PUBLIC WATER SUPPLY DISTRICT #13
Minutes of the October 13, 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:?? p.m. on October 13, 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 Janet Hirsch (JWH, LTPOA Board member) and Carol Kline (CK, District treasurer).

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 regular session Minutes of the September 8, 2010 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 Ken Jost. On voice vote, the regular session Minutes were approved. 

Treasurer’s Report
Marilyn presented new bills from attorney Sweeney (received 10/7) and Taylor Eng (received 10/13). The Board chose to approve payment of these bills at the Nov. meeting so JWH would not have to redo all of the paperwork, which would take ca. 2 hours. This is because payment requests can only be submitted to DNR and USDA-RD once a month. 
Carol suggested that a policy be set that for bills to be approved at the monthly meeting, they must be received on the Monday before the meeting. Otherwise, the payment will be delayed by a month. 

Invoices to be approved
Treasurer Carol Kline reported that seven payments are being submitted for payment approval at tonight's meeting. These submissions are listed below. 
	PWSD#13 Invoices presented for approval October 13, 2010	
ID	date	Category	payee	invoice amt	MO DNR 40% grant	MO DNR RS grant (50%)	USDA-RD loan	
1	10/12/2010	LTPOA reimburse	LTPOA	327.65	0.00	0.00	327.65	
2	9/01/2010	engineering	Taylor Eng	2,698.80	1,079.52	1,349.40	269.88	
3	9/01/2010	engineering	Taylor Eng	2,214.17	885.67	1,107.09	221.42	
4	9/09/2010	Legal	RK Sweeney	1,820.00	0.00	0.00	1,820.00	
5	9/29/2010	land & rts of way	Chuck Telle	77,500.00	0.00	0.00	77,500.00	
6	10/01/2010	O & M	JM Hirsch	129.95	0.00	0.00	129.95	
7	10/13/2010	construction	TGB Inc	51,840.00	20,736.00	25,920.00	5,184.00	
			Total	136,530.57	22,701.19	28,376.49	85,452.90	

There was confusion about TGB's billing. There seemed to charges for materials that were not yet received or ordered. On closer examination, TGB was billing the District for completing a portion of the staging area (30%) and a portion of the recirculation tank (3%). This explanation was acceptable to the Board.

Motion was made by Rick Lippitt to approve payment of the above invoices. Second was by John Hindrichs. On voice vote, payment of the seven invoices was approved. 

With respect to paying Mr. Telle for the Regina Rd access road, RH said that at the afternoon meeting with TGB, TGB was asked about the access road and Steve Tielke (TGB) said that they were pleased with it and that the District should pay the full amount due Mr. Telle.
JH confirmed that the road was in very good condition and that Mr. Telle has done what he said he would do.

Carol reported bank account totals: Escrow acct: $1,523,095; Construction acct: $5,991.23

Old Business
Electrical circuit installation progress
Marilyn reported that she has received 169 electrical easement agreements and 86 certification forms as of 10/13/2010.

The Board discussed writing a letter to homeowners that have not yet returned their certification forms. The letter would warn of the dire consequences of not having their electrical circuit in place when it is time to connect to the sewer system. The letter should be a friendly reminder and would be written in mid-Nov. Hopefully by mid-Nov we should have a better idea of when houses will be hooked up, which will help us set up a new deadline.

Construction update
The USDA-RD sign has been erected near the Sales Office.
JH reported that the treatment plant area has been staked for digging. A track hoe will be brought in to dig a 15 foot deep hole for the recirculation tank. It is expected that water will fill the excavated hole and TGB will have to pump the hole before and while the concrete is being poured.
Sample bores are scheduled for next week to test the directional boring equipment.
TGB will take over the portable toilet payment near the Community House after Oct.
TGB seemed to agree that the north and south side excavate dump sites previously identified would probably not be used. Primary dump sites for excavate will be the lakefront area and Marler's junk yard, if necessary.
At the afternoon meeting, TGB said that they would not increase the amount of rock in the lakefront staging area, but that the grassy area adjacent to the rock would be used for the storage of tanks, etc.

JMH reported on getting a sales tax exemption for TGB. Janet contacted DNR on Sep 9 and was told that the water district was not eligible for a tax exemption. Janet determined that other water districts had received tax exempt status and persuaded the DNR to reconsider. As of today, there has been no progress. However, Janet was informed that our contractor could make purchases tax free under the Water Pollution Tax Exemption while waiting for DNR to issue a tax exempt certificate.

Homeowner's questions/problems, progress in resolving
Mike Larensen is making progress in meeting with homeowners.
RH: The question of whether the District should allow homeowners to install STEP tanks under decks or concrete came up at the afternoon meeting. There are at least two homeowners that want to replace their old septic tanks which are under concrete patios with their new STEP tanks. The homeowners are willing to pay to remove the old STEP tank. That's not the problem. The problem is that the District will be responsible for servicing the new STEP tank, should there be a problem, and that may require breaking up concrete to remove the tank.
JH: I believe that the STEP tank should be placed in an area that is easy for us to maintain, unless there is no other option. Even if the homeowner agrees to make the tank accessible for us if there is a problem, if they sell the house, the new owner may not be so agreeable.

The consensus of the Board was that there may be exceptions, but the general policy would be to place the STEP tank in an easily accessible location unless absolutely necessary.

New Business
MM: Carol and I need to have online access to our bank accounts to check balances and print bank statements. According to Eagle Bank, we need Board approval to sign the agreement for online banking.
A motion was made by John Hindrichs to authorize Treasurer Carol Kline and President Marilyn Meyer to represent PWSD #13 on all bank accounts and to sign the agreement for online banking. Second was by Ken Jost. On voice vote, the motion was approved. 

MM: I'm close to obtaining a fidelity bond for Carol and myself. It only needs to be approved by Donna and Bob. Motion was made by John Hindrichs to pursue a fidelity bond covering Carol and Marilyn, subject to the approval of Donna Martin and Attorney Bob Sweeney. Second was by Rick Lippitt. On voice vote, the motion was approved. 

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

Respectfully Submitted,

Rich Hirsch
Recording Secretary

Approved this 13th day of October 2010.

___________________________	_________________________________
Secretary	Chairman
November 9, 2010