Meeting Minutes of September 8, 2009
Chairman Starling called the meeting to order at 7:00pm. A roll call was taken and present were: Chairman Mike Starling, Vice Chairman Joseph Burrow, Secretary/Treasurer Mike Williamsen, Water Supply Operator Ron Lada, District Secretary Karen Dunn, Trustees Jenny Jaros, Wally Earll, Larry Hill, and Tammy Davis.
Visitors in attendance were Mr. Frank Wessein and Mrs. Robin Nawrot.
Chairman Starling opened the meeting by giving the floor by giving the floor to Mr. Wessein. Mr. Wessein opened by thanking the Board for the opportunity to work for the Buncombe Public Water District. He continued with an in-depth verbal and visual presentation of his work on the District mapping project. He discussed further adjustments which will reflect the size of the water lines identified by color or width. Mr. Wessein indicated he anticipates project completion within the next one to two months. Discussion continued regarding size, cost and quantities of maps required.
Chairman Starling next invited customer Robin Nawrot, Meter #11400, to address her concern related to a recent letter and subsequent fine applied to her account due to noncompliance in maintaining an accessible water meter. The Board listened to Mrs. Nawrot’s remarks and reviewed details related to the District Secretary’s action. After considerable discussion, it was the consensus of the Board that correct District policy has been followed in this situation and the $15.00 fine in question was not to be revoked.
The meeting continued by reviewing the minutes of the July 2009 meeting. No minutes were available for August 2009 as that meeting had been cancelled. A motion was made by Vice Chairman Burrow to accept the minutes as presented. Seconded by Mrs. Jaros and with 5 yes and 0 no votes, the motion carried.
The first order of customer business, Mrs. Robin Nawrot, Meter #11400, was addressed earlier in this meeting.
The second order of customer business concerned a request for billing adjustment by Dr. Sam Stokes, Meter #15980, due to excess usage over the last two billing periods. Dr. Stokes request was relayed by his secretary to the District Secretary, Karen Dunn, indicated that excess water was used due to a malfunctioning sprinkler system on his property. After discussion, it was the consensus of the Board that the excess water usage was obvious and not related to a water break beyond the control, of the customer; and therefore, no credit is to be issued in this situation. The District Secretary was instructed to notify the customer of this decision in writing and that the account is past due and subject to penalties and disconnection for nonpayment.
Under the topic of Communications for September, a letter from Mayor Tina Shingleton, Village of Makanda, relating to the Public Protection Classification Survey was presented to the Board for their information.
Under the order of old business, a summary was presented to the Board outlining information that was filed by the District Secretary to the Federal Emergency Management Association (FEMA)for disaster relief reimbursement for damages and expenses which occurred as a result of the May 2009 Hurricane.
The second item under the order of old business, District Mapping Project, was addressed at the beginning of the meeting by Mr. Weesein.
No new business was presented at this time.
As prepared and submitted by the District legal council, Mr. Steve Green, copies of documents related to the SHWD rate dispute were presented to the Board for their information 1) Affirmative Defenses, and 2) Answer to Complaint.
Financial for July 2009 were presented for review and discussion. Also presented was an email from Ms. Kim Stotlar, Kemper CPA Group, acknowledging recently discussed bookkeeping procedures.
The Secretary/Treasurer Report and the Accounts Payable Report were presented by Secretary/Treasurer Williamsen. Mr. Williamsen indicated that, at the recommendation of Mr. Scott Hickam, Audit Accountant, the District discontinued allocations to the Debt Service Account until the end of this fiscal year. A motion was made by Mrs. Davis to accept the Secretary/Treasurer Report as presented and pay the bills with the exception of the $1,400 allocation to Debt Service is recommended by Mr. Hickam. Seconded by Vice Chairman Burrow and with 5 yes and 0 no votes, the motion carried.
The Water Supply Operator Report was presented with no discrepancies. Mr. Lada noted a monthly water loss of 9% and indicated that percentage is still low considering the terrain in this area. Mr. Lada also related a report by Customer Ann Harms, Meter #16420, that water was used from their hydrant by the Contractor of the new construction north their property without their permission. Usage in excess of 20,000 was drawn through the meter during the month of August and the customer is taking action to determine if the excess water is due to the theft or leak.
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 Burrow to adjourn and seconded by Mrs. Davis. A voice count was taken and with 5 yes and 0 no votes, the meeting adjourned.