P.O. Box 204 Walkerton, IN 46574 MINUTES OF REGULAR MEETING OF BOARD OF TRUSTEES OF September 18th, 2018 The September 18th, 2018 Regular meeting of the Board of Trustees of the Koontz Lake Regional Sewer District was held at approximately 5:30 p.m., local central time, at the KLRSD Administrative Building, 10625 East Prairie Avenue, Walkerton, Indiana 46574. The meeting was called to order by James Jackson. Other board members present were: Ron Armstead, Mike McKenna, Jerry Weber, Kristy Wilsey, and Dan Pisarek. Also present were Dan Fox and Olivia Deck of Astbury, Lee Nagai and Shelley Bell. Mr. Jackson asked the Board if there were any additions or corrections with respect to the adoption of the September 18 th, 2018 agenda as previously published. Mr. Pisarek requested the addition of discussion for snowplowing under New Business and also Board Compensation under New Business. Mr. McKenna made the motion to accept the Agenda with the amended additions, Mr. Armstead seconded, and upon vote, the Board unanimously approved. Next, Mr. Jackson asked if there were any additions or corrections to the minutes for the August 21 st, 2018 Annual Board Meeting. Mr. McKenna made the motion to accept the minutes as presented, Mr. Weber seconded, and upon vote, the Board unanimously approved. Next was a discussion of Swan Lake Resort updates. It was noted that some neighbors had been reporting sink holes forming along the route from SLR to the CWP. Mr. McKenna said he had contacted Kenny Jones of JPR about this concern. The Board was told Niblock will fix these problems. Another concern was while drilling, they seemed to be hitting some of the field drainage pipes. Mr. Fox told the Board he would be watching everything at the CWP as they got closer. It is anticipated to be finished by November. Next the meeting moved to the Monthly Reports: 1
Mr. McKenna reported for the Nominations Committee that two Board Members terms expired at the end of this year, Mr. Pisarek and Mr. Jackson. Mr. McKenna will recommend reappointment to their counties, as he had already gotten the member s approval for reappointment. Next was the Treasurer s Report: Mr. McKenna told the Board that Astbury had turned in approximately $25,000 in bills, some going back several months. Tom Astbury had contacted Mr. McKenna and told him to defer payment for now, as Mr. Astbury wants to look at those billings more closely. Mr. Astbury also said he would like to set up a standard monthly rate for repairs and repetitive work. Mr. McKenna reminded the Board that the pumps have a life expectancy of 7 to 9 years and we are about at life amount. Mr. McKenna said he would like to hear what Mr. Astbury s proposal would be. Mr. Fox said some pump replacement will be expected within the next 2 to 4 years, but average will probably hold about 10 years. He added that all new pumps have been put into rotation and new/repaired pumps are being moved around as needed. Mr. Fox said the stators, the bottom portion of the pump, are rubber and sometimes crack, often because of things like coffee grounds. Mr. Fox said E/One has a new rep for our area, Jason Bradley. Mr. McKenna said he would contact Astbury regarding the flat rate billing. Mr. McKenna also said that the District does not have a service agreement for servicing Swan Lake. Mr. Astbury said it would be approximately $750/month for 5 visits/week to read meter. Mr. McKenna told the Board that as Treasurer, he recommended deferring the $25K bill from Astbury. Mr. McKenna also told the Board he has a neighbor who is interested in helping with the Accounting needs especially during Annual Reports and Audits. He is a former CFO. Mr. McKenna made the motion to accept the Treasurer s Report as presented, with the deferral of payment to Astbury, Mr. Pisarek seconded, and upon vote, the Board unanimously approved. Treasurer s Report on next page: 2
