MINUTES OF THE HARDIN COUNTY WATER DISTRICT NO. 2 BOARD OF COMMISSIONERS MEETING. August 19, 2014

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1 Page 1 of 5 MINUTES OF THE HARDIN COUNTY WATER DISTRICT NO. 2 BOARD OF COMMISSIONERS MEETING August 19, 2014 The Board of Commissioners of Hardin County Water District No. 2 held its regular monthly meeting on August 19, 2014 at 5:00 p.m. at the Reesor Customer Service Center, 360 Ring Road, Elizabethtown, Kentucky. Present were Commissioners Mike Bell, Tim Davis, John Effinger, Morris L. Miller, and Cordell Tabb. Also present were General Manager James R. Jeffries, Scott Clark, Shaun Youravich, Carlos Miller, Mark Sneve, Vaughn Williams and Damon Talley. Chairman Bell declared that a quorum was present and called the meeting to order. VISITORS No visitors were present. MINUTES & FINANCIAL REPORT The Minutes of the July 15, 2014 meeting were reviewed. Motion was made by Commissioner Miller and seconded by Commissioner Davis to approve the Minutes as prepared. Motion carried unanimously. The Financial Report for the month of July was reviewed. Motion was made by Commissioner Effinger and seconded by Commissioner Miller to accept the Financial Report as presented and to authorize payment of the bills that are due and payable at this time. Motion carried unanimously. The Commissioners also reviewed the status of the District s various investment accounts and the long-term debt payment requirements.

2 Page 2 of 5 REPORTS 1. Engineering Reports. Carlos Miller and Vaughn Williams presented the engineering report for water. Mark Sneve presented the engineering report for wastewater. A. Engineering Reports - Water. (1) LWC Connection. Carlos Miller presented a status report concerning LWC s timetable for constructing the infrastructure necessary to supply water to the District. Representatives of LWC plan to meet with representatives of the District on August 21, 2014 to discuss the Project. (2) Chloramine Conversion White Mills WTP. Vaughn Williams presented a status report on the construction and installation of the White Mills WTP Chloramine Conversion Project. (3) Chloramine Conversion City Springs WTP. Vaughn Williams reported that the Preliminary Engineering Report and other necessary documents for the City Springs WTP Chloramine Conversion Project have been submitted to the DOW. Elizabethtown and the District submitted a joint Application for approval of the Project as required by DOW. B. Engineering Reports Wastewater. (1) Brushy Fork Extension Project. No report. (2) Nolin River Watershed. Mark Sneve presented a progress report on the Nolin River Watershed Project. The Kentucky Heritage Council (KHC) is still reviewing the Phase I Archaeological Survey Report. It may be necessary to have a face-to-face meeting with KHC Staff to expedite the approval process. 2. Departmental Reports. General Manager Jeffries presented the Departmental Reports.

3 Page 3 of 5 OLD BUSINESS 1. Engineering Fees. The Commissioners reviewed the July 10, 2014 letter from Strand Associates, Inc. and the additional documentation provided by Strand concerning its request for additional engineering fees caused by the realignment of the pipeline route, deletion of certain portions of the wastewater collection lines that were already designed, etc. Motion was made by Commissioner Miller and seconded by Commissioner Tabb to compensate Strand an additional sum of $268,691, as itemized and documented by Strand, contingent upon attorney Talley s legal review of the Engineering Agreement with Strand. Motion carried by a vote of 3 0 with Commissioner Davis abstaining. By consensus, the Board instructed Mark Sneve to determine whether Strand is interested in converting its fee schedule from a Cost of Construction to a Fixed Fee for the Nolin Wastewater Project. If so, Strand should present a proposal to the Board at the September meeting. 2. E-Town Water Acquisition. General Manager Jeffries and attorney Talley reported on the status of the Elizabethtown Water System Acquisition. On July 28, 2014, the Elizabethtown City Council enacted an Ordinance authorizing the sale of its Water System Assets to the District and approving the Asset Purchase Agreement. Attorney Talley stated that the PSC Application seeking authorization for the District to execute the $8,000,000. Promissory Note in favor of Elizabethtown for the purpose of acquiring Elizabethtown s Water System Assets and approving the proposed Elizabethtown Rate Transition Plan set forth in the Agreement was filed with the PSC on August 15, He anticipates PSC Approval by mid-october, E-Town Water Staffing Plan. General Manager Jeffries updated the Board on the E-Town Water Staffing Plan. By consensus, the Board authorized the General Manager to proceed with implementing the proposed E-Town Staffing Plan.

4 Page 4 of 5 2. Valve Insertion Equipment. The Commissioners reviewed the Bid Tabulation for the Valve Insertion Equipment. Motion was made by Commissioner Tabb and seconded by Commissioner Miller to take the following actions: a) To reject the bid of Hydra Stop because it did not meet the bid specifications; b) To declare the bid submitted by AVT in the amount of $111, to be the lowest and best bid; c) To award the contract to AVT; and d) To authorize General Manager Jeffries to execute the necessary documents with AVT. Motion carried unanimously. 4. Langley Family Foundation Scholarship. Chairman Bell announced that the District has awarded 21 scholarships for $1,000 each with funds made available by the generous donation from the Burton and Barbara Langley Family Foundation to the District. To comply with IRS regulations, the checks for the scholarships were mailed directly to the institutions of higher learning where the scholarship recipients are enrolled. Chairman Bell ordered that a list of the Langley Scholarship Recipients be attached to and made a part of the Minutes. NEW BUSINESS 1. Sprint Cell Lease. General Manager Jeffries reviewed the request submitted by the engineering firm for Sprint to install additional cellular antennas on the Cecilia Water Tank. By consensus, the Board authorized General Manager Jeffries to seek additional compensation from Sprint and if possible, to reach a tentative agreement with Sprint, subject to final approval by the Board. 2. Employee Benefits Policy Review. Motion was made by Commissioner Tabb and seconded by Commissioner Miller to approve the proposed changes to Policy 003 Employee Benefits. Motion carried unanimously. A copy of the revised Policy 003 is attached hereto and incorporated herein by reference.

5 Page 5 of 5 3. Annexation of E-Town Water Service Area. Attorney Talley reminded the Commissioners that it will be necessary for the District to file a Petition with the Hardin County Judge/Executive seeking an Order annexing the Elizabethtown Water Service Area to the District s Territorial Boundaries. Motion was made by Commissioner Miller and seconded by Commissioner Effinger to authorize Chairman Bell to file the necessary Petition. Motion carried unanimously. 4. Executive Session. Motion was made by Commissioner Effinger and seconded by Commissioner Miller to go into Executive Session to discuss real property and easement acquisitions, pending litigation, and potential litigation. Motion carried unanimously. * * * EXECUTIVE SESSION DISCUSSION * * * Motion was made by Commissioner Miller and seconded by Commissioner Effinger to return to open session. Motion carried unanimously. Chairman Bell announced that it would not be necessary to take any action at this time concerning the matters discussed during the Executive Session. ADJOURNMENT There being no further business to come before the meeting, motion was made by Commissioner Davis and seconded by Commissioner Effinger to adjourn the meeting. Motion carried unanimously. HARDIN COUNTY WATER DISTRICT NO. 2 BY: Morris L. Miller, Secretary Date Approved: BY: Michael L. Bell, Chairman