Meeting Minutes of June 14, 2016

Chairman Robert Hughey called the meeting to order at 7:05 p.m. A roll call was taken and present were: Chairman Robert Hughey, Vice Chairman Robert Jacobini, District Secretary Karen Dunn, and Water Supply Operator Ron Lada; and Trustees Jenny Anderson, Jospeh Burrow, Jay Ruble and Grace Brewer. Absent was Trustee Larry Hill.

Professionals in attendance were Mr. Mike Twomey and Mr. Joe Boyke.

The Board reviewed the minutes of the May 10, 2016, regular meeting. A motion was made by Ms. Anderson to accept the minutes as presented. Seconded by Mr. Burrow and with (5) yes and (0) no votes, the minutes were approved.

The first visitor request was from Robert and Janice Kristoff who are interested in Buncombe Public Water service to their home. As the Kristoff’s’ live in a section of the District where currently there is no water main, the Board discussed the possibility of bringing water to that area. Consideration was given to tank capacity, feasibility, customer base, funding, etc. The District Secretary was directed to research property ownership in the prospective areas of service for future discussion.

Next discussed was a request from Mr. and Mrs. Robert Roberts related to discontinuance of water service on their property. Discussion followed related to the Roberts’ refusal to comply with District Ordinances which apply to the discontinuance of water service and removal of the meter via a Cut-Off Agreement. Ordinances and procedures were reviewed with recommendations from the District Legal Counsel. It was agreed that further information be supplied to the property owners supporting the legalities of the District’s practice and procedure via a letter from the Chairman of the Board.

Communications for June consisted of two pieces of correspondence from Mr. Erin Victor, First Mid Illinois Bank and Trust. The first was related to Consolidated Reports of Income, Changes in Equity Capital, and Consolidated Report of Condition; and the other being a list of Pledge Securities by the bank. The documents were briefly reviewed by the Board Members with little related discussion and no action required.

Under the order of new business, first discussed was the status of new meter replacements, specifically those which require assistance of heavy machinery. It was recommended by the District Engineer to provide a list of the difficult installations to the contractor to be performed in conjunction with the new line extension, in an attempt to expedite installations while saving costs.

Chairman Hughey addressed the next order of new business by recapitulating conversations with the Water Supply Operator and District Secretary related to repairs and improvements of District properties. Items discussed were replacement of the office door and window, fence repair and painting, gutter repair, property clearing, and tree removal among others. Quotes for the new window and door were presented by Ron Lada. A motion was made by Vice Chairman Jacobini for the Water Supply Operator to order and replace the office door and window and to contract the clearing of trees, brush, overgrowth around the District office and pump station. Seconded by Mr. Burrow and with (5) yes and (0) no votes, the motion carried.

With regards to the water line connection to Carbondale, an Agreement for Water Service used to establish a new account with the City of Carbondale was presented for discussion. Mr. Twomey indicated concerns of conflicts between this agreement and that which was previously executed. No action was taken without further review by legal counsel.

Mr. Boyke next reviewed details on each invoice presented for payment in June related to the new water line construction. Discussion ensured related to the status of the new pump station and construction of the line, as well as budget v actual, breakdown of quantities, and stored materials. Mr. Boyke noted that the railroad bore was estimated to start upon receipt of the casing by the contractor.

• As outlined on Mr. Boyke’s schedule of disbursements, a motion was made by My. Ruble to pay Dean Bush Construction in the amount of $234,063.23 from the First Mid Illinois Bank Construction Account for services as outlined in the Watermain Contract. Seconded by Mrs. Brewer and with (5) yes and (0) no votes, the  payment was approved.
• A motion was made by Mr. Ruble to pay Clarida & Ziegler Engineering in the amount of $13,067.80 from the First Mid Illinois Bank Construction Account for Administrative and Inspection services as specified on Invoice #15015. Seconded by My. Burrow and with (5) yes and (0) no votes, the payment was approved.
• Ager presentation of the invoice from Mr. Brandon Polk for services related to mapping the new water line along Springer Ridge Road during the period of 5/23/16 thru 6/10/16, a motion was made by Mr. Burrow to pay Brandon Polk in the amount of $456.00 from the Frist Mid Illinois Bank Construction Account as a Contingency for GIS mapping services as stated on the invoice. Seconded by Ms. Anderson and with (5) yes and (0) no votes, the payment was approved.

Mr. Mike Twomey noted that from conversations with South Highway Water District representatives, he was comfortable that they would not hold Buncombe Public Water District to the current agreement extension to purchase water beyond the point when services becomes available directly from Carbondale via the new water main.

Financial for April 2016 were presented and reviewed.

The Edward Jones Investment Report for May 2016 was unavailable for discussion.

The Secretary/Treasurer Report and the Accounts Payable Report for July 2016 were presented by the Treasurer and reviewed. The District Secretary indicated that the amount of $2,026.00 should be transferred from the FBS Repairs/Improvement Account to the FSB Operations/Maintenance Account in payment of the invoice from HD Supply for lids/covers used for the new meter installations project. After related discussion, a motion was made by Vice Chairman Jacobini to accept the reports as presented, pay the bills, and transfer funds in the amount of $2,026.00 as indicated by the District Secretary. Seconded by Mr. Burrow and with (5) yes and (0) no votes, the motion was approved.

The Water Supply Operator Report was presented by Ron Lada with no discrepancies; Discussion followed related to current water loss and the installation of new water meters.

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 Vice Chairman Jacobini to adjourn; seconded by Mr. Burrow and with (5) yes votes and (0) no votes, the meeting closed.