Meeting Call to Order
The meeting was called to order at 6:00 PM by Jim Haney.
- Present: Jim Haney, Greg Mitchell, Mike DeWald, Bob Marcuccilli, Parke Smith, and Sue Ann Mitchell, Frank Kurth
Report of Meeting Notice
The meeting date and time were posted and advertised as required.
Welcome Frank Kurth
Jim Haney officially welcomed Frank Kurth to the board. Frank has been appointed to fill the seat vacated by the resignation of Paula Stinson.
Approval of Previous Minutes
Parke Smith presented the June 20, 2018 regular meeting and public hearing minutes and made a motion to approve. The motion was seconded by Mike DeWald, and on call of roll was carried by the vote:
6 Yeas 0 Nays 1 Abstain
Treasurers Report and Other Financial Matters:
Mike DeWald presented the financial reports. Mike reported that the financial activities are progressing generally as expected and that funds for the August 1 payment to the USDA were in place. Bob Marcuccilli requested the addition of two columns on the reports that would track corresponding month and year-to-date financial activities. It was also suggested that the district take inventory of equipment in order to check against future purchases and sales of equipment in the Operations and Maintenance Fund Cash Balance.
- Mike DeWald made a motion to approve the Unaudited Schedule of Cash Receipts and Disbursements, the Monthly Analysis of Funds and Balances, and Monthly Analysis of Cash Investment Accounts. The motion was seconded by Jim Haney, and on call of roll was carried by the vote:
7 Yeas 0 Nays 0 Abstain
- Mike DeWald presented the Monthly Claim Approval Form. Jim Haney made a motion to approve the Monthly Claim Approval Form in the amount of $52,016.77 and the list of bills paid after 6/20/18 in the amount of $137,302.18. The motion was seconded by Greg Mitchell, and on call of roll was carried by the vote:
7 Yeas 0 Nays 0 Abstain
Engineering Update – DLZ:
Casey Erwin provided a written report and added additional commentary during the meeting.
1-New Connection Reviews
- (25) complete to date;
- (1) completed in July
2-Tank Items and Bypass Channels
- Casey provided a sample Notice of Award
- Upon Notice of Award executed and sent to contractor, will request Bonds and Insurance documents
3-Project Open Items – WWTP (RE Crosby)
- Access drive seeding and restoration complete on the east side. Contractor indicated the west side cannot be fine graded and seeded because it is too wet because of the constant overflow of water from neighboring pond. (No updates)
- Per an email from Gasvoda (the vendor of SCADATA, both are Sub-contractors to the General Contractor RE Crosby), the District’s counter offer of an upfront financial payment has been declined and they stand by their original offer. There were some questions by board members as to who would pay for required updates and cell equipment. The Board elected to table the issue to next month and suggested that Andy Boxberger work with Casey Erwin to develop a written proposal to address concerns.
5-Misc New Property Owner Items and Complaints: (There were no updates to these issues – the below issues remain from the previous month report.)
- Gary Graham (Contract B) at B8 wants his grinder traffic lid raised to avoid water and ponding in his drive. Also, his neighbor has complained because grinder or stone has been raised is pushing water into their carport. This was discussed at final RD closing meeting and contractor provided precon video noting grinder was set within project requirements, also noted that raising lid may push water in car port. I believe Mr. Graham has put more stone around lid without raising lid and is forcing water into neighboring carport. I told Mr. Graham I would meet him sometime in next few weeks. (6-20-18: No updates). Casey further suggested that Astbury consider drilling holes in the traffic cover to relieve standing water.
- Lake Estates (Contract C-ART): DLZ met with property manager on June 8 to discuss a sign that was removed and disturbed and not replaced by the Contractor.
- Lake Estates (Contract C-ART): DLZ met with property manager on June 8 to discuss an asphalt pavement patch on the private drive that has seams that were separating.
- Solomon (Contract C-ART): Mr. Solomon claims his fence needs to be put back and was proposed some fill dirt. 765-623-7744, 37 EMS B33A LN.
- Miller (Contract C-ART): Gene Miller of lot 14 of the United Cottage Assoc. (005-110-118). Still not happy about quality of the restoration in her grass yard.
Casey suggested that a materials inventory from the project be conducted to clarify what items are owned by Crane and what items are surplus from the project.
Additionally, DLZ proposed to extend service services thru the end of 2018 as they are nearing the $ 10,000 contract maximum. A new agreement will be needed for 2019. This issue was table until next month.
