Meeting called to order at 6:00 pm by Jim Haney.
Present: Jim Haney, Mike DeWald, Bob Marcuccilli, Parke Smith, and Sue Ann Mitchell. Paula Stinson and
Greg Mitchell were absent.
The meeting date and time were posted and advertised as required.
Chris Nesbaum from Carson Boxberger was in attendance in place of Andy Boxberger who is sick.
First order of business is the election of officers for 2018.
Mike DeWald nominated Jim Haney as president, seconded by Bob Marcuccilli, and on call of roll was carried by the vote:
4 Yeas 0 Nays 1 Abstain
Jim Haney nominated Bob Marcuccilli for Vice President, seconded by Parke Smith, and on call of roll was carried by the vote:
4 Yeas 0 Nays 1 Abstain
Jim Haney nominated Mike DeWald for Treasurer, seconded by Parke Smith, and on call of roll was carried by the vote:
4 Yeas 0 Nays 1 Abstain
Greg Mitchell has asked to relinquish the position of secretary. Jim Haney nominated Parke Smith for the position of secretary, seconded by Mike DeWald, and on call of roll was carried by the vote:
4 Yeas 0 Nays 1 Abstain
Jim Haney nominated Bob Marcuccilli for Assistant Secretary, seconded by Parke Smith, and on call of roll was carried by the vote:
4 Yeas 0 Nays 1 Abstain
Jim Haney presented the December 7, 2017 meeting minutes for Greg Mitchell. Jim made the motion to approve the December meeting minutes. Mike DeWald pointed out on page 11 of the December minutes, last line, that the day was wrong. It is written as Thursday, but is supposed to be Wednesday.
Jim made the motion to approve the minutes with the amendment to change the next meeting date to Wednesday instead of Thursday, seconded by Bob Marcuccilli, and on call of roll was carried by the vote:
5 Yeas 0 Nays 0 Abstain
DLZ Project Update:
Casey Erwin presented the meeting minutes from the ten month project warranty meeting which was held on December 20, 2017, and was attended by LRSD representatives Bob Marcuccilli and Mike DeWald, DLZ, USDA Rural Development, RE Crosby, Selge and ART (via phone).
Contract A Collection System:
There have been 29 grinder station control panels replaced. The District is requesting a remediation plan from Cranes/Bernes to address the issue. There are no other items noted at this time.
Contract B Collection System:
The warranty period was over on October 11, 2017.
Contract C Collection System:
Restoration of asphalt will be repaired when the weather permits including McKenna & B24, 35 EMS B24, and CR 100 east of the WWTP.
Contract Wastewater Treatment Plant:
1) Restoration and seeding for drain under access drive. There is a letter of commitment for future repair.
2) Pump Station Telemetry.
There are 2 items at the Wastewater Treatment Plant that have not been completed. They were forwarded to our legal counsel and a letter has been issued to the company and the bonding company that these issues have not been resolved.
1) Telemetry communication between the pump stations. They are working now by cell phone and not by radio like they were designed. Casey Irwin is waiting for a response on the fix from the company.
2) Blower building paint is flaking. He is waiting on the repair from the company at this time.
3) Sludge building cover and bottom trim is loose. Letter of commitment from the contractor to repair.
Casey Erwin presented repairs for the bar screen and post aeriation tank. They have designed a bypass system for the post aeriation tank so you can bypass the tank and drain the tank to clean the algae that is building up for routine maintenance. They also designed a bypass for the bar screen so if there is a backup it would bypass the bar screen and prevent a spill. If there is a backup now, there is no way to prevent spillage. Dan Fox did not like it designed with a trough made out of fiberglass. He would like it in an PVC pipe so that it could not spill. Casey will work on changing the design with a pipe instead of a trough. Dan commented that the by-pass on the post aeriation tank for cleaning, will help prevent us from violating our permit for suspended solids.
Casey presented a Professional Service Agreement renewal and said that the intent of the contract has not changed. It covers plan reviews, at a set rate, and any other items such as correspondence. They added a $10,000.00 limit without a review by the District. The rest is virtually the same. The rates did go up around 3%.
