November 16, 2022 Minutes

November 16, 2022 Minutes

The meeting was called to order at 6:00 PM by Jim Haney.
Present: Jim Haney, Joe Cleland, Emily Shipley, Mike DeWald, Parke Smith, Rosa Ritchie
Absent: Bob Marcuccilli

Report of Meeting Notice
The meeting date and time were posted and advertised as required.

Welcome Rosa Ritchie
Jim Haney noted the appointment of Rosa Ritchie to fill the seat vacated by the resignation of Frank Kurth.
Board Members welcomed Rosa.

Public Comments

Approval of Previous Minutes
Parke Smith presented the October 19, 2022, Regular Meeting minutes and made a motion to approve as submitted. The motion was seconded by Mike DeWald and was carried by the voice vote of:
5 Yeas
0 Nays
1 Abstain

Treasurers Report and Other Financial Matters
Mike DeWald reviewed the Cash and Fund Balance Matrix and noted the ending balance of $2,042,284. No action is required for this document.
Mike also reviewed the Management Cash Budget. Mike noted:
The current budget is behind expectations by $195,112, mostly occurring in October, and primarily as a result of greater than expected maintenance costs and replenishing inventory.
No action is required for this document.
Mike then presented the Unaudited Schedule of Cash Receipts and Disbursements, as prepared by O.W. Krohn and Associates. Jim Haney made a motion to approve the Unaudited Schedule of Cash Receipts and Disbursements, Monthly Analysis of Fund Balances, and Monthly Analysis of Cash and Investment Accounts as presented. The motion was seconded by Emily Shipley and was carried by the voice vote of:
6 Yeas
0 Nays
0 Abstain
Mike presented the monthly Claim Approval Form for a total of $73,207.64. Mike noted that there were several customer refunds issued this month. Jim Haney made the motion to approve the Monthly Claims, seconded by Parke Smith and was carried by the voice vote of:
6 Yeas
0 Nays
0 Abstain
Mike DeWald presented the proposed 2023 LRSD Budget, which is required by the USDA. Jim Haney made a motion to adopt the proposed budget as submitted. The motioned was seconded by Joe Cleland and was carried by the voice vote of:
6 Yeas
0 Nays
0 Abstain

Amend Rate Ordinance
Zack Zehner (Carson) presented the proposed amendments to the Rate Ordinance based on the most recent Rate Study and previous LRSD board conversations. The process includes an introduction of amendments at this meeting, followed by a rate ordinance public hearing in December.
The recommended changes include:
An added civil penalty section, similar to the penalty section already included in the Use Ordinance.
A rate schedule based on information in the most recent rate study, effective January 1, 2023.
Parke Smith made a motion to introduce the amended rate ordinance as presented by Carson and to provide public notice prior to the public hearing as required. The motion was seconded by Joe Cleland and was carried by the voice vote of:
6 Yeas
0 Nays
0 Abstain

Independent Contractors Committee Update
Bob Marcuccilli was not present, so Jim Haney provided an update on the maintenance agreement negotiations. Jim noted that the final draft was complete and would be delivered to Astbury after this meeting for final review and approval.