WWTP Bypass Project- H2 Oaks Report, Issue Letter To Contractor, Other
- WWTP Bypass Project: It was noted that the District needed to send formal notice of the award to the bid-winning contractor. Jim Haney made a motion to send notice of the award to Haskins Underground, as the lowest responsive bidder. The motion was seconded by Mike DeWald, and on call of roll was carried by the vote:
7 Yeas 0 Nays 0 Abstain
- H2Oakes Report: The District has received the preliminary draft and the report raised issues of responsibility of costs due to potential design flaws. Jim Haney made a motion to send a formal notice of concern to DLZ with an invitation to discuss the issues. The motion was seconded by Mike DeWald, and on call of roll was carried by the vote:
7 Yeas 0 Nays 0 Abstain
Grinder Pump Electrical Panel Warranty:
- Astbury reported that the District now has spare parts in inventory
- There have been no customer concerns regarding equipment replacements
- Astbury will continue to work with Crane on the replacement process and are expecting to be using the new Standard Operating Procedures within the next couple of weeks
Astbury Monthly Report
- The monthly report was submitted in advance. No issues, concerns, or violations were noted in the report.
- Matt Rippey reported two issues that have been resolved.
- 6132 E 450 N – a July 5 hook-up detected a clog in the line.
- 3781 N. Barbee Rd – sewage was coming up across the road and it was determined that the lateral was never connected. This issue will be raised with the appropriate contractor.
- Jim Haney suggested that tracking panel failures be added to the report going forward.
Request for Rate Reduction – Aspy, Freimuth, Kryder, Lewis, Wheeler
- Property owner Aspy (35B1A) made a request for a rate reduction. Greg Gear reported that all criteria were met for a Section #7 reduction. Jim Haney made a motion to approve the rate reduction for operation and maintenance costs, but to continue payment for debt service. The motion was seconded by Bob Marcuccilli, and on call of roll was carried by the vote:
7 Yeas 0 Nays 0 Abstain
- Property owner Freimuth (vacant lot – 3207 St. Rd. 13) made a request for a rate reduction. Greg Gear reported that all criteria were met for a Section #7 reduction. Jim Haney made a motion to approve the rate reduction for operation and maintenance costs, but to continue payment for debt service. The motion was seconded by Bob Marcuccilli, and on call of roll was carried by the vote:
7 Yeas 0 Nays 0 Abstain
- Property owner Kryder (344 B39) made a request for a rate reduction. Greg Gear reported that all criteria were met for a Section #7 reduction. Jim Haney made a motion to approve the rate reduction for operation and maintenance costs, but to continue payment for debt service. The motion was seconded by Mike DeWald, and on call of roll was carried by the vote:
7 Yeas 0 Nays 0 Abstain
- Property owner Lewis (34 B74) made a request for a rate reduction. Greg Gear reported that all criteria were met for a Section #7 reduction. Jim Haney made a motion to approve the rate reduction for operation and maintenance costs, but to continue payment for debt service. The motion was seconded by Bob Marcuccilli, and on call of roll was carried by the vote:
7 Yeas 0 Nays 0 Abstain
- Property owner Wheeler (4847 Armstrong Rd.) made a request for a rate reduction. Greg Gear reported that all criteria were met for a Section #7 reduction, but that the property owner was not current on payment (6 months behind). Jim Haney made a motion to approve the rate reduction for operation and maintenance costs, but to continue payment for debt service, pending the account becomes current. The rate reduction would be effective on the date the account becomes current. The motion was seconded by Sue Ann Mitchell, and on call of roll was carried by the vote:
7 Yeas 0 Nays 0 Abstain
JPR – Property Owner Connection Status
Josh Thomas of JPR reported that:
- 74 properties not yet connected (28 properties have permits, 46 properties have taken no action)
- It was noted that this is an excellent report with extremely low numbers of unconnected properties, given the scope of the project.
Other Items
- Key Bank has changed their policy regarding online fees.
- Andy Boxberger provided draft additions to District bylaws (Article 5, Section 5.5) which requires that District Board Officers are have signature cards on file to authorize check signing. Single officers may sign checks but checks over $10,000 requires the signatures of two officers.
- Jim Haney made a motion to adopt the amended bylaws relative to check signing authorities. The motion was seconded by Mike DeWald, and on call of roll was carried by the vote:
7 Yeas 0 Nays 0 Abstain
Public Q & A
- Property Owner Ford provided an update to the Board request for additional documentation regarding his previous request for an extension to connect and waiver of late fees and penalties. Mr. Ford was not able to find additional documentation to support his claims. The District has reviewed internal records and provided Mr. Ford with multiple dates and contacts. The Board agreed to review the issue in the future, should Mr. Ford be able to provide additional documentation, such as phone records.
- Property Owner Cripe (3765 Barbee) purchased a property on land contract that had previously been a bypassed property. To date, the District has not received a schedule request for inspection.
Adjournment
Motion to adjourn the meeting at 8:05 pm was made by Jim Haney, seconded by Bob Marcuccilli, and on call of roll was carried by the vote:
7 Yeas 0 Nays 0 Abstain
Parke Smith, Secretary