Page 1 of 6 MINUTES OF THE HARDIN COUNTY WATER DISTRICT NO. 2 BOARD OF COMMISSIONERS MEETING July 15, 2014 The Board of Commissioners of Hardin County Water District No. 2 held its regular monthly meeting on July 15, 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, Amber Pike, Shaun Youravich, Kyle Guthrie, Carlos Miller, Damon Talley, and Brian Woosley. Chairman Bell declared that a quorum was present and called the meeting to order. VISITORS No visitors were present. ACKNOWLEGEMENT OF THANKS Chairman Bell read a card from the District s Front Office Team expressing their thanks and gratitude for the wage adjustments made by the Commissioners at the June 17, 2014 Board Meeting. MINUTES & FINANCIAL REPORT The Minutes of the June 17, 2014 meeting were reviewed. Motion was made by Commissioner Davis and seconded by Commissioner Tabb to approve the Minutes as prepared. Motion carried unanimously. The Financial Report for the month of June was reviewed. Motion was made by Commissioner Miller and seconded by Commissioner Davis 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.
Page 2 of 6 REPORTS 1. Engineering Reports. Carlos Miller presented the engineering report for water. General Manager Jeffries and Kyle Guthrie presented the engineering report for wastewater. A. Engineering Reports - Water. (1) LWC Connection. Carlos Miller announced that the District has received approval from DOW for the Project (both the water line installation and the pump station). Representatives of LWC plan to meet with representatives of the District in late August to discuss the Project. (2) Case Loop Pump Station. Carlos Miller reported that the contractor accepted the proposed Change Order that was approved by the Board at its May 20, 2014 meeting. (3) Chloramine Conversion White Mills WTP. Carlos Miller reported that the contractor has commenced work on the White Mills WTP Chloramine Conversion Project. (4) Chloramine Conversion City Springs WTP. Carlos Miller reported that the engineering design work and the plans and specifications for the City Springs WTP Chloramine Conversion Project have been completed. The documents are ready to submit to the DOW, subject to review by Elizabethtown officials. The DOW is probably going to require the District and Elizabethtown to submit a joint Application for approval of the Project. (5) Shepherdsville Road Extension Project. Shaun Youravich presented a Project progress report. B. Engineering Reports Wastewater. (1) Brushy Fork Extension Project. Kyle Guthrie reported that he conducted a joint meeting with representatives of both Districts No.1 & 2 to discuss the Project. His firm has prepared a preliminary lay-out of the First Phase of the Project.
Page 3 of 6 (2) Nolin River Watershed. General Manager Jeffries presented a progress report on the Nolin River Watershed Project. The Commissioners reviewed the July 10, 2014 letter from Strand Associates, Inc. concerning additional engineering fees for realignment of the pipeline route, deletion of certain portions of the wastewater collection lines that were already designed, etc. By consensus, the Commissioners instructed General Manager Jeffries to discuss the possibility of a flat fee with Strand and to make a recommendation at the August Board Meeting. 2. Departmental Reports. General Manager Jeffries presented the Departmental Reports. OLD BUSINESS 1. E-Town Water Staffing Plan. General Manager Jeffries updated the Board on the E-Town Water Staffing Plan. 2. Temporary Saturday Hours. General Manager Jeffries requested permission to staff the District s Drive-up Window and to have a T & D crew on duty for approximately one-half (1/2) day on Saturdays for the months of October, November, and December 2014, except for Thanksgiving and Christmas weekends. The extended schedule will be temporary to facilitate a smooth transition for the Elizabethtown customers. Motion was made by Commissioner Tabb and seconded by Commissioner Davis to accept the recommendation of General Manager Jeffries and approve the extended schedule on a temporary basis. Motion carried unanimously. 3. WTP Roof Replacement Project. The Commissioners reviewed the July 10, 2014 letter from Abel Construction Company, Inc. requesting additional compensation for the WTP Roof Replacement Project. Motion was made by Commissioner Miller and seconded by Commissioner Effinger to increase the contract amount by $9,060.87, but to reject the other amounts requested by Abel. Motion carried by a vote of 3 to 1 (Commissioner Davis voting No). 4. E-Town Financial Analysis. Brian Woosley presented a draft Forecasted Statements of Revenues and Expenses for the Elizabethtown Division (Financial Analysis) for review by the Commissioners. No action was taken.
