Minutes of February 15, 2022

Chairman Bob Hughey called the meeting to order at 7:00pm at the Makanda Baptist Church Fellowship Hall in Makanda.  John Dickson volunteered to conduct roll calls throughout the meeting and a roll call was taken. 

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

The Treasurer, Mr. Mike Williamsen was present.  The professionals present at the meeting were Mr. Mike Twomey, Legal Counsel.  Water Operators present were Mr. Kenny Cowan.  Visitor present were Mrs. Lucille Burrow.

The District Secretary/Office Manager Mrs. Karen Dunn was absent. 

The Board reviewed the minutes of the January 11, 2022, regular meeting.  A motion was made by Trustee Brierton to accept the minutes as presented; seconded by Trustee Dickson and with a roll call vote of (6) yay votes and (0) nay votes.; the minutes were approved.  A correction of an error in the year was found by Vice-chair Cole is  (from 2021 to 2022) is submitted.

At this time, Mr. Mike Williamsen was given the floor to report on IEPA project status.  He reported that the new line project is delayed due to getting pipe in and received.  This is anticipated shortly, and the project is set to begin soon.  Our first payment on the loan is due to begin in July.  Mr. Williamsen updated the Board on the new Water loss workgroup.  It is a priority for our district and action items are being developed.  Everyone will be invited to the next meeting.  Date and location tbd.

Vice-Chairman Cole said there is 1 communication to present.  She passed out hard copies to all members present of both the email from IEPA and an attachment giving our district notification of the new Lead Service Line Replacement and Notification Act replacing the current lead materials inventory requirements found in the IEPA Act 415 ILCS5/17.11.  Dates are given to have this material inventory submitted in preliminary form and final form over the next 2 years.  Completion in April 2024.  The first due date is to complete an initial inventory by April 15, 2022, but it is not submitted to the IEPA.  ROINC Cole reported she will get with Water Operator Cowan and Daily for assistance on this directive.

Water Operator Kenny Cowan discussed and presented proposed new equipment that he recommends for purchase for our district.  First, is a Honda WX 10 Lightweight General purpose pump, and second, is a 19-557 Magna-trak 102 magnetic locator.  He explained the purpose of each.  He explained the locator will be great for locating valves and meter lids. It is lightweight.  Price is $650.  He has been borrowing the demo model from Dean Bush.  He explained the advantages of the locator and demonstrated its use.  He explained the new ½ inch pump will drain meter pits if they are full of water.  The price is $299. Treasurer Williamsen explained that there is a financial line in our budget for infrastructure and buying miscellaneous items.  He said that from a Treasurers standpoint these purchases are justified, and the funds are available.  John Dickson expressed he thought this was a good price.  Chairman Hughey asked the Board for discussion on spending >$1000 for some equipment as explained by Mr. Cowan.  Trustee Brierton made a motion to purchase the pump and metal detector.  Trustee Brewer seconded the motion.  A roll call vote was taken with 6 ayes, 0 nays, the motion passed.  Mr. Cowan will get the items ordered with Office Manager Dunn.

Water Operator Cowan discussed cutting holes in meter lids for the radio read sensors on the leak detector meter pits.  If we were to purchase pre-drilled lids the price will be approximately $80 each and we need 5-6 lids.  No action taken.

Trustee Brierton asked about getting a district truck.  Mike will discuss this with Scott Hickham the following day and table it for discussion in March at our next regular meeting. 

Chairman Hughey explained that Chad with Badger will attend our next regular meeting in March to explain how to separate leak detectors from regular readings and answer questions on a new generation meter reading system utilizing cell phones to a laptop in a $10-$15,000 price range.

Chairman Hughey gave a generator maintenance and repair update and explained that EMS doesn’t service them.  Brad Chapman’s generator parts, and service quotes will be reviewed and discussed with him to determine approval.  Chair Hughey will work on this and report at the March regular meeting.

