December 15, 2014
Members present: CT Steele, Austin Wiggam, Todd Webb, Gary Jackson
Others present: Rick Wheeler, Operations; David Hutson, Attorney
November 10, 2014 minutes were presented.
Motion by CT Steele to appoint Dennis Bower to fill vacant board position, second by Gary Jackson.
Motion by Austin Wiggam to elect Todd Webb as board President, second by CT Steele.
Motion by CT Steele to pay bills, second by Gary Jackson.
Motion by CT Steele to change the dates of future meetings to the 3rd Monday of each month, starting January 19, 2014. Second by Austin Wiggam.
Motion by Gary Jackson that the board approve a resolution that requires two (2) signatures on all checks. Also agreed that CT Steele, Todd Webb and Austin Wiggam will have the authority to sign checks. Second by CT Steele.
Motion by Gary Jackson to appoint Austin Wiggam as board Vice President, second by Todd Webb.
Motion by Gary Jackson to reappoint CT Steele as Secretary/Treasurer, second by Austin Wiggam.
Rick Wheeler updated the board on plant operations.
Gary Jackson presented the monthly financial statements.
David Hutson discussed past due accounts.
Motion to adjourn at 7:14 pm by Gary Jackson, second by CT Steele.
November 10, 2014
Members Present: CT Steele, Todd Webb, Austin Wiggam
Others present: David Hutson, Attorney; Rick Wheeler, Operations; Dennis Bower
Motion pay monthly bills made by Todd Webb, second by Austin Wiggam.
Motion to change the date of the next meeting from De8, 2014 to December 15, 2014 at 6:30 pm. Motion by CT Steele and second by Todd Webb.
Monthly financial statements were presented by CT Steele.
The board agreed to wait until the January 2015 meeting to appoint a new board president.
The board also agreed to wait until the next meeting to nominate a new board member to fill the vacancy created by Ron Repp’s resignation.
Rick Wheeler updated the board the IDEM NET DMR reporting requirements. Currently working on computer problems.
CT Steele and Dave Hutson discussed past due accounts.
Meeting adjourned at 6:51 pm.
October 13, 2014
Members Present: Gary Jackson, Ron Repp, CT Steele, Todd Webb, Austin Wiggam
Others present: David Hutson, Attorney; Rick Wheeler, Operations
On motion by CT Steele and second by G Jackson, all bills presented were approved for payment.
Hawkeye Security installed monitoring system at main lift station. Some minor mods remain to be made.R Wheeler recommended installing monitoring equipment on other lift stations. Discussion ensued.Rick will ask if other lift stations can be tied to the 4G reporting unit at the main lift station to minimize monitoring expense.
IDEM inspection – Saegasser has been discussing with IDEM. Saegasser will prepare a new chart by the end of October and submit to IDEM. R Wheeler will follow-up with IDEM to be sure they are satisfied.
First Baptist has requested permission to cap a sewer line that served a house which was demolished and remove it from the billing list. They have been advised of the required steps to proceed but have not responded at this time.
R Wheeler reports no action yet to switch to NetDNR as required. He will complete the required training and be in compliance by the end of the year, as required.
Discussed projects reported to be in process, One would expand Charlestown sewer lines to serve Otisco. The other would install a mound system to serve Hibernia. It was suggested the Commissioners be approached and suggest a force main be installed from Hibernia to New Washington as Hibernia has a very high water table and New Washington has excess capacity. Current inflow is 30,000 gpd from 200 customers vs design capacity of 90,000 gpd. Hibernia has 100 residents.
David Hutson asked about the limits of insurance for property damage. CT Steele will find out.
Ron Repp resigned from the Sewer Board. A new member will be appointed by the Trustee and a new President elected at the next meeting.
The meeting was adjourned.
Sept. 8, 2014
Members Present: Gary Jackson, Ron Repp, CT Steele, Todd Webb, Austin Wiggam
Others present: David Hutson, Attorney; Rick Wheeler, Operations
On motion by CT Steele and second by T Webb, all bills presented were approved for payment.
After review of three bids for monitoring of main lift station, it was determined that Hawkeye Security offers the best value for our needs. On motion by CT Steele and second by Todd Webb, Hawkeye was selected to install and monitor the system.
