Minutes of the Bartonville Water Supply Corporation
Board of Directors Meeting
Monday, December 10, 2001
Bartonville Water Supply Corporation Office
1911 East Jeter Road
Bartonville, Texas 76226 

1. Call to Order.

The meeting of the Board of Directors of Bartonville Water Supply Corporation was called to order by President Paulson at 7:11 P.M. on Monday, December 10, 2001 at the corporation office, 1911 East Jeter Road, Bartonville, Texas.

Directors in Attendance
Michael Paulson, President
Duane Johnson, Vice-President
Larry Kaufman, Secretary-Treasurer
Scott Kilpatrick Dale Mutschler

Directors Absent
Kevin Alberts
Carla Anderson

Consultants in Attendance
Jennifer Drury, CPA

Staff in Attendance
Jim Leggieri, General Manager
Betty Robertson, Administrator

Others in Attendance
No one was present

 

2. Executive Session.

Following the call to order, Paulson announced that the Board would immediately convene in Executive Session concerning:

a. All Matters Related to the Approval/Release of a Portion of CCN #10197 to D.C.F.W. D. #7/Lantana Pursuant to Government Code, Section 551.072.
b. All Matters Related to Improvements at the Future Pump Station Site Pursuant to Government Code, Section 551.072.
c. All Matters Related to Personnel Pursuant to Government Code, Section 551.074.

Leggieri was excused from Item c. of the Executive Session.

The Board took no action and reconvened in Open Session at 8:04 P.M.

 

3. Public Forum

No one was present.

CONSENT AGENDA

Motion by Kaufman and second by Kilpatrick to approve the Consent Agenda with editing corrections to Items 10 and 12. Motion approved unanimously. The two items approved were:

 

4. Approve the Minutes of the Meeting, November 26, 2001.

5. Approve the November 2001 Disbursements and Financial Report.

Motion by Kaufman and second by Mutschler to transfer all but $20,000.00 of the unrestricted operating funds to the restricted Capital Expansion Fund as of December 31, 2001. Motion carried unanimously.

 

ITEMS FOR INDIVIDUAL CONSIDERATION

6. Discussion and Action on All Matters Related to Ms. Becky Carlson's Request to Appear Before the Board Regarding Qualifications for a Catastrophic Water Loss Adjustment.

Following discussion, Motion by Kilpatrick and second by Mutschler to uphold the Staff's decision to deny Ms. Carlson's request for a second catastrophic water loss adjustment and to instruct the Staff to relate the Board's pertinent discussion in the communication to Ms. Carlson. Motion carried unanimously.

 

7. Discussion and Action on All Matters Related to the Approval of the Release of a Portion of CCN #10197 to D.C.F.W.D. #7/Lantana.

Staff was instructed to pursue the collection of all fees based on the issuance of building permits.

 

8. Discussion and Action on All Matters Related to Improvements at the Future Pump Station.

Discussion was held on improvements at the future pump station site. Leggieri was instructed to pursue the construction of a demarcation fence around the perimeter of the property and the posting of signs stating that the site is designated as a future pump station site. The Directors discussed the Board's cash flow analysis, the availability of funds for improvements, and the need for a total long-term plan that also includes alternative options so that the corporation can maximize all its available assets and still maintain the ability to stay ahead of the demand curve. The need to be economically prudent was stressed by Johnson. Drury noted that money authorized in 1995 for a new Master Plan is nearing depletion and requested direction for additional authorization for expenditures. Leggieri noted that the expenditures have been cumulative over the years. The Directors recommended that these expenditures be included in discussions with the engineer regarding the Master Plan.

 

9. Discussion and Action on All Matters Related to Personnel.

Motion by Kilpatrick and second by Kaufman to approve a 5% salary increase for Leggieri. Motion approved unanimously. The Directors informed Leggieri that there were favorable comments regarding his dedication and the way the corporation is run. Leggieri expressed his appreciation to the Board for its confidence.

Paulson informed Leggieri that the Board wants him to review his current job description as well as the one published by Texas Rural Water Association several years ago, to make any revisions he thinks necessary, and to submit the description to the Board. Paulson noted that the Board will review the description and determine if it adequately describes the duties of the general manager of BWSC.

Johnson noted that the Board wants a two step approach. The Board wants an updated job description so that it has a better understanding of the manager's job, and it wants a more documented approach toward goal setting so there will be clarity regarding expectations. He noted that at the end of 2002, the Board will have a more formalized basis for evaluation which will be more helpful both to Leggieri and the Board. Kilpatrick stated that this approach will strength Leggieri and bring more value to BWSC.

 

10. Discussion and Action on All Matters Related to Changing BWSC's Credit Card Processing to First State Bank and Approval for the Acceptance of Only Master Card and Visa for Payments to BWSC.

Drury requested to change the credit card processing from First Data to First State Bank of Texas. She noted that there will be an average savings of $1,600 a year. She noted also that First State Bank is more convenient and will be more responsive to problems as they occur. She stated that currently it takes 8 hours for an employee to perform the required data entry on the terminal for monthly credit card transactions. She noted that First State bank of Texas has a software package available that will export the credit card data file from the billing software to First State Bank via the Internet. She said that a reader is also available for the computer in the front lobby to process on site credit card charges.

Drury explained that both American Express and Discover charge a fee, as well as the processor, for the use of these two cards, therefore, she requested that credit card payments be limited to Visa and Master Card.

Motion by Johnson to approve the change of the credit card processing provider to First State Bank of Texas. Second by Mutschler.

Motion carried unanimously. Motion by Johnson to accept only Master Card and Visa for payments of BWSC monthly bills. Second by Kilpatrick. Motion carried unanimously.

 

11. Discussion and Action on the Selection of an Audit Firm to Complete the 2001 Financial Audit for BWSC.

Drury reported that Ken Hughes & Associates, PC withdrew its bid to perform the 2001 Audit because of a heavy work schedule.

Motion by Kilpatrick and second by Kaufman to accept the proposal to perform the 2001 Audit submitted by Dan Tonn. Motion carried unanimously.

 

12. Staff Reports.

Leggieri reported that the Chinn Chapel Road Project is a joint project between Copper Canyon, Flower Mound, and Highland Village as all these entities have portions of the road. He stated that he would not know how the project will influence BWSC regarding relocation of lines or costs until the plans are completed; however, he stated that he wants to be involved in the meetings with the Towns and engineering firms.

Kilpatrick inquired about the development at the southwest corner of FM 407 and 2499. Leggieri reported that this property, located in Flower Mound, is in an area that has dual certification by BWSC and Flower Mound. He noted that the developer can select the water provider.

 

13. Consultants Reports.

Drury reviewed the High End User Analysis for June, July, August, September, and October 2001.

The Directors discussed the analysis and how it can be used to target these users to educate them to use less water and how it can be used to formulate rates.

 

14. Review Future Agenda Items, Activities and Announcements and Set the Date for the January Meeting.

The next meeting was scheduled for Monday, January 14, 2002.

 

15. Adjournment.

Motion by Kilpatrick and second by Mutschler to adjourn the meeting. Motion approved unanimously; the meeting adjourned at 9:43 P.M.

 

Recorded by Betty J. Robertson, Deputy Secretary-Treasurer

Certified by Larry Kaufman, Secretary-Treasurer