PWSD Minutes 1-4-10

Public Water Supply District #4 of Phelps County
Board Meeting Minutes

January 4, 2010

Call to Order
Board members in attendance were John Staples, Bob Laney, Jack Lansberry and Ken Matthews. Also present were Jodie Branson from MRPC and Dusty Densmore and Larry Densmore of Triple D Construction. The President of the Board, John Staples, called the meeting to order at 6:05.

Recognition of Visitors
There were no visitors.

Approval of Agenda and Minutes
The Board reviewed the agenda. Ken Matthews made a motion to accept the agenda as presented and Bob Laney seconded the motion. The motion carried. The minutes of the December 7, 2009 meeting were reviewed. Jack Lansberry made a motion to accept the minutes as presented. Ken Matthews seconded the motion. The motion carried.

Maintenance and Operations Report
Dusty Densmore reported the maintenance activities for December and presented a bill for hourly services.

Mid-State replaced the soft start at Lift Station #1. Gilliam Electric has installed a lightening arrestor at Lift Station #1 and completed general electrical maintenance and installed a new ground wire. Gilliam Electric determined one pump was not pulling adequate power. Triple D will contact Intercounty Electric. John Staples will check to see if dusk to dawn light is functioning.
Backfill and grading has been completed at John Hueser’s property on Private Drive 2305. Triple D will monitor area after/during heavy rain. Landowner appears to be pleased with effort.
Triple D has purchased a new battery and fuel stabilizer for the generator, but they are unable to get it running. Triple D does not have an operation manual and is working with Fabick Catepiller to get the generator running. Board approved the purchase of fuel for the generator. The generator meter has 35-36 hours on it. Triple D stated that the generator has dual 5,000 pound axles on the generator trailer, but it does not require a license plate because it is narrower than the vehicle pulling it.
Triple D is waiting for the ground to thaw to place the riser at Lonning’s on Private Drive 3332.
Flo-Systems changed out pump at 14620 N. Highway 68 (Pam Pherigo). High water alarm was sounding when the residents did laundry.
Triple D discovered that the smell on Flag Springs Road is caused by a design flaw. The force main should have been carried another 300 feet to the lift station instead of dumping into a manhole. Holt’s have stopped the smell by sealing the manhole. The Board wants Triple D to wait until funds are built up; and warm weather to make this repair. Triple D noted other flaws that they have noticed in addition to the expensive filters; unnecessary over sized vaults, the lack of rock under the vaults which allows water to collect in the vaults and requires manually pumping in order to exercise the air release valves.

Jack Lansberry made a motion to approve $840 payment to Triple D for services provided in December in addition to maintenance activities. Bob Laney seconded the motion. The motion carried.

Triple D asked the availability of warranty work on the grinder pumps. The Board determined that Flo-Systems will continue to provide warranty work. Jodie Branson will contact Flo-Systems regarding billing on warranty work and determine if Flo-Systems is using pumps that were not purchased by the District. District needs to develop a system to track pumps by serial number. Triple D feels that location and serial number should have been recorded when pumps were installed and started up by Flo-Systems. Tom Caraker with Flo-Systems has supplied an incomplete list of pump serial numbers.

Triple D would like the Board to contact Archer to obtain the “red line” drawings. Triple D explained that “red lines” include precise measurements and details of the system. John Staples will contact Archer.

Triple D reported that Flo-Systems gave them a one day notice regarding training with E-One. Triple D was unable to attend on short notice. Flo-Systems claimed to have previously notified Triple D. Training will be scheduled sometime in the future.

Jack Lansberry asked about the auto dialers at the Lift Stations. Lift Station #1 has gone down and MRPC has not received a call from the auto dialers. The board wants MRPC to contact CenturyLink to test the auto dialers. The Board believes that Lift Station #3 does not have an auto dialer, but only has one house connected.