IDEM Inspection on 14 August – Inspectors did not like the stream profile prepared by Saegasser Engineering. Saegasser is in communication with IDEM to resolve this issue. One additional issue was discussed: By 1 January all reports will have to be submitted digitally via NetDNR. Rick Wheeler will implement.
Broken support pins were replaced with new units manufactured by Spencer Machine. Pump would not seat properly on replacement. Christiani was called to do a confined space entry where it was determined that the frame was bent. Frame was removed for repairs and reinstalled. Pump was replaced and operates properly.
Discussed financials and past due bills.
Meeting adjourned at 7PM.
August 11, 2014
Members Present: Gary Jackson, Ron Repp, CT Steele, Todd Webb, Austin Wiggam
Others present: David Hutson, Attorney; Rick Wheeler, Operations
On motion by G Jackson and second by T Webb, all bills presented were approved for payment.
CT reported that we have received a $200 refund for Workers Comp Insurance over-billing.
New tires have been purchased for the portable pump.
Two cost estimates have been received for remote monitoring of lift stations. It was decided to seek a third estimate before proceeding. One lift pump at main lift station has been operating continuously, dramatically increasing the electric bill. Pump has been removed and sent out for repair.
Discussed 3 point hitch 4 ft. grader box for reshaping driveway at last meeting. At that time R Wheeler was requested to obtain pricing information. Rick reports that he found one for $550, another for $560. On motion by CT Steele and second by G Jackson, the Board approved purchase of a grader box.
IDEM will be on site on Thursday, Aug 14 to look at the discharge pipe at point of discharge into creek.
One lawsuit remains to be filed (Jesse Harris). Holder of deed will be sent a letter detailing next actions and financial implications before the suit is filed and additional costs are incurred.
Financials were reviewed and approved. Year to year billings increased this month with no extraordinary expenses.
The meeting was adjourned at 7:30 pm.
July 14, 2014
Members Present: Gary Jackson, Ron Repp, CT Steele, Todd Webb, Austin Wiggam
Others present: David Hutson, Attorney; Rick Wheeler, Operations
On motion by Gary Jackson and second by Austin Wiggam, paying current bills was approved.
CT has had conversations with the insurance company about the excess charges for Workman’s Comp but a credit has not been received.
Discussed Indiana INWARN program and advisability of joining. Rick Wheeler was requested to file the paperwork to join.
Remote monitoring of equipment: Hawkeye was contacted but has not responded.
Rick stated that a grader box would help with road maintenance as the scraper he is now using does not have the ability to move gravel to low areas. Rick will get prices for a unit which will meet his needs and report at the next meeting.
Reviewed revised draft policy for compliance with Sunshine law. CT moved that the policy be adopted as a resolution. Todd Webb seconded. The motion passed and the draft has now become Resolution 2014-RS-03. A copy will be posted on the web site.
Gary Jackson presented the financial information including the new financial summary. Revenues showed a month to month increase from last year but year to date revenues are still down by 5.6%. Fortunately, we have not had any major equipment failures this year enabling us to maintain positive net income.
I delinquent account has agreed to a payment plan while one other account has not. Legal action will be implemented to collect. Customers are cautioned that taking legal action is expensive and those costs will be borne by the customer.
There being no further business, the meeting was adjourned.
June 9, 2014
Members Present: Gary Jackson, Ron Repp, CT Steele, Todd Webb, Austin Wiggam
Others present: David Hutson, Attorney; Rick Wheeler, Operations
CT Steele stated that an audit had been conducted by our insurance company and we received a bill for an extra $600 premium on our Workman’s Comp insurance. He has not paid it pending discussion and investigation. Since we have no employees and the auditor asked about other subcontracted labor, it was decided to withhold payment and request the agent to investigate.
Todd Webb moved to pay all other bills presented. Second by Austin Wiggam. Motion passed.
Strand Engineering has scanned the original plant drawings and sent a CD containing the scans to Rick Wheeler. R Repp will make copies of the CD to be held in other locations and return the original to Rick Wheeler.
Discussed INWARN, a program whereby Indiana utilities share equipment during emergencies. The only equipment we have which might be useful to others is the trailer mounted pump. Rick advised that the tires on the trailer are old and suffer from dry rot. He was requested to get new tires . R Repp to investigate INWARN.
