Call Meeting to Order
The meeting was called to order at 6:00 PM by Jim Haney.
- Present: Jim Haney, Parke Smith, Mike DeWald, Sue Ann Mitchell, Bob Marcuccilli, Joe Cleland
- Absent: Frank Kurth
Report of Meeting Notice
The meeting date and time were posted and advertised as required.
Approval of Previous Minutes
- Parke Smith presented the December 16, 2020 public hearing and regular meeting minutes. Parke Smith made a motion to approve. The motion was seconded by Bob Marcuccilli and was carried by the voice vote of:
- 5 Yeas
- 0 Nays
- 1 Abstain
Election of 2021 Officers
- Jim Haney made a motion to retain the current slate of officers for the 2021 calendar year – Jim Haney, President; Bob Marcuccilli, Vice President and Assistant Secretary; Mike DeWald, Treasurer; Parke Smith, Secretary. The motion was seconded by Sue Ann Mitchell and was carried by the voice vote of:
- 6 Yeas
- 0 Nays
- 0 Abstain
Treasurers Report and Other Financial Matters:
- Mike DeWald reviewed the financial reports. Mike noted the following:
- There is a USDA payment due on February 1, 2021 in the amount of approximately $394,000. Funds have been prepared and are in place for payment.
- December was a typical month with nothing out of the ordinary to report.
- An additional $200k was transferred into the Money Market account.
- The ending balance was $1,973,655.
- Mike DeWald made a motion to approve the Unaudited Schedule of Cash Receipts and Disbursements, the Monthly Analysis of Funds and Balances, and the Monthly Analysis of Cash Investment Accounts. The motion was seconded by Sue Ann Mitchell and was carried by the voice vote of:
- 6 Yeas
- 0 Nays
- 0 Abstain
- Mike DeWald also presented the Monthly Cash Budget, the Accounts Matrix, and the CD Schedule. Mike noted:
- A couple of additional lines were added at the bottom of the report to tie-out between the Management Cash Budget and the Matrix. To accommodate that change and to make the report a little more readable, it has been expanded to 2 pages.
- There were 3 lien deposits in 2020 but only 1 in 2019. The December 2019 payment wasn’t deposited until January of 2020. Because of that, liens came in significantly above budget ($171k). Customer payments were also about $36k over budget.
- Maintenance and repairs ($32k) are still positive. Changes to that position are anticipated in the future.
- Plant operations is over budget due to paying 13 bills in 2020.
- Billing was over by $13k, much of that due to Astbury’s charges for filing liens. These costs are added to the liens when filed and then collected from the customer when the liens are paid.
- There were no audit fees paid in 2020. It is expected that there will be some in 2021.
- The overage in accounting fees is attributable to the rate study.
- Refunds are offset by an overage in collections.
- After deducting the transfer of $96k to the Asset replacement fund, our receipts exceeded our disbursements by $282k.
- Mike DeWald presented the monthly claim form and noted that the Baker-Tilley rate study was included on this month’s form. Jim Haney made a motion to approve the monthly claims report in the amount of $51,530.61. The motion was seconded by Parke Smith and was carried by the voice vote of:
- 6 Yeas
- 0 Nays
- 0 Abstain
Transfer Monies from O&M Fund to Asset Replacement Fund
- After financial analysis, Mike DeWald recommended and made a motion to transfer $204,000 from the O&M Fund to the Asset Replacement Fund. The motion was seconded by Joe Cleland and was carried by the voice vote of:
- 6 Yeas
- 0 Nays
- 0 Abstain
Astbury Monthly Report
Donn Neff provided a written report to the board prior to the meeting and attended in person. Donn noted:
- There have been a couple of properties (4481 Brandywine and 225 B40A1) with repeat call outs for the same issues. The board directed Donn to send documentation and pictures of these issues to Andy Boxberger, who will craft a letter to send to the property owners about the issues and their potential obligation to pay for repairs if the issues persist.
- There was a customer complaint regarding lack of follow-up of a reported issue at 70 B36. Donn reported that the he did address the issue but failed to notify the homeowner.
- 214 B60 – The grinder station lid at this location has damage. The repair is still pending receipt of parts.
- 45 B48A – The grinder at this location is lower than the surrounding area and regularly has water on top of it. The property owner was present at the meeting and discussed the issues with the board. It was determined that the existing drainage in the area has probably been altered as the result of new home construction and property excavation. The board directed DLZ to assess the situation (in 5-10 days) and determine issues and potential solutions and report to the board at the next regular meeting.
Property Owner Connection Status
- Greg Gear reported no changes in the total number (8) of unconnected properties.
- There have been 2 new permits requested.
Other Items That May Come Before the Board
- None
Public Q & A
- None
Adjournment
- Motion to adjourn the meeting at 6:46 was made by Mike DeWald, seconded by Joe Cleland, and was carried by the voice vote of:
- 6 Yeas
- 0 Nays
- 0 Abstain
Parke Smith, Secretary