PUBLIC WATER SUPPLY DISTRICT #13
Minutes of the August 11, 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 7:00 p.m. on August 11, 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	Present
	John Hindrichs	Present
	Ken Jost	Present
Also in attendance was Carol Kline (CK, District Treasurer) and Janet Hirsch (JWH, LTPOA Board member).

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 regular session Minutes of the July 14, 2010 meeting were distributed to the Directors at the meeting. After the Directors had read the minutes, motion was made by John Hindrichs to approve the regular session Minutes as written. Second was by Rick Lippitt. On voice vote, the regular session Minutes were approved. 

Treasurer’s Report
Marilyn gave bank statements and two bills for the recent sewer mailing to Carol. 
$120 from the LTPOA was deposited into the construction account to purchase checks.
Carol reported that $1,679,674 from MDNR was recently added to the escrow account. 
Invoices to be approved:
1.	R. Sweeney				$20,860.60	(legal)
2.	F. Norrick				$7,830.00	(legal)
3.	R. Dickhaner				$7,817.20	(legal)
4.	Midwest Assistance Program		$3,500.00	(environmental)
5.	Taylor Engineering			$170,496.00	(engineering)
	Total: 					$210,503.80

Motion was made by John Hindrichs to approve payment of the above invoices. Second was by Rick Lippitt. On voice vote, payment of the five invoices was approved. 
JWH: In paying bills we should use the MO grant funds first (40% grant and rural sewer grant). This will delay our borrowing and minimize our interest payments. 
Checks had not been received by the time of the meeting and so would have to be signed at a later date.

Old Business
Report on preliminary closing
At the preliminary closing these items were approved: 
1.	The resolution to authorize revenue bonds,
2.	The Sewer Rate Schedule Ordinance,
3.	The Rural Development Loan Resolution,
4.	The Missouri Loan agreement.

Marilyn has a signed copy of the Bond Resolution for the District's records, but signed copies of the Sewer Rate Schedule Ordinance, the Loan Resolution, and the Missouri Loan Agreement are not in her possession. These items need to be obtained from District attorney Bob Sweeney. 

Report on Mo DNR grant review meeting
JMH reported that the participants learned how the money is supposed to move.

Access road readiness
From District engineer Tim Robbs: 
	Our visit with C. Telle went well. The road is mostly complete. CT needs to do some final grading and complete the passing lanes. Most of the road is passable by two trucks; it just doesn't look like it. Weeds have grown up along the edges of the road covering up a lot of the base rock. This is especially true from the house to the plant. 
 	We also still have to tie-in the access road to the road at the plant. We discussed that it would probably be best to wait until TGB marked the road at the property line before CT completed the connection. We don't want the roads to miss each other.
	CT said over the next week he will grade out the 1" minus to make the road wider and bring in some more rock to complete the passing lanes so everything should be complete except the tie-in. I plan to take TGB there next Tuesday to make sure everything looks good. Mr. Telle was very agreeable and said for us to let him know if we need anything changed.
From District attorney Bob Sweeney: 
	From a legal perspective, the road is in great shape. The main area that needs to be finalized is the connection area -- the point where the Telle road meets the contractor road. Tim suggested that TGB and Telle consult to make sure that the connection goes smoothly; that seems to be a really good idea. 
	The other issue that I perceived is at the entrance off Regina. The turn is tight. CT indicated, however, that he had the rock brought in that way and the dump trucks made the turn.
	In short, things have progressed nicely and there is precious little left to be done on the Telle end. All in all, I was very satisfied; and it certainly seems that the road will be ready for use when TGB needs it.
JH said he looked at the road today and the passing places are heavy rock or grass and are not ready yet.
Marilyn suggested that if the contractor (TGB) is not satisfied they should have our engineer contact Telle to correct the problem.