There was discussion on the pumps and the check valve.  The valve was never found by Mr. Cowan or Mr. Daily (but it was ordered and was received) and therefore it seems likely that Ron Lada, past WSO, put the check valve in the pump.  The leaking seal will be fixed at the next service visit.  No further action taken

Treasurer Williamsen gave a report on financials from Hendricks Accounting.  From a budget standpoint, the district is doing okay.  Chairman Hughey explained the $13,000.  The large water main break on the hill was a large portion of this excess amount.

The February disbursements to be paid were explained, and a motion was made by Trustee Burrows to pay the bills.  A second was made by Trustee Brewer.  A roll call vote was taken and 6 ayes, and 0 nays was obtained, and motion passed.

No update on progress of the ordinance workgroup from Vice-Chair Cole since the last regular meeting.  Progress update will continue at the March regular Board meeting.

No update on the completion of the 2021 Sexual harassment prevention training as Office Manager Dunn was absent.  Will follow up with an update on the forms completion at our next meeting in March.

ROINC Kimberly Cole provided a routine activity report for the month of January with all duties performed and all samples satisfactory (Routines).  February samples will be collected the week of February 21, 2022.  The January IEPA Operational report will be submitted as soon as the telemetry readings are added (Karen put in board packet tonight) and master meter readings are compared by ROINC Cole for accuracy.  Mr. Cowan asked about further master meter readings and only one will be needed from him on a random Saturday to verify accuracy of telemetry.  It will also be needed by the meter reader for the monthly reading when all 400 meters are read.

Next, ROINC Cole described progress on the 4 violations that were given to BPWD at the Feb. 26, 2021, IEPA inspection. 

1.  The cross-connection survey has not been done since 2013 and is required every (3) years.   A letter and a cross connection survey was obtained from the IRWA website and was modified for BPWD from the IRWA website and will be given to Office Manager Dunn to proceed immediately on mailing to all 400 customers and tracking any missing surveys to be returned by deadline of April 1, 2022.  Mr. Cowan agreed to help ROINC Cole access each customer for risk of cross-connections before signing off each one.  This violation can be considered in progress with estimated completion in April 2022 timeframe.   The surveys are required every (3) years, therefore this should be assigned to the Office Manager future calendar to send out again to all customers in January 2025.  An update will be given on this violation at the March regular Board meeting.

• The Nitrification Plan is considered resolved with monthly and bi-monthly testing being done by the Carbondale Central Laboratory.

• The Operational reports are now being submitted timely and this violation is completely resolved.

• Ten (10) missing operating permits that need to be submitted on BPWD projects dating back into the 1990’s.  No progress was made on this violation in January.  ROINC Cole is in contact with Kent Cook at the IEPA in Springfield; she has all the project files that were pulled and given to her by Office Manager Dunn; and she has the form to complete the paperwork.  She was told by Kent Cook that any project done and missing an operating permit in the last 5 years that was not coliform sampled will have to be sampled now.  The coliform report must be submitted with the operating permit paperwork.   Further updates on these violations will be given by ROINC Cole going forward at every regular meeting to the Board until all these violations are completely resolved. 

• The (8) recommendations will be added to the agenda to be discussed at the water loss workgroup and updated at the next regular March Board meeting.

No new information related to Carbondale Water District was presented for discussion.

No additional public comments or questions were submitted to the Board

Trustee Dickson made a motion to adjourn the regular session for an Executive session for personnel reasons and Trustee Heern seconded at 8:18pm. 

Trustee Brierton made the motion to open Executive session, Trustee Brewer seconded, and session convened at 8:19pm with all Trustees, Chair, Vice Chair, Treasurer, and Legal counsel present.  Discussion and no action taken.   Trustee Dickson made a motion to close Executive session and Trustee Brewer seconded.  The session was closed at 8:29pm. Trustee Dickson made a motion to reconvene in open session, Trustee Heern seconded the motion. Trustee Burrows made a motion to adjourn open session and Trustee Brierton seconded the motion.  All in favor 6 ayes, and 0 nays motion carried to adjourn.