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2001-12-26 JPWB Minutes JOINT POWERS WATER BOARD MINUTES Regular Meetmg of December 26, 2001 5:00 PM JPWT Plant Board Room Present Olson, Kessler, PaullIn, Kottke, Hagerty Absent 'fetsch The meetmg was called to order at 5 00 PM The representatIOn letter from Gruys Borden and Carlson needmg sIgnature by two Board members was added to the agenda Item 8 B 3 was deleted from the Agenda MOTION BY PAULLIN, SECONDED BY KESSLER TO ADOPT AGENDA AS CHANGED MOTION CARRIED UNANIMOUSLY Noone was present for the CItIzen forum MOTION BY HAGERTY, SECONDED BY KOTTKE, TO APPRO'fE THE MINUTES OF THE NO'fEMBER 26,2001, REGULAR BOARD MEETING AS PRESENTED MOTION CARRIED UNANIMOUSLY MOTION BY KESSLER, SECONDED BY PAULLIN, TO APPRO'fE THE CONSENT AGENDA AS PRESENTED MOTION CARRIED UNANIMOUSLY There was no Unfimshed Busmess Under New Busmess, MOTION MADE BY PAULLIN, SECONDED BY HAGERTY, TO APPOINT THE CROW RI'fER NEWS AS THE OFFICIAL NEWSPAPER OF THE JOINT WATER BOARD FOR 2002 MOTION CARRIED UNANIMOUSLY Browmng and Kessler noted that Great Northern Bank and Htghland Bank was mIssmg from the lIst of proposed offiCIal deposItones MOTION BY KESSLER, SECONDED BY PAULLIN, TO APPOINT OFFICIAL DEPOSITORIES FOR 2002 AS FOLLOWS LASALLE NATIONAL BANK, US BANK, PMA, NORWEST/WELLS FARGO, GREAT NORTHERN BANK, AND IDGHLAND BANK MOTION CARRIED UNANIMOUSLY MOTION WAS MADE BY PAULLIN, SECONDED BY HAGERTY, TO APPOINT GRUYS BORDEN AND CARLSON AS THE JOINT WATER BOARD'S OFFICIAL AUDITOR FOR 2002 MOTION CARRIED UNANIMOUSLY MOTION MADE BY KESSLER, SECONDED BY KOTTKE, TO APPROVE THE FEE AND RATE SCHEDULE FOR 2002 AS PRESENTED MOTION CARRIED UNANIMOUSLY Under Departments, Engmeenng, ChrIS Cathn presented CBI Change Order #1 whIch results m a net deduct m the total contract by $15,81503 MOTION MADE BY KESSLER, SECONDED BY KOTTKE, TO APPROVE CHANGE ORDER #1 BY CBI MOTION CARRIED UNANIMOUSLY Cathn then presented two pay requests, one for CBI and one for L TP The work for CBI IS on the water tower and the work for L TP IS on Well #5 MOTION MADE BY HAGERTY, SECONDED BY PAULLIN, TO APPROVE PAY REQUEST #5 TO CBI IN THE AMOUNT OF $152,190 MOTION CARRIED UNANIMOUSL Y MOTION MADE BY KESSLER, SECONDED BY KOTTKE, TO APPROVE PAY REQUEST #4 BY LTP IN THE AMOUNT OF $33,772 15 MOTION CARRIED UNANIMOUSLY Cathn also proVIded an "FYI" to the Board regardmg the upcommg raw watermam project from Well #5 to the Treatment Plant Cathn saId that hIs office has been correspondmg wIth Hoff, Barry & Kuderer m regards to possIble ways to recoup / assess / charge for the mstallatIOn of thIS mam He wIll proVIde future updates Browmng explamed the need for the ResolutIOn authonzmg SIgnatures for Pledged Collateral Agreements, as thIs was an Issue m the 2000 audIt report When large deposIts are made, there may not be enough pledged collateral to cover what IS m the bank for a short penod or longer If gettmg SIgnatures delays the process ThIs resolutIOn wIll authonze ANY SIgner on the respectIve accounts to SIgn Pledged Collateral Agreements m order to get the coverage m place ImmedIately MOTION MADE BY KESSLER, SECONDED BY PAULLIN, TO APPROVE RESOLUTION 12-26-01, APPROVING AUTHORIZED SIGNATURES FOR PLEDGED COLLATERAL AGREEMENTS MOTION CARRIED UNANIMOUSLY The Board dIscussed EDA Charges m relatIon to "conveyance of property" The Ruth Mahler property m Hanover had been subdIvIded and conveyed to her son and others ThIs brought up the questIOn of what the defimtIon of "sale" should be, as thIS type of transactIOn may not be conSIdered a "sale" by everyone Browmng referenced a memo from Braunwarth regardmg thIs matter and how thIS Issue came up m the first place She explamed that the Mahler property was ultImately found to NOT be an Issue, as It clearly had been subdIVIded, whIch then falls mto the category that the recorded document states tnggers the charges to be paId m full However, the office staff would hke clarIficatIon on how the Board would lIke a SImple "conveyance" of property to be handled when It comes up m the future Browmng stated she would prefer to see It kept SImple m that ANY transactIOn m whIch the property changes ownershIp be conSIdered a sale WIth too many vanables she feels that It would be too cumbersome to manage and Judgement calls would ultImately stIll be reqUIred It was the consensus of the Board that the meamng of "sale" mclude / assume a "change m record owner" or somethIng SImIlar to that statement The Board then dIrected office staff to come back to the next meetmg wIth a final wntten poltcy that can be approved to clarIfy thts Browmng presented a revIsed ltst of claIms that only added the annual stipend for the ChaIrman MOTION MADE BY KESSLER, SECONDED BY PAULLIN, TO APPROVE THE LIST OF CLAIMS AS REVISED MOTION CARRIED UNANIMOUSLY MOTION BY PAULLIN, SECONDED BY KOTTKE, TO ADJOURN THE MEETING AT 5 27 PM MOTION CARRIED UNANIMOUSLY :";J u;J;.. / ( fXde'MKl~ Recordmg Secretary