PUBLIC WATER SUPPLY DISTRICT #13
Minutes of the September 8, 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 September 8, 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	Absent
	Rich Hirsch	Present
	Rick Lippitt	Present
	John Hindrichs	Present
	Ken Jost	Present
Also in attendance was Janet Hirsch (JWH, LTPOA Board member).
In Marilyn's absence, Rick Lippitt ran the meeting.

Approval of Agenda
Motion was made by John Hindrichs 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 August 3, 2010 meeting were emailed to the Directors prior to the meeting. Motion was made by Rich Hirsch to approve the regular session Minutes as written. Second was by Ken Jost. On voice vote, the regular session Minutes were approved. 

The regular session Minutes of the August 11, 2010 meeting were emailed to the Directors prior to the meeting. Motion was made by Rich Hirsch to approve the regular session Minutes as written. Second was by Ken Jost. On voice vote, the regular session Minutes were approved. 

Treasurer’s Report
Janet Hirsch gave the report on behalf of Treasurer Carol Kline:
•	The check approved last month for $170,496 was hand delivered to Frank Taylor of Taylor Eng. on Sept. 1.
•	Motion made by John Hindrichs to approve payment of $115.05 to pay for checks. Second was by Rick Lippitt. On voice vote, motion passed.

Invoices to be approved
					MO DNR	MO DNR	
Category		Amount	40% grant	RS grant (50%)	USDA-RD loan	
construction permit	750.00		300.00		375.00		75.00		Payee = LTPOA
geotechnical report	1,735.00	694.00		867.50		173.50
construction, bid ad	194.80		0.00		0.00		194.80
construction, elec spec	160.05		0.00		0.00		160.05
land & rights of way	1,498.00	0.00		0.00		1,498.00
legal, directors election	1,383.09	0.00		0.00		1,383.09
legal, district formation	520.58		0.00		0.00		520.58
legal, elec easemt mail	544.67		0.00		0.00		544.67
legal, bond election	541.95		0.00		0.00		541.95
	subtotal	7,328.14
			
construction, elec spec	75.84		0.00		0.00		75.84		Payee = JM Hirsch

land & rights of way	500.00		0.00		0.00		500.00		Payee = Hillsboro Title
	total		7,903.98	994.00		1,242.50	5,667.48

Motion was made by John Hindrichs to approve payment of the above invoices. Second was by Ken Jost. On voice vote, payment of the five invoices was approved. 
Janet stated that except for one or two checks that have not yet cleared, the District has paid back all of the money borrowed from the LTPOA.

Old Business
Report on Aug. 17 meeting with contractor and engineer
Rich reported: On Tuesday Aug 17 at 9 am, the group met at Lake Tish to discuss sewer construction issues. 
Present were representatives of TGB contracting (Steve Tielke, ST; another guy), Taylor Engineering (T. Robbs, TR; Mike Larenson, ML), and pwsd #13 BOD (R Hirsch; J Hindrichs). Issues discussed were:
1)	RD Sign: A 5' x 8' sign describing our funding will be erected at LT, probably near the Sales Office. An alternate location is near the bulletin board near the guard shack.
2)	A trailer (8'x22') will be located in the lakefront staging area (near the southside bridge). Electric power for the trailer will be obtained from the power pole along the road near the Comm House driveway (AUE will install a meter on the pole). Conduit (2") will be laid above-grade to carry power to the trailer.
3)	The lakefront staging area will be larger than planned as it needs to be big enough to allow a semi-trailer room to turn around. So the area that will be rocked will be enlarged. The rock will be removed when the job is done if required.
4)	Spoils removed to construct the treatment plant (TP) behind the dam will be placed on pwsd property where the expansion sand filter was to be built.
5)	We need to tell TR, etc. the three locations where the excavate/spoils can be placed.
6)	At the TP site the road that will connect to the access road across Mr. Telle's property needs to be marked off so Mr. Telle can know where to end his road.
7)	Although it is not quite complete, the quality of the access road was judged satisfactory or better by the contractor.
8)	The engineer and TGB will have a monthly mtg on the second Wed of every month before the monthly pwsd BOD mtg.
9)	The latest electrical issue was discussed. This issue involves an electrician that installed at least one disconnect switch that does not meet the rainproof (NEMA 3R) spec. The electrician has been contacted and said he will correct the problem. 
10)	The BOD's concern about the depth of the pipe at the spillway crossing was discussed with no resolution. The spillway site was shown to TGB. 
11)	The on-site inspector ML will be at Lake Tish "full-time" in September. During slow periods he will meet with homeowners that have problems with lateral line and/or STEP tank placement.
Construction update
Excavate disposal sites
RH: Here are the sites chosen for disposing of the excavate: 
a)	Near Lake entrance: Adjacent to project staging area
b)	North Lakeshore Drive: K59-60
c)	South Lakeshore Drive: Either B44-46 or A76-79. B44-46 is probably better because it is more level and not at the far end of S Lakeshore Dr.
The contractor will have to clear a portion of the area to receive the excavate and then at the end of the project he will grade and smooth it out.
JWH: I've talked to Ann Schatzman about using the B44 property (they own the adjacent property), and they have no problem with using the property to dispose of excavate.
KJ: Will trees have to be cut down?
RH: Yes.
JH: Is it a valley?
RH: No, it's fairly level.
KJ: We should be careful that the fill doesn't end up blocking the drainage ditch near the road. 
JWH: There are other areas owned by the LTPOA, but we believe B44 and A76 are the best.
KJ: Will the junkyard take any more fill?
JWH: Yes, but that would involve travelling farther to dump the fill. The objective was to find a site as close as possible to dispose of the excavate. Marler called me at one point and said he would take more fill.
JH: That might be a better place to dispose of the fill than some of the lots.
KJ: It's going to be kind of an eyesore, all clay and rock. 
RH: We'd be happy if all the excavate got dumped on the lakefront area, since that area now is all silt and silt doesn't have enough substance to grade out and build berms. (Berms are needed to prevent a flood from washing out features installed in the lakefront area.)
KJ: I would promote dumping the excavate at the junkyard. I think dumping it on our lots will look like hell.
JWH: The contractor is supposed to grade it when they're done.
JH: I hope the LTPOA has the money to grade out the lakefront afterwards; otherwise it will be an eyesore. 
They'll grade their part, but not the whole lakefront area.

