Meeting Call to Order
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
- Absent: Paula Stinson
Report of Meeting Notice
The meeting date and time were posted and advertised as required, including the rescheduled meeting from March 21, postponed due to lack of quorum.
LRSD Board Appointments/Resignation
President Jim Haney noted several actions that affect the make-up of the board.
- Parke Smith and Mike DeWald were appointed for an additional term of 4 years each by the County Commissioners.
- Paula Stinson tendered her resignation from the board for personal reasons.
- Jim asked that board members submit candidate names, with a bio, for consideration to replace Paula. The next meeting of the County Council, in which a new Board member recommendation could be considered, would be April 12, 2018.
Approval of Previous Minutes
Parke Smith presented the February 21, 2018 meeting minutes and made a motion to approve. The motion was seconded by Mike DeWald, and on call of roll was carried by the vote:
4 Yeas 0 Nays 2 Abstain (Jim Haney, Greg Mitchell)
Engineering Update/Professional Services Agreement- DLZ:
- LRSD and DLZ have reached agreement of terms of the new proposed services agreement.
- Jim Haney made a motion to approve the Engineering Agreement with DLZ. The motion was seconded by Bob Marcuccilli, and on a call of roll was carried by the vote:
6 Yeas 0 Nays 0 Abstain
- Casey Erwin had no engineering updates or new information to report.
Grinder Pump Electrical Panel Warranty:
- All damaged electrical panels have been replaced and defective panels (14 units) sent to Crane-Barnes for repair.
- No properties are at risk for lack of service at this time, but the contractor has not yet been relieved of their bond commitment.
- Conversation with Crane-Barnes regarding shipping costs for damaged panels is ongoing. Freight was specified as a responsibility of Crane-Barnes in the original proposal and the board reiterated that it is expecting for Creane-Barnes to pay for all freight related to defective parts.
- The board asked for assurances regarding the 2-week turn-around commitment from Crane-Barnes regarding the repaired panels, given the expectation of property owners increased presence and usage now that spring is here.
- It was also reported that 19 grinder pumps have been inspected for previous rail issues (warranty), with no problems reported.
Treasurers Report and Other Financial Matters:
Mike DeWald presented the Unaudited Schedule of Cash Receipts and Disbursements. Mike noted that the revenue cycle appears to be working as it is supposed to.
- Jim Haney 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 Bob Marcuccilli, and on call of roll was carried by the vote:
6 Yeas 0 Nays 0 Abstain
- Mike then presented the Monthly Claim Approval Form. Mike noted that this month’s report included a customer refund to Barbee Enterprises, LLC for transition to a metered rate. Sue Ann Mitchell noted a discrepancy in the Carson invoice, to which Mike concurred and corrected. Jim Haney made a motion to approve the Monthly Claim Approval Form, including the list of bills paid after 2/21/18, for $51,100.36. The motion was seconded by Sue Ann Mitchell, and on call of roll was carried by the vote:
6 Yeas 0 Nays 0 Abstain
JPR – Property Owner Connection Status
- Greg Gear reported that the district was at approximately 94% for permits pulled, 85% actually connected, and had approximately 10 inspections this month. Greg also noted that the connection at Lake Estates is over 50% complete.
- There was a board discussion regarding the need for a Failure to Connect Ordinance and penalty structure. Much of the conversation focused on the desire to strike a penalty rate balance that would be both motivational for property owners to connect, yet not debilitating financially. The board was in general agreement that a tiered penalty structure may be the best option. Andy Boxburger will draft a sample tiered process for the board to consider. The target date for completing the process is for the first reading to occur in the April meeting, adoption in May, and implementation in June.
JPR Contract
- There was no update on this issue.
- Jennifer Ransbottom noted that there was nothing unusual in the billing cycle for this month and that new liens would be filed the first week in April.
Astbury Monthly Report
- There were no Astbury staff present, so the monthly report was submitted in advance.
