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

March 1, 2010  

Call to Order
Board members in attendance were John Staples, Bob Laney, Ken Matthews and Jack Lansberry. 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 6:10.

Recognition of Visitors
There were no visitors.

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

• Triple D responded to a call at 15530 CR 1060. Robert Arrow has 3 pumps for 6 mobile homes. Flo-System stated that switch failed because 2 homes are on one pump. Flo-Systems replace the pump.
• Triple D exchanged generator battery for a larger one and the generator is running
• Triple D responded to a call at 15309 State Hwy B, which is occupied by William & Paula Loane. The pump failed and sewer backed up in the basement. Flo-Systems could not determine why pump was not working-but speculated that it might be a faulty switch. They installed a new pump. The pump at this location had been replaced this past November. Triple D observed that there aren’t any gutters and it appears that the basement floor drain is hooked into the sewer. Triple D didn’t observe any strong sewer odor from the basement. Triple D stated that there was 3 ft of water in the basement according to occupant, who had used a sump pump to empty the basement. Triple D stated that the grinder pump is level with the basement and should have been taken another 50 ft off of the berm to prevent back flow. Triple D stated that the basement is not living space; more like a cellar. Triple D will run water hose into floor drain to determine if floor drain is connected to sewer line. The property manager, Tomas Henry, wants the water heater and the water pressure tank replaced. MRPC opened a claim with the insurance carrier.
• Triple D is concerned that Flo-Systems may be using pumps other than those purchased by the District. Flo-Systems should have a check off for each start up that records the pump’s serial number and location and describes the condition of the can, lines, etc;. Flo-Systems has said that they do not have those records.

Ken Matthews made a motion to approve $340 payment to Triple D for services provided in February in addition to maintenance activities. Bob Laney seconded the motion. The motion carried.

Triple D reported they have been unable to contact Jeff Meadows at Archer Engineering to get clarification on the as built drawings.

Triple D asked when the Board would like rates for renewing the O&M contract. John Staples said that the review process would begin in April for an August renewal.

Triple D stated that there are 3 homes coming into the manhole on County Road 1060 that is downhill from the lift station. And, when the pump at the lift station kicks on, there is a burst of odor from the manhole. Triple D estimated $5,500 tap those 3 homes into the force main and carry the force main to the manhole below the lift station. Triple D also noted that they discovered a vented storm drain lid being used as a manhole cover that should be replaced. The Board noted that the work needs to be done to eliminate the smell in the neighborhood, but chose to table the issue.

Triple D wanted to know the status of the easement at Lift Station #3. John Staples stated that Mike Hoffstetter would be calling any day. Triple D stated that they almost had to be towed out of Lift Station #1.

Approval of Agenda and Minutes
The Board reviewed the agenda. Bob Laney made a motion to accept the agenda as presented and Jack Lansberry seconded the motion. The motion carried. The minutes of the February 1, 2010 meeting were reviewed. Bob Laney made a motion to accept the minutes as presented. Ken Matthews seconded the motion. The motion carried.

Financial Statements
Jodie Branson presented the financials for the period ending December 31, 2009 which reflects the move of $10,000 from the short lived asset reserve account to cover qualifying 2009 expenses. Jodie Branson presented the financials for the period ending January 31, 2010. Revenue over expenses for January 2010 is $2,325. Billed fees were $10,480 for the month and late fees billed totaled $16,111. Available cash is $4258. Jack Lansberry made a motion to accept the financials as presented. Ken Matthews seconded the motion and the motion carried.

Old Business
The Board discussed the opening on the Board. John Staples polled the Board for possible candidates. John Staples will approach Jason Lynch to fill the vacancy.

Board discussed the inventory at Mid-State Pipeline. Bob Laney feels that we don’t have the money to pay Mid-State so we shouldn’t pursue it at this time. John Staples stated that he doesn’t feel that we owe Mid-State because we are spending money to fix their mistakes. Triple D stated that they would spend $200-300 to rent a fusion machine when needed for any taps. Jodie Branson stated that our attorney wanted Mid-State to give the District a starting number for negotiation. Bob Laney agreed to contact Mid-state again.

The Board discussed the new connection at Scott Adams’ residence. John Staples stated that he believes someone is renting Adams’ old house. Jodie Branson stated that a letter has been sent to Scott regarding connecting to the public sewer. Triple D suggested that DNR could be involved and the houses condemned if they don’t connect to the available public sewer.

The Board requested Triple D check CC White’s vacant lot (ref: Drawing 10) to see if there is a pump in the can on the vacant lot. Triple D stated that we may not need to purchase a pump when we purchase an assembly for a new connection. We have extra pumps available. John Staples stated that Gary Hitch’s pump should have a 5 year warranty from the time it was installed. Triple D reminded the Board that Flo-Systems stated that the warranty began the date of purchase. Triple D is of the opinion that the warranty should begin when the pump is started. John Staples stated that the warranties are due to run out this year. Triple D felt that a new supplier needs to be found who is more cooperative. Triple D has been unable to get the promised training.

Bob Laney stated that he has not followed up with the attorney regarding the status of the accounts placed for collection. The attorney has had the accounts for more than a year and we haven’t seen any money. Jack Lansberry agreed to contact the attorney. MRPC is to provide Jack Lansberry with the details.

The Board discussed Lance Bowser at 14832 Private Drive 2331. Bowser has not been billed since he moved to the house in 2006. Bowser told Ken Matthews that Intercounty did not respond to his inquiry, so he let it drop. Intercounty set up the account, but never started billing. The house was for sale at auction, but did not sell. The Board requested that Bowser be contacted and billing to begin immediately. Bowser should be handled as Larry Davis was handled in a similar situation.

The Board discussed disconnecting non paying customers. They determined that it would create a liability if sewage backed up into the home. John Staples stated that if we had the public water, we would have more control. Triple D stated that they have been asked many times while servicing the system, when water is going to be available.

New Business
The Board discussed procuring audit services. Linda Loughridge believes that an audit will cost around $2500. Because the adopted procurement policy has a purchasing level of $4500, we are able to direct mail known providers and solicit proposals. MRPC will contact some area PWSD’s to see who is doing their audits, and add those to MRPC’s list of known qualified auditors. We hope to choose an auditor by April 1 st and get the audit completed as quickly as possible.

Next Meeting
Monday, April 5, 2010.

Adjournment
Ken Matthews made a motion to adjourn the meeting at 8:07. 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 March 1, 2010.

_______________________________
President: John Staples