Public Water Supply District #4 of Phelps County

April 5, 2010  

Call to Order
Board members in attendance were John Staples, Bob Laney and Jack Lansberry. Ken Matthew was absent. Also present were Jodie Branson from MRPC; Dusty Densmore and Larry Densmore of Triple D Construction; Russell Falkenrath and Noah Cohen. The President of the Board, John Staples, called the meeting to order at 6:08.

Recognition of Visitors
Noah Cohen, who owns a lot at 17668 Private Drive 1022 in Hofstetter’s development, stated that he asked Intercounty Electric if he could stop paying the sewer fee on his empty lot in March of 2008. Mr. Cohen stated that Intercounty said he could stop paying; and if there were connections left when he was ready, he could connect at no cost. Mr. Cohen was under the impression that the lots in the development were being sold with connections. Mr. Laney explained that Mike Hofstetter decided not to pay for sewer on the lots. Mr. Laney explained that if a homeowner installs an engineered sewage system, the cost exceeds $12,000. The $5,000 connection fee only covers the District’s cost for installing the new connection. The landowner has additional cost of running the building drain line to the connection point. Mr. Staples requested MRPC prepare a brochure to inform current and future customers about the District. Mr. Cohen left the meeting.

Russell Falkenrath wanted to discuss the rental properties at 14676 & 14698 Highway 68. He understands that as the owner of record he is ultimately responsible, but, doesn’t feel that the District has exhausted every means of collecting from RJ Wright; and he doesn’t believe that the landlord should pay on vacant property. Mr. Falkenrath wanted to know why he wasn’t advised earlier and why the District didn’t shut the sewer off. Mr. Laney stated that the Board has been advised by the attorney to not disconnect because the residents can continue to use water and the backup is a liability to the District. Ms. Branson explained that Mr. Falkenrath wasn’t notified until November of 2009 because MRPC and the District were in the process of learning what could be done and establishing policies. We were not aware, that this was a rental property until October. Mr. Falkenrath stated that Mr. Wright is still in residence at 14676 Highway 68. Mr. Falkenrath reported that Mr. Wright said that he was unaware there was an amount due. The District agreed to pursue Mr. Wright for payment and to keep Mr. Falkenrath advised. Mr. Laney stated that our concern is to get Mr. Wright paying the monthly fee and to work with him to pay the balance. Mr. Laney requested that Mr. Falkenrath apply some pressure to Mr. Wright on our behalf, because ultimately the sewer fee is the landlord’s responsibility. Mr. Falkenrath asked if there was a provision for the landlord to shut off the sewer. The Board responded that they were unaware of any. Mr. Falkenrath asked for copies of correspondence with Mr. Wright because he would take Mr. Wright to court and shut off the sewer. Mr. Falkenrath wanted to know if the new renter at 14698 Highway 68 had been billed. Ms. Branson explained that the prior renter had paid through December 2009; and that Brett Edgar and Brandon Lambert had been billed for March and April sewer service per the move in date provided by Mr. Falkenrath. Mr. Falkenrath left the meeting.

Maintenance and Operations Report
Dusty Densmore reported the maintenance activities for March and presented a bill for service call:

• Triple D responded to a call at Lift Station #2 on March 6th. They determined that the float was not switching the pump on and caused an overflow. Triple D spent 5 hours at the Lift Station manually activating the pump to stop the overflow. Triple D had to return on March 10, 2010 for 5 more hours to manually operate the pump. The replacement part from Municipal Equipment cost $1,221. The repair was completed on March 11, 2010; the day the part was received.
• Triple D responded to a service call at Dorothy Bagnall’s home at 14545 Highway 68. The homeowner stated the water didn’t go down when they flushed. Triple D determined that the pump was functioning and the line was clear on the District’s side of the connection. Triple D advised the homeowner to look for an obstruction in the home or the building drain. The service call was $40 and the Board determined the homeowner will not be billed. The Board asked for a notation to be added to Ms. Bagnall’s file for future reference.
• Triple D went to 15309 Highway B occupied by William Loane, and determined the basement floor drain is connected to the public sewer. Ms. Branson stated that the governing documents prohibit storm water being routed into the public sewer. Triple D stated that the home’s sewer drains thru a 3” pipe which is sitting in the 4” floor drain pipe without a fitting. Mr. Staples asked for the status of the insurance claim. Ms. Branson will contact the insurance adjuster. Mr. Staples asked for a letter to the homeowner (not the rental agent) stating that the District has spent $7,000 for the repairs and inform the homeowner of their responsibility to make the change. And, inform the homeowner the District will not be responsible for backups or the replacement grinder pumps until the change is made.
• Triple D went to Jim Butery’s residence at 15727 County Road 2300 in response to a pump alarm. The bell switch failed and the pump was running continually. Flo-Systems replaced the pump. Triple D is concerned that Flo-Systems is not replacing the plastic bell switch housing that Flo-Systems has said is a problem on this pump model.

Bob Laney made a motion to approve $700 payment to Triple D for services calls in March. Jack Lansberry seconded the motion. The motion carried.

Dusty Densmore presented Gilliam Electric’s invoice for services provided on March 6 th and March 11 th at lift station #2 for $385.50. Jack Lansberry made a motion to pay Gilliam Electric $385.50. Bob Laney seconded the motion and the motion carried.

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 March 1, 2010 meeting were reviewed and Triple D asked that the minutes be corrected to read “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”; not “to bore under the road”. Jack Lansberry made a motion to accept the minutes as corrected. Bob Laney seconded the motion. The motion carried.

Financial Statements
Jodie Branson presented the financials for the period ending February 28, 2010. Revenue over expenses for February is $4,691. Billed fees were $10,455 for the month and late fees billed totaled $17,820. Available cash is $6,544. Ms. Branson provided an Accounts Receivable report for the Board to review. The Board discussed the delinquent accounts. Jack Lansberry agreed to contact the attorney to seek some action. Ms. Branson distributed an abbreviated cash flow report and expressed concern over the dwindling balance. The Board discussed the balance and tabled action until a later meeting. Jack Lansberry made a motion to accept the financials as presented. Bob Laney seconded the motion and the motion carried.

Jodie Branson reported receiving 6 responses to the request for audit proposal. Jack Lansberry expressed a preference to hire a local auditor. Jack Lansberry made a motion to allow Linda Loughridge and Jodie Branson to review the audit proposals and recommend an auditor to the Board at a later meeting. Bob Laney seconded the motion and the motion carried.

Bob Laney left the meeting.

Old Business
The remaining Board members discussed the opening on the Board. Jason Lynch has declined the appointment. The Board will continue to search for candidates.

Mid-State and the easement for Lift Station #3 were tabled for the next meeting.

Jack Lansberry agreed to check the assembly at Davidson’s lot and determine if there is a pump and control panel on the empty lot.

New Business
Triple D stated they have found an alternate source for parts. The part purchased from Municipal Equipment would have cost about half from the alternate source. The Board expressed appreciation to Triple D for watching out for the District’s money. Triple D distributed a written request to increase contract rates at renewal and expressed regret for the need to raise their rates, but the insurance coverage required by the O&M contract has increased.

Ms. Branson asked if Triple D knew the reporting procedures for spills. Triple D did not. Ms. Branson will check with DNR and report at a later meeting.

The Board asked Ms. Branson to send a letter to the owner of the Duckworth property on County Road 1060 offering a connection. Mr. Staples reported that Mr. Duckworth refused connection at the time the system was built because he couldn’t afford it.

Next Meeting
Monday, May 3, 2010.

Adjournment
The meeting adjourned at 8:32.

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 April 5, 2010.

_______________________________
President: John Staples