Dec. 9, 2013
Board Members Attending: G Jackson, R Repp, CT Steele, T Webb, A Wiggam
Others Attending: D Hutson, Attorney; R Wheeler, Operations
On motion by CT Steele and second by T Webb, all bills presented were approved for payment.
D Hutson reported that our actions for collections are governed by Title 13 Chapter 26-5-2 Section 10, which allows us broad discretion in collection practices as long as delinquent members are provided an opportunity to protest or question the delinquent bills.
This was followed by a wide ranging discussion of collection procedures. D Hutson will draft a procedure to initiate disruption of service and present at the next meeting.
D Hutson also advised that Conflict of Interest statements are due where required in January. He will provide copies for signature.
To date, no requests to discontinue service to vacant lots have been received.
CY 2013 revenues from major customers were analyzed. It was concluded that 2012 was a very dry year and 2013 a very wet year, leading to reduced water usage by customers. This does not have a major impact on the District as we are solvent and our finances are on target.
End of year financial statements will be ready for the next meeting.
The meeting adjourned at 7:30 PM.
November 11, 2013
Members Present: Gary Jackson, Ronald Repp, CT Steele, Todd Webb, Austin Wiggam
Others present: David Hutson, Attorney; Rick Wheeler, Operations
On motion by Austin Wiggam and second by Todd Webb, all bills presented were approved for payment.
Collections: Three more past due accounts will be sent letters by D Hutson, Attorney. Two accounts with judgments are awaiting further action, which is imminent.
D Hutson presented a draft ordinance related to collection procedures. After discussion, he was requested to review Indiana Statute 36-9-25-11.5 for terms and applicability, and how it might impact our procedures if implemented as enacted.
A service contract was received for the new back-up generator at the main lift station in the amount of $498 annually. A three year contract was proposed. The generator itself is covered by a two year warranty. After review of the proposal and discussion of the contract, and on a motion by CT Steele and second by Gary Jackson, the contract was approved as proposed.
Rick Wheeler will complete the required OSHA class on-line due to schedule conflicts on the days when it is offered.
District financials were reviewed. Total revenue is down slightly from last year. G Jackson will review large account water usage and report at the next meeting.
There being no further business, the meeting was adjourned at 7:00 PM.
August 12, 2013
Members Present: CT Steele, Ronald Repp, Todd Webb, Austin Wiggam
Others Present: David Hutson, Attorney; Rick Wheeler, Operations
On motion by Todd Webb and second by Austin Wiggam, all bills presented were approved for payment.
14 letters have been sent out requesting payment for long overdue bills. Two replies have been received. Five homeowners will be taken to small claims court.
D. Hutson advised that we did have a lien on the St. Clair property. He will advise responsible authorities. Meadors property is going to sale in September. D. Hutson needs the amount due so he can file a claim before then. Discussion ensued of other overdue bills and proper course of action.
The rebuilt pump has been reinstalled in the main lift station but it the lift station is still experiencing trouble with the control panel. Cost to upgrade the panel has not been received from Ponder.
Financials were discussed and a question was raised about how the cost of the emergency generator at the main lift station was handled. G Jackson will be asked to explain at next meeting.
There being no further business, the meeting was adjourned at 7:00 PM.
July 8, 2013
Members Present: Gary Jackson, CT Steele, Ronald Repp, Todd Webb
Others Present: Austin Wiggam (prospective Board Member); David Hutson, Attorney; Rick Wheeler, Operations
Austin Wiggam was introduced as a prospective Board member.
On motion by Gary Jackson and second by Todd Webb, all bills were approved for payment.
We discussed a situation where a home and an outbuilding with common ownership share a tap. One of the buildings is currently for sale. When the homeowner originally asked to share a tap between the buildings, the request was approved with the proviso that if ownership was separated in the future, an additional tap fee must be paid. This will be communicated to the owner.
Rick Wheeler reported that Pump 1 in the lift station on high street was removed because of a bad bearing. It is now being rebuilt and rewound. It was last rebuilt in 2005.
A training session will be held for operation and maintenance of the new generator at the lift station on Highway 62 on Wednesday, July 10.
Rick Wheeler was requested to check a home which was recently demolished and see if the tap was properly capped.
David Hutson reported that he can find no record of a lien against the Sinclair property prior to bankruptcy. He will review the records further and see if a judgement was made.
Rick Wheeler reported that an electrician pointed out that the control panels in the lift stations contain electronics which are old tech and should be updated to current standards. Rick was authorized to ask Ponder Electric for a quote. Roof panels will be extended to cover the switchgear for the new backup generator at the main lift station on Highway 62.
Received a request to allow a landowner to install a flow meter to measure water use for livestock and deduct the water usage when calculating the sewer bill. Our policy has always been to allow this although no-one has done it because the cost of purchasing and installing a meter is uneconomical. The landowner will be informed by G Jackson of their ability to proceed.
Gary Jackson presented the financial reports, which were discussed.
At the conclusion of the meeting, Austin Wiggam accepted the nomination for Board membership.
There being no further business, the meeting was adjourned.
June 10, 2013
Members Present: Gary Jackson, CT Steele, Ronald Repp, Todd Webb
Others Present: David Hutson, Attorney; Rick Wheeler, Operations
On motion by G Jackson and second by T Webb, approval was given to pay all bills presented.
Christiani Construction is mobilizing on-site to install the back-up generator at the main lift station on Highway 62. All hardware and equipment has been received; project should be completed by our next meeting. This will satisfy the IDEM finding for not having backup power available at the lift station.
Ohio Street lift station had the breakers tripped once last month. Reset and operating without problems.
Board appointments were signed and returned by the Trustee but not received. D Hutson will forward electronically to R Repp, who will forward to Trustee.
