January 30, 2002 6:00 P.M.
Those Present: Carroll Steele, Edward Arthur, David Lewis, Ron Repp and Gary Jackson.
Discussed our still on going audit by the State Board of Accounts. We ask that they finish doing year 2001 since they had gotten through Nov. It appears that we are going to be short approximately $7,000.00 for the years 1998, 1999 and 2000. They should be finished n the next week after it is sent to state for checking they will want to have a close out meeting with the board.
Discussed a letter from the law firm representing Cross Roads Restaurant. They are objecting to paying a minimum bill for a building they are not using. However, it is one the original taps and FMHA informed us that regardless we must collect the minimum bill. This is part of our 206 taps that guaranteed our semi-year payment. Dave Lewis, our Attorney, took the information and will handle the case.
Approved a bid from Cain Electric to install meters at our lift stations at the request of our plant superintendent, Rick Wheeler, at a cost of approximately $540.00.
Approved all other bills presented.
Discussed the usual delinquent accounts with David Lewis, Attorney, who is working on them.
Approved for C.T. Steele to purchase a C.D. for $25,000.00 as our checking account is larger than it should be.
February 12, 2002 6:00 P.M.
Special Meeting
Those Present: Carroll Steele, David Lewis, Pat Jackson, Edward Arthur, Ron Repp, Stephen Illingworth and Melissa Hayes.
This was a special meeting with the State Board of Accounts as a close-out meeting regarding their auditors findings in the audit they have been doing for the last several weeks.
The report is a part of these minutes, but listed below are some items they recommend as changes to our system.
1. The board needs a policy on adjustments, such as when we adjust a bill due to a leak or pool filling or cannot collect.
2. Need to set up a petty cash fund.
3. Call the FMHA payment account “Debt Service Acct.” and pay debt from this account rather than checking acct.
4. Need to ask the bank to show the back of our checks also on our monthly statement.
In this audit it was discovered to be a shortage during the years of 1998, 1999 and 2000 of $7,690.16. This was not known by Mr. Steele since the sewer distract did not have a system of checks and balances as such. Mr. Steele’s employees were allowed to take payments, post etc. as part of their job. These were persons that Mr. Steele, would have trusted with anything. Since the finger cannot be pointed at any of 3 persons that worked during that period, Mr. Steele took full responsibility and paid this amount rather than go through bonding.
Mr. Steele had noticed in Jan. 2001 a shortage in another fund he controlled, and immediately took steps to change the system so this could never happen again.
May 5, 2002 6:30 P.M.
Those Present: David Lewis, Carroll Steele, Rick Wheeler and Gary Jackson.
We did not have a quorum, however our attorney could be there and the ones present decided to discuss our delinquent accounts and have our attorney to send letters to some and file liens on others. Our Attorney, David Lewis presented his bill for retainer for the year 2002. $2,000.00
We also discussed our grinder pump on the Powell property. It has become very costly to maintain and needs some extensive repairs. We have discussed this before and Rick has gotten bids from 2 companies to repair. David Cain came in with the lowest bid of $1,850.00. I agreed that we should let him proceed.
July 22, 2002 6:30 P.M.
Those Present: Carroll Steele, Rick Wheeler, Edward Arthur, Gary Jackson, David Lewis and Ron Repp.
Discussed the accounts that we had filed suit on. This court hearing was this date. We got judgment on Debbie Cummings, K Lynns Rest., DBA Linda Waters and Karen Meadors. We were denied on Gus Goldsmith for John Grunder. We will have to write this off.
After due discussion it was decided that on future delinquent accounts, as soon as the account is 6 months in arrears, suit will be filed. A letter will be sent after 3 months advising of this and of the legal expenses the customer in incur.($300.00 attorney fee plus court fee) If customer does not respond suit will be filed. There will be no work out after suit is filed and judgment is received, customer will either have to pay in full or it will be held until property sold. However, current billing must be paid. The motion was passed on by Ed Arthur and second by Gary Jackson.
Also mentioned above: Customer must pay Attorney fees of $300.00 plus court costs. This motion was passed on by Gary Jackson and Second by C.T. Steele.
Also mentioned above, there will be no work out or partial payments once we have received judgment. Account must be paid in full in 1 payment or it will be against property until sold.
Write offs: If judgment is denied and we cannot collect the debt, this can be written off only with board approval. This motion passed on motion by Gary Jackson and second by Ed Arthur.
The State Board of Accounts audit was discussed in length, and we will be working to comply with their findings where we are short.
December 10, 2002 6:00 P.M.
Those Present: Gary Jackson, Ron Repp, Edward Arthur, Rick Wheeler, David Lewis and Carroll Steele.
Greg Furnish of Henryville, IN. representing 21st Century Developers came to seek approval or approval to check feasibility of putting sewers to a piece of ground at the corner of Taflinger Rd. and N.W.-Beth. Rd. approximately 120 acres and approximately 100 homes over 5-6 years.
We advised our intent based on studies and tests by our Engineer SIECO, Inc. Our attorney David Lewis will write this letter of intent after discussions with Furnish Engineer and Sieco.
We discussed a letter from Bruce Carter Assoc. regarding their request for approval for a discharge into our system for treated ground water from Clark Co. Highway garage. This ground contains gasoline and diesel from underground storage tanks. (Letter attached)
Rick Wheeler, our plant manager requested more monitoring on this project and more information from Bruce. He will be invited to our Jan. meeting. (2 times weekly)
Loose ends from our State Board Audit concerning contracts for Pat Steele, Pat Jackson and Rick Wheeler. Atty. David Lewis to follow up and prepare.
Rate increase-Upon motion by C.T. Steele and second by Gary Jackson. Approval to increase rates by 10% to $6.86 per 1000 gal. usage. David Lewis is to prepare the legal part of this for advertising and hearing.
Tap Fee Increase-Upon motion by C.T. Steele and second by Ed Arthur the tap will be increased to $1,000 or the cost, whichever is greater.
Need to have David Lewis, secretary go through all minutes and list any changes to ordinances etc. taken place over the years.
Next meeting will be held January 6, 2003.