Phelps County PWSD #4
Board Meeting Minutes

December 6, 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 Rick Gordon from FCNB Insurance. John Staples, called the meeting to order at 6:00.

Approval of Agenda and Minutes
The agenda for this meeting and the minutes from the November 1, 2010 meeting were provided to the Board prior to the meeting for their review. Jack Lansberry made a motion to accept the agenda as presented and Bob Laney 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 Visitor
John Staples introduced Rick Gordon from FCNB Insurance. FCNB Insurance is the agent for the district’s coverage. Jodie Branson asked for a correction to the mailing address for building 3-Lift Station #3 and building 4-Triple D’s location. Jack Lansberry pointed out that the district’s mailing address on the policy also needed to be updated. Jodie Branson asked how the insured amount for the lift stations had been determined. Mr. Gordon stated that “district counsel” provided those figures when the policy was written. Triple D suggested that the lift stations #1 and #2 should be insured for $70,000 each; and lift station #3 at $50,000. The Board agreed to the changes. Triple D and the board discussed the value of district property stored at Triple D’s shop. They agreed that $44,000 was adequate. Jodie Branson pointed out that the policy includes references to payroll and employees. The district does not have and does not project having employees. The Board would like to eliminate employment coverage if the attorney agrees there isn’t a need. MRPC will contact Scott Robbins and ask if there is a reason we need employment coverage. John Staples pointed out that the board is looking for ways to cut costs and would appreciate any tips to cut premium costs. Mr. Gordon stated that premium would be refunded as the adjustments warranted for the remaining period of the policy. The policy is for the period July 15, 2010 thru July 14, 2011. Mr. Gordon stated that he would look at other companies at renewal, but the current company, Savers’ Property & Casualty Insurance Company, has historically had lower premiums. Mr. Gordon left the meeting.

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

• Disconnected Falkenrath’s two rental properties on Nov 1st. The property is vacant and the electric meters have been pulled. Triple D is checking the properties weekly.
• Attended class at Flo-Systems on Nov 8 th in Troy, Illinois. The class was conducted by the service technicians employed by Flo-Systems. The start-up kit is $2,575.50 and we can split up the payment. Flo-Systems stated that if the parts in the kit were purchased separately, it would add $800 to the cost. Flo-Systems will send a parts list so we can determine how many pumps can be repaired from the kit. Kit also includes bearing press tool, a tool that fits on the bottom of the “bell” and other tools specific to pump repair. Triple D will order parts thru Flo-Systems, but parts coming from E-One will be sent directly to Triple D.
• One pump was not kicking on at lift station #1 on Nov. 17 th. Triple D was unable to repair and called Gilliam Electric to check the electrical system. Gilliam went thru the electrical system, tightened up wires and reset the soft start; then rebooted the system. The pump is working.
• Went to 14926 County Road 1023 on Nov 22 nd and disconnected Jeff Hudder for non-payment and on the 23 rd, reconnected.
• Responded to reported alarm at Gary Hitch’s on Nov 23 rd. Sensor in bell switch needed to be replaced. Did not have part, so switched out the pump. Rags were wrapped around the propeller. Informed the homeowner of the presence of rags in the system. Homeowner doesn’t know how it happened. Jack Lansberry asked that a flyer be mailed advising the users what shouldn’t be put in the system and the liability incurred. Flo-Systems did not provide the flyer that the board requested from them. MRPC will follow up and report at a later meeting.
• Triple D reported that on Nov 26 th, lift station #2, pump 2 made an unusual noise when it kicked on. Triple D tested the system and did not determine the cause. Triple D will monitor the pump.

Jack Lansberry made a motion to approve $947 payment to Triple D for service calls and training time in November. Bob Laney seconded the motion. The motion carried unanimously.

The board asked Triple D to pick up the extra pumps from Flo-Systems. The board agreed that Triple D should handle the pump repairs and only call Flo-Systems if they encounter a problem they can’t handle. Jack Lansberry stated that the “800” number is still on the panel. MRPC will notify Flo-Systems to forward those calls to Triple D.

The 2011 budget was provided to the board in the meeting packet. Jodie Branson stated that the administration expense was budgeted at $25,000 and MRPC would make every effort to stay within that budget, but, extra projects would affect actual expenses. Jack Lansberry made a motion to approve the 2011 budget. Bob Laney seconded the motion and the motion passed.