New board member appointment was discussed. G Jackson will contact candidate.
Anita Sinclair property has been sold but we have not collected for the lien we hold. D Hutson to investigate.
D Hutson discussed Indiana statute 1326-5, which governs regional sewage districts.
On motion by T Webb and second by R Repp, the Board voted as follows:
To increase the contract amount for operations by 3% per month effective June 1, 2013 (unanimous vote)
To increase the contract amount for collections by 3% per month effective June 1, 2013 (CT Steele abstaining)
To increase the contract amount for accounting and billing by 3% per month effective June 2013 (G Jackson abstaining).
The meeting adjourned at 6:58 PM.
May 13, 2013
Whoops! Didn’t put in the May minutes. I will have to search for them and add them later.
April 8, 2013
Members Present: Gary Jackson, CT Steele, Ronald Repp, Todd Webb
Others Present: Rick Wheeler, Operations
D Hutson sent notice that he was delayed in return from out of state commitment and would not be present for meeting.
On motion by G Jackson and second by T Webb, all bills presented were approved for payment.
Installation of new valves on all lagoons was completed by D Christiani. Final invoice was in bills approved.
Generator: Natural gas tank will be provided at no cost but we will pay for installation. A concrete pad is included in approved contract with Christiani.
T Webb will coordinate preparation of a “Notice of Disconnect” which will trigger the Health Department to order shutoff of water for customers who are subject to this action per bylaws of the District..
T Webb requested a review of the system and facility operations with R. Wheeler, who agreed to meet at a mutually acceptable time.
R Wheeler reported he had to pull a pump head at Plainview lift station and repair the grinder head. Action was duly noted in log book.
All business being completed, the meeting was adjourned at 6:50 PM.
March 11, 2013
Members Present: Gary Jackson, CT Steele, Ronald Repp
Others Present: Todd Webb, Prospective Member; D Hutson, Attorney; R Wheeler, Operations
Member duties were discussed with T Webb. He expressed interest in serving and Board recommended him to Township trustee for appointment.
On motion by G Jackson and second by CT Steele, all bills were approved for payment.
Received bid from D Cristiani for new emergency backup generator for main lift station. On motion by CT Steele and second by R Repp, bid was accepted.
All business having been concluded, the meeting was dismissed at 7:30 PM.
Feb 11, 2013
Members Present: Gary Jackson, CT Steele, Ronald Repp
Others Present: David Hutson, Attorney; Rick Wheeler, Operations
A motion was made by G Jackson to pay all bills presented. Second by CT Steele. Passed.
Discussed possible new Board members (2 needed). We will reach out to persons suggested to determine interest. If anyone reading this is interested in serving on the sewer board, please contact CT Steele.
Discussed past due accounts and balances due. Letters have been sent, where appropriate, warning of possible legal action. This is in addition to pending court actions which have already been filed. The Board discussed severing the service connection of those who are habitually late. No action will be taken at this time but the option is being considered.
Conflict of Interest Declarations – D Hutson has researched the governing statutes and advises that as long as no changes are made to the contracts, new Conflict of Interest statements are not required.
Clean copies of drawings of the system as designed have been received. Rick is marking up with changes to be incorporated. The Board discussed methods to document connections which are discovered to not match the drawings, including GPS, photographs, and google earth views. No action was taken.
No action has been taken on procuring a generator set for the main lift station. Awaiting information from contractor.
Rick completed and turned in a list of open action items from the smoke test last summer. Open items are on the customers’ side of the tap and appropriate information has been provided the landowner. If correction action has not been completed by summer, the Sewer District will correct and bill the property owner at cost.
A detained financial report has been generated and filed with IU, as required by the State of Indiana. This is a rather exhaustive report and required significant labor, resulting in additional billing.
All business having been concluded, the meeting adjourned at 7:30 P.M.
January 14, 2013
The meeting was called to order at 6:30 PM.
Attending:
Directors: Gary Jackson, Ronald Repp, CT Steele
Others: D Hutson, Attorney; Rick Wheeler, Operations; Chris Jackson, D Cristiani Construction
On motion by G Jackson and second by CT Steele, all bills were approved for payment
Old Business:
There are still four or five leaks which were identified in the smoke test which have not been repaired. Will have to wait until spring and do a mini-test to find the exact underground source.
Replacement of valves in two lagoons had been completed (3 valves each). Gate valves are now operational. It was decided to replace all valves when operational difficulties were encountered in two valves which were not going to be replaced. Three valves on main lagoon must still be replaced after the water level in the lagoon is reduced. That will probably not be accomplished until springtime due to wet weather. Dan Cristiani Construction has performed this work.
In state inspection we were written up for not having an alternate source of power for the pumps at the main lift station on Highway 62. Existing power is provided by REMC. Duke has three phase power within a few hundred feet of that location, so Rick Wheeler contacted Duke to get an estimate for providing the back-up power. Their preliminary estimate was $80,000 – $90,000, which is considered excessive. It was decided to price a back-up propane powered generator and automatic switch gear, which is expected to cost $20,000 to $25,000.
New Business:
Two Directors are needed for the Board. Suggestions are sought. Two potential candidates were discussed.
Contracts were presented for Attorney and Plant Operator. Billing and collections contracts will continue as allowed under previous agreement. Conflict of Interest statements for CY 2013 have been prepared and distributed as required.
Annual financial reports were distributed and discussed. Detailed reports for accounts with major expenses were distributed. Smoke test of the lines was the only major expenditure. The District showed a net profit of $8000 in 2012. An aged receivables list was also provided and discussed.
All business having been concluded, the meeting was adjourned at 7:45 PM.