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Minutes of August 9, 2022

Call to Order:  Chairman Bob Hughey called the meeting to order at 7:00 pm at the District Office 79 Wiley Lane in Makanda. A roll call was taken.

Board Members present were Chairman Hughey, Vice Chairman Kim Cole, and Trustees Grace Brewer, John Dickson, and Paul Heern.

Trustees Joseph Burrow and Pat Brierton were absent.

Staff and Professionals:

Treasurer, Mike Williamsen was present.

District Secretary, Mike Twomey was present

Professionals:   Mike Twomey, Legal Counsel, present, Joe Boyke, Engineer, absent

Staff present:  Water Operators Kenny Cowan, Water operator, Alex Heidbreder and Office Manager, Sage Lintner. Absent:  Sherry Cowan, and Water Operator Bill Dailey.

Visitors present:  None

Approval of Minutes:  The Board reviewed the revised minutes of the July 9, 2022, regular meeting minutes. Trustee Dickson made a motion to accept the minutes of July 9, 2022, seconded by Trustee Heern and with a roll call vote of (5) yay votes and (0) nay votes.; the minutes of 7/9/2022 were approved.

Visitor and Customer Requests:  None

Communications for July 2022:  Vice-Chair Cole reported that she received communications received from Water Operator Bill Dailey.  He will continue to be available for work and/or emergencies at the BPWD when he is called out.  He will be stepping back for his initiated routine work that he did while we were without a maintenance operator in the interim.  Now that Alex Heidbreder is hired, Mr. Dailey will be available to be called out by Chair Hughey, Maint operator Heidbreder, Office Manager Lintner, or Mr. Cowan for any tasks that are needed for him to assist with.

New business: 

  1. Office manager Lintner explained and recommended that there is a need an ordinance to be updated for deposits to be required for new accounts opened by the district.  Trustee Brewer made the motion and was 2nd by Trustee Heern and theroll call vote of (5) yay votes and (0) nay votes.; the motion to draft an ordinance for requiring deposits for all new accounts was approved. The draft will be sent to Mike Twomey to review the wording prior to presenting to the Board for final approval.  The Board approved the following deposits will be required in the wording of the new proposed ordinance that will be reviewed, discussed, and approved at the September 13, 2022, meeting.  The wording will include $200 for renters, $100 for residentials, and $500 for commercial customers per meter.  PENDING
  • Lead inventory:  ROINC Cole and water operator will give instructions on how Maintenance WSO can proceed to complete this new IEPA rule.  PENDING
  • Treasurer Williamsen proposed getting a new sign for the BPWD outside fence.  The cost is $185 at Staples.  Discussion to change artwork slightly to remove text from droplet art, and for it to be purchased and mounted.  PENDING
  • Office manager Lintner gave an IT presentation of three (3) vendors she interviewed and received quotes from.  She recommends to the Board to go with Mr. Terrance Walsh for the district IT support and a five (5) year contract to include three (3) new computers for $2826.38, and a new printer for $6556.71.  Legal counsel Twomey will review the contract.  Trustee Brewer made the motion to approve this IT support, new computers, new printer, and a 5-year contract, 2nd by Trustee Heern.  A roll call vote was taken of (5) yay votes and (0) nay votes.; the IT contract and hardware not to exceed $15,000 was approved. PENDING
  • Chair Hughey suggested Office Manager ask Trustee Brierton to write a statement that would be good to insert into our rules for water loss credits to clarify this and it would be used to send out to customers. PENDING
  • A motion was made by Trustee XX and 2nd by Trustee XX to partner with Tim at WD automation.  A roll call vote was taken of (5) yay votes and (0) nay votes.; the motion was approved.   PENDING

Old business:

