Public Water Supply District #4 of Phelps County
Call to Order
Board members in attendance were John Staples, Bob Laney, Ken Matthew and Jack Lansberry. Also present were Jodie Branson from MRPC; Dusty Densmore and Larry Densmore of Triple D Construction. The President of the Board, John Staples, called the meeting to order at 6:00.
Maintenance and Operations Report
Dusty Densmore reported the maintenance activities for April and presented a bill for service call:
Bob Laney made a motion to approve $530 payment to Triple D for services calls in April. Jack Lansberry seconded the motion. The motion carried.
Jack Lansberry asked it the auto dialers at the lift stations are calling out. Dusty stated that the auto dialers talk if the power is disconnected, but do not call out. MRPC will call Chris Mueller at CenturyLink and have the set-up changed. The Board would like the auto dialers to call Triple D’s office number and the dispatch line if possible. The Board also wants to know if the auto dialers can call out if the power is off.
Jack Lansberry reported that there is a pump and control panel at Phillip Davidson’s empty lot. The Board asked Triple D to pull the pump and leave the control panel. Triple D will put a new lock on the panel.
The Board granted a request from Triple D to use their portable pump to pump down the vaults in the system and check the air valves. It has been six months since this has been done.
Jack Lansberry asked it there is the ability to shut off the sewer to a residence. Triple D stated that there should be a shut off valve at each residence on the low pressure lines to facilitate repairs. The Board was unaware that this system included the shut off valves; except for Ken Matthews, who stated that he found his with his mower.
Triple D representatives left the meeting.
Recognition of Visitors
Tim Snook arrived at the meeting. Mr. Snook wanted to know why he is being assessed a fee on a vacant property. He doesn’t pay Intercounty a dime. He stated that no where in the United States do you have to pay for a utility you don’t use. MRPC provided Mr. Snook with a copy of the Bylaws and the ordinances. Mr. Laney informed Mr. Snook that many people had paid the monthly fee on vacant property. Mr. Laney quoted a letter from the District’s attorney to Don & Ruthann Booker: “The District was built with a combination of federal loan and grant dollars. The monthly rate is set, by direction of the federal government, in such a fashion that the bill is equal across the board for each user to help pay the loan off. Unfortunately, this means that the monthly payment remains due whether or not there is actual usage of the system.”
Mr. Snook wanted to know if the current grinder pump on the lot is adequate to handle additional flow if he builds a duplex or opens a restaurant on the property. MRPC provided Triple D’s contact information so that Mr. Snook can schedule a visit to determine if he has a duplex pump on the property. The Board further advised Mr. Snook to contact an engineer to determine his needs for development projects. Mr. Laney stated that the District has one rate for all users.
Mr. Lansberry asked if Mr. Snook planned to pay the bill. Mr. Laney suggested a payment plan could be worked out and late charges could be waived. Mr. Snook will contact MRPC and work out a formal agreement. Mr. Snook left the meeting.
Approval of Agenda and Minutes
The Board reviewed the agenda. Bob Laney made a motion to accept the agenda as presented and Ken Matthews seconded the motion. The motion carried. The minutes of the April 5, 2010 meeting were reviewed. Jack Lansberry made a motion to accept the minutes as presented. Bob Laney seconded the motion. The motion carried.
Financial Statements
Jodie Branson presented the financials for the period ending March 31, 2010. Revenue over expenses for March is $5,519. Billed fees were $10,455 for the month and late fees totaled $19,663. Ms. Branson stated that the booked late fee revenue exceeds the budget because we expected several of the ongoing problem accounts to be resolved early in the year. Available cash is $6,531. Jack Lansberry made a motion to accept the financials as presented. Ken Matthews seconded the motion and the motion carried.
Old Business
Jack Lansberry reported speaking with Scott Robbins. They discussed non paying customers. Attorney Robbins stated that wage garnishment was a possibility for working people. Attorney Robbins stated that disconnecting service was an option if proper procedures were followed. Proper procedures might include a written 15 day notice, a personal visit and a 5 day notice. Ms. Branson said that in the past, Attorney Robbins has stated that we need to have signed customer user agreements. When asked, Attorney Robbins stated that renegotiating the USDA loan is probably not an option for the District. Attorney Robbins wanted to attend a Board meeting that included an USDA representative. Board agreed to invite Scott Robbins and Donna Martin to the June 7 th meeting. MRPC will issue the invitation.
