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, July 21, 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
Kevin Alberts
Lloyd Hanson

Consultants in Attendance
Jennifer Drury, CPA
Wayne Ginn, PE

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

 

2. Executive Session.

Paulson announced at 7:08 p.m. that the Board would convene in Executive Session concerning:

a) All Matters Concerning the Securing of Easements/Hilltop Rd. Waterline, Pursuant to Government Code, Section 551.072.
b) All Matters Concerning Real Property of the Corporation, Including the Securing of an Additional Well Site Pursuant to Government Code Section 551.072.

The Board took no action and reconvened in Open Session at 7:15 p.m.

 

ITEMS FOR INDIVIDUAL CONSIDERATION

3. Public Forum

No one was present.

4. Approve the Minutes of the June 2003 Board Meeting.

Motion by Kaufman and second by Alberts to approve the minutes of the June 16, 2003 Board meeting. Motion carried unanimously.

 

5. Approve the June 2003 Disbursements and Financial Report.

Drury explained that BWSC is doing well for June. Drury explained that the fees for new members were from three existing subdivisions and one that was not in a subdivision that paid the full equity fee. Drury explained that the water costs were down compared to what was budgeted. Drury explained that insurance and bonds increased due to the insurance increase at the beginning of the year and that for office supplies all the maintenance agreements are due during the first half of the year, therefore the remainder of the year should level out. Kaufman asked about accounting fees this month. Drury explained that her fees are charged to consulting and not accounting. Drury explained that BWSC has received the plans for Taylor Oaks subdivision and if the development is started this year, there will be an additional $240,000 in equity fees that BWSC will receive. Motion by Mutschler and second by Kilpatrick to approve the June 2003 disbursements and financial report. Motion carried unanimously.

6. Discussion and Action on Selecting the Corporation's Officers and Directors Insurance Policy Limits.

Drury explained that previously Kathy Gregory with AIA Insurance had given BWSC the premium rates for coverage for two million dollar coverage and that Ronnie Phillips had suggested coverage for five million dollar insurance policy. Drury explained that Kathy Gregory could not find anything for less and that the premium for a five million dollar policy was ten thousand dollars compared to $2,500 for the two million dollar policy currently in place. Kaufman and Kilpatrick stated that they thought, that with legal fees, the two million dollar coverage would be used quickly. Paulson stated that he thought Ronnie Phillips, BWSC's Attorney, should be consulted before making any decisions. Kilpatrick suggested contacting Ken Pederson, attorney for TRWA, for his opinion. Hanson requested quotes for 7.5 million, 10 million and 15 million for next meeting. No action.

7. Discussion and Action on Accepting the Proposal from Spatial Logic, LLC for Digital Mapping of BWSC's Water Distribution System.

Leggieri explained that David Drury and his partner have started a business to develop a program to digitally map a water system and used BWSC as the "guinea pig". Leggieri handed out examples of maps to show how the "mapping" works. Leggieri explained that digital mapping is better than relying on a paper map in the fact that it is more accurate and can be updated easier and at any time. Leggieri explained that a utility could enter as much information as possible, i.e., valve locations, install date, water lines, etc. Leggieri gave an example of the previous ISO rating with DOVFD in which all the fire hydrant types and locations were needed, since BWSC had kept records this was not a problem, but it would have helped to pull up the information on the digital map without having to rely on paper records. Paulson asked where the information would be stored. Leggieri explained that the information would be kept on a PC in the BWSC office. Leggieri explained that with Spatial Logic using BWSC as an example to do the first map, much of the information pertaining to the service area for BWSC has already been entered. Leggieri also explained that the location of valves is very important in emergency situations. Leggieri explained that the initial costs include location of lines, valves and fire hydrants. Mutschler asked if the proposal amount included updates. Wayne Ginn, P.E. stated that the proposed amount was for the initial product and updates would be an additional expense. Ginn also stated that the payment proposal should be changed to read that payment would be paid when the project is completed, not when contract is signed. Greaves asked how updates would be done if BWSC did not have the software. Ginn explained that the software is available to purchase. Leggieri explained that this could be installed on a computer in the BWSC office. Greaves asked about the training. Leggieri explained that eight hours of training is included in the proposal. Ginn suggested that if BWSC is interested in the product, to invite Spatial Logic to the next meeting to answer any questions. Motion by Kilpatrick and second by Alberts to accept the proposal from Spatial Logic, LLC for digital mapping of BWSC's water distribution system, with changes to the payment schedule. Motion carried unanimously.