Discussed remote monitoring of lift stations. Rick Wheeler to investigate simple signals for pumps offline.
A draft policy for compliance with Indiana’s Open Door law was prepared and distributed by David Hutson. We are in compliance with the law but do not have a written policy on the subject. Draft was taken under advisement to be discussed further.
Gary Jackson presented the financial statements noting a decrease in revenue over the prior year based on decreased water usage. Austin Wiggam noted that we need a simple statement of accounts from our banks listing accounts and balances. Gary Jackson moved to request these statements for review every month at our regularly scheduled meetings. On second by Austin Wiggam, motion carried. It was noted that we need a dual signature card on file with River Valley Financial Bank to require two signatures for withdrawals. This will be taken care of before the next meeting.
There being no further business, the meeting was adjourned.
May 12, 2014
Members Present: Gary Jackson, Ron Repp, CT Steele, Todd Webb, Austin Wiggam
Others present: David Hutson, Attorney; Rick Wheeler, Operations
On motion by A Wiggam and second by G Jackson, payment of all bills presented was approved.
Old Business: Rick Wheeler noted that updated maps which were approved for digitization by Strand many mponths ago, have not been received. Rick placed a call to Mike Meyers but he is out of the country. Strand will look for the maps and complete the project when found. No additional action required at this time.
New Business: Five collection letters have been sent out but no reply received. We will file suit at the appropriate time. David Hutson will prepare a draft resolution of policy which complies with the an open door law. We are, and have been, in compliance but a resolution should be in place to document our policies.
There being no further business, the meeting was adjourned.
April 14, 2014
Members present: Gary Jackson, Ron Repp, CT Steele, Todd Webb, Austin Wiggam
Others present: D Hutson, Attorney; Rick Wheeler, Operations
The first item of business was a public hearing on the proposed 5% rate increase to be effective May 1. No members of the public attended but a petition was presented to one of the Directors which contained the signatures of several residents of the District. The rate increase was discussed for approximately 45 minutes. On motion by G Jackson and second by CT Steele, the increase was approved. D Hutson was requested to draft a letter to all customers explaining the need for the increase. A copy of the letter is included under “Posts” on this site.
On motion by Austin Wiggam and second by Gary Jackson, the Board voted to approve the outstanding invoices presented for payment.
R Wheeler reported that discharged from the plant the week of April 7. We will not need to make additional discharge until the fall of 2014. Our discharge period is limited by permit to periods of high creek flow and our discharge is generally cleaner than the water in the creek into which it discharges.
The scope of services for the P Jackson contract was updated, per D Hutson, and available for signature.
The Board discussed District finances, noting the decreased revenue stream compared to last year.
There being no further business, the meeting was adjourned at 7:30 PM
March 10, 2014
Members present: Gary Jackson, Ron Repp, CT Steele, Todd Webb, Austin Wiggam
Others present: D Hutson, Attorney; Rick Wheeler, Operations
On motion by A. Wiggam and second by T Webb, the Board voted to pay all bills received.
Discussed IDEM inspection report (IDEM Inspection 24Jan2014). 1. We have installed a backup generator at the main lift station as requested and required. There is no powered equipment at the plant which requires power to operate. 2. We have obtained bench sheets to record data which meet the requirements. 3. Our EPA- approved pH meter is self calibrating and does not output some of the requested readings. Weekly samples are drawn during discharge and sent to an approved lab for analysis. The samples have never been out of compliance and there is no danger to the receiving stream or the general public.
River Valley Financial Bank requires a formal resolution signed by all Board members in order to open a new account for the Board. D Hutson presented an appropriate resolution. It was decided to change the words “savings account” in the authorizing resolution to “Certificate of Deposit. ” With this change incorporated, it was signed by all Board members.
A resolution to implement the new collections policy was presented by D Hutson. A digital version will be included here for reference at the earliest opportunity. On motion by A Wiggam and second by G Jackson, the resolution was approved unanimously.
Ordinance 1-2014, increasing rates by 5% across the board, was prepared by D Hutson as requested and presented to the Board. After discussion, it was determined that no changes are required to the ordinance as presented. A pubic hearing on the proposed rate increase will be held at our next meeting (April 14). Meeting notices will be posted as required by law in the Evening News and Charlestown Leader on two occasions before the meeting.
