Meeting Minutes of November 11, 1991
The meeting was called to order at 7:00 pm by Chairman Douglas Mayer. The roll was called. Present were Trustees Mr. Maurice Betts, Ms. Cathie Hutcheson, Mr. Richard Jumps, Mr. Douglas Mayer, Mr. Arthus Vincent, and Mrs. Frances Youngblood. Mr. Richard Parrish was absent. Employees present were Mrs. Becky Roberts and Mr. Walter Butler.
People attending: Lets Get Rid of Walter Members present were Mr. and Mrs. Danny Williams, and Mr. Jerry Burton. Mr. Don Page was there as a potential customer and Ms. Eugenia Hunter (BPWD Attorney) was present per the request of the Board last month.
Minutes of the October 14, 1991 meeting were submitted for approval. There being no changes the minutes stand approved.
Customer Requests: Mr. Don Page was asked if he would like to address the Board at this time. He stated that he has purchased 66 acres of land behind the old McGuire Shed on McGuire Road. He is interested in installing a line extension for 5 or 6 other taps and wanted to find out the requirements of the Water District. He will be meeting with the Village of Makanda on this also. He was informed that he would need to fill out a line extension application and present it to the Board for their approval and then follow certain procedures. He was also informed that the Board’s engineer would have to oversee the project at the owners expense. Mr. Page was given a line extension application.
Secretary/Treasurer report was read and accepted. Water Loss is up from last month. Mr. Butler will try and find it as soon as possible.
The financial report was read and accepted.
Payment of Bills: The bills were presented in the amount of $4,988.93. Mr. Betts asked why there was an abundance in the debt service. It was stated that the amount in this account is pro-rated for each month and it does vary on the amount due each year. Mr. Betts was directed to the Loan Amortization Schedule and Ordinance No. III for complete details on this question. Ms. Hutcheson made a motion to pay the bills and Mrs. Youngblood seconded the motion. A roll call vote was taken: Mr. Vincent – yes, Mrs. Youngblood – yes, Mr. Jumps – yes, Mr. Betts – no, Ms. Hutcheson – yes, Mr. Mayer – yes. There being 5 yes and 1 no vote, the motion passes.
Water Supply Operator Report: Other than a slight increase in the water loss, one minor leak will be taken care of as soon as possible and there was one leak at the first of the month that has been repaired. The WSO ordered supplies to be prepared for the winter months. It was discussed that when ordering backflow devices, we should buy in big quantities to save money. Mr. Butler stated that they may be coming out with new types that might be better.
Lets GROW request for all financial records status: They have not accepted Trustee Youngblood offer of January 1991 to assist in the viewing of the financial records: BPWD is in receipt of a law suit on the 29th of October 1991.
Mr. Mayer stated that BPWD’s Attorney, Ms. Eugenia Hunter was present, at the request of the Board to discuss pending litigation and to protect customers privacy. These items would need to be discussed in executive session. Ms. Hutcheson moved to go into Executive Session in accordance with the Illinois Open Meeting Acts IRS 102, Sec 41 etc. in order to discuss overdue bills, BPWD v SHWD, and Burton v BPWD (para 42, sec 2 (a)) at 7:24 pm and Mr. Jumps seconded the motion. A roll call vote was taken: Mr. Vincent – yes, Mrs. Youngblood – yes, Mr. Jumps – yes, Mr. Betts – yes, Ms. Hutcheson – yes. There being 6 yes votes and 0 no votes, the motion passed.
Guests were asked to leave.
Ms. Hutcheson moved to return to regular session with Mrs. Youngblood seconding the motion. Roll call vote was taken: Mr. Vincent – yes, Mrs. Youngblood – yes, Mr. Jumps – yes, Mr. Betts – yes, Ms. Hutcheson – yes, Mr. Mayer – yes. There being 6 yes and 0 no votes, the motion passed at 8:34 pm.
Overdue bills were discussed and Ms. Hutcheson made a motion separate by categories the overdue bills by adding “lien/overdue” for overdue bills that reflect those that have liens on the property and are not being collected at the present and Mrs. Youngblood seconded the motion. Those in favor raised their right hand indicating so. All Trustees having raised their right hand, the motion passed.
