PUBLIC WATER SUPPLY DISTRICT #13
Minutes of the September 9, 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 7:03 p.m. on September 9, 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	Present
	Ken Jost	Present

Also in attendance were Janet Hirsch (JWH, LTPOA Board member), Tim Robbs (TR, Taylor Eng.), Bob Sweeney (RS, PWSD #13 attorney), and Ray Lauer (RBL, homeowner).
Approval of Agenda
Motion was made by John Hindrichs and seconded by Rick Lippitt 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 August 12, 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 John Hindrichs. On voice vote, the Minutes were approved.
Treasurer’s Report
Bank statement received: $1 in account.
One bill from Taylor Engineering dated Sep. 1 for $1704.96, design 99% complete
	Total: $168,791.04 (this includes the $1,704.96)

Old Business
Brunjes/collection agency harassment problem
In response to a letter written by RS that was sent to Mr. Brunjes in July, the collection company (Randall & Richards) contacted RS. As a result of that discussion, MM should receive no more harassing phone calls.
Access road to WWTP Access from Regina Rd.
PWSD #13 Board members explored possible routes for an access road from Regina Rd to the WWTP on Wed. Aug 19. The group included C. Telle (property owner), RS, Frank Taylor (District engineer), JH, RH, MM, JH, and KJ. JH reported on the suitability of the possible access road.
RS told us that he had a meeting set up with Mr. Telle on Friday Sep. 11 to discuss access road issues.
WWTP & collection system design plans -- status report
TR: All of MO DNR's comments on the plant have been received. There are no significant changes to the plans required. Changes are generally just "procedural." We were going to wait for USDA-RD's comments before making changes, but we've decided instead to change the plans ASAP based on DNR's recommendations. As yet we've received no comment from USDA-RD's engineer. It's been over 60 days since the plans were submitted to USDA-RD. I believe USDA-RD's delay is because they are swamped, probably due to projects using stimulus money.
Electrical Circuit issues
Electrical easement update: Two more easement agreements have been promised.
Letter to homeowners urging them to install their own electrical circuit or be charged actual cost if District installs the circuit:
RH: We're saying that there are three ways a homeowner can provide an electrical circuit to power the effluent pump in the STEP tank:
1) Modify an existing aerator pump circuit.
2) Install his own dedicated circuit.
3) Do nothing and the District will install a circuit from the house's electric meter base. In this case the homeowner will be billed the actual cost of the installation. It's estimated that this will cost about $1500.
RH: My question is what if the homeowner installs an approved ("double lug") meter base himself? We can't bill him $1500 because the District's electrician did not install a new meter base. And we can't really charge him to trench to the effluent pump since a homeowner that installs his own electrical circuit using method 1) or 2) will not be charged for trenching. So do we hook him up for free, even though he has not used installation method 1) or 2)? 
RH: Another option is if a homeowner installs his own electrical circuit, but just mounts the disconnect on the outside of the house right near the house's electric meter, rather than near the expected STEP tank location. So we might have to trench an extra 120 feet to connect to the pump. Do we charge the homeowner a penalty for that?
TR: The District could charge a per foot charge if we need to trench more than 50 feet. 
RH: We aren't charging a homeowner by the foot to install a longer lateral sewer line; how can we charge to install a longer electrical cable? 
RH: The purpose of these questions is to point out that the Board really hasn't figured this all out yet. So how do we send out a letter explaining this to the homeowners?
TR: The way the bids are set up now, I would say the service electrical line will be totally paid for wherever it goes. It's when we have to upgrade an electric meter that we'll have to charge extra. But if we have to go say, more than 200 ft., we may have to charge extra for that. 
RH: Do we need to send this letter out at this point, to get more electrical easement agreements returned? Will Donna insist upon it? Because at this point, there is no real incentive for homeowners to return their easement agreements. We don't have a date for when the circuit needs to be installed and as yet, we can't tell them what the specifications for the circuit will be or what the cost will be if the District installs the circuit.
JH: We won't know what it will cost until the bids come in.
TR: Based on what I'm hearing, you should probably wait on the letter until USDA-RD decides on what they need.
JH: My neighbor had his septic tank pumped out recently, because sewers are coming in. Some people believe it is necessary to pump now. There's a lot of misinformation out there.
RS: I do think you should avoid an actual letter to the homeowners until there are some real concrete specifications. 
RS: Until you can say "You need to do A, B, and C; and this is how you need to accomplish A and this is how you need to accomplish B and this is how you need to accomplish C." Because there is either a lack of communication or the opportunity for misperception when there is any wiggle room. 
RS: Whether it's through Tim or me or the Board members, there needs to be communication with the agency that says "We're doing all of this and we can't get any more easements" or "It isn't efficient for us to spend our limited resources getting easements when we've got all these questions." And the agency needs to understand this or tell us "That's too bad, all we want are easements." And then we operate differently.
RS: Typically there is a $2500 fee to connect to a sewer. That does not include paying for the lateral line or tank. Actually in any sewer district other than this one, the homeowner is required to pay the cost of the underlying sewer system. In this district, that cost is being funded. And that can run regularly over $10,000. In the city of Arnold the city council voted to cap the amount a homeowner had to pay at $8,000. And it's much easier to hookup sewers in Arnold because of the terrain.
TR: If we were operating strictly with MDNR funds, MDNR would not pay to hook up the electrical service line or the sewer service line.
RS: It doesn't make it any easier for folks that 1) don't understand and 2) aren't dissatisfied with their private septic system. But the fact of the matter is that there is a public purpose to have a uniform sanitary sewer system. It prevents pollution, adds value to your property, and prevents disease.
RS: It doesn't make it any easier, but government funding will save homeowners five figures. I understand that if you don't have the $1500, it doesn't matter that you just saved $10,000. But that's another point that I think needs to be emphasized. That this is really a very good deal in the not-too-distant future.  Folks are quick to forget the benefits and recognize the pain.
RBL: I think you need to explain things to people better.
RS: Short of walking to everyone's house and knocking on the door and saying "We're here to talk to you about the sewers," I don't know how you can communicate effectively with everyone. 
JH: And since there are so many owners that don't live here, that won't work.
MM: Well Tim, if you can deal with Donna, we'll be most appreciative.
RS: It might work well if both Tim and I meet with Donna either on a conference call or face-to-face. I prefer not to fight a multi-front war. The homeowners are going to be confused, angry, perceptibly misinformed; all of those things we just know are going to happen. I don't want to fight the agencies at the same time.
TR: We've got to get a united front and get the agencies behind us.
RS: Let them understand that we are fulfilling those obligations that they have set out for us. That we're not trying to do an end-run. That we're really trying to do all of those things, but for a variety of reasons they need to get onboard with us or give us direction.
TR: So the plan is to wait for comments from USDA-RD on the plans and specs and then, if they want us to get more easements or do an electrical survey of each house, we'll set up a meeting with Donna (USDA-RD) to discuss. 
JH: I move that after we receive USDA-RD's comments on the plans and specs, Tim and Bob meet with Donna to address the comments.
Motion was seconded by Rick Lippitt. Motion passed.
JWH: So then we're not going to do any mailings until after the bids are in and we have more information?
The Board agreed to delay sending out the letter about the electrical connection.
New Business
There was no new business.
Attorney’s Report
There was no attorney's report
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 John Hindrichs at 8:13 p.m. Motion passed with all Directors in approval.

Respectfully Submitted,

Rich Hirsch
Recording Secretary

Approved this 14th day of October 2009.

___________________________	_________________________________
Secretary	Chairman
September 23, 2009