The financial statements were presented by G Jackson and discussed briefly. They were accepted as written.
There being no further business, the meeting was adjourned.
Feb 10, 2014
The WTRSD Board met at 6:30 PM at the Christian Church in New Washington, IN. since snow and ice prohibited access to our regular meeting place.
Members present: Gary Jackson, Ron Repp, CT Steele, Todd Webb, Austin Wiggam
Others present: D Hutson, Attorney; Rick Wheeler, Operations
A report has been received from IDEM regarding the last inspection. We were cited for not having backup power available at the treatment plant, and for certain records deficiencies. It is noted that there are no mechanical or electrical systems at the treatment facility which require electric power. The main lift station was provided with a back-up power supply after this was cited as a deficiency during an inspection in a prior year. Minor records deficiencies will be corrected. Our EPA approved Ph tester does not require calibration in the same way as older models. The calibration numbers requested are not supplied by the equipment in use. R Wheeler and R Repp will prepare a response to IDEM.
A. Wiggam moved to pay all bills presented; second by T. Webb. Approved.
D Hutson reported that all Conflict of Interest statements had been signed by the Township Trustee and returned to him. A. Wiggam successfully coordinated this activity.
Discussed proposed ordinance for collections. Minor revisions and corrections will be incorporated and updated copy posted to website. This will be reviewed at the March meeting. Persons with questions about the procedure are encouraged to attend.
Gary Jackson moved to increase rates by 5% effective May 1, 2014. Second by CT Steele. Budgetary estimate for dredging Lagoon 1 approaches $200,000 at the rate of $.07 per gallon for ground injection within 10 miles. It is noted that the lagoons have never been cleaned; it is unknown when they will require cleaning. Additional impacts are anticipated due to new development associated with East End bridge construction which will require system expansion. After discussion, the resolution passed.
CT Steele proposed moving $30,000 from checking to a savings account in a different financial institution. Second by G. Jackson. After discussion, the motion was approved.
Financial statements were distributed by G. Jackson and analyzed by all present. Revenues have decreased from the same period last year due to less water usage.
The meeting was adjourned at 7:38 PM.
January 13, 2014
Members present: Gary Jackson, Ron Repp, CT Steele, Todd Webb, Austin Wiggam
Others Present: David Hutson, Attorney; Rick Wheeler, Operations
A motion to pay all bills presented was made by CT Steele with second by Todd Webb. Motion passed.
D. Hutson informed us that Conflict of Interest statements, as required by Indiana Code 35-44.1-1-4, must be signed by the Township trustee. He will obtain the necessary signatures.
CT Steele moved to increase contracts for operations, billing, and bookkeeping by 3% per annum. The motion was seconded by T Webb. After discussion, it was approved unanimously.
Operations (R Wheeler) contract for 2014 was moved for approval by CT Steele and second by Austin Wiggam.
Todd Webb moved to approve Attorney contract (D Hutson). Motion was seconded by CT Steele and approved unanimously.
R Wheeler reported that IDEM Inspector Smith had made a visit. A leaking valve on Lagoon 3 was discharging 1 to 2 gallons per hour. Valve was tightened and flow ceased. We will need to transition to on-line reporting. R Wheeler reported that he has resources available which will allow him to do this. No hardware or software is required to comply.
We discussed the reconnect rate if service was voluntarily discontinued and decided to leave the existing rate structure in place.
G Jackson presented the December monthly and 2013 annual financial report. Gross collections (revenue) decreased by $4,318.07 to $103,811.38 but expenses decreased by $5,387.06 leaving us in approximately the same net position with annual net income of $9,586.38.
Discussed the adequacy of current rates. Gross receipts decreased by $4,318.07 from 2012 from 2013. It was decided to evaluate expenses and discuss at future meetings. R Repp to get an estimate for lagoon dredging for next meeting.
D Hutson presented the first draft of a policy for collections based on Indiana statutes. Copies were distributed for review and it will be discussed at the February meeting. Read it yourself – comments are welcome.
Draft Resolution – Collections
Discussed using an additional bank for Certificates of Deposit to ensure FDIC insurance. Ct Steele to prepare proposal for discussion at February meeting.
There being no further business, the meeting was adjourned.