Special Meeting Minutes of October 11, 1993
The meeting was called to order at 7:02 pm by Chairman Richard Jumps. The roll was called. Present were: Mr. Maurice Betts, Mr. Stanley Hollister, Ms. Cathie Hutcheson, Chairman Richard Jumps, Mrs. Donna Williams, and Mrs. Frances Youngblood. Also present were employees Ron Lada and Karol Abrams.
Chairman Jumps introduced Mr. Frank Owens of Carbondale. Mr. Owens was present to make a request for implementation of the excessive water use policy for one of his trailers. Mr. Owens explained that he owns a trailer and pays for a dead tap also. He stated that his son did not have adequate access to the trailer because of personal reasons. Mr. Owens said he takes care of the water bills. He said that when he got an excessively large water bill he contacted his son and then Ron Lada and a couple of Trustees. Mr. Lada stated that the water was cut off at the meter when he arrived at the trailer. Mr. Owens said he asked his son what was done to the trailer and he stated that his son had begun a repair and then could not finish it totally. He said that when Ron Lada was there, the underground line had been repaired but that his son could not complete the line repair on the trailer. Mr. Lada stated that when he arrived at the trailer, the water was off. He stated that that he turned it on at the service line entrance at the trailer and water poured out of a hot water heater. Mr. Ownes also stated that he have his water bill payment to his mail carried, Stan Robbins, to be postmarked on the 2s1t. He was charged a late fee for the payment not being postmarked on the 21st. Ms. Abrams told him that the envelope was postmarked on the 24th. Chairman Jumps questioned Mr. Owens about his mail carrier. A lengthy discussion occurred concerning the excessive water use policy. Chairman Jumps read the policy about documentation of the underground leak. Trustee Burton asked for clarification of the requests. Mr. Owens said he wanted the excessive water usage policy for the leak and large use and he was requesting recredit of his late charge. Ms. Abrams read his monthly water usage to him. Trustee Burton questioned if any use was obtained from the water or was it a water loss. A lengthy discussion occurred concerning the location of the leak and the water break at an elbow coming into the trailer. Mr. Burton asked how excessive water use was computed. Ms. Abrams stated that it was computed from the water average that was normally used and then anything higher than the normal use is computer at the regular rate. Mr. Betts stated that we should read the meter this month and see what the high excessive use was. Mr. Betts explained that we should no apply the use until after the meters were read for October. Mr. Burton told Mr. Owens that he was probably not eligible for the late charge credit because of the postmark on the envelope. Chairman Jumps pointed out that there was a drop box that could be utilized in the future to prevent late charges. Mr. Owens was invited to remain for the rest of the meeting but he declined.
The minutes of the September 13 and October 4, 1993 meetings were presented for approval. Ms. Hutcheson pointed out that Mr. Burton was not shown on the attendance. She also pointed out a few typographical errors that were corrected and then the minutes stood approved as changed.
Dual meter pressure test: Mr. Lada stated that he had run a pressure test on the dual meters at CR Dusch’s and Art Vincent. He stated that Vincent’s property only three pounds of pressure was lost when all of the taps were wide open in each house. He also stated that CR Dusch’s house there was no pressure at all. A discussion occurred concerning this. The Board agreed that this procedure could be offered to customers in the future.
McGuire Road Extension: The Mayor of Makanda was not present to discuss the extension, so after some discussion it was decided that Karol Abrams should copy the as-built plans that pertain to the extension and send them to the engineers. Chairman Jumps directed Ms. Abrams to contact Joanne Simpson concerning the financial aspects of the line relocation.
South Highway Water District Dispute: A lengthy discussion occurred concerning SHWD’s latest motion to throw out the arbitration. Ms. Abrams explained Sheila Simon’s comments on the motion and stated that she had bee working with Sheila Simon to write the answer to the motion. The Board of Trustees discussed the various motions and plans for the hearing on November 17 at 9:00am.
Office Computer Update: Ms. Abrams discussed the latest purchase of the new computer and a time frame to begin the accounting package in the next two months. New checks and invoices were discussed along with a new water bill format. Ms. Abrams was instructed to continue working towards the new billings.
Automatic Dialing system: Mr. Betts discussed the need to move ahead and purchase the auto-dialer for the water tower. Ms. Abrams was instructed to go to Radio Shack and make the purchase. Trustee Hollister stated it was right around $100.00.
Lead and Copper Testing: The bottles were sent by the EPA for the semiannual lead and copper testing. Ms. Abrams said that labels were prepared and the forms were filled out. Trustees Hollister and Betts said that they would set up a time over a weekend to distribute and pick up the samples and then Ms. Abrams could mail them.
Budget: The budget was handed out for approval. After lengthy review, a few typographical errors were corrected. Mr. Betts made the motion to approve the budget for the 1994 fiscal year. Mr. Hollister seconded the motion. A roll call vote was taken: Mr. Betts – yes, Mr. Burton – yes, Mr. Hollister – yes, Ms. Hutcheson – yes, Mr. Jumps – yes, Mrs. Williams – yes, Mrs. Youngblood – yes. There being 7 yes and 0 no votes, the motion carried.