Regarding the use of lots B44 or A76, Ken summarized by saying he was "totally against it." He thought the conversion of a wooded lot to a cleared area piled with rock and clay spoils would be a great eyesore that would get complaints. He also said that it was not part of the contract with TGB and we were under no obligation to provide a dump site on the south side. 

The Board generally agreed with Ken and questioned if we really need to have a site on the south side, since the lakefront dump site is less than 2.5 miles from any lot on the south side of the lake. Also, preparing the site to receive the spoils (cut down trees, remove trees, grade for an all-weather road, and perhaps install culvert pipes, more?) and later cleanup (grade clay/rock to level) would be fairly expensive for the contractor.

Rich would communicate the problems regarding excavate disposal to Tim.

Treasurer Appointment 
A motion was made by John Hindrichs to appoint Carol Kline as Treasurer for PWSD #13, retroactive to August 1, 2010. Second was by Ken Jost. On voice vote, motion passed.

Access road readiness
See Engineer's report below

New Business
The Sales Office will hold the official records of the District and serve as an office for the Resident Inspector.
John volunteered to install the electrical circuit for the STEP pump for the cost of the materials.

Janet applied for a MO Tax Exempt number with the state. This is needed by TGB.

Attorney’s Report
Attorney Sweeney sent me this report:
	The "legal" stuff should be at a minimum for the time being, unless there are some construction related issues.  Once the District gets closer to being operational, there may be some administrative/personnel issues worth spending some time on. 
	I agree with the contact issue.  I would not think it prudent for me to deal with homeowner issues.  Those type issues really need to be handled at the administration or board level.  I will not engage any homeowner without prior approval.
	As for Mr. Telle unless something unusual comes up, there is really no reason for me to be in the middle of the road stuff at this point. 

Engineer’s Report
Tim Robbs sent me this report:
	I do not plan on meeting with the Contractor this week.  Not much to meet about yet.  Looks like they are planning to be on site towards the end of the week or the first of next week to begin the road to the plant and such.  We have the shop drawings on the concrete and steel, which we have reviewed and asked them to resubmit with changes.  We are also working on others such as the sign and concrete mix design.  They still have a lot of submittals to go but they are working on them.
	I can understand the board members being anxious.  We would like them to get started as well but they do have a lot of things they have to get done prior to beginning work.  I know they are working on those things.  For instance, I talked to them last week about the job trailer.  They are getting the permit for it, so it should move in before long.
	They have also asked us to start staking out part of the plant.  Weather permitting we will have a survey crew up there on Thursday.  At that time, we will mark the location of the recirculation tank and the location of the road at Mr. Telle's property line.
	Mr. Telle will be told that the road will be marked for him by Friday so he can finish up his side. It shouldn't take Mr. Telle long to finish his side of the road once the plant entrance is marked.
	I talked to Mike Larenson this morning about meeting with the two homeowners (Dunphy & Hannick).  We will get this done this week or first of next week.

Adjournment
There being no other formal business to come before the Board, a motion to adjourn was made by John Hindrichs and seconded by Rich Hirsch. Motion passed with all Directors in approval. Meeting ended at 7:55 p.m.

Respectfully Submitted,

Rich Hirsch
Recording Secretary

Approved this 13th day of October 2010.

___________________________	_________________________________
Secretary	Chairman
October 11, 2010