1. Call to Order.

President Paulson called the meeting of the Board of Directors of Bartonville Water Supply Corporation to order at 7:08 p.m. on Monday, August 18, 2003 at the corporation office, 1911 East Jeter Road, Bartonville, Texas.

Directors in Attendance

Michael Paulson, President
Thomas Greaves, Vice-President
Larry Kaufman, Secretary-Treasurer
Scott Kilpatrick
Dale Mutschler
Lloyd Hanson

Directors Absent

Kevin Alberts

Consultants in Attendance
Jennifer Drury, CPA
Wayne Ginn, PE

Staff in Attendance
Jim Leggieri, General Manager
Marcy Gustafson, Administrative Assistant

Others in Attendance

Denis Bedard - Double Oak
Shirley Bedard - Double Oak
Fred Brown - Double Oak
Elizabeth (Betty) Ellis - Double Oak
Jim Fiegenschue - Double Oak
Meg Fiegenschue - Double Oak
Nancy Helmer - Double Oak
James Holcomb - Double Oak
Gary Loskot - Double Oak
Eileen Loskot - Double Oak
Kevin Mourning - Double Oak
George Wood - Spatial Logic
Lisa Wood - Spatial Logic
David Drury - Spatial Logic

3. Public Forum

Kevin Mourning asked about the status of the Taylor Oaks subdivision water plan. Mr. Mourning stated he was inquiring about the plan now that it was considered final and inquired if there were any changes from the preliminary plan. Mr. Mourning asked if Wayne Ginn, P.E. could explain the benefits of the system creating a loop.

12. Discussion and Action on the Request for Approval of the Final Water Plan for the Taylor Oaks Subdivision.

Ginn showed the final plan that was submitted and stated that it met the BWSC subdivision regulations. Ginn gave an overview of the three connections that would provide water to the subdivision and stated that the connections would meet the domestic demands for the number of houses. Ginn stated that the three connections might not be able to meet the demand during a peak summer if there is a fire. Ginn stated that it was recommended that an 8" line be run off of Thornhill Circle and tied-in to feed from the west. Ginn stated that this would benefit the hydraulics of the system. Ginn stated that to accomplish this an easement would be necessary on a vacant lot and this would allow the subdivision to have water from all four directions and would supply the peak demand. Kaufman asked why the responsibility for the fourth connection would not be the responsibility of the developer. Ginn stated that he would work with the engineer on making the fourth connection. Kevin Mourning asked if the fire hydrant was still on the final plan. Ginn stated that the final plan was still showing the fire hydrant. Kilpatrick asked if there was an 8" loop in Taylor Oaks. Ginn stated it was an 8" line as required by the minimum subdivision requirements. Kevin Mourning asked if the looping effect was an extra benefit. Ginn stated that the loop was very effective and added strength to the system.

 

6. Discussion and Action on Request for Placement of a Fire Hydrant on Oak Grove Circle in Double Oak, Texas.

Denis Bedard stated that he had called and asked BWSC about getting a fire hydrant on Oak Grove Circle. Denis Bedard stated that his neighbor, who works for the fire department, stated that the existing fire hydrant could not reach any of their homes without using a double truck to pump the water. Denis Bedard stated that he spoke with a neighbor behind him in Twin Lakes that said he would not have a problem getting a feed from Twin Lakes via his yard. Leggieri stated that the staff had previously investigated this option and it was determined that it would be difficult to lay a water line through because of the placement of out buildings and other structures in the area. Leggieri asked if Mr. Bedard was aware of how the fire department was recently rated? Leggieri stated that he received a letter from Chief Mabra with DOVFD that showed the fire department was rated in the top 2.6% of fire departments in the United States. Paulson stated that the staff would have to evaluate costs, etc. involved with installing the fire hydrant. Paulson requested that the staff research the new easement opportunity. Kilpatrick suggested looking at the entire service area rather than those who come to the meeting. Kaufman stated that the possibility should be looked into since the homeowners have made the effort. Greaves asked that since another member paid to have a fire hydrant installed in front of his house, and if others want to do the same, can they? Leggieri stated that if there is a water main sufficient in size to handle a fire hydrant, a member may request one at their own expense. Leggieri stated that a loop through Twin Lakes to Oak Grove Circle would help the system by eliminating a dead end on Oak Grove Circle and the cost for the fire hydrant assembly would be about $1,500.00. Kilpatrick suggested looking at this request and other areas and add them to the Master Plan. Mutschler suggested the homeowners ask the Town of Double Oak to share some of the expense. No action.

7. Presentation by Spatial Logic LLC with Questions and Answers Regarding Digital Mapping.

David Drury with Spatial Logic LLC gave an overview of how digital mapping works and answered questions from the Board members. Mutschler asked if there were additional costs associated with updates to the software. Drury stated that there are additional costs for updates to the infrastructure system. Greaves asked about the history of Spatial Logic and what would happen in the future if BWSC needed updates, etc. with the software. George Wood with Spatial Logic stated that the file format that BWSC is given is industry standard and there are many companies in the Dallas area that could manipulate the files if necessary. Hanson asked what was included in the package that is used for updates. Wood stated they are using the industry standard with GIS systems but the Spatial Logic's program is in the development stage and it is primarily a viewer. Kilpatrick asked about the quality of the data input and what is Spatial Logic along with BWSC doing to ensure accuracy. Leggieri stated that once all the information is entered, it will be reviewed by BWSC staff for accuracy. Hanson asked if the long-term goal was to get rid of the paper map. Leggieri stated that it was. Leggieri asked Drury to show how the "line break" feature worked in the program. Drury showed how if a line breaks, a person could draw a line through the water main to recreate the situation and the map would show which valves need to be closed to isolate the break with no guesswork.