Jim Haney made the motion to continue the current contract through the next board meeting on February 21, 2018, at which time we will revisit the new engineering agreement, seconded by Sue Ann Mitchell, and on call of roll was carried by the vote:
5 Yeas 0 Nays 0 Abstain
Grinder Pump Electrical Panels:
Don from Astbury and Ed Dunn with Crane/Barnes did an inspection on the panels. They have inspected 20 as to date and are going to inspect a total of 149. None of the 20 have any damage with 3 of the 20 having already been replaced. They will finish their inspection tomorrow. Don said that we have zero in stock and total failures to date is 39. We are waiting on 15 control panels to be returned either repaired or replaced. Ed commented that the holdup has been between Crane and the vendor discussing the failure. Crane has taken responsibility of the panel repairs or replacements. They are confident that they will get the panels repaired or replaced much quicker and said it should be two weeks turn around. Crane/Barnes will stock two panels at the factory. The manufacturer will have repair components on the shelf to repair panels. Crane will expedite the return of our 6 panels giving us 6 panels to keep in LRSD stock. The Board would like Ed Dunn to present us with a letter of commitment on this resolution.
Treasurers Report:
Mike DeWald made the comment that our receivables for over 90 days late has jumped up this last month. He then presented the Unaudited Schedule of Cash Receipts and Disbursements.
Jim Haney made the 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, seconded by Parke Smith, and on call of roll was carried by the vote:
5 Yeas 0 Nays 0 Abstain
Mike then presented the Monthly Claim Approval Form. Jennifer made the comment that we received a payment from the Auditors Office for over $11,000.00 for collections and will be depositing it into the account.
Jim Haney made the motion to approve the Monthly Claim Approval Form for $81,735.93, seconded by Bob Marcuccilli, and on call of roll was carried by the vote:
5 Yeas 0 Nays 0 Abstain
Astbury Monthly Report:
Jim Haney mentioned that we had a customer at 5275 E Brown Rd that was connecting the house and hit a lateral line that caused a spill. They had not called for locates. Astbury had to call in an emergency crew to repair the line. The emergency repair cost $6,050.00 plus Astbury’s charges. Astbury does not have a bill yet. These charges will be billed back to the customer.
Property Connection Status:
Ken Jones presented the property status update. 92.8% of permits have been submitted for a total of 1,532 permits out of 1,651. 84.4% have been connected for 1,394 total connections.
Ken then presented the Board with an updated Professional Services Agreement which will be separating the collection and the bookkeeping services. The Board and JPR feel that there is no benefit to having JPR tied to the bookkeeping services. Previously, JPR subcontracted the bookkeeping services and billed the District. The new Professional Services Agreement with JPR will not include the bookkeeping services. The District will handle that separately and will be working on separating the two service agreements.
Failure to Connect Penalties:
Andy Boxberger has been looking into other districts as to how they handle the failure to connect penalties. With Andy sick and not present, Jim feels we should table that discussion until the next meeting.
Jim said that Kosciusko County Drainage Board needs an EDU update on the number of connected homes as of February 1st, 2018. Jim has asked Ken Jones and Greg Gear to have an updated number to the Kosciusko County Drainage Board by February 1st.
Jim stated that last month the Board approved a reimbursement to Mr. Dudak for $137.55 for a damaged septic line. Jim, Bob, Mike, and Andy had a phone call to discuss the Dudak situation. Mr. Dudak did not accept that proposal. After a discussion, Jim, Bob, and Mike feel that the board should revise that to $200.00 for his time in digging in order to find the problem. Jim had previously circulated to the Board a proposal for them to consider.
Jim Haney made the motion to approve an increase from $137.55 to $200.00, seconded by Mike DeWald, and on call of roll was carried by the vote:
5 Yeas 0 Nays 0 Abstain
Public Q & A:
Larry Emick, Big Barbee
Larry: What determines an EDU?
Board: A single family resident is 1 EDU and commercial is determined by the type of use.
Sean Craig, Little Barbee
Sean: The water leak that the Board discussed about the panels, if he sees moisture in the lens, should he call about it?
Board: Yes, but that is not something that we have found yet. We have been finding it by the grinders not working.
Motion to adjourn meeting at 7:33 pm made by Mike DeWald, seconded by Jim Haney, and on call of roll was carried by the vote:
5 Yeas 0 Nays 0 Abstain
Bob Marcuccilli, Assistant Secretary