PWSD Minutes 11-1-10

Phelps County PWSD #4
Board Meeting Minutes

November 1, 2010

Call to Order
Board members in attendance were John Staples, Jack Lansberry and Bob Laney. Also present were Jodie Branson from MRPC; Dusty Densmore of Triple D Construction and Kevin Whitener. The President of the Board, John Staples, called the meeting to order at 6:03.

Approval of Agenda and Minutes
The agenda for this meeting and the minutes from the October 4, 2010 meeting were provided to the Board in the meeting packet for their review. Bob Laney made a motion to accept the agenda as presented and Jack Lansberry seconded the motion. The motion carried. Jack Lansberry made a motion to accept the minutes as presented. Bob Laney seconded the motion. The motion carried.

Recognition of Visitors
Kevin Whitener addressed the Board regarding the increase to the monthly rate. Mr. Whitener expressed concern the preliminary project planning was flawed. Mr. Whitener projected the rate will double in the next few years. Mr. Whitener stated that disconnection would reduce the revenue and further increase rates for the paying customers. Bob Laney stated that residents that were disconnected would continue to owe for the service. John Staples stated that disconnects would be reported to the Health Department. Mr. Whitener suggested that if sewer service costs $150 in 10 years, his property wouldn’t be marketable and he should sell now. Mr. Whitener suggested that the District needed a long term plan and that a long term plan should have been in place when the District was formed. Bob Laney stated that the Board was making an effort to keep costs down and maintain the system. Mr. Whitener suggested that the Board look at refinancing the debt over a longer payback period. Mr. Whitener suggested that the sewer pipe be disconnected from the pump and left to the open air and “make a call to DNR”. Dusty Densmore stated that the District could not run sewage onto the ground. The District’s attorney suggested we stop the flow at the District line. Sewage backing up into the home will be a motivator to pay. Mr. Whitener suggested if the actual cost had been presented to the voters, the district would have been voted down. Jack Lansberry stated that the EPA is actively monitoring sewage in Missouri streams and mandating clean ups. Bob Laney remembers that the initial presentation of the project compared the monthly cost of sewer service to the cost of basic cable service. Mr. Whitener stated the difference is - cable can be shut off when times are hard. Mr. Whitener expressed concern that there were not reserves to pay for major repairs and feels that a long range plan needs to be developed that accounts for major cash outlays. Bob Laney stated that the Board is dealing with the here and now; but, there is an amount going into a reserve account to handle major repairs. The Board invited Mr. Whitener to become a member of the Board. Mr. Whitener declined the offer.

Financial Statements
The financial statements for the period ending September 30, 2010 were provided to the Board in the meeting packet. Jodie Branson reviewed the financial statements with the Board. The year to date revenue is $149,028 before depreciation and bad debt expenses. The operation account balance is $42,835 which includes $ 36,072 in reserves. The accounts receivable are $25,740 - $11,588 in deferred October fees and $14,747 aged receivables. Jodie Branson stated that customer accounts have been adjusted to reflect the late fee policy adopted at the last meeting and the accounts receivable report reflects collectible amounts. Jack Lansberry made a motion to approve the financials. Bob Laney seconded the motion and the motion passed.

Maintenance and Operations Report
Dusty Densmore presented the maintenance and repair activities report for the month of October:

Triple D responded to a call at Dennis Gray’s residence, 17284 County Road 1022 on October 4th. Flo-Systems did not find an error message, but changed out the pump. Pump was working and no alarms were sounding. Triple D and Flo-Systems responded to a call at Gray’s on October 8 th; the system indicated a faulty power cable. Flo-Systems installed a new cable and system was working. Triple D returned on October 29 th and manually buried the cable.
Triple D and Flo-Systems went to the duplex pump at 14815 County Road 2310. On a previous visit, Flo-Systems had diagnosed a faulty control panel and only one pump was working. Flo-Systems replaced the non working pump and this time the panel tested “ok”. Both pumps are working.
Triple D went to Tanglewood to investigate a reported sewer smell. Triple D did not detect any odor upon arrival; checked the manhole and the air release valve and did not detect any exceptional odor.
Triple D spoke to Doug Counts from St James City Utilities. They agreed to meet the following week to order parts to repair the chart graph and flow meter. Triple D will price the new float system for the lift stations.
Triple D spoke to Flo-Systems and scheduled pump repair/training at Flo-Systems’ shop. Triple D stated there will be 2 people going with him for the training and requested compensation for time and fuel. Bob Laney suggested that there is a benefit to Triple D beyond their duties in the District. The Board agreed to $26 per hour and fuel. The $26 includes $8 per hour per worker and $10 per hour for Dusty Densmore.

Bob Laney made a motion to approve $595 payment to Triple D for service calls in October. Jack Lansberry seconded the motion. The motion carried unanimously.

Triple D suggested that when disconnecting a customer, it would be more economical to pull the breaker from the control panel. If we pull the pump, the electric cable connector will short out if moisture reaches the connector. The cable hangs in the tank, so it is very likely to get wet. Dusty suggested that the replacement cable is $5-600.The Board decided to pull the breaker and pad lock the panel when disconnection was called for.

Kevin Whitener left the meeting.

Old Business
Jodie Branson reported that advertising for open Board seats will begin in December for the municipal election in April 2011. Board will discuss Board vacancies at the next meeting.

Jodie Branson reported that 3 disconnect notices were sent at the end of September. One paid in full, one asked for a repayment agreement and two are scheduled to be disconnected. The Board approved the repayment agreement. During the current period, one notice was sent on Oct 21 st and three on Nov. 1 st.

Bob Laney reported 14832 Private Drive 2331 (Bowser) appears to be vacant. John Staples asked that MRPC call Ken Matthews and find out the lender on his residence. Jodie Branson reported that she left a message at the Scheller residence. Jodie asked John Staples to visit Mr. and Mrs. Scheller and Vernon Moreland regarding account balances.

Jack Lansberry reported explaining to Curt Voss that there was not an easy fix for two connections on his property.

Bob Laney stated that the discussion with the City of St James is not a pressing issue. John Staples reported that Jim Holt was going to approach Mayor Wilson regarding the District. The Board will discuss at a later meeting.

John Staples reported talking to Chris Mueller at CenturyLink regarding the autodialers. The questions are: 1) what is the outgoing message; and 2) can it dial MRPC, Triple D and John Staples? Triple D reported that Lift Station #3 does not have an auto dialer. The Board will gather information and discuss at a later meeting.

Jodie Branson reported that the administration contract with MRPC expires December 31, 2010. The Board agreed that they would renew the contract within the current budget restrictions. Bob Laney expressed concern that the payables to MRPC be reduced when cash is available. MRPC will present the renewal at the next meeting for Board approval. Jodie Branson provided a copy of the 2011 Budget. The Board will review and discuss at the next meeting.

Jodie Branson brought up the variation of insured amounts for the lift stations. The Board requested that MRPC schedule the FCNB agent attend a Board meeting to provide information regarding the policy as written.

Next Meeting
Monday, December 6, 2010.

Adjournment
John Staples adjourned the meeting at 8:13.

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 November 1, 2010.

_______________________________
President: John Staples