Meeting Minutes of October 8, 2025

The regular meeting of Buncombe Public Water District was called to order on October 8, 2025 at 6:00 p.m. at the District’s office located at 79 Wiley Ln, Makanda, Illinois.

Call to Order

Trustees Present:  Hughey; Dickson; Fiorino; Howell; Lamb

Trustees Absent:  Brewer

Also Present:  Alex Heidbreder; Sage Lintner; Scott Hickam; Lyle McDowell; and Michael R. Twomey.

Chairman Hughey conducted the meeting.

            MOTION TO APPROVE THE MINUTES OF THE REGULAR MEETING HELD SEPTEMBER 10, 2025 made by Trustee Fiorino and seconded by Trustee Dickson.  On voice vote, motion passed with all Trustees voting aye.  

Visitor, Customer, and Public Comments

A.        Lyle McDowell:

            Mr. McDowell reported to the Board that he purchased the Pat Brierton property.  He is going to renovate one of the buildings for an Airbnb and wants time to hook up the new meter.  He is unsure as to the time needed because of the topography but would like to take care of next spring. 

            At the current time both units are running off one meter.  He agreed to pay for an extra meter minimum monthly charge during the interim.   

            Board discussed and determined that the District will send a letter to him to confirm time frame.  Alex stated he will meet with him to discuss current line replacement.  Board determined they would allow nine months to complete the connection to the new meter and during the interim Mr. McDowell will be required to pay the minimum on the one meter not using any water. 

            MOTION TO ALLOW MR. MCDOWELL NINE MONTHS FOR COMPLETION AND PAY MONTHLY MINIMUM BILL DURING THE INERIM was made by Trustee Lamb and seconded by Trustee Fiorino.  On voice vote, motion passed with all Trustees voting aye. 

B.        Scott Hickam:

            Mr. Hickam presented the annual audit.  There were no adverse findings pertaining to the District and the annual audit is clean.  MOTION TO APPROVE AUDIT AND ANNUAL FINANCIAL REPORT was made by Trustee Lamb and seconded by Trustee Fiorino.  On roll call vote, motion passed with all Trustees voting aye.

Old Business

A.        ECWAG DISBURSEMENT:

            The Board received a letter from Haley Hughey at Horner Schifrin concerning charges.  The contractor is owed $2,955.75.  Horner Schifrin is requesting a payment of $34,507.13. 

            There was some questions as to the amount owed to Horner Schifrin.  No vote was taken on the Motion to pay Horner Schifrin and the same was tabled to November. 

            The Board called Engineer Howell and informed him they cannot put the figures together and reconcile for payment.  At that time he did not have the figures in front of him and couldn’t comment.  Mr. Howell will provide paperwork with all details and suggested tabling this payment to November, with which the Board agreed.

            There is a question as to whether or not the installation of the pressure reducing station has been included in what has been paid to contractor and engineer. 

            It appears there is $5,590.00 in grant money available after payments to contractor and Horner Schifrin. 

            No Board action taken on either bill. 

B.        Robert Baker:

            Mr. Baker informed the District that he would pay for additional meters that are not going to be used.  Mr. Baker agreed to pay for two ghost meters instead of the three required.

            After Board discussion it was determined that Mr. Baker will have to follow District ordinances and will be charged for three ghost meters until he notifies the District that he has complied with District ordinances. 

            Mr. Baker will also have to sign an agreement with the District agreeing to pay for the ghost meters and also agreeing to have a form recorded in the County Recorders office informing a subsequent purchaser of the property that meter compliance is needed before service will be supplied to the new owner.

New Business

A.        Separate Meter Letters:

            Sage sent out letters to four additional customers that are not in compliance.

            She has received notification from the owner of the cabins at the golf course that he would appear at the November meeting with his legal counsel. 

B.        Auto Pay Setup:

            Sage informed the Board that the District has an autopay system ready for use by customers for payment.  MOTION TO APPROVE AUTOPAY SYSTEM was made by Trustee Fiorino and seconded by Trustee Lamb.  On roll call vote, motion passed with all Trustees voting aye. 

C.        2026 Draft Budget:

            The proposed 2026 budget was presented to the Board for review.  The budget will be approved at the December meeting.  Board requested to bring questions and be ready for discussion at the November meeting. 

            Chairman Hughey informed Sage that he would like year to date expense and income report also. 

City of Carbondale Water Supply

A.        None.  

Monthly Staff and Board Group Reports

A.        Office Manager Lintner Report:

            Office Manager Lintner presented a written report to the Board and placed of record with the Minutes.  

B.        WSO Heidbreder Report:

            Alex Heidbreder presented a written report to the Board and placed of record with the Minutes. 

C.        Work Group 1 Ordinances:

            Nothing presented.  

D.        Work Group 2 District Improvement:

            Meeting minutes from September 19, 2025 were presented to the Board.

E.         ROINC Report:

            Sage presented a written report to the Board and placed of record with the Minutes. 

              MOTION TO APPROVE MONTHLY STAFF AND BOARD GROUP REPORTS AND WORK GROUP 2 MEETING MINUTES FROM SEPTEMBER 19, 2025 was made by Trustee Fiorino and seconded by Trustee Howell.  On voice vote, motion passed with all Trustees voting aye.

Monthly Treasurer/Accounting/Financial Reports

A.        Spreadsheet of Bills to be Paid:

            Office Manager Lintner presented to the Board a written list of bills to be paid. 

B.        Amy Financial Report August 2025:

            Nothing presented.

C.        125% Report:

            Nothing presented.    

D.        Change in Account Balances Month:

            As of the October report investments totaled $226,441.43.  $52,132.32 of cash was on hand and available to the District.   

E.         Profit/Loss versus Actual:

            Nothing presented.   

F.         Investments:

            Nothing presented.

            MOTION TO APPROVE THE MONTHLY TREASURER REPORT AND FINANCIAL REPORT made by Trustee Fiorino and seconded by Trustee Lamb.   On roll call vote, motion passed with all Trustees voting aye.

Payment of Bills

A.        A schedule of all bills was presented to the Board for review.  MOTION TO PAY ALL BILLS made by Trustee Fiorino and Seconded by Trustee Howell.  On roll call vote, motion passed with all Trustees voting aye.

Additional Trustee Comments or Questions

A.        None 

Executive Session

A.        None.

Motion for Adjournment

            MOTION TO ADJOURN MEETING made by Trustee Fiorino and seconded by Trustee Lamb.  On voice vote, motion passed with all Trustees voting aye.

Meeting adjourned at 8:33 p.m.