Leak kit ordering: Chairman Jumps discussed the public relations leak kit that BPWD distributes on customer request. Ms. Abrams stated that they were almost all gone, but to order 500 would mean a major savings and BPWD could customize the kit and their own logo. Trustee Hollister stated that the statement that we should put on it should be “Saving Water Makes Cents”. Mrs. Youngblood made the motion that BPWD purchase 500 of the water saver kits and customize them with our logo. Trustee Hollister seconded the motion. A roll call vote followed: Mr. Betts – yes, Mr. Burton – yes, Mr. Hollister – yes, Ms. Hutcheson – yes, Chairman Jumps – yes, Mrs. Williams – yes, Mrs. Youngblood – yes. There being 7 yes votes and 0 no votes, the motion carried.
McCray lock situation: Chairman Jumps informed that Board that a customer who had been locked down for nonpayment brought his cut up lock to the office earlier in the day. He was willing to pay the bill and the disconnect, but not the reconnect. A lengthy discussion occurred. Trustee Burton stated that he would meet with Jackson County Sheriff’s office and gout to the site and re-shut off the water and lock it down pending possible complaint to criminal action.
Southern Illinois Amateur Radio Club: Because of the lock changes, it was discovered that the SIARC has been entering the premises at all hours for equipment failures. Ms. Abrams said that Susan Midday informed her that the battery backup was not functioning which cause the radio to go to a carrier status only. After a lengthy discussion concerning BPWD’s liabilities as far as unauthorized persons in the Water Tower and climbing the tower; the value to the Water District, and the local community. Mr. Burton stated that anyone could come in and say they want an antenna on the tower; Mr. Betts stated our liabilities were too high for the benefits and that the SIARC group is hooked up to our breaker box. Mr. Betts stated that we should give the group some notice to remove their equipment. Mr. Burton made a motion to request that the SIARC remove their equipment from the tower. Mr. Betts seconded the motion. A roll call vote was taken: Mr. Betts – yes, Mr. Burton – yes, Mr. Hollister – yes, Ms. Hutcheson – abstain, Chairman Jumps – yes, Mrs. Williams – yes, Mrs. Youngblood – yes. There being 6 yes and 1 abstain, the motion passed.
New key changes: Chairman Jumps and Mr. Betts discussed the new security lock changes. There are four master keys that open every lock, three office keys that open the office and the office gate only, and two keys that open the front gate and the tower only. It was decided that the WSO would carry a master and Chairman Jumps would carry a master and another mater key would be locked up in the desk drawer in the office. At this time, Mr. Williams will also need a master key. The office and gate keys would be carried by Vice Chairman Hollister and Secretary/Treasurer.
Secretary/Treasurer Report: Ms. Abrams presented the Secretary/Treasurer report in a new format using the new computer. The report was discussed. There meters were estimated due to Mr. Lada’s injury so some of the reports were blank. Ms. Abrams stated that the financial report was not prepared because of the budget, the pump station, estimating bills, and two meetings.
Payment of WSO: Mr. Betts stated that Ms. Abrams has been doing the daily work of Mr. Lada in his absence. He felt that Ms. Abrams should keep her time separate and be paid at $11.00 an hour when she is doing Mr. Lada’s job. Chairman Jumps agreed that it should be done. A general discussion occurred. Mr. Betts made the motion that BPWD pay the secretary at the rate of the WSO when she is performing WSO duties to be kept separate in hours from the other hours for a temporary situation while Mr. Lada’s injury to be evaluated on a situation by situation basis. Trustee Burton seconded the motion. A roll call vote was taken as follows: Mr. Betts – yes, Mr. Burton – yes, Mr. Hollister – yes, Ms. Hutcheson – yes, Chairman Jumps – yes, Mrs. Williams – yes, Mrs. Youngblood – yes. There being 7 yes and 0 no votes, the motion carried.
Makanda Chili Cookoff: Ms. Abrams stated that BPWD was entered in the Makanda Chili cook off over Halloween. General discussion occurred about the vent to be hold on October 31, 1993 at 6pm in Makanda.
Payment of the Bills: The bills were presented to payment. The septic tank work was discussed and Ms. Abrams stated that Mr. Williams though that either the Board or Mr. Williams needed to seed the area with septic tank and put straw down. The Board agreed to this. Ms. Hutcheson made the motion that the bills be paid. Mr. Betts seconded the motion. A roll call vote as follows: Mr. Betts – yes, Mr. Burton – yes, Mr. Hollister – yes, Ms. Hutcheson – yes, Chairman Jumps – yes, Mrs. Williams – yes, and Mrs. Youngblood – yes. There being 7 yes and 0 no votes, the motion passes.
Water Supply Operator Report: Ms. Abrams presented the WSO report because Mr. Lada was still off on workman’s comp. Meters were estimated due to Mr. Lada’s absence. Mr. Betts discussed Midwest Meter’s checks of the master meter and recommended that a letter be sent to SHWD concerning the change over of the master meter to a six-inch turbine with a backflow. Chairman Jumps instructed Ms. Abrams to draft the letter and he would sign it.
There being no further business to come before the Board of Trustees, Ms. Hutcheson made a motion to adjourn. The motion was seconded by Mr. Burton. A voice vote was taken all aye. The meeting adjourned at 9:28 pm.