Meeting Minutes of June 10, 1991
The meeting was called to order at 7:00 pm by Chairman Douglas Mayer. The roll was called. Present were Mrs. Frances Youngblood, Ms. Cathie Hutcheson, Mr. Maurice Betts, Mr. Richard Jumps, Mr. Richard Parrish, and Mr. Douglas Mayer. Mr. Aurther Vincent was absent. Employees present were Mrs. Becky Roberts and Mr. Walter Butler.
People Attending: Let’s Get Rid of Walter members present were Mr. and Mrs. Danny Williams, Mr. Herbert Stearns, Mr. Dennis Etherton, and Mr. Jerry Burton. Other customers present were Mr. Lewellyn Hendrix.
Mr. Mayer opened the meeting by welcoming Mr. Richard Jumps to the Board. Mr. Jumps term will expire the 1st Monday in May in 1996.
Minutes of the May 14, 1991 meeting were submitted for approval. Mr. Parrish made a motion to accept the minutes as submitted and Mrs. Youngblood seconded the motion. Roll call vote was taken: Ms. Hutcheson – yes, Mrs. Youngblood – yes, Mr. Jumps – pass, Mr. Betts – yes, Mr. Parrish – yes, Mr. Mayer – yes. There being 5 yes votes and 0 no votes, the motion passed.
Customer Requests: Mr. Dennis Etherton stated that he appreciated that the meter was taken out of his yard and then asked after the ground had settled, would the water district take care of this any reseeding that would be needed? Mr. Etherton was told that the policy of the Water District was to restore any ground work done to the original condition or better. He was also told if there was a problem before this was done to inform the water district and it would be taken care of.
Customer Requests: Mr. Frank Owen Sr. was present to discuss 2 new meter installations. Mr. Owen was asked if he wanted a private meeting and he waived that right. He asked if he could put 2 meters into one meter well. He was informed that the meter wells are only sized for one meter. Forcing additional equipment would promote freezing. Separate lines to each living unit are required. Mr. Owen asked that since both meters were going in at the same time, would he still have to pay $500 deposit for each meter as required. After this was received, a meeting would be set up between the Water District and the Owner of the property for an on site inspection and to make final arrangements.
Customer Requests: Mr. Etherton had one more question on the correspondence concerning a bill to him for the missing lid and cover on the tap that was just recently removed from his yard. Mr. Mayer stated that, that would have to be the discretion of the Board of Trustees. Mr. Parrish stated that since there was no proof of who did the tampering and stole the lid, he would make a motion to rescind the notice of the possible charge for the missing lid. Mr. Betts seconded the motion: Roll call vote: Ms. Hutcheson – yes, Mrs. Youngblood – yes, Mr. Jumps – yes, Mr. Betts – yes, Mr. Parrish – yes, Mr. Mayer – yes, There being 6 yes votes and 0 no votes; the motion passed.
The Secretary/Treasurer report was read and accepted.
The Financial Report was read. Mr. Parrish made a motion to accept the report as submitted, and Ms. Hutcheson seconded the motion. Roll call vote was taken; Ms. Hutcheson – yes, Mrs. Youngblood – yes, Mr. Jumps – yes, Mr. Betts – no, Mr. Parrish – yes, Mr. Mayer – yes. There being 5 yes and 1 no vote, the motion passed.
Water Supply Operator report: Mr. Butler reported that a boil order was issued on 5/20/91 for the 1st 9 taps and then another one on the 24th for the entire district due the SHWD break. Mr. Butler asked the Board decision on a new tap that is to be installed in downtown Makanda for Mr. John Daly. BPWD is in receipt of papers from IDOT for installation instructions on how to install this tap. The tap is next to the Boardwalk. IDOT instructions state that the meter cannot be placed on the right of way. Mr. Butler will need to call IDOT and discuss this.
Let’s GROW request for copies of all financial records status? They have not accepted Trustee Hardenbergh and Trustee Youngblood offer of January 1991 to assist in the viewing of financial records: BPWD is in receipt of a letter from Mitchell & Armstrong to BPWD’s Attorney, Ms. Hunter dated June 4, 1991, demanding access to private/exempt records of customers. Mr. Burton indicated that they are looking for wrong doings. He stated that they had an audit at Christophe Water Department and Williamson County Airport. That as a state policeman he was going to do the investigation based on his experience. Mr. Burton went on to accuse the Board of falsifying accounting documents and paying employees money they should not be receiving. He accused Mr. Butler and Mrs. Roberts of mis-use of public funds, Trustee Betts agreed with him. Mr. Parrish stated that it is in opinion of the Board and our Attorney that the private records of the customers are exempt from public inspection, but the rest of the records are available. The Chairman stated that the important thing is that the invasion of privacy not be compromised. The records could be available if the names, taps numbers, address, etc. were marked out. Mr. Burton said that they would have to confirm money coming in and money going out. Mr. Burton rejected the offer again.
Resolution: Excess Water Usage: The proposed excess water use policy was mailed out last month for final review. The current assessed cost under the formula provided would be $3.86415 per thousand gallons based on current financial documents. Mr. Parrish moved to adopt the excess water use policy and Mrs. Youngblood seconded the motion. Roll call vote: Ms. Hutcheson – yes, Mrs. Youngblood – yes, Mr. Jumps – abstain, Mr. Betts – yes, Mr. Parrish – yes, Mr. Mayer – yes. There being 5 yes and 0 no votes, motion passed.