Ms. Branson reported on the insurance claim for the flooded cellar at 15309 State Route B. Meadowbrook Insurance issued a check to Donald Hawkins for $1,472.42. The claim was for the cash value of the hot water heater and the pressure tank. Jack Lansberry asked if Donald Hawkins had received the letter from the District as requested at the last meeting. Ms. Branson reported that it had not, but the letter would go out this month.
Jack Lansberry expressed concerned with how the District is going to replace grinder pumps after the warranty period since the District is short on funds. Mr. Lansberry wants to know if there are other Districts in a similar situation. MRPC will put Mr. Lansberry in touch with the Missouri Rural Water Association representative.
The Board would like to consider sending Dusty Densmore to training directly with E-One and by-pass Flo-Systems. The Board believes that if Triple D is “authorized”, we would purchase parts and pumps directly from E-One and save money. The Board discussed the effect on the O&M contract. The matter was tabled for later discussion.
Ms. Branson asked to write off the balance of Kevin Maylee’s account. Mr. Maylee has moved from the District and has not responded to payment requests. Mr. Staples explained that the district allowed a sump pump on Kenneth Maylee’s property to accommodate Kevin’s trailer. Kevin was “terminally” ill and receiving cancer treatment. Kevin Maylee paid Mid-State for the sump pump and the labor to connect the sump pump to an existing grinder pump on Kenneth Maylee’s property. Bob Laney made a motion to write off the balance of $1,459.37 on Kevin Maylee’s account. Jack Lansberry seconded the motion and the motion carried.
Ms. Branson reported receiving a check from Don & Ruthann Booker as a result of discussions between the Booker’s and Attorney Robbins. Penalties from September 2009 to present were waived and their account is now current. Their property on Highway V is presently vacant and for sale.
Ms. Branson reported receiving a repayment agreement from John & Betty Scheller as a result of discussions between the Scheller’s and Attorney Robbins. The first payment is due May 3, 2010.
Ms. Branson distributed copies of a letter from Attorney Hickle to Attorney Robbins offering $1,117 to settle the Fleshman’s account in full. The Board discussed the improbability of collecting the assessed late charges. Ms. Branson stated that the Fleshman’s had paid a total of $300 since October of 2005 and that the fees thru the present total $2,386.50. Ken Matthews made a motion to make a counter offer which included penalties calculated at 10% per year on the balance, with a $5 minimum monthly penalty, plus legal fees. Jack Lansberry seconded the motion and the motion carried. MRPC will prepare the calculation and communicate the counter offer to Scott Robbins.
Ms. Branson provided the Board with copies of a Mid-State Pipeline invoice for labor to connect to the public sewer, which was paid by Gary Hitch. The District assessed a $5,000 new connection fee for Gary Hitch in July 2009. Ms. Branson reported that Mr. Hitch would appreciate any consideration that the Board would give this matter. The Board discussed their cost to make a connection and the amount that Mr. Hitch paid Mid-State. Mr. Staples reminded the Board that Hitch lived in Angie Holt’s rental property for more than 2 years and did not pay the sewer fees. Bob Laney made a motion to credit Gary Hitch the amount of the Mid-State invoice, $3,148.24. Ken Matthews seconded the motion. The motion carried.
The Board discussed the opening on the Board. Several potential candidates were mentioned. The Board will continue to search for someone willing to serve.
Ms. Branson reported sending a certified letter to RJ Wright on April 7 th and the letter was “signed for” on April 29th. Ms. Branson advised the landlord, Russell Falkenrath by letter dated May 5 th that Mr. Wright was not responding. Ms. Branson asked Mr. Falkenrath for the telephone number and employment information in order to pursue payment from Wright.
Mid-State and the easement for Lift Station #3 were tabled for a later meeting.
New Business
No new business was discussed.
Next Meeting
Monday, June 7, 2010.
Adjournment
Jack Lansberry made a motion to adjourn the meeting at 8:10. Ken Matthews seconded the motion. The motion passed.
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 May 3, 2010.
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President: John Staples