PUBLIC WATER SUPPLY DISTRICT #13
Minutes of the July 8, 2009
Regular Session of the Board of Trustees

The Board of Directors of Public Water District #13, Jefferson County Missouri met in regular session at 7:12 p.m. on July 8, 2009 at the Lake Tishomingo Community Center, Hillsboro, Missouri.

Roll Call of Directors
The following Directors being present or absent as indicated:
	Name	Present/Absent
	Marilyn Meyer	Present
	Rich Hirsch	Present
	Rick Lippitt	Present
	John Hindrichs	Absent
	Ken Jost	Present

Also in attendance were Janet Hirsch (JWH, LTPOA Board member), Frank Taylor (FT, Taylor Eng.), Mary Leiweke (ML), Chas. Lents (CL), and Chris Townsend (CT).
Approval of Agenda
Motion was made by Rick Lippitt and seconded by Ken Jost to accept the agenda. On voice vote, all Directors were in favor of accepting the agenda.

Approval of Minutes of Past Meetings
The Minutes of the June 10, 2009 regular session meeting were emailed to the Directors prior to the meeting. Motion was made by Rick Lippitt to approve the Minutes as written. Second was by Ken Jost. On voice vote, the Minutes were approved.
Treasurer’s Report
There were neither new bills nor income to report.

Old Business
Collection system design plans -- status report
FT presented to the Board copies of the materials submitted to MDNR and USDA-RD for their review. Materials included were: 
1) "Contract Documents & Technical Specifications" for the Wastewater Treatment & Collection System, dated June 28, 2009, (preliminary, thick book).
2) Wastewater Treatment Plant & Collection System Drawings, (preliminary, 24"x36", 32 pages).
MM: Why was the WWTP redesigned?
FT: As we designed the WWTP and collection system, we thought of ways to improve the design of the WWTP. It was not a significant modification.
 MM: Do you think the review by MDNR or USDA-RD will be delayed due to vacations?
FT: I don't think we'll have a problem with MDNR. We deal with MDNR all the time and pretty much know what they want. If we have problems, it will probably be with USDA-RD. 
FT: The WWTP will be built first, then the main sewer lines, then the lateral lines.
MM: What is the need for the Sales Office?
FT: We need an office for our on-site man to work out of. I think Tim wanted to save some money by not having to rent space from the contractor.
RH: Can you give us a schedule?
FT: The plans were submitted in early July. I expect the MDNR review to take 30 days. The USDA-RD review will probably take 60 days. We likely will wait to respond to MDNR until after the USDA-RD review is complete. In most cases we can take care of problems in a day or so. If USDA-RD wants the electrical requirements specified for every house in the project before construction begins, then it may take 30 days or longer.
Here is the tentative schedule according to FT:
Plans submitted to MDNR & USDA-RD: 	July 1
Plans reviewed by MDNR & USDA-RD:	July 1 to Sep 1 (2 months)
Plans changed to gain approval: 		Sep 1 to Sep 14 (2 weeks)
Advertise for bids: 				Sep 15 to Oct 15 (1 month)
Analyze received bids:			Oct 16 to Oct 30 (2 weeks)
Issue "notice of award": 			Nov 1
Contractor secures bonds/insurance: 	Nov 1 to Nov 10 (10 days)
Issue "notice to proceed": 			Nov 11
Construction begins: 				Nov 21