Astbury Monthly Report
Tom Astbury presented the monthly report.
General Operations
The current NPDES permit expires on September 30, 2023, and the permit renewal deadline is March 31, 2023. Astbury will complete the renewal at no additional cost, but an IDEM application renewal fee of $100 applies.
Corrective maintenance
Corrective maintenance occurs as required and includes WWTP and grinder station/lift station maintenance. Work orders provided in the report were completed during October 2022. Any issues discovered at grinder stations related to grease accumulation or excessive debris are forwarded to LRSD upon completion of the work order for evaluation. Corrective maintenance work orders created during the month but not closed/completed will be included in following month’s report.
Digester pump #2 was taken to Reed Electric for repair and has been inspected. The unit was found to need a new impeller, bearing, and seals.
Greg Gear received a quote for a new impeller. The remaining parts will be sourced from Reed Electric.
Mike DeWald made a motion to authorize purchase of the new impeller from Reed Electric and the remaining needed parts from HP Thompson, at a cost not to exceed $10,000, pending a written quote to be obtained by Greg Gear by November 18. The motion was seconded by Parke Smith and was carried by the voice vote of:
6 Yeas
0 Nays
0 Abstain
The remaining parts to rebuild the effluent refrigerated composite sampling unit were installed on 11/03. The unit has been running without incident.
The grinder station that was destroyed by fire (328 EMS B1) in late August was replaced on 11/02.
Astbury is working with Haskins Underground (Haskins) to utilize a different gear oil and grease blend for the influent auger/screen. This unit has been used sparingly while Astbury troubleshoots potential issues.
Preventative Maintenance
Preventative Maintenance was performed as required on infrastructure and equipment that comprises the LRSD treatment system, including WWTP, lift station equipment, and collection system low pressure sanitary system (LPSS).
Special Projects
Tom noted that the off season is a good time to complete many of the smaller, less urgent projects.
On-Site Pump Testing: Pump station is not yet up and running. The control panel will need to be rewired to operate without float switches.
Drum Scrubbers: Drum Scrubbers for lift stations #2 and #3 arrived on 11/01 and were set in-place on 11/10. Astbury is waiting for final plumbing pieces to get units up and running. An electrical outlet will need to be installed on the outside of lift station #3. This approach will be easier than running a line from the chemical feed building.
In-The-Round (ITR) Unit: The ITR biosolids de-watering unit was delivered on 10/27. Astbury will employ the unit once getting trained on operations. Tom noted that the unit should be operational by the first of the year.
Future Projects
Customer Education Pamphlets/Control Panel Stickers: Tom researched customer educational material from other districts and grinder pump manufacturers and is working on a draft to present to the LRSD Board for discussion.
Issues for Discussion
Lift Station 1:
Pump #1, which was recently repaired and placed back in operation, was pulled on 10/26 after pulling high amps. Stainless steel strapping was pulled into the pump resulting in a broken impeller and 5/8” bolts that hold the volute to the bottom portion of the pump.
Strapping was later determined to be from a broken portion of the aerator found in the wet well when Weed Septic was on-site to vacuum and jet the lift station on 11/01.
Greg Gear has ordered the new impeller and expected delivery is around Thanksgiving.
A bypass pump from Haskins is currently being utilized in the lift station in case of an emergency.
Astbury believes it might be a good idea to order a spare impeller for the pumps in this lift station to minimize the length of future repairs.
The Weed Septic lift station vactor cleaning on 11/01 also revealed at least two (2) spots where the wet well wall coating is missing, allowing the hydrogen sulfide (H2S) to damage the exposed concrete. Astbury will be investigating other manholes and lift stations to determine the condition of the concrete coatings, and to monitor H2S concentrations.
At this time, Astbury suggests authorizing Haskins to enter the wet well to remove the broken aerator and see what it would take to fasten a new aerator to the existing pipe. While in the wet well, Astbury would like to have the check valve for pump #1 examined for possible damage caused by the metal strapping (this might be why the check valve is not seating properly).
Jim Haney made a motion to authorize Astbury to coordinate with Weed to vacuum the pump, and with Haskins for a confined space entry to remove damaged parts and debris, as well as replace the aerator and inspect and/or repair the check valve, at a cost not to exceed $6000, including labor. The motioned was seconded by Joe Cleland and was carried by the voice vote of:
6 Yeas
0 Nays
0 Abstain
Conversion to New Grinder Pump Design:
It was previously determined that the estimated cost to rewire the control panels to utilize the new-style Barnes pump to be two (2) hours; however, switching pump style/design has not yet been decided.
DLZ is going to determine whether the system design allows for conversion to E/One-style pumps, or if other designs must be used.
The LRSD is going to investigate securing better pricing for existing legacy style Barnes pumps.
If the price difference is negligible, with the inclusion of power cords with the current style, the LRSD board would prefer to stay with existing designs.
Astbury is also still waiting for a schematic from Gasvoda that identifies the correct rewiring instructions for the panels. This will be important to eliminate faults if issues occur after rewiring.
Greg Gear reported that the driveway sealing, and striping has been completed.

