Minutes of October 11, 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 Bob Hughey, Vice-Chairman Kimberly Cole, and Trustees Grace Brewer, Pat Brierton, John Dickson, and Paul Heern. Trustee Joseph Burrow was Absent.

Staff and Professionals:                                      Present                                 Absent

Treasurer, Mike Williamsen,                                                                                 Absent

District Secretary Mike Twomey,                        Present

Legal Counsel Mike Twomey,                              Present

Engineer Joe Boyke,                                                                                              Absent

Staff:  Water Operator Kenny Cowan,                 Present

Water operator Alex Heidbreder,              Present

Office Manager, Sage Lintner,                                                                  Absent

Sherry Cowan, Office staff                                                                         Absent

Water Operator Bill Dailey,                                                                         Absent

Visitors present: 

1. Karen Fiorino:  Vice-chair Cole introduced Karen Fiorino (pronounced FEE-o-REEN-o) to the Board, professionals, and staff in attendance.  Ms. Fiorino has applied to the Jackson County Circuit Clerk to become a future BPWD Board member if a vacancy comes available.  Ms. Fiorino was welcomed, and she gave a brief bio of herself, then stayed for a portion of this Board meeting.  She holds a MS degree in Zoology from SIU, and advanced degrees in pottery.  Her primary reason for wanting to be a Board member is to contribute some of her time back to the community.  Ms. Fiorino asked if the BPWD meeting date of second Tuesday of each month was firm, or could it be changed since she also attends Makanda Township meetings on the same night each month. This question was noted, and no action was taken.

• Scott Hickham, Auditor:  Mr. Hickham attended this regular Board meeting to present the BPWD annual audit of January-December 2021 financials and positions.  He passed out the hard copy of the audit and reviewed the key points within the document with the Board, staff, professionals, and officers.  Revenue is down 3.47%, expenses are up 7.0%, Net position up 9.99%, and water loss averaged for the year 43.6%.  Cash flow is approx.$20K over expenses.  Net revenue1.25 First Mid Bank target is met in 2021 at 1.35.  There were two (2) non-compliance issues found 1.  Failed to file timely annual financial report to the Illinois Office of the Comptroller 2. IEPA inspection report not acted upon due to personnel not informing the Board of the inspection nor the report correspondence.  After the review, Mr. Hickham passed out a letter discussing four (4) issues to consider to tighten up as a Board, and another document which provides the Board a comparison of seven (7) other water districts in the area on areas of importance.  The audit was recommended for approval by a motion from Trustee Dickson and seconded by Trustee Brierton.  Motion carried with a roll call vote 6 yes, 0 no and audit was approved for 2021. The two (2) compliance issues will be followed up.  This audit is NOT the extensive additional office audit that was requested by the Board in April 2022 due to personnel change-over.

Approval of Minutes:  Trustee Heern made a motion to accept the minutes of September 13, 2022, seconded by Trustee Brewer and with a voice vote of (6) yay votes and (0) nay votes.; the minutes of 9/13/2022 were approved.

Visitor and Customer Requests:  None

Communications for October 2022: 

1. EEOC charge:  Mrs. Dunn filed discrimination charges against BPWD for age, sex, retaliation.  There is no basis for these charges.  Appropriate legal counsel has been obtained and a position statement has been submitted by the deadline in the correspondence.

• IDES hearing for Mrs. Dunn unemployment appeal was not held due to IDES not calling in to the hearing.  Ms. Dunn also did not appear.  An appeal for a new hearing date will be sent to IDES by Dan Twomey, legal counsel by the deadline.

New business: 

1. Rate increase for water was discussed among the Board and the issue was tabled to the November 2022 regular meeting

• Water loss credits were discussed among the Board.  Pros and Cons discussed. A policy review is needed and question the formula used to make the calculation.  Water Operator Cowan asked about calibrating meters.  After Board discussion, they agreed and asked Alex to change 6 meters out and send in for calibration.  Office manager Lintner and Water Operator Heidbreder to bring a list of water loss credit options to the Board for review to the November 2022 regular meeting

• Board payment potential increases ($75.00 for Trustees, and $100 for Officers) in 2023 budget was discussed among the Board and the issue is tabled to the November 2022 regular meeting.

Old business:

1. The ICMRT safety audit was conducted on July 26, 2022, and no report is back yet.  Will discuss further in November and Office Manager Lintner will attempt to get a copy of the report. PENDING

• Golf course new customer update: Office manager Lintner has sent Tim a letter asking for payment.  She has set up new accounts for the new owners of the Stone creek Golf course. There is $1500 still owed for water and the previous owner has moved to Indiana. She will try to send letters with bills to him first, then try credit bureau. The house needs a lock on the water meter since no one has called to open an account for it. PENDING

• Work Group 1, Ordinance review. No report PENDING

• Work Group 2, Water loss:  Met on 10/28/2022 at 5pm at the district office with Chair Hughey, Treasurer Williamsen, Vice-chair Cole, Office Manager Lintner, and Water operator Heidbreder.  All tasks were reviewed, assigned, or reassigned. Good progress being made.  Route 3 likely has an active leak that will be a priority now with 68% loss on last meter reading.  PENDING

• Strategic plan ideas from all Trustee are 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.   She will prepare the draft plan for the November 2022 regular meeting.  Received so far:  Trustee Brewer, Dickson, Vice-Chair Cole, and Treasurer Williamsen.  PENDING

• Extensive Office Audit by Scott Hickham, the BPWD auditor has an intensive audit underway as requested by the Board in April 2022.  Previously in October, per Treasurer Williamsen reported the final report is pending. Mr. Hickham was scheduled to come to the office, presumably, to finish the audit the first week of October. PENDING

• The new Accountant firm replacement Amy Parrish will be sent a new engagement letter after October 17, 2022, to revise the duties BPWD needs. PENDING.