Old Business
The MRPC administration contract for calendar year 2011 was provided to the board in the meeting packet. Bob Laney made a motion to approve the MRPC administration contract for calendar year 2011. Jack Lansberry seconded the motion and the motion passed.

As of the end of November, the aged receivables are $16,130 with 17 total delinquent accounts; 8 of the delinquent accounts have repayment agreements. Jodie Branson reported that two accounts had been disconnected. One paid sewer and late fees but not the disconnection fee; the other entered into a repayment agreement. Both have been reconnected. Jodie Branson is to call the attorney and determine how to proceed with Moreland. John Staples will contact John Scheller.

Jodie Branson reported that Curt Voss asked for $30 of his balance to be waived. Voss’ pay 6 months in advance for two connections and the rate increase went into effect after we received their prepayment. The board agreed to waive the $30.

Jodie Branson requested a change in the User Charge Ordinance disconnect policy because of the procedure changes adopted at the last meeting and the actual experience of disconnecting a customer. The board discussed the expenses associated with disconnecting and reconnecting a customer and determined that effective immediately, the fee should be a minimum of $250 each to disconnect and reconnect or actual expenses. MRPC will present ordinance text for the board at the next meeting.

Jodie Branson reported that Mike Hofstetter provided a recorded deed for the property containing Lift Station #3 in Mack’s Point subdivision. Mr. Hofstetter requested reimbursement for actual expenses totaling $80 to prepare the deed and to have it recorded in Phelps County. Jack Lansberry made the motion to reimburse Mike Hofstetter actual expenses for the deed to the property containing Lift Station #3 and Bob Laney seconded the motion. The motion passed.

Jack Lansberry wants to get the auto dialers straightened out. John Staples said that he will follow up with Chris Mueller at CenturyLink. Jodie Branson provided John Staples with the auto dialer phone numbers and a list of questions.

John Staples reported that he had received a call from Jeff Bartle to locate district lines for a project at Flag Springs Church. John referred him to Donnie Holt. John Staples asked if Dig Right can locate the lines for the district. Jodie Branson reported that a representative from Missouri One Call (Dig Right) visited MRPC on Dec 2 nd and stated that the district was “5 years overdue” in registering with the state. MRPC will complete the application. It is MRPC’s understanding that Missouri One Call receives the call about a project and Missouri One Call places a call to each utility to locate lines that belong to them within the project area; it’s up to the district to locate district lines. Jodie Branson stated that the district has to find someone to locate our lines to be in compliance with Missouri One Call. John Staples suggested talking to Mayor Wilson and making arrangements for a City of St James utility person to do line locates for the district. Bob Laney pointed out that without “as built” drawings any locate will be difficult. Archer has repeatedly told us that they have given us what they have. Jodie Branson reported that Triple D had pointed out an area on the drawings without any public sewer lines drawn in. When MRPC checked the addresses in the Phelps County GIS maps against currently billed district customers, it was confirmed that the customers are being billed. Triple D stated that Lift Station #3 and surrounding lines are not included in the drawings. Triple D stated that as the system was being built, the inspectors should have created a report each day of how many feet of what kind of pipe went in; with locations and measurements of the lines in relation to roads, buildings and other structures. Because Archer has been unable to provide this detail, Triple D stated that they would not be able to locate lines if something serious happened.

John asked again if Archer could supply us with the correct drawings. Dusty Densmore stated that he has asked; and Jodie Branson stated she has asked and been told by Jeff Meadows at Archer that the plans we have are the “as built” drawings. Jack Lansberry asked who was ultimately responsible for signing off on the construction in order to pay the contractor. Bob Laney stated that it would have been a conflict of interest if the project inspector had been an employee of the engineering firm. Bob Laney believed the inspector was paid by the board. Dusty Densmore stated that he could not get insurance coverage if his contract with the district included locating lines. Bob Laney pointed out that whoever locates the line is liable if the locate is wrong and a line is damaged. John Staples stated that John Doyle recommended Rodney Baker from Dixon; and Mr. Baker had located the district lines for an Intercounty project. Jack Lansberry stated that there should have been requirements in place during construction before payment would be released; and one of the requirements should have been the detail drawing. John Staples stated that documents from the first 3 years of the project were not provided to the district by Attorney Elizabeth Dietzmann. She claimed that the files were lost in a fire or flood in her office. The board left the issue for discussion at a later meeting.

Next Meeting
Monday, January 3, 2011.

Adjournment
John Staples adjourned the meeting at 8:22.

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 December 6, 2010.

_______________________________
President: John Staples