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MINUTES OF REGULAR
COMMISSION MEETING
June 21, 2006
1. The meeting was held at the District Building at 5:00 PM on June
21, 2006. Present were:
COMMISSIONERS: Glenn Senter, Travis Beach, Lonnie A. Houck, and Tommy
Mauldin
TCW&SD STAFF: John Gentry, Jim Gooding, David Morgan, Diane Carlton
and Shirley Shinholser.
Chairman Senter called the meeting to order and declared a quorum present.
2. The meeting was opened with prayer and the Pledge of Allegiance.
3. Our guests were welcomed and the floor was opened for questions.
Guests present included Trey Howard, Ken McHenry, Stacy Holton, Ken
Johnson, Ward Ketring, and Dell Pomeroy.
· Trey Howard (representing Dr. Firas Hamdan, Customer #347):
Dr. Hamdan is planning a development of 15 (¼ acre) lots for
single family housing and is seeking water & sewer provision from
TCW&SD. Chairman Senter stated that he's become aware of a Presidential
mandate not to build in high hazard areas. TCW&SD cannot give a
firm commitment to supply sewer. We can issue a letter stating that
"as Federal agencies allow and as long as we have capacity"
we can offer sewer service for low density development. The $2,000 service
fee per newly developed lot must be submitted and will be used towards
the provision of water service as allowed.
· Ken McHenry (#295) and Ken Johnson (#147): Both appeared to
solicit relief from sewer charges for non-potable water which is to
be addressed in item #6 on tonight's agenda.
· Stacy Holton (#231): Stacy paid a water "membership"
fee in 2001 but failed to have his water connected nor does he have
an existing septic tank; therefore, he is not eligible for a "free"
GP installation under the Grant program. Since he was "told by
a member of the Board" during 2001 that he would be "grandfathered
in" if he became a member, he feels that TCW&SD should offer
some relief against the $5,000-$6,000 installation charge. The Board
advised Stacy that we regret that he was "miss-informed" in
2001, but we must adhere to the rules and regulations established by
the Grant agencies. No relief can be offered. He must pay the full contract
price at time of installation.
· Ward Ketring and Dell Pomeroy: Ketring Power Technologies,
LLC issued a proposal for the provision of electrical services to be
discussed in New Business (item 7).
4. The minutes of our meeting on May 17, 2006 were presented. A motion
was made by Travis Beach and seconded by Lonnie A. Houck to approve
the minutes as read. Minutes were adopted unanimously.
5. Staff and Committee Reports
· Sewer Project Update - John Gentry
We are continuing to work punch list items through Fritz Grady of Jones
Edmunds. We will not sign off for final completion until all items have
been satisfied; all liens have cleared; and a satisfactory field inspection
has been completed. We are now beginning our audit reviews by the Grant
agencies with the first to be held on July 12 for EPA. We are reviewing
and organizing our data and completing informational forms in preparation
for the audit. The plant is operating well and we are receiving excellent
lab reports for our DEP/DMR submittals. We have experienced a few minor
problems that have been quickly resolved. We are diligently seeking
"closure" with QPS so that Rural Development will release
funding for our new WWTP office.
· Financial Reports
Diane Carlton- Director's Report
Our sales are down but we had three (3) reconnects during May. Our past
dues are up slightly but are not of concern at this time since there
are only two(2) over 60 days and of the six (6) that are shown to be
31-60 days, three (3) have already paid current. The adjustments recorded
are due to meter issues, line breaks, and a toilet mal-function in the
home of a now deceased customer (Ann Wight). Per our new Rules and Regulations,
we have issued three (3) turn-off orders for Ball, Bratcher, and DeVane.
Shirley Shinholser-Financial Report
1) Since it was not an interest bearing account, we closed "Membership
Checking" after distributing assets per policy: 50% to loan payment
($4,100); 25% to Savings, Capital Improvements ($2,050); and, 25% to
Savings, Cash Reserve ($2,050). The balance remaining of $26.90 was
transferred to a newly created account in Savings - Water Connection
Fee - where funds will be deposited and disbursed as approved.
2) CD #13472 ($17,022.66 as of 6/7/06) matured 6/17/06. It no longer
serves as collateral for the $16,000 TCU loan which was due and payable
on 6/17/06. After application of the $4,100 from Membership Checking
and the Savings interest of $547.41, the loan balance of $5,786.27 was
paid in full on May 31st from surplus funds in our Operating Checking
account. Therefore, the CD can be renewed and back-dated to 6/17/06
as follows: 6 months 4.10 %
1 year 4.35 %
2 years 4.50 %
A motion was made by Travis Beach; a second received from Lonnie A.
Houck; and unanimously approved to renew the CD funds for 1 year at
4.35%.
3) Our RD reserve payments for interest only are due and payable on
9/1/06 in the amounts of:
TCU Loan 91-03 $21,124
Construction Loan 92-01 $28,688
After our monthly deposits in June, July, and August, we will still
be $12,444 short of funds. RD may allow payment of the $7,173 Construction
loan deficit from Grant monies since we did not become revenue producing
as soon as expected but we will most likely be required to supply the
balance needed for the TCU loan. Board agreed to transfer additional
funds from our Operating Account as feasible on a monthly basis and
review the remaining shortage in our July and August meetings.