• The IEPA Class D course for Office manager Lintner and Maintenance operator Heidbreder is going well and they will take their exams on November 17, 2022.  PENDING

1. 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. The new meters are backordered until February 2023 PENDING

• Brian Bush invoices: No invoices have resubmitted yet. PENDING

• Credit card limit update was given by Office Manager Lintner that she has canceled the Bantara credit card.  Chairman Hughey has obtained a debit card for the BPWD use for now.  RESOLVED

• Meter hardware plan to open and look at each meter update given by Water Operator Heidbreder. Three hundred six (306) meters have been done so far and he is making this a priority. Office manager Lintner 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 cannot be found.  PENDING

• Revised proposed ordinance revision for requiring deposits. Mike Twomey will send this to Vice-Chair for finalizing prior to presenting to the Board for final approval.  He is reviewing the wording and has suggestions. The wording will include $200 for renters, $100 for residentials, and $500 for commercial customers per meter. PENDING

• Lead service line inventory:  ROINC Cole and water operator will give instructions on how Maintenance WSO can assist to proceed to complete this new IEPA rule due April 2024. PENDING

• IT support, new printer, and computers.  Nothing new to report in October.  Previously Office manager Lintner reported that Mr. Terrance Walsh has installed a loaner printer until ours arrives, and she is very pleased with the work so far on the computers. New laptop and new desktop have been installed. Scada computer will not be replaced at this time. PENDING

• Brochure and Water loss credit statement wording:  Trustee Brierton requested a phone call from Office manager Lintner to assist with completion and wording.  Previously, Office Manager Lintner reported that she has sent Trustee Brierton a brochure on our rules for water loss credits to review the wording. She has not heard from Trustee Brierton on the brochure for her input as of yet. The plan is that the brochure will be sent out to customers. PENDING

• WD Automation:  Office manager Lintner reported that Tim is following up on PS 1 and Chair Hughey wants to get a report on this by Friday, October 14, 2022.  Previously it was noted that BPWD will partner with Tim at WD automation for the SCADA system. He is currently working on a fan and software update for PS1. We need to have yellow area discussion with Tim PENDING

• GPS mapping.  Water Operator Heidbreder reported that he is waiting on his brother to bring him a gps unit that he can borrow from the Forest Service.  Office manager Lintner will also get with Curt Mezo to look at his gps mapping system that he uses for Murdale Water District.  Previously a proposal from IRWA was provided for $6,638.90. The accuracy is excellent per feet. Another alternative to the contracted mapping is to purchase a handheld gps unity with accuracy 3-6 ft. and map ourselves. Alex to get prices for a gps unit. Roger Noe is coming on 9/22/2022 to try his PVC trench locator. Alex and Sage to put together trouble spots and let Roger try his locator. Decision on the mapping versus gps unit purchase is tabled for discussion until November regular meeting. PENDING

• Investments:  No update:  Treasurer Williamsen is absent to give further updates on this agenda item and tabled to the November 2022 meeting.  Previously, Treasurer Williamsen reported that he is researching Charles Schwab options for a 6 month treasury note with yield of 203%. Money market accounts 2-4%. BPWD could look at these types of investments for $100,000. More research is being done. The balances are approximately O/M account $8568.68, Fund $80975.83, Reserve $264,000. Trustee Heern suggested that he would like to invest $100,000 and the Board would like Treasurer Williamsen to pursue research on this amount of investment. Treasurer Williamsen will be in contact with John Dickson and Pat and Scott Hickham. PENDING

• Cross connection survey and program:  ROINC Cole reported that she is working on the BPWD program with A&W Plumbing and a second letter to go out to all the customers with wells, lawn irrigation, fire protection and other potential cross connection concerns.  Previously it was noted that we still have 7 customers to get the survey and Office manager is attempting to get them. Office manager Lintner and ROINC Cole are working to get a program in place to act on any surveys that need further attention, or a backflow prevention device. PENDING

Carbondale Water District:  Nothing new to report

Office manager absent:  no report

Maintenance water Operator Heidbreder report:

1. Twenty six (26) Julies done
2. Four (4) Boil orders
3. Five (5) hidden valves found
4. Working on PS 1 cooling fan out on pump with Freon
5. Four (4) hydrants installed
6. Two (2) hot spots on Rt1 down Makanda hill being monitored
7. Roger Noe IRWA visit
8. Lagoon on Jacobini road is in compliance per JCHD
9. Leak detector meters due in Feb 2023

Accounting and Financial reports, September 2022: Chairman Hughey reviewed the September 2022 accounting and financial reports with the Board. He saw obvious errors in the reports and will ask Office manager Lintner to email the corrected report to everyone.  The printer and utilities amounts cannot be right as presented.  PENDING

Payment of the bills and approval of September 2022 disbursements:  Office Manager Lintner is absent, but she provided 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 6 ayes, and 0 nays was obtained, and motion passed to pay the bills.

Water supply Operators (Bill Dailey/Kenny Cowan) report:  No report

ROINC Kimberly Cole report:

ROINC Cole provided a routine activity report for the month of September 2022 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 and get up to speed on this list.  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 6 ayes, and 0 nays, the motion carried to adjourn.