TREASURERS REPORT (revised) Page 1 of 1 September 18, 2018 CASH 1 st Source Bank Checking Account Balance as of July 31, 2018: $282,174.65 Checks, withdrawals, debits -$142,461.84 Service charges -$21.82 Deposits and credits $107,450.24 Interest earned $44.94 Statement balance as of August 31, 2018: $247,186.17 Checks written but not cleared -$152.12 Available balance in checking: $247,034.05 Certificates of Deposit: Total funds $806,317.85 $1,053,351.90 RECEIVABLES Reported by JPR as of 9/12/2018 $100,155.66 (see Note 1) CLAIMS The following invoices and claims are presented: NIPSCO CWP electric $4,423.23 *1 NIPSCO CWP gas $43.43 *1 NIPSCO CS grinder electric $1,599.89 *1 NIPSCO OB gas & electric $117.77 *1 Republic Svcs sludge hauling $1,414.98 *1 CenturyLink Phone Svc $194.90 *1 Astbury Water Tech Operater services $25,613.24 *2 Jones Petrie billing services $4,195.27 *3 Jones Petrie locate services $1,827.50 *3 Jones Petrie engineering $0.00 *3 Jones Petrie inspection services $320.00 *3 Jones Petrie reimbursables $0.00 *3 Personnel Partners staffing services $538.13 Shelley Bell bookkeeping expenses $27.92 Jerry Weber Claim $108.50 Mike McKenna Claim $606.97 Total claims $41,031.73 * Footnotes to Claims: *1 Preapproved for automatic payment. *2 *3 Two months contract services and multiple call outs and repairs. These charges are for one month contract services. Note 1: Receivable aging: Current 30 days 60 days 90+ Lien $38,064.37 $7,787.74 $4,304.70 $17,496.65 $32,502.20 5.1% Total $100,155.66 (percent of annual revenue) Note 2: The Treasurer recommends approval to pay all claims listed above. 3
Asset Management had discussed tracking pumps and tanks to see where trouble areas might be as a way to help predict expenses in future. Next during JPR s report, Mr. Pisarek discussed a property with a leaking septic tank. He has contacted the County Health Department, and they are in the process of pursuing correction of this issue immediately by the owners, or the property may be condemned. Mr. McKenna added that he has been in contact with the owners and has given them information they need to get hooked into the sewer system, permits, guidelines, as well as USDA funding help. Astbury s Report said that everything is in compliance and emergency callouts were rather standard. Mr. Fox said that a property owner has complained about the blacktop repair and admits work is needed to correct this problem. Mr. Fox said that he or Ed Matthews will be out at the CWP 5 days a week and they are caught up with clarifiers. Mr. McKenna thanked Ms. Deck for timely and accurate reports to the Board. The System Manager reported putting up some new lights and added that the new mower is working great. There was no report by the Building Manager. There was no report by the Contract Manager. There was nothing to report by the Key Control Manager. P & P Committee had nothing to report. Records Management had nothing to report. There was no Old Business. Under New Business, the Board discussed Board Compensation. Discussion included expectations of Board Members in order to collect compensation which might include attendance at meetings, active correspondence via email, concern about record keeping, and amounts. Mr. McKenna made the motion to table the discussion until a future meeting, Mr. Weber seconded, and upon vote, the Board unanimously approved. They also agreed to discuss ideas via email during the month. Next, Mr. Pisarek discussed snowplowing. He recommended Chris Lawrence Lawn Care, as he has several customers around the lake. He has written an agreement that includes shoveling outdoors of the Admin Bldg. Chris Lawrence Lawn Service will charge $100 for both the CWP and Admn Bldg lots. 4
Mr. McKenna made the motion to accept a snowplowing agreement from Lawrence Lawn Care contingent upon agreement of charge for both lots. Mr. Armstead seconded, and upon vote, the Board unanimously agreed. Mr. Pisarek will issue the key needed once the agreements have been made. Mr. Nagai said he wished to address the Board informally after they closed their meeting. There were no members of the public present at the meeting who wished to speak. There being no further business to come before the Board, Mr. McKenna motioned for the meeting to be adjourned, Mr. Weber seconded, and the September 18 th, 2018 Regular Meeting of the Koontz Lake Regional Sewer District Board of Trustees was adjourned at approximately 6:30 p.m. local Central Time. The next KLRSD Board Meeting is the Annual Board Meeting scheduled for October 16 th, 2018 to begin at 5:30 pm CST. Respectfully submitted by Shelley K. Bell, KLRSD Bookkeeper September 18th, 2018 KLRSD Regular Board Meeting Minutes approved by: Michael McKenna Gerald Weber Ronald Armstead Dan Pisarek James Jackson Buck Buchaniec Kristy Wilsey 5