Bob Laney explained his contact with Mid-State regarding the inventory. Mid-State wants an inventory list from us and a written agreement to pay what is owed. MRPC provided copies of file documents to Bob Laney. Bob Laney remembers another document and will search his personal records. Bob Laney will contact the attorney and explore our options to resolve this issue. Board wants to factor in expenses to the District incurred by Mid-State when calculating any payments to recover the inventory. When speaking to Mid-State, Triple D understood that Mid-State has 6 or more risers, saddle taps and the fuser with some couplers.

Triple D wanted to know status of Scott Adams connection at new home. MRPC will follow up on this new connection.

Triple D wanted to know the status of access to Lift Station #3. John Staples reported that he spoke to Mike Hoffstetter about the deed. Mike Hoffstetter suggested that John check with Phelps County. MRPC reported that the deed had been recorded twice; and the second recorded deed is in the name of Mike Hoffstetter and his wife and should be in the name of the Hoffstetter Family Trust. John will check with the county to see if the description on the deed is correct. District need to get an easement recorded if it isn’t included in the deed. Triple D reported that the Lift Station is 400 feet off the road in a field and other utilities may block access via an easement to the Lift Station, if an easement exists.

Triple D representatives left the meeting.

Financial Statements
Jodie Branson presented the financials for the period ending November 30, 2009. Late fee revenue for the month exceeds the monthly sewer fee revenue because we have not resolved the Auxier, Fleshman, Gray, etc. issue of non-payment. Operating revenues over expenses for the year are $71,496.88. Administration expense for the month was $2,409. Bob Laney made a motion to accept the financials as presented. Ken Matthews seconded the motion. The motion carried.

Old Business
Jodie Branson reminded the Board that they had been polled by phone regarding Dennis Gray’s accumulated late charges. Dennis Gray has paid the monthly sewer fees, but has not paid the accumulated late charges. The Board members unanimously voted to make an offer to Gray in an effort to receive regular monthly payments.

The Board discussed the renewal of the Administration Contract with MRPC. Jodie Branson reminded the Board that the contracted hourly rate includes phone, fax, postage (other than monthly statements), office supplies, copies and office space; in addition to wages. Bob Laney made a motion to approve and accept the Administrative Services, Dispatch and Fiscal Services contract with MRPC for calendar year 2010. Jack Lansberry seconded the motion. The motion carried.

The Board discussed the proposed Procurement Policy. The policy states that “all unbudgeted purchases must be approved by the full Board”. Bob Laney suggested that the word unbudgeted be removed from that sentence. Jack Lansberry suggested that purchases be approved by a quorum, instead of the full Board. Bob Laney made a motion to accept the Procurement Policy and Procedures with the change to the last sentence of #1 of the policy to read “All purchases must be approved by a quorum of the Board.”; and Procedures II, paragraph C, Item 1, sentence 1, will read “Advertise in a minimum of one paper in each County of Phelps, Crawford and Maries.” Jack Lansberry seconded the motion. The motion carried.

New Business
Board discussed the procedures for the upcoming municipal election. MRPC reported that John Staples, Ken Matthews and Trish Voss’s term’s expire this year. Municipal elections are in April and the reorganization meeting of the Board will happen in May. The Board agreed to advertise for the 3 open positions in the St. James Leader-Journal. The Board discussed the general lack of interest in serving on the Board. John Staples asked if there were suggestions for a replacement for Trish Voss on the Board. John Staples stated that Jason Lynch was willing to serve. The Board discussed possible appointees in case of lack of candidates.

Next Meeting
Monday, February 1, 2010.

Adjournment
Ken Matthews made motion to adjourn the meeting at 8:27. Jack Lansberry seconded the motion. The motion carried.

I, John Staples, the duly elected President of Public Water Supply District #4 of Phelps County, do herby certify that the foregoing is a true and correct copy of the minutes of the regular board meeting of the Board of Directors held at Meramec Regional Planning Commission in St. James, Missouri on January 4, 2010.

_______________________________
President: John Staples