Meeting Minutes of September 13, 2016
Chairman Robert Hughey called the meeting to order at 7:00 p.m. A roll call was taken and present were: Chairman Robert Hughey, Vice Chairman Robert Jacobini, Water Supply Operator Ron Lada, District Secretary Karen Dunn; and Trustees Jenny Anderson, Jospeh Burrow, Jay Ruble and Grace Brewer.
Professionals in attendance were Mr. Mike Twomey, Mr. Joe Boyke, and Mr. Scott Hickam. Mr. Clay Kolar, District customer and prospective Board Member, was also in attendance.
The Board reviewed the minutes of the August 9, 2016, regular meeting. A motion was made by Mr. Burrow to accept the minutes as presented. Seconded by Vice Chairman Jacobini and with (5) yes and (0) no votes, the minutes were approved.
At this time, Chairman Hughey gave the floor to Mr. Boyke to address issues related to the new water line connection to Carbondale. Mr. Boyke opened by reporting the project status in which all water main was in the ground up to but not including the connection to current lines at the location of the old master meter. He explained that a section of the line has been flushed, pigged, and chlorinated from the new Master Meter to Pump Station #1. Discussion followed related to the installation and connection of utilities. He also noted that upon complete installation of the remaining hydrants & valves, the GPS locating will be finalized in order to finish the map.
Mr. Boyke continued by reviewing details of each invoice presented for payment in September as outlined on the project disbursement schedule.
- A motion was made by Mr. Burrow to pay Dean Bush Constrction in the amount of $31,924.09 from the First Mid Illinois Bank Construction Account for services as outlined in the Watermain Contract. Seconded by Ms. Anderson and with (5) yes and (0) no votes, the payment was approved.
- A motion was made by Mr. Burrow to pay Clarida & Ziegler Engineering in the amount of $7,310.30 from the First Mid Illinois Bank Construction Account for Administrative and Inspection services as specified on Invoice 15224. Seconded by Ms. Anderson and with (5) yes and (0) no votes, the payment was approved.
As required by Egyptian Electric Cooperative Association in connecting electric services to Pump Station #1, Mr. Boyke explained the requirements and prepayment and necessary easement.
After discussion and review of the proposed documents, a motion was made by Mr. Ruble to pay Egyptian Electric Cooperative Association in the amount of $1,504.00 from the First Mid Illinois Bank Construction Account for contingency expenses related to the installation of electric service and to approve and sign the Easement as presented. Seconded by Mr. Burrow and with (5) yes and (0) no votes, the payment was approved.
Next on the agenda was the presentation and the completed Annual Audit for the year ending December 31, 2015, as prepared by Mr. Scott Hicham, CPA, Buessink & Hickam, PC. Mr. Hickam began with a review and discussion of the District’s financial highlights, overview, and analysis. He continued by explaining government regulation changes related to reporting on a modified cash basis. Presentation and discussion followed related to revenue vs. expenses, changes on net position, cash flow, capital assets, and debt. In comparison with other comparable public water utilities, Mr. Hickam noted this District’s operation to be mid-range. Questions and answers continued related to bank account maintenance and requirements, projected long term expenditures, interest rates and investing, an water rate increase requirements.
Upon closing of conversation related to the Annual Audit, a motion was made Mr. Ruble to approve the Annual Audit for the calendar year 2015 as prepared by Mr. Hickam as presented. Seconded by Mrs. Brewer and with (5) yes and (0) no votes, the motion carried.
The final order of business under Agenda Item #4 was presentation of an Agreement to Cut Off Services for Meter #2-5840 as requested by the customer. The document was reviewed and with no objections from the Board, signed by the Chairman.
First item of communication from Edward Jones Investments was reviewed and discussed by Board Members with no action taken at this time.
Also presented were two letters received from First Mid Illinois Bank related to pledged security notifications and related reports. Board Members reviewed the documents, but no further action was required.
No topics of New Business were presented for discussion at this time.
Content related to the water line connection to Carbondale was addressed previously in the meeting under Agenda Item #4. No further information was discussed at this time.
No information related to the South Highway Water District was presented for discussion.
Financial for July 2016 were presented and reviewed.
The Edward Jones Investment Report for August 2016 was unavailable.
The Secretary/Treasurer Report and the Accounts Payable Report for September 2016 were presented by the Treasurer and reviewed. After related 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 Report was reviewed by the Board in the absence of the Water Supply Operator with no discrepancies. Brief discussion followed related to water loss, and new meter installations.
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 Vice Chairman Jacobini and with (5) yes votes and (0) no votes, the meeting closed.