Engineering Update-Jellystone Campground/Ferric Chloride Project-DLZ
Mike Trevino was present and reported:
Ferric Chloride Project – DLZ is working on the plans and will coordinate a meeting with Astbury/District onsite to discuss the preliminary drawings (TBD – possibly first week of December).
A proposed schedule was provided. DLZ is investigating construction costs (all costs are high at this time), but the schedule assumes the project is less than $100,000, and simple quote package can be done to solicit at least three (3) quotes and have for the December meeting.
The tank itself is $40,0000 +/-, and DLZ is assuming Astbury will fill the tank outside the contract with Ferric Chloride once the project is complete.
Jellystone Connection – Per district request, DLZ to provide a proposal to complete study for connection options. No updates, not complete.
Current Plan Review: Sumter, Montgomery (6 parcels), received Nov 2022 and under review.
Letter/Questionnaire for Commercial Properties (Barbee Hotel, Moorings, Lake Life)
After follow-up with each of the properties below, Jim Haney provided an update:
The Barbee Hotel has provided an update and has reported decreased seating. LRSD will likely need to conduct a seat count inspection.
Lake Life responded to the follow-up question from LRSD regarding the discrepancy in seating capacity that Lake Life reported in the survey to the seats advertised in the flyer for the auction of the property as a “promotional” capacity for the purpose of the potential sale. Lake Life also reported an increase in seating to 312.
The Moorings confirmed that they have 20 occupied sights and 4 unoccupied sights, and 1 bath house and requested a rate reduction for the unoccupied sights.
Jim Haney made a motion to adjust rates for each of the properties, effective as of January 1, 2023, based on the following:
The Barbee Hotel – LRSD will conduct a seat count inspection and the rate will be based on the higher number of the self-reported 218 or actual count as determined by the inspection.
Lake Life – the rate will be increased to reflect 312 seats as reported.
The Moorings – the new rate will reflect 20 sights at full rate, 4 sights at the reduced rate (debt service only), and 1 bath house – in accordance with the Rate Ordinance.
The motioned was seconded by Joe Cleland and was carried by the voice vote of:
6 Yeas
0 Nays
0 Abstain

Monthly Connection Report
Greg Gear reported:
Four properties remain unconnected.
There were 2 new construction permits pulled.
There were four tear down/rebuild connections completed.
Greg Gear will follow-up on previous permits that have not been connected.
The LRSD board will draft a letter to the County Commissioners requesting consideration of placing 2 unconnected properties in the Commissioner’s Sale process.

Property Owner Request to Rescind Grinder Damage Charges – Slick
Property owner was not present but provided an email which stated that he did not cause the damage to the grinder and therefore cannot be charged for the repair. The property owner asked for the charges to be rescinded.
Parke Smith made a motion to deny the request based on the information provided. The motioned was seconded by Mike DeWald and was carried by the voice vote of:
4 Yeas
1 Nays
1 Abstain
Note: LRSD will notify the property owner that he is welcome to present any additional relevant information and attend a future board meeting.

Property Owner Request to Rescind Late Fees – Vielee
Property owner was not present but provided a written request for late fees to be rescinded based on the fact that the payment was postmarked prior to the due date.
Jim Haney made a motion to deny the request based on Section 4c of the District’s Rate Ordinance regarding on-time payment, which specifies that the district considers a payment made when it is received at its office, not when it is postmarked. The property owner’s payment was received and deposited on 11/7/22, after the due date. The motioned was seconded by Joe Cleland and was carried by the voice vote of:
6 Yeas
0 Nays
0 Abstain

Other Matters That May Come Before the Board

Motion to adjourn the meeting at 8:20 pm was made by Mike DeWald. The motion was seconded by Emily Shipley and was carried by the voice vote of:
6 Yeas
0 Nays
0 Abstain

Parke Smith, Secretary