Meeting called to order at 6:00 pm by Jim Haney.
Present: Jim Haney, Bob Marcuccilli, Sue Ann Mitchell, Frank Kurth, and Greg Mitchell were present.
Mike DeWald was present by phone and Parke Smith was absent.
The meeting date and time were posted and advertised as required.
Jim Haney presented the April 17, 2019 meeting minutes and the minutes for the Executive Session on May 1, 2019. Jim Haney made the motion to approve the minutes, seconded by Sue Ann Mitchell, and on call of roll was carried by the vote:
5 Yeas 0 Nays 0 Abstain
Treasurer Report and Other Financial Matters:
Jim Haney presented the Treasurer’s Report for Mike DeWald. Motion by Jim Haney to approve the Unaudited Schedule of Cash Receipts and Disbursements, the Monthly Analysis of Cash and Investment Accounts, the Monthly Analysis of Funds and Balances, and the Monthly Analysis of Fund Balances, seconded by Sue Ann Mitchell, and on call of roll was carried by the vote:
5 Yeas 0 Nays 0 Abstain
Mike DeWald presented the Monthly Claim Approval Form.
Motion made by Jim Haney to approve the Monthly Claims for May 15, 2019, for $91,290.85, seconded by Greg Mitchell, and on call of roll was carried by the vote:
5 Yeas 0 Nays 0 Abstain
JPR Update:
There was no one representing JPR at the meeting. Mike DeWald noted that JPR had 118 billing errors to customers. JPR was to contact all of the customers with billing errors. Greg will contact Jennifer to make sure that all of the homeowners were contacted.
DLZ Update:
DLZ has no updates at this time.
Astbury Report:
Matt reported on the main line that was plugged for 4 houses. They did get the line cleared out using the vac truck. They determined it was from the homeowners turning the power off to their grinders so the waste sits in the line all winter causing the blockage. Matt talked with the homeowners and they agreed to leave the power on in the winter. He is going to add checking that part of the line to the monthly maintenance list for the winter months.
Property Connection Status:
We are down to 17 properties that are not connected. Greg had Jerry Smith come in and pulled a permit for a new hookup, so we should have 1 less in the coming month.
The Board asked Carson Boxberger to do a cursory review for properties involved in a tax sale, commissioner sale, and a bad debt policy.
Chris from Carson talked about a policy that would cover and address properties in commissioner sales, tax sales, and various situations that the District could be presented with.
Procedure 1: For unpaid monthly charges.
Procedure 2: Bankruptcies
Procedure 3: Mortgage and Foreclosure
Procedure 4: Tax Sales
Chris discussed the different scenarios for the different procedures.
Greg made the motion to adopt the Bad Debt Resolution 2019-02 established memorializing the policy and procedure for collection of unpaid charges in certain situations, seconded by Bob Marcuccilli, and on call of roll was carried by the vote:
5 Yeas 0 Nays 0 Abstain
Property Owner Requesting Penalties be Waived:
Kelsey Caldwell, 8 EMS B61 Ln, is current on monthly charges, but has not connected as of now so the penalties will continue to be assessed.
Jim Haney made the motion to inform Kelsey Caldwell that her request has been denied and her penalties resume May 1st and let her know that it was her responsibility to make sure she purchased the property free and clear. Motion was seconded by Bob Marcuccilli, and on call of roll was carried by the vote:
5 Yeas 0 Nays 0 Abstain
Property owner Cassidy, 53 EMS B11 Ln, Pierceton, was asked at last months meeting to supply copies of her telephone bill as proof of her contact. Her records indicated that she made a call on May 25, 2018 for 3 minutes. The District telephone records show that she did call, but the District had no records of a return call from them to the property owner. Cassidy made 2 calls on August 14, 2018 to JPR. JPR returned her phone call on August 20, 2018. Her contractor stopped in on September 19, 2018 to pull a permit, we received a letter that the house was going to be torn down. Jim Haney asked why she didn’t give a follow up call to the Board until August 14, 2018, but she did not have a reason why she didn’t follow up with them. The Board had sent several letters to connect and a Certified Letter which she received and signed for on October 17, 2017.
Jim Haney questioned why she didn’t contact the District when throughout 2017 and early 2018, as she had received several written letters to connect and a Certified Letter that she signed for and received. She had no explanation as to why she hadn’t made contact. Property owner Cassidy is asking to have the failure to connect penalties waived.
Jim Haney made the motion that the request be denied, seconded by Sue Ann Mitchell, and on call of roll was carried by the vote:
5 Yeas 0 Nays 0 Abstain
Laura Close, 7099 E 400 N, Leesburg, requests the failure to connect penalties be waived. The property was connected in February of 2019. Laura did sign the easement agreement, but James did not, and he has passed. Property was put in Laura’s name in 2014. Laura was not in attendance.
Jim Haney asked if the Certified Letter was signed for in October of 2017, but Greg did not know. He is going to check in to it.
Jim Haney mad a motion to table the matter until Greg can verify if the letter was signed for, seconded by Frank Kurth, and on call of roll was carried by the vote:
5 Yeas 0 Nays 0 Abstain
Prather, 41 EMS B73 Ln, was present at the meeting last month and the Board asked him to update his history because some of the dates he stated did not match with the previously supplied information. He said he did not receive a Certified Letter in October of 2017, but it was signed for.
Jim Haney made the motion that we deny the waiver of the failure to connect penalties, seconded by Greg Mitchell, and on call of roll was carried by the vote:
5 Yeas 0 Nays 0 Abstain
Billing and Collection Services:
Jim Haney discussed billing and collection with JPR. We have had many complaints about payment options, billing errors, and no online account records. Internally, the Board would like to have the ability to access account information. As of right now we have to contact JPR to request information which takes several days to receive back. We have been working with Astbury to take over the billing and collection services.
Jim Haney made the motion to terminate the agreement with JPR effective July 1, 2019, and to enter into an agreement with Astbury to take over the billing and collection effort with a commencement date of July 1, 2019, seconded by Sue Ann Mitchell, and on call of roll was carried by the vote:
5 Yeas 0 Nays 0 Abstain
Website:
Our website was set up for the connection process. We would like to update to more current information. Greg Mitchell and Mike DeWald will be on a committee to update the website and Jim will ask Parke Smith if he would be able to serve on the committee as well.
Motion to adjourn meeting at 7:21 pm, made by Greg Mitchell, seconded by Sue Ann Mitchell, and on call of roll was carried by the vote:
5 Yeas 0 Nays 0 Abstain
Bob Marcuccilli, Assistant Secretary