Page 4 of 6 5. E-Town Water Acquisition. Attorney Talley reviewed the provisions of proposed Resolution 2014-07-01, which authorizes the acquisition of the Elizabethtown Water System, approves the Asset Purchase Agreement between Elizabethtown and the District, and authorizes the District Chairman to take certain actions to implement the proposed acquisition. Motion was made by Commissioner Miller and seconded by Commissioner Effinger to adopt Resolution 2014-07-01. A copy of the Resolution is attached hereto and incorporated herein by reference. Motion carried unanimously. 6. Contract Meter Reading Services. The Commissioners reviewed the proposals submitted by the various firms for performing Contract Meter Reading Services for the approximately 10,000 customers currently being served by Elizabethtown. Motion was made by Commissioner Tabb and seconded by Commissioner Miller to take the following actions: (1) to declare the Contract Meter Reading Services proposal submitted by Tru-Check, Inc. to be the lowest and best proposal; (2) to accept Tru-Check, Inc. s Option C, contingent upon approval of the Agreement by Elizabethtown; and (3) to authorize District Staff to execute the necessary contract with Tru-Check, Inc. Motion carried unanimously. NEW BUSINESS 1. Authorization to Bid Valve Insertion Equipment. Upon recommendation by Shaun Youravich, motion was made by Commissioner Davis and seconded by Commissioner Effinger to authorize District Staff to advertise for bids for valve insertion equipment. Motion carried unanimously. 2. KRWA Voting Delegate. Motion was made by Commissioner Davis and seconded by Commissioner Tabb to designate Commissioner Bell as the District s voting delegate and Commissioner Miller as the alternate voting delegate to the KRWA Annual Business Meeting to be held in Louisville on August 19, 2014. Motion carried unanimously. 3. Hydrant Meter Policy. Upon recommendation of District Staff, motion was made by Commissioner Davis and seconded by Commissioner Tabb to adopt the proposed Hydrant Meter Policy and approve the proposed Fire Hydrant Meter User Agreement. Motion carried unanimously.
Page 5 of 6 4. Kentucky High School Basketball Hall of Fame. General Manager Jeffries presented a request from the Kentucky High School Basketball Hall of Fame for a donation. Attorney Talley explained the legal reasons why the PSC and the Attorney General s office prohibit such donations. Upon advice of counsel, the Commissioners declined to make a donation. 5. Langley Family Foundation Scholarship. Chairman Bell discussed the proposed donation from the Burton and Barbara Langley Family Foundation (Langley Foundation) to the District for awarding scholarships. Motion was made by Commissioner Davis and seconded by Commissioner Tabb to take the following actions: (1) to accept the donation subject to the conditions previously agreed upon; (2) to designate the Cecilia Bank as the official depository for the Langley Foundation Scholarship funds; (3) to authorize Commissioners Bell and Miller to withdraw funds from the account; and (4) to require only one (1) signature on a check. Motion carried unanimously. Chairman Bell reiterated that the Langley Foundation Scholarship funds will not be co-mingled with District funds. Also, all expenses associated with administering and awarding the Langley Foundation Scholarships will be paid from this special account funded by donations from the Langley Foundation. 6. Executive Session. Motion was made by Commissioner Miller and seconded by Commissioner Effinger to go into Executive Session to discuss real property and easement acquisitions 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 be necessary to take action at this time concerning some of the matters discussed during the Executive Session.
Page 6 of 6 7. Resolution Authorizing Condemnation Proceedings. Attorney Talley provided each Commissioner a copy of the letter he received from Norman Crain on July 12, 2014. Mr. Crain s letter makes it clear that he has rescinded and withdrawn all previous offers for granting the easements. Attorney Talley then reviewed the provisions of proposed Resolution 2014-07-02, which authorizes District Counsel to institute condemnation proceedings to obtain permanent wastewater and temporary construction easements on the Norman Taylor Crain Farm. Motion was made by Commissioner Davis and seconded by Commissioner Tabb to adopt Resolution 2014-07-02. A copy of the Resolution is attached hereto and incorporated herein by reference. Motion carried unanimously. ADJOURNMENT There being no further business to come before the meeting, motion was made by Commissioner Miller and seconded by Commissioner Tabb 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