Regarding Burton v BPWD, Ms. Hutcheson made a motion that when hiring an attorney, if a positive reply is received from the insurance company stating that BPWD chooses an attorney, that BPWD follow the recommendations of Eugenia Hunter, Mrs. Youngblood seconded the motion. A roll call vote was taken: Mr. Vincent – yes, Mrs. Youngblood – yes, Mr. Jumps – yes, Mr. Betts – abstain, Ms. Hutcheson – yes, Mr. Mayer – yes. There being 5 yes and 1 abstain, the motion passes.
The Greater Egypt Planning Commission requests BPWD to become a member. It was asked if BPWD would gain from joining this and it was stated that BPWD would indirectly by policies set. Mr. Betts made a motion to pay the $75.00 membership dues to Greater Egypt Planning Commission for one year and Mr. Jumps seconded the motion. Roll call vote was taken: Mr. Vincent – yes, Mrs. Youngblood – yes, Mr. Jumps – yes, Mr. Betts – yes, Ms. Hutcheson – yes, Mr. Mayer – yes. There being 6 yes and 0 no votes, the motion passed.
Audit for 1991 records: It was discussed that when proposals are asked for a full audit and partial audit, that a due date be set so that BPWD would be in receipt of the audit in a timely manner to meet our bond holder requirements. Mr. Betts recommended that Mr. Don Morgan, CPA, be sent a request. Records will be reviewed to contact other CPA’s that are familiar with the district for proposal also. A minimum of 3 request letters should be sent out.
Budget for 1992: Mr. Betts recommended that BPWD lower the current water rates by $5.00 to $11.05 for the 1st thousand gallons. This proposal of Mr. Betts would be a decrease of about $1,350.00 per month or $16,200.00 per year in revenue. No motions were made on this.
Mr. Mayer stated that the budget amounts were figured on a $0.20 per thousand gallons increase when in fact SHWD is charging our district $0.2025/M. This would result in an approximate $250.00 deficit per year if no adjustment is made in the Budget. It was stated that the figures need to be redone at the $0.2025 rate or put it in the budget justification as to the reason why. It was stated that the budget needs to be submitted to GE Capital by November 30, 1991, and that a motion would need to be made to authorize Mr. Mayer to made the necessary changes and submit it, or a special meeting would need to be held. Mr. Betts stated that in his opinion the debt service line should be $15,100 as set up in pervious years instead of $14,100. This was agreed to . Mr. Betts made a motion to accept the Budget as it stands with the change for the $0.2025 per 1000 gallons on the water rate. Mr. Vincent seconded the motion. Roll call vote taken: Mr. Vincent – yes, Mrs. Youngblood – yes, Mr. Jumps – yes, Mr. Betts – yes, Ms. Hutcheson – yes, Mr. Mayer – yes. There being 6 yes and 0 no vote, the motion passes.
Ordinance Change: A change in rates would call for a new ordinance to be written. A straight through rate increase of $0.2025 would need to be made. Mr. Betts made a motion to revise the Chapter 5 water rates structure to reflect the increase of $0.2025/M which is a straight through increase effective December 1, 1991 showing on the bill received in January and that the customers be notified and the reasoning behind it. Mr. Jumps seconded the motion. A roll call vote taken: Mr. Vincent – yes, Mrs. Youngblood – yes, Mr. Jumps – yes, Mr. Betts – yes, Ms. Hutcheson – yes, Mr. Mayer – yes. There being 6 yes and 0 no votes, the motion passed.
IEPA meeting at Giant City Lodge: Mrs. Youngblood stated that it was very difficult to hear the information that was given. Mr. Butler reported that there is no way of getting out the new lead testing requirements for any district. This was reflected in a letter received from EPA on October 11, 1991. Also a letter of rights would have to be sent to each service and the customer could deny access to the testing in their home. For any reason that an individuals house would test positive, the resale of the contamination to children was a major concern. He received several handouts that we may need to keep on file for reference.
Board Members Manuals: A letter was sent to Aspen Publishers asking for permission to purchase only 1 manual and return the remaining 7, because one manual is claimed to be lost.
Inventory: This still has not been received.
JULIE: It was been discovered that each time JULE calls our office, even though it does not effect our district, we will be charged for that call. Mrs. Roberts talked with the manager and she stated that if the caller does not specify what quarter section in Makanda Township or any other township, and we have something in that district and are called, we will be charged for it. No bills have been received to date.
The monthly meeting adjourned by motion of Ms. Hutcheson and seconded by Mrs. Youngblood. Voice vote – all yes. Meeting adjourned at 9:22 pm.