8. Discussion and Action on all Matters concerning BWSC's Policies regarding Agenda Item limitation, Agenda Deadline, and Appointment for Board Vacancy.

Leggieri explained the need for the deadline in order to keep the agenda the same as before and after posting at the courthouse. Paulson asked about "Scheduling Future Agenda Items," if it was really necessary. Kilpatrick suggested keeping the language in the event that it was ever needed in the future. Drury suggested another paragraph for emergency items. Drury explained that the agenda deadline is 72 hours. Leggieri explained that subdivision plans have previously been dropped off on a Friday without giving enough time for a consultant to review prior to the meeting. Kilpatrick suggested adding "pursuant to subdivision regulations" after "For items other than property plats and documents." Kaufman asked about the Board vacancy policy. Drury explained that the policy had been repealed but was not specific as to why in the minutes from that meeting. Kaufman explained it was repealed because the Board is for everyone, not just one area. Kilpatrick suggested having guidelines as opposed to a policy for Board vacancy. Drury stated the recommended changes would be made and brought to the next regular meeting. No action.

9. Discussion and Action on the Ginn Corporation's Engineering Presentation.

Wayne Ginn, P.E., stated that bids for the FM 407/ Hilltop Road water line would be opened Thursday, July 24, 2003 at 2 p.m. at the office. Greaves asked how the process for opening bids worked. Ginn explained that he would call for bids and then the bids would be opened and read aloud. Ginn stated that the bids would then be taken to his office and tabulated and checked for accuracy and then an item would be put on the agenda for the recommendation of which contractor to award the bid to. Ginn stated that in reference to the Stargate site he had a discussion with Bobby Dollak P.E. of G & A in reference to the advantage of Mr. Monroe dedicating the right of way and should hear back from him the following week about setting up a meeting. Ginn stated that he had G & A do the topographic survey and now have a topographic map and are doing a sight plan and a clearing plan. Ginn stated that he would wait on getting the trees cleared to see if the contractor doing the Hilltop Road water line would do it while they are doing the water line. Ginn stated that the Master Plan has been submitted to the TCEQ. Ginn stated the outlook for August was to get the easements and get the sights clear and by the middle of September to have the water line under construction. Ginn stated that he had contacted Joe Kotrla, an electrical engineer, to contact the power company in reference to what the cost and time frame would be to get power to the Stargate site. Greaves asked if it was known what the plans were for the new owner, Mr. Armey, to get power to his property. Leggieri stated that he had previously met with CoServ and there was no problem getting power, but Stargate Sport Horses had chosen to have 3 phase underground lines.

10. Discussion and Action on Easements/Hilltop Road Water Line.

No discussion. No action.

11. Discussion and Action on Real Property of the Corporation, including Securing an Additional Well Site.

No discussion. No action.

12. Management/Staff Report.

Leggieri stated that in addition to his report was a copy of the ISO rating for DOVFD and how the water supply was favorably rated.

13. Financial Consultant Report.

None.

14. Engineering Consultant's Report.

None.

 

15. Review Future Agenda Items, Activities, Announcements, and Set the Time and Date of the August Meeting.

The next regular meeting is scheduled for Monday, August 18, 2003 at 7 p.m. at the corporation office.

16. Adjournment.

Motion by Kilpatrick and second by Mutschler to adjourn the meeting. Motion approved unanimously. The meeting adjourned at 8:40 p.m.

 

Recorded by Marcy Gustafson, Administrative Assistant

Certified by Larry Kaufman, Secretary-Treasurer

 

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