4) The fire hydrants, funded by Taylor County Board of County Commissioners
Grant monies, are now listed as a fixed asset valued at $10,700.
5) Our Profit/Loss indicates a shortage of anticipated revenue and a
reduction of anticipated expenses resulting in a loss for May of $816.04.
There are no expenses out of the ordinary.
6) We are preparing new signature cards to convert our Operating Checking
and Wastewater Construction accounts to "Interest Bearing"
accounts.
7) The recent Worker's Compensation audit indicated a premium increase
of $2400 for 2005; however, we believe they incorrectly classified wages
for the General Manager and the Office Manager and have challenged their
decision. The report is being reviewed and payment will not be made
until reconciled.
8) Due to customer requests (less than 10), we inquired about automatic
draft for bill payments. Citizen's Bank would require a signed contract
with an initial set-up fee of $300 and an annual fee of $99. As an alternative,
to receive Visa and MasterCard payments would require a terminal/printer
for $395 plus a $35 application fee, 29 cents transaction fee, 1.33%
of sales, and a $5.00 statement fee. Board unanimously agreed to leave
our policy as is and not allow auto-draft or credit card payments. Customers
may pay in advance or establish their own "on-line" bill payment
system.
· Management Issues - John Gentry
There's nothing to discuss at this time. We may desire to review Administrative
wages at the July meeting.
· Water Operational Issues - Jim Gooding
Our Emergency Response Plan has been prepared and should be reviewed
by all TCW&SD personnel. The Operations Manual as required by DEP
will soon be ready. We have a minor leak in our 4" line on Egret
at Cedar Island and will be performing the repair soon. (The ERP will
be provided to Commissioners.)
· Wastewater Operational Issues - David Morgan
Doyle and David reported that the rye in the spray field needs cutting
so that the bahia grass can grow.
Chairman Senter contacted Wayne Butler who will mow the field for $300.
Board agreed to hire Wayne Butler to mow the field for $300. At some
point in the future, we need to obtain a small boat to be used to clean
debris from the pond and/or make repairs to the pump. We are looking
into redirecting some of the GP vent tubes and advised customers that
they cannot be cut off or removed as some desire. We will also investigate
the possibility of using snorkel valves.
· Phase II Funding - Glenn Senter
It seems we were omitted from the funding list this year. We will review
our options and take action to obtain funding from whatever sources
we can find.
6. OLD BUSINESS
· Consider Second Meter for Non-potable Water Service Only
Joan Douglas of SERCAP contacted Michael Langston of Rural Development
who stated that he sees no reason why we can not install second meters
as long as it is done at customer's expense and we do not exceed our
permitted water usage. We have determined the installation costs should
be approximately $266 so we propose an installation fee of $300. Since
there has been some concern expressed by our guests tonight of having
to pay minimum billing on two meters, we will investigate our possibilities
further and be prepared to make a decision at the July meeting.
· Update on planned development off Sand Dollar Road regarding
our water supply - Glenn Senter
(Paul Miller, Jr., Owner and Terry Turner, Developer)
The proposed development will be within the 500 acre buffer zone of
our wells. We will continue to monitor the advancement which seems to
be about 1 ½ years away for road construction and possibly three
years until the first house is occupied.
7. NEW BUSINESS
· Adopt Amended Rules and Regulations
A motion was made by Travis Beach and seconded by Tommy Mauldin to adopt
the revised Rules and Regulations incorporating the reduction of the
late penalty and adding a statement to address water disconnect for
unpaid accounts as decided upon in the May 2006 meeting. The motion
was approved unanimously.
· Review possible costs of Water Treatment Plant Building Expansion
No information at this time. We will address this issue in July.
· RFP for Electrical Services
The one (1) proposal received from Ketring Power Technologies, LLC will
be reviewed and a recommendation presented to the Board at the July
meeting.
8. A motion to adjourn was presented by Commissioner Beach, seconded
by Commissioner Houck, and the meeting was adjourned.
(The next meeting is scheduled for Wednesday, July 19, 2006 at 5:00)
Board Actions:
1. Advise Stacy Holton (#231) that no relief can be offered by TCW&SD
for costs incurred to install a Grinder Pump on his property
2. Approve Minutes of May 17, 2006
3. Approve renewal of CD at Citizen's Bank for one (1) year at 4.35%
4. Approve additional deposits into our Reserve Savings for our RD loans
as Operating funds allow
5. Reaffirm existing payment policy which excludes Auto-Draft and Credit
Card payments
6. Approve hiring of Wayne Butler to mow the rye in our spray field
for a cost of $300
7. Adopt revised Rules and Regulations
Action Items:
1. Consider letter to provide water and/or sewer to Hamdan development
2. Investigate Phase II funding opportunities
3. Develop a plan/procedure for a 2nd meter installation for non-potable
water supply
4. Investigate options and costs involved for Water Treatment Plant
Building expansion
Shirley Shinholser
Secretary
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