  1. The ICMRT safety audit on July 26, 2022 found a few issues.  A hole in the ceiling and water damage in the ceiling.  No report is back yet.  An email was received from Tom Couch at First Mid Bank for the district to work on the issues and to correct them.  Paul Heern will assist Mike in review of other insurance vendors.  This inspection will occur every 2-3 years.  Maint operator Heidbreder has put up smoke detectors and he will get a fire extinguisher, emergency lighting, and an exit sign. Work is being done to correct. PENDING
  • The Golf course and 4 sections auction was held on July 18, 2022.  An update was given by Mike Twomey who explained the auction did not meet minimum amounts, but the property was offered to bidders and a real estate investor in St. Louis has purchased it.  Office manager Lintner will submit and forward water bills to try to get payment.  She reported that she is still sorting out the new owners and accounts and signing up the new owner accounts.  Clay Kohler bought the maintenance building.  The other 2 parcels will be clarified as information comes in and reported at the September regular meeting.  PENDING
  • The new Accountant firm replacement Amy Parrish update was given by Mike Williamsen who reported that the work with Parrish will begin after Scott Hickham finishes the intensive audit.  PENDING.
  • Ordinance workgroup update:  None PENDING 
  • Water loss workgroup update: Mike Williamsen said that our group will meet again the first week of September. PENDING
  • Strategic plan ideas from all Trustees were revisited with review of what is needed from the group. A blank spreadsheet was distributed, and Vice-Chair Cole said she would gather the ideas if everyone would fill out the sheet and return to her by mail, email, or the next meeting. Received:  Trustee Brewer, Dickson, and Treasurer Williamsen.  PENDING
  • Scott Hickham, the BPWD auditor has an intensive audit underway as requested by the Board in April 2022.  Per Treasurer Williamsen, the final report is pending, and Mr. Hickham is schedule to come to the office to finish the audit next week. PENDING
  • Chair Hughey gave an update for the Board on the IEPA loan amount remaining.  There is 12K approved for items already purchased, but the remaining loan excess has been denied.  Resolved
  1. Clarida-Zeigler invoice #21677 for $750 for IEPA design was presented by Chair Hughey for approval.  This totals out the project design of $30K.  Trustee Heern made a motion to pay the invoice, seconded by Trustee Brewer and with a roll call vote of (5) yay votes and (0) nay votes; the invoice was approved, and loan disbursement was signed by Chair Hughey.   The spreadsheet for the project was submitted by Engineer Boyke and will be kept in the files. Resolved 
  • The Class D course is scheduled for Office manager Lintner and Maintenance operator Heidbreder for $435 each and they will purchase the book needed.  Class with IEPA Regional Engineer begins September 8, 2022.  PENDING
  • Pump Leak update was given. Chairman Hughey reported that a Peerless part is shipping on August 12th.  He also has talked to another pump vendor over the dissatisfaction of this pump repair event.  Looking toward getting the pump back installed and will update at the next Board meeting on 9/13/2022.  The repair of the meter at PS1 is approved not to exceed $7500.00 PENDING
  • New meters for leak detectors are ordered for $2557.50. Options for the incorrect Zimmer meters are to offer to sell to another district such as So. Highway, post on IRWA marketplace.  PENDING
  • Brian Bush contract and invoices:  Chairman Hughey reported that the contract has been located and has 1.5 years remaining.  No invoices have resubmitted yet.  Two (2) more flush hydrants need to be replaced.  PENDING
  • Inactive meter/low flow report No report No action.  PENDING
  • Loan refinancing and/or investment options presented by Treasurer Williamsen. A recommendation has been made to wait until interest rates settle and table any further discussion and put back on the agenda in September 2022. PENDING
  • Credit card update was given by Office Manager Lintner that no action has been successful to get the $800 increased.  Treasurer Williamsen will try again to get this limit raised with Fern at Bantara.  PENDING
  • Meter hardware plan to open and look at each meter update given by Office manager Lintner.  306 have been done so far and she is developing a spreadsheet for the plan.  Chad needs to come in to do some training on meters with new staff.   Bob agreed to assist to locate some of the meters that can’t be found PENDING

Carbondale Water District:  Nothing new to report

Office manager report:

  1.  Fleet card denied, sent in new application
  2. Hucks reward card is now set up
  3. Cross connection survey has 17 customers to send in.  Plans are being made to disconnect to get the final surveys in.
  4. No delinquent accounts
  5. Goals for the employees on the wall board
  6. Disposal of records approved and proceeding
  7. Scott Hickam will be in next week
  8. Water loss credits for 3 customers on their bills.  One Customer (Mr. Casebeer) has provided different statements regarding his water loss and a different version by the tenant.  This credit is under review by the Board, ROINC, and legal counsel at this time.  Will be discussed at the September 13, 2022 regular meeting

Maintenance water Operator Heidbreder report:

  1. Thirteen (13) Julies done
  2. Eight (8) leaks found
  3. Three hundred six (306) meters found and inspected
  4. Checked generator
  5. A/C coil at PS 1 broke and a standup unit was installed.  Discussion on mini-split cost of $2500, or AC unit $7500.  Will move forward on the AC problem

Accounting and Financial report: Treasurer Williamsen reviewed the July 2022 accounting and financial reports with the Board. He explained that the payment on the loan and insurance premiums will start.

Payment of the bills and approval of July 2022 disbursements:  Office Manager Lintner gave the report on the bills and expenses to be paid for the month. Trustee Brewer made a motion to pay the bills. A second was made by Trustee Heern. A roll call vote was taken and 5 ayes, and 0 nays was obtained, and motion passed to pay the bills.

Water supply Operators (Bill Dailey/Kenny Cowan) report:  Given

ROINC Kimberly Cole report:

ROINC Cole provided a routine activity report for the month of July with all duties performed.  The IEPA Operational report was submitted.

  1.  The cross-connection survey is underway. Pending
  2. Ten (10) missing operating permits that need to be submitted on BPWD projects dating back into the 1990’s. Pending
  3. The (8) recommendations will be added to the agenda to be discussed at the water loss workgroup. These were discussed with MWSO Heidbreder and he will review.  Pending

Additional Public Comments or Questions:  No additional public comments or questions were submitted to the Board

Executive session: None

Motion for Adjournment:  Trustee Dickson made a motion to adjourn, and Trustee Brewer seconded the motion. All in favor by voice 5 yays, and no nays, the motion carried to adjourn.

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