FT: The Board should expect to see at least 3 pages of comments from each reviewing agency. It's standard procedure. Most items are easy to fix.
Funding Update -- MDNR application for funds to cover electrical connection -- status report
JWH: I have obtained an updated list of districts on the 40% grant list. Of those previously on the list, only two districts have told MDNR what they want to do in terms of the ARRA (stimulus) money. PWSD #13 has said that we want to remain on the 40% list since the ARRA money does not cover many of our startup (and other) costs. The Village of Silver Creek, on the other hand, has elected to accept the ARRA funds. Their dropping off the 40% list means that $1M is available for those remaining on the 40% list. Of that $1M, the Village of Cross Timbers is getting an additional $76K and the Village of St Elizabeth is getting an additional $268K. 
JWH: This is a good sign for us, that projects on the 40% list are requesting and getting more grant money. Not all sewer districts have made up their minds yet as to whether they want to accept ARRA funds, or stay on the 40% list, but if they do accept ARRA money, there should be even more grant money available for those districts remaining on the 40% list. [During June PWSD #13 filed an application for an additional $384K grant to cover the increased cost for the electrical connection -- RHH]
Electrical Easement update
MM: We still have a total of 141 signed electrical easement forms returned.
Access road to WWTP over the dam embankment
A letter was sent to three dam experts:
•	Glenn Lloyd  (Mo DNR Dam Safety Engineer)
•	Dave Taylor: (Geologist, repaired dam seepage problem)
•	Don Eskridge (engineer with extensive knowledge of our dam)

The letter asked:
To build the WWTP most economically, we need to transport concrete and rock across the 960 foot dam embankment. In your professional opinion:
•	How likely is it that the structural integrity of the dam will be affected?
•	Could the possibility of damage be decreased by limiting the weight and speed of the concrete/gravel carried per trip? What limits should be imposed?
•	How should we improve the road on the dam to prevent erosion?
In 2008 drilling and concrete grouting work reduced seepage flow from 300 GPM to less than 1 GPM. 
•	How likely is it that the transport of the required concrete/gravel across the dam will affect the repair, either through vibration or direct contact with a casing pipe that was used to introduce the grout?

Access road to WWTP from Regina Rd
RH: I'm concerned about the heavy truck traffic needed to build the WWTP. Tim has indicated as many as 600 loads of rock could be necessary. These trucks would have to travel over our under-built and twisty Lake roads. So I want to see if it is reasonable to reach the WWTP site from Regina Rd. The road would have to cross primarily C, Telle's property. At our May meeting Bob Sweeney, PWSD #13's attorney, indicated that he knows Mr. Telle and that he would talk to him about getting permission to build a road to the WWTP. If the Board agrees, I'll contact Bob and ask him to talk to Mr. Telle about this.
The Board agreed that we should try to find an alternate route to the WWTP.
Tishomingo Forest sewer service  -- status report
JWH: We sent letters to the homeowners in Tishomingo Forest telling them that they have the option of connecting to the community sewer, since homes in the Forest will be more than 300 ft from the main sewer line. 
JWH: For it to be economically feasible to extend the main sewer line into the Forest, we need all five houses to connect. It is not practical to connect four or less houses. We asked homeowners to respond by July 18. 
JWH: In talking to one of the Forest homeowners, she indicated that she and her husband were not interested in connecting at this time. So it is likely, the Forest will not be part of the project at this time.
MM: This will decrease the number of homes in the project by five.
FT: But it will help our budget. 
RL: And they aren't in our watershed, so it will not affect lake water quality.
New Business
MM: I got a call from Dana Boyce at Randall and Richards (a collection agency in Tucson AZ) regarding a suit they were going to file in county court for nonpayment of services rendered by Bill Brunjes. Went through the litany again that the district has no funds, Bill knew this when we signed the contract for our sewer project. He knew the funds would not be released until construction began. Ms. Boyce said she would call our attorney to confirm.
Attorney’s Report
MM: Bob reported that he has not yet received the bond letter from Gilmore & Bell. When he does receive it, we will have to act on it. A special meeting might be needed.
Engineer’s Report
There was no engineer's report
Adjournment
There being no other formal business to come before the Board, a motion to adjourn was made by Rick Lippitt and seconded by Ken Jost at 8:04 p.m. Motion passed with all Directors in approval.

Respectfully Submitted,

Rich Hirsch
Recording Secretary

Approved this 12th day of August 2009.

___________________________	_________________________________
Secretary	Chairman
July 15, 2009