2. Executive Session.

Paulson announced at 7:55 p.m. that the Board would convene in Executive Session concerning:

a) All Matters Concerning the Securing of Easements/ R.O.W. for the Hilltop Rd. Waterline/Stargate Pump Station Site, Pursuant to Government Code, Section 551.072.
b) All Matters Concerning Pending Litigation (CoServ vs. BWSC) and Discussion with Legal Counsel Including Designation of the Corporation's Registered Agent, Pursuant to Government Code, Section 551.071.

The Board took no action and reconvened in Open Session at 8:40 p.m.

4. Approve the Minutes of the July 21, 2003 Board Meeting.

Motion by Mutschler and second by Hanson to approve the minutes of the July 21, 2003 Board meeting. Motion carried unanimously.

5. Approve the July 2003 Disbursements and Financial Report.

Drury clarified that the July income statement is for June consumption. Drury stated that after recently reading meters, July consumption jumped dramatically. Drury stated that BWSC only had one new member. Kaufman asked if the utilities figure was reflective of using the new industrial time of use for electricity? Drury stated that it was an estimate since the bills for ITU are now billed one month in arrears, but the year to date figures are actual. Drury stated that UTRWD has revisited their pricing structure and the cost to BWSC will be $190,000 rather than $200,000 per mgd but the figures will not be final until October 1, 2003. Motion by Kaufman and second by Mutschler to accept the July 2003 disbursements and financial report. Motion carried unanimously.

8. Discussion and Action on all Matters Concerning BWSC's Policies Regarding Agenda Item Limitation and Agenda Deadline.

Drury stated that the emergency items were added. Paulson requested that the entire policy be rewritten to make the policy more understandable. No action.

9. Discussion and Action on Awarding the Hilltop Road Waterline Project Contract to the Selected Contractor.

Ginn stated that the bids were received and recommended that the contract be awarded to EM Construction who was the low bidder. Ginn stated that after reviewing records, speaking with engineers, checking references and speaking with the superintendent, he was satisfied that EM Construction would be capable of doing the job. Motion by Kilpatrick and second by Mutschler to award the Hilltop Road waterline project contract to EM Construction. Motion carried unanimously. Motion by Kilpatrick and second by Mutschler to authorize the General Manager to approve change orders for up to and including $12,000. Motion carried unanimously.

10. Discussion and Action on Easements/R.O.W. for the Hilltop Road Water Line/Stargate Pump Station Site.

No discussion and no action taken.

11. Discussion and Action on All Matters Concerning Pending Litigation (CoServ vs. BWSC) and Discussion with Legal Counsel Including Designation of the Corporation's Registered Agent.

Kaufman asked what the registered agent was. Drury explained that if the corporation were sued in a lawsuit, this was the person who would be served the papers. Motion by Kaufman and second by Mutschler to change the registered agent for BWSC to Jim Leggieri, General Manager. Motion carried unanimously.

 

12. Discussion and Action on the Request for Approval of the Final Water Plan for the Taylor Oaks Subdivision.

Ginn stated that the developer had submitted the final water plan for the Taylor Oaks subdivision. Ginn stated that although the developer had three connections for water service, it would greatly enhance the system to install a fourth connection. Motion by Kilpatrick and second by Mutschler to approve the final water plan for the Taylor Oaks subdivision with the provision that Wayne Ginn, P.E. work with the engineer for Taylor Oaks on making the fourth connection. Motion carried unanimously.

 

13. Discussion and Action on Acceptance by the Corporation of the David Hill Water Line Extension/Shiloh Road.

Leggieri stated that the line was installed and paid for eight years ago by David Hill. As stated in previous Board minutes, if Mr. Hill ever wanted to extend the line, it would be done at his expense. Leggieri stated that since the original line was installed, Mr. Hill had sold one of his lots. Leggieri stated that the line extension was completed in accordance with BWSC's standards. Motion by Kaufman and second by Kilpatrick to accept the David Hill water line extension. Motion carried unanimously.

 

14. Management/Staff Report.

None.

15. Financial Consultant Report.

None.

16. Engineering Consultant's Report.

Ginn distributed a copy of the letter received by the T.C.E.Q for approval of the BWSC Master Plan. Ginn gave a review of future projects for September of the Hilltop Road Water Line project being on target. Ginn stated that the topographic map for the Stargate pump station site had been completed.

 

17. Review Future Agenda Items, Activities, Announcements, and Set the Time and Date of the September Meeting.

The next regular meeting is scheduled for Monday, September 15, 2003 at 7 p.m. at the corporation office.

18. Adjournment. Motion by Kaufman and second by Mutschler to adjourn the meeting.

Motion approved unanimously. The meeting adjourned at 10:30 p.m.

Recorded by Marcy Gustafson, Administrative Assistant

Certified by Larry Kaufman, Secretary-Treasurer

 

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