then executed by both signatures and the Corporate SEAL.
Mr. Joe Boyke provided for the Board a vound catalog of contract documents for the proposed connection to Carbondale as prepared by Clarida & Ziegler Engineering Co. After his presentation, a motion was made by Mr. Ruble to accept the contracts as presented and issue the “notice to proceed”. Seconded by Mr. Burrow and with (5) yes and (0) no votes, the contracts were approved and executed by the Chairman and District Secretary.
Mr. Boyke further presented a schedule of disbursements indicating recently received project-related invoices for payment, specifically engineering and legal services. Mr. Twomey presented and explained charges for legal services related to the project, after which Chairman Hughey requested specific details for District files. A motion was made by Mrs. Brewer to approve for payment those invoices presented up to this point. Seconded by Mr. Burrow and with (5) yes and (0) no votes, payment was approved.
Mr. Twomey presented to the Board for review and approval the amendment to the current South Highway Water District contract for an extension of the contract as-is for an additional one (1) year period. A motion was made by Mr. Ruble to extend the current contract as presented for one year with the South Highway Water District. Seconded by Mr. Burrow and with (5) yes and (0) no votes, the amendment was approved and executed by the Chairman.
Financials for December 2015 were presented and reviewed with no related discussion.
The Edward Jones Investment Report for January 2016 was unavailable.
The Secretary/Treasurer Report and the Accounts Payable Report for February 2016 were presented by the District Secretary and reviewed. After discussion, a motion was made by Mr. Burrow to accept the reports as presented and pay the bills. Seconded by Ms. Anderson and with (5) yes and (0) no votes, the motion was approved.
The Water Supply Operator’s Report was presented by Ron Lada with no discrepancies. Brief discussion followed related to the recent leak repair on Makanda Road and mention of possible hydrant tampering on Sheppard Lane.
No additional public comments or questions were presented.
There was no move for an executive session.
There being no further business, a motion was made by Mr. Burrow to adjourn; seconded by Mrs. Brewer and with (5) yes and (0) no votes, the meeting closed.