- No issues, concerns, or violations were noted in the report.
- A suggestion was made to review expenses on a per item basis. Mike DeWald will meet with Greg and Tom to review.
IDEM Permit Renewal
- Jim Haney reported that the current IDEM Permit will expire on October 1. Jim suggested that the district submit a new application by April 1 and pay the fee of $50.
- Jim Haney made a motion to submit an application for the IDEM renewal, as well as pay the $50 fee. The motion was seconded by Sue Ann Mitchell, and on call of roll was carried by the vote:
6 Yeas 0 Nays 0 Abstain
Failure to Connect Penalties
- This issue was discussed during the Connection Status portion of the agenda.
- Andy Boxburger will draft a sample tiered process for the board to consider. The target date for completing the process is for the first reading to occur in the April meeting, adoption in May, and implementation in June.
Requests for Rate Reductions/EDU Review
- Clearwater Resort applied for a rate reduction from 33 EDUs to 26. As part of the process, Clearwater Resorts petitioned the Area Plan Commission to reduce occupancy from 33 units to 26 units.
- Based on a capacity reduction granted by Area Plan, Jim Haney made a motion to grant the rate reduction for 7 EDUs to be charged the debt service rate only, effective in 2-3 weeks once Clearwater Resort is approved to connect to the sewer system, and to be affirmed at the next meeting. The motion was seconded by Mike DeWald, and on call of roll was carried by the vote:
6 Yeas 0 Nays 0 Abstain
Other Items
- Request for Property Owners Outside the District to Connect
- A property owner outside of the current LRSD boundaries has inquired as to the possibility of tying into the system.
- There was some discussion among the board as to the implications of doing so, including possibilities of changing boundary lines and potential capacity issues, particularly this early in the implementation phase.
- The board was in agreement that LRSD would not take on additional properties outside of the district at this time.
- LRSD Award Recognition
- DLZ nominated LRSD for, and LRSD received, the 2018 Engineering Excellence Awards Competition – Merit award.
- Jim Haney accepted the plaque on behalf of the district.
- Telecom Issue
- The board asked DLZ for an update on this issue.
- Casey Erwin reported that he is still waiting to hear from the contractor. Casey agreed to follow-up, as well as provide information regarding possible battery back-up, operations and maintenance costs, and the potential extension of monthly payments made by the contractor.
- Post Aeration Issue
- The board asked DLZ for an update on this issue.
- Casey Erwin reported that there is no movement on this issue and that he is continuing to work with Astbury to come to agreement on the solution design. Casey committed to follow-up with Astbury.
- Abnormal/High Flow
- The board asked for an update on this issue.
- Greg Gear reported that it was discovered that 2 properties had connected their sump pumps to the system during the heavy rains of last month. We are attempting to get verification and issue disconnect orders. Casey and Greg noted that periods of heavy rain are generally when issues like this will be discovered.
- Other than these types of issue, the system seemed to function properly during the significant rainfall of last month.
Public Q & A
- Victoria Fox, Kuhn Lake, reported that she has been trying to get answers from the district regarding the possibility of moving her property to a metered rate. Ms. Fox purchased Kuhn Lake Rentals (B14/15) in October of 2017. This property is classified as a mobile home park by LRSD and Ms. Fox believed it was classified as a campground and, therefore eligible for a metered rate. Andy Boxburger noted that the property is part of current litigation with the district regarding classification rights and, as a result, he cannot comment. Ms. Fox indicated that the rental would be seasonal in nature and would like to be considered as a campground. Ms. Fox also stated that she was aware of the pending litigation, but had been assured by the previous property owner that she would be able to obtain metered rates. The board explained that the property is currently classified as a mobile home park and not eligible for a metered rate.
Adjournment
Motion to adjourn meeting at 7:23 pm made by Mike DeWald, seconded by Parke Smith, and on call of roll was carried by the vote:
6 Yeas 0 Nays 0 Abstain
Parke Smith, Secretary