PUBLIC WATER SUPPLY DISTRICT #13
Minutes of the March 10, 2010
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 March 10, 2010 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	Absent 
	John Hindrichs	Present
	Ken Jost	Absent
Also in attendance was Janet Hirsch (JWH, LTPOA Board member), Bob Sweeney (RS, PWSD #13 attorney), and Tim Robbs (TR, PWSD #13 engineer). Ray Lauer (home owner) was also present.

Approval of Agenda
Motion was made by John Hindrichs and seconded by Rich Hirsch to accept the agenda. On voice vote, all Directors were in favor of accepting the agenda.

Approval of Minutes of Past Meetings
The regular and executive session Minutes of the January 13, 2009 meeting were emailed to the Directors prior to the meeting. Motion was made by John Hindrichs to approve the regular session Minutes as written. Second was by Rich Hirsch. On voice vote, the regular session Minutes were approved. 
Motion was made by John Hindrichs to approve the executive session Minutes as written. Second was by Rich Hirsch. On voice vote, the executive session Minutes were approved.

Treasurer’s Report
There was a $50 invoice for publishing the ad for the election in the Countian of Jefferson County and an updated bill from Taylor Engineer. Bank account still contains $1.

Old Business
WWTP & collection system design plans -- status report
TR: We received two letters (Feb. 26) from Traci (MO DNR) warning us about losing our 40% grant and the rural sewer grant based on how long the USDA-RD plan review is taking. At the end of March USDA-RD review will have lasted nine months. (Plans were submitted July 2009.)
TR: Based on talking to Donna and Traci, I think we're close to the end of the review.
One of DNR's requirements is a proposed project schedule. TR said he will furnish that to Traci.
TR: I would like to have the advertisement to you guys to place in the Jefferson County paper by March 28. 
RS: You could place the ad in the Countian. It cost less and contractors read it. 
TR: We'll also run the ads in Dodge Reports and iSqFt.
TR: I'd like to open bids on Friday April 16.
TR: We'll have a walk-through here on April 15 or 16 for a pre-bid meeting.
JWH: You will be opening the bids as they arrive?
TR: No. You can't do that. Bids will be opened in Farmington. One or two members of the Board should attend. RS: You probably don't want a quorum to attend because you'll have to post notice of the meeting and also, there could be a claim that it's an illegal meeting since it is outside of your District.
MM: One or two Board members should attend then.
TR: Bid period is 21 days. After bids are opened, you'll need to hold a special meeting to approve the bids and pass a resolution.
TR: Estimated time of starting construction is first of July.

USDA-RD and MO DNR Checklists of Items Pending
The Board went over USDA-RD's and DNR's checklists of items pending that the Board is responsible for.
RS: I need to get with Tim to check the maps and then I'll be ready to issue the Right-of-way opinion.
RH: There's also the Certificate of Easement and Real Property for DNR. 
RS: That's ready to go also, as well as the Right-of-way certificate that the Board needs to sign.
TR: For DNR there's also a Wastewater Facilities Financial Capability and Certification form that needs to be completed. Would you like me to fill out the form and email it to you to sign and send in to Traci?
RH: Yes.

MM: There's also the Attorney’s Opinion on Adequacy of Insurance for USDA-RD. 
JWH: It's needed before USDA-RD will authorize bidding.
RH: Unfortunately there's not a form to be signed.
MM: No, it's just a list of types of insurance that may be needed by the district.
RS: It almost seems like we're putting the cart before the horse on this. If I were an insurance broker, I'm not sure how I would bid this. If this project goes away, you won't need insurance. If it's alright with the Board, I'll call Donna and see what she needs.
MM: Yes, call her.
RS: We can get insurance.

JWH: A question on the CPA engagement letter; Donna said that we may not need an audit this year if we receive less than $500,000 in Federal funds this year. 
RS: I would modify the CPA engagement letter so it reads "We are pleased to confirm our understanding of the services we are to provide PWSD #13 for the year ended December 31, 2010, if required."
RS: And the CPA firm should tell you if an audit is needed.

JWH: I still need numbers on legal to complete the proposed budget.
RS: My billing .is $13843.80 as of 3/10/2010. By July 1 I would guess another $1,000.
JWH:  And do you know what Bond Counsel will charge us for their services?
RS: I called the bond counsel, Gilmore & Bell and they didn't return my call yet, but for a $2.3 million bond I would estimate it to be in the $20,000 range. I'll call you back if that changes.

Appointment of Director for sub-district 5
Election of officers for PWSD #13
Since there was no one from sub-district 5 filing with the County Clerk as a candidate for office, the District will appoint a director for sub-district 5. This appointment will be postponed to a future meeting due to two Directors being absent at this meeting. The election of officers for PWSD #13 will also be postponed for the same reason.
Public Q&A
Ray Lauer (RL) asked: How many other systems operate like this? This is very different from the sewer systems most of us are used to from St Louis city and county.
TR: This system is different, but STEP type sewer systems are common. 

RL: Earlier you mentioned spending an extra $12,000 for water meters for the treatment plant to satisfy the USDA-RD engineer. Will that increase the monthly cost?
TR: An extra $12,000 on a project of this size probably won't affect the user charge. We're pretty much committed to a starting user fee of $72/month. If bids come in and the cost is higher, USDA-RD probably won't fund it.

RL: I just wanted to repeat that homeowners are still telling me they are not happy about paying to install their own electrical circuit. That cost was unanticipated and not announced before the vote was taken.

Closed session pursuant to section 610.021, sub-section 2, RSMo 2004.
	Access road to WWTP from Regina Rd., Easement status
JH moved to enter closed session. Motion was seconded by RH. Roll call vote of the Board:
John Hindrichs	Aye
Rich Hirsch	Aye
Marilyn Meyer	Aye
Closed session entered at 8:01 p.m.

Closed session ended at 8:17 p.m. (16 min)
MM reported that there was nothing to report out of the closed session.

New Business
John Hindrichs went through the list of approximately 150 electrical contractors for Jefferson County provided by the County and generated a much shorter list of electricians that were willing and qualified to install the 120v 20amp electrical circuit every home needs to power the effluent pump.
JH: The nine electricians on this shorter list are all licensed, bonded, and insured. When the list is sent out make sure you don't say that these electricians are recommended, but they are licensed, bonded, and insured. And most of these companies have been in business for over 25 years.

TR: The mailing of the homeowner requirements needs to go out very soon. I think the letter should go out about when we go out to bid. 
RH: Do we have a current copy of the technical specifications?
TR: I believe so.
TR: The homeowner will be given 120 days to install the electrical circuit after we sign the contract with the contractor. So you want to get the mailing in the hands of the homeowners as soon as possible. 
TR: You probably want to send out another letter when the contract is signed telling them they now have just 120 days left to install the circuit.
RH: It would be nice if with the technical spec we also included an aerial view of where the tank will be located for each home. Because I know if we don't, some will complain afterwards that they didn't know where the tank would be placed and that we put it in the wrong spot. At least this way we can tell them we told them where we planned to put it. Also, it will help the homeowner decide where to put the electric circuit if they know where the tank will be placed.
RH: Tim, if you can provide a detailed PDF file or AutoCAD files, we can do the cut and paste to print the individual sheets we would need.
JWH: So the letter should go out by the end of April.

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 Rich Hirsch and seconded by John Hindrichs at 8:28 p.m. Motion passed with all Directors in approval.

Respectfully Submitted,

Rich Hirsch
Recording Secretary

Approved this 14th day of April 2010.

___________________________	_________________________________
Secretary	Chairman
March 30, 2010