Trustee behavior: A proposal was submitted for review. Mr. Parrish recommended to add that Trustees are subject to all ordinance provisions. This policy is intended to prevent Trustees from special treatment or exceptions. Trustees are to be treated as any other customer if in violation of ordinances or policies. Mr. Mayer noted that this will be revised and resubmitted.
JULIE: We are required by statute to join JULIE before July 1, 1991. The billing of this is done monthly. $215.00/year. Mrs. Roberts is to call IRWA for their input. Mr. Parrish made a motion to table this for further information. Ms. Hutcheson seconded the motion. Voice vote was made. There being 6 yes, and 0 no votes, the motion passed.
BPWD Tour: Mrs. Frances Youngblood reported that Vogler has a van for rent for $60.00 a day with 100 miles, and $0.20 per mile over the 100 miles, to use for a Water District Tour for the new Trustees. Mr. Parrish donated the use of his suburban for the tour that is set for Saturday June 15, 1991 at 9:00 am and 12:00 noon. (Notes: Meeting was cancelled as it would have been a violation of Open Meetings Act.)
Meter Reader: A job description of a meter reader was handed out for review. In the event that Mr. Butler needs help, we would have someone familiar with the district, and in cases of vacation times and sickness also. This does not require additional Budget increases. This is a splitting off of duties from the WSO contract. The meter reader is paid $0.40 per meter and no mileage included per Budget Justification. This would advertised in the Southern Illinoisan and would consist of interviews after all applicants were received. Mr. Parrish made a motion to advertise to hire a new meter reader and Mrs. Youngblood seconded the motion. Roll call vote: Ms. Hutcheson – yes, Mrs. Youngblood – yes, Mr. Jumps – yes, Mr. Betts – yes, Mr. Parrish – yes, Mr. Mayer – yes. There being 6 yes and 0 no vote, motion passed.
Post Office Meeting: Mrs. Roberts attended a meeting for the post office, and they are changing the way addresses need to be done. This will be coming into effect in the next few years. Mrs. Roberts will in time be changing the address forms on the billing cards. This requires additional time. If BPWD had a MSDOS computer system the Post Office would have done the conversion at no cost.
Schedule of Regular Trustee Meeting for 1991 Amended: Mr. Parrish made a motion to adopt the amended schedule of regular trustees meetings for 1991 as follows: June 10, July 8, August 12, September 9, October 7, November 11, December 9. Ms. Hutcheson seconded the motion. Roll call vote: Ms. Hutcheson – yes, Mrs. Youngblood – yes. Mr. Jumps – yes, Mr. Betts – yes, Mr. Parrish – yes, Mr. Mayer – yes. Being 6 yes vote and 0 no vote, the motion passed.
Administrative Assistant: Mr. Mayer read the following job description for the Trustees information only: to assist the Chairman and Vice Chairman in the management and administration of the water district.t To assist in the operator on the district. To assist in education and training of Trustees and employees. To develop the yearly Projected Revenue Report and Budget Justification Reports. Other duties from time to time as may be determined by the Chairman or Vice Chairman.
Freedom of Information: This was handed out to the Trustees for their review and extra copies were offered to all that were present. It read as follows: FOIA Report, June 10, 1991. In February 1991 Buncombe PWD mailed Freedom of Information requests to the following surrounding local governments in Jackson and Union Counties: City of Carbondale, Village of Makanda, Unity Point School, S. Highway Water District, Makanda Township, Jackson County Board, Alto Pass Water District, Devil’s Kitchen Water District, and Makanda Township Road Commissioner. This was done in order to ascertain how local governmental entities surrounding BPWD deal with the FOIA statute. Buncombe PWD was being questioned by Mr. Jerry Burton and Mr. Danny Williams (co-chair of Lets Get Rid of Walter) concerning BPWD policies and procedures regarding implementation of the Freedom of Information provisions. Since 1980, it has been the Board of Trustee’s policy to provide open access to all records. Exceptions are those that are restricted under the privacy statutes which violate an individuals right to privacy. Over the years a number of individuals have shown an interest in the “workings” of the District. These people have been sent copies of Budgets, Budget Justifications and Projected Revenue Reports as well as other documents on a routine basis or specially requested documents when asked. It become a mystery to the Board then, as to the nature of the Let’s GROW complaints.
The City of Carbondale, Village of Makanda, South Highway Water District, Alto Pass Water District, Devil’s Kitchen Water District have all responded to BPWD request. The information provided demonstrated that BPWD was indeed well within the FOIA Statute and in fact exceeded FOIA guidelines in several areas through it’s voluntary mailings to individuals who have shown a long term interest in the functioning of the BPWD Board of Trustees.
The local governmental entities which did not response are the Jackson County Board, Makanda Township Board, and the Makanda Township Road Commissioner. No statements can therefore be made regarding their compliance with the Freedom of Information Act laws.
SHWD Arbitration: Mr. Parrish asked if it would be possible for a written report for our Attorney.
Motion to adjourn: The monthly meeting was adjourned by motion of Ms. Hutcheson and seconded by Mr. Betts. Voice vote was made. There being 6 yes and 0 no votes, the motion passed. Meeting adjourned at 8:16 pm.