Attorney Contact
There was a discussion about Tim and Donna (USDA-RD representative) contacting our attorney Bob Sweeney directly without permission or knowledge of the District board. The consensus of the Board was that it should be consulted before Bob is contacted on district business, since the board has an obligation to try to minimize legal costs.
MM: The LTPOA (Lake Tish Property Owner's Association) has an agreement with its attorney that he will not accept phone calls from anyone without permission from the LTPOA board. This is to control costs. 
RH: I will contact Bob about this. Generally, Tim has been in contact with Bob regarding the Telle road, since Bob has handled all the communications with Mr. Telle. But it certainly would be more cost effective for Tim to contact CT directly.
JWH: We could have a similar problem with homeowners contacting any of our hourly staff including our auditor and at some point, our engineers. 

Resident Inspectors
Marilyn read a letter from Donna that the approved inspectors for the project will be Tim Robbs, Joe Gable, Mike Larenson, and Kevin Carter. 

Homeowner's questions/problems with lateral line/STEP tank locations 
Mr. A:
JWH: House is on lot 10A; old septic tank is on lot 10B, which is owned by a neighbor. The new STEP tank should fit on Mr. A's property without difficulty and should be placed there. One problem is that the old tank to be retired will be on the neighbor's property. Whose responsibility will this be?
Mr. B:
 MM: Mr. B has a similar situation. His old septic tank is on the neighbor's property. The septic on the neighbor's property is responsible for Mr. B not getting clear title to the property. The neighbor is getting hostile about the situation. Mr. B may offer to buy 10 feet of the neighbor's property to hold the septic tank.
JWH: I don't think the LTPOA would allow the sale of 10 feet of a lot, even to a neighbor. They only have ever approved selling half a lot to a neighbor. 
JWH: The tank should go on the homeowner's property if there is room, but the tank can go anywhere, based on Article 13 of the Lake Tish Restrictions. 
JH: I've seen the property and I don't see why the STEP tank cannot be placed on Mr. B's property.
Mr. C:
RH: Mr. C wants his new STEP tank installed now, while his property is a mess because of a major house expansion. Unfortunately, Tim informs me that no STEP tanks will be available for 3 to 4 months. So Mr. C will have to change his plans. 
JH: There's nothing we can do for him right now.
RH: A related question is, can a STEP tank with effluent pump be hooked up to an existing drainage field?
JH: It's probably feasible, but as the contractor told us, they plan to do everything in a day, so they won't want to break their routine to just install one tank at a particular location. 
MM: I suggest Mr. C not grade the yard and simply hook up his existing septic system. Then, at some future date, grade the yard after the new STEP tank is installed and the treatment plant is online.

Spillway Crossing
The spillway crossing was discussed.
RH: According to the design plans, the 3" main sewer line for the south side will cross in front of the spillway through a 10 inch ductile iron pipe encased in a "concrete block" of dimensions: 20"H x 18"W x ~60'L. The depth at which the concrete block will be buried is not specified. The specification says "Bottom of casing shall be 14" deep from top of rock". 
JH voiced a concern that the spec would allow the sewer main line to be located less than 18 inches below ground level, which is significantly less than the frost line. This might allow the main line to freeze. 
KJ said that the downstream side of the spillway weir is badly undercut and that it should be repaired if possible.
RH: I hoped that the spillway crossing block could be installed right in front of the existing spillway weir to reinforce the weir and reduce seepage, but that seems unlikely because it would require extra work on the part of the sewer contractor.

The consensus of the Board on this matter was that:
•	The weir needs to be repaired on the downstream side and a concrete barrier (seawall) should be constructed on the upstream side of the weir to reduce seepage. 
•	The work will probably have to be done independently of the installation of the spillway crossing by the sewer contractor.

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
Public Q&A

Adjournment
There being no other formal business to come before the Board, a motion to adjourn was made by John Hindrichs and seconded by Rick Lippitt. Motion passed with all Directors in approval. Meeting ended at 8:10 p.m.

Respectfully Submitted,

Rich Hirsch
Recording Secretary

Approved this 8th day of September 2010.

___________________________	_________________________________
Secretary	Chairman
September 3, 2010