Minutes of the Bartonville Water Supply Corporation

Board of Directors Meeting

Thursday, September 10, 1998

Bartonville Water Supply Corporation Office

1911 East Jeter Road

Bartonville, Texas

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1. Call to Order

The regular meeting of the Board of Directors of Bartonville Water Supply Corporation was called to order by President Graves at 7:18 P.M. on Thursday, September 10, 1998 at the corporation office.

Directors in Attendance

Joe Graves, President

Scott Kilpatrick, Vice-President

Larry Kaufman, Secretary-Treasurer

Kevin Alberts

Philip Block

Jan Loeckle

Directors Absent

None

Consultants in Attendance

Wayne Ginn, P. E., The Ginn Corporation

Staff in Attendance

Jim Leggieri, General Manager

Betty Robertson, Administrator

Others in Attendance

Doug Bryan, The Woodlands, Town of Copper Canyon

Kathy Parker, The Woodlands, Town of Copper Canyon

Jake Hersman, Developer Copper Hills

Von Beougher, P. E., G & A Consultants

2. Executive Session

At 7:19 P. M. the Board convened in Executive Session regarding the following

items:

 

A. All Matters Regarding the Elevated Water Tank Site, Including the Provisions of the Bartonville Water Supply Corporation/Double Oak Compromise Settlement Agreement Pursuant to Government Code, Section 551.071.

B. Consideration of All Matters Relating to Bartonville Water Supply Corporation’s CCN and Infrastructure Remaining in Highland Village Pursuant to Government Code, Section 551.071.

C. All Matters Related to Bartonville Water Supply Corporation’s CCN/ Flower Mound/Bridlewood Pursuant to Government Code, Section 551.071.

 

The Board took no action and reconvened in Open Session at 7:30 P.M.

Block requested that each item on the Consent Agenda be considered individually.

4. Approve Minutes of August 13, 1998.

Motion by Kilpatrick and second by Block to approve the Minutes of August 13,1998. Motion approved unanimously.

5. Accept the August 1998 Disbursements and Financial Reports.

Ginn stated that he received Payment Request No. 2 for $204,872.25 from Preload too late to list it on the agenda; however, Bartonville Water Supply Corporation is obligated to pay the request since there is a contract. Motion by Kaufman and second by Block to table Item 5 until the next meeting so that corrections can be made to the allocation of the Certificate of Convenience and Necessity release fees. Motion carried unanimously.

11. Discussion & Action on All Matters Associated with the Following:

Since the developer and engineer for Copper Hills had arrived, this subdivision was considered first.

F. Preliminary Water Plan for Copper Hills Subdivision.

Ginn made his comments regarding approval of the preliminary water plans for Copper Hills Subdivision. He noted that the water lines would need to be 8 inch lines and not 6 inch to meet Bartonville Water Supply Corporation’s Subdivision Regulations. He also noted that the corporation has tried unsuccessfully to secure an easement to loop a line from Copper Canyon Road into the Woodlands Subdivision Area in order to provide a secondary feeder line for better pressure and fire protection. Ginn recommended approval of the pre- liminary water plan subject to conformance to the subdivision regulations and the developer’s help in securing an easement for a line loop. Discussion followed on how the lines in Copper Hills and Hidden Creek relate to each other and to the line loop. Beougher noted that the two subdivisions do not share the same common boundary as Hidden Creek is to the north of Copper Hills and the Woodlands. Kaufman inquired if there is an alternative route for looping a line. Leggieri noted that a line could be looped from Jernigan Road into Copper Hills. Ginn noted that the loop off the 8 inch line on Jernigan Road is not as good an option as looping to the 16 inch line on Copper Canyon Road.

Bryan stated that he appreciated all the capital improvements that have been made to the system and commended the Board for the improvements made in the last 14 years. However, he expressed concern about adding 16 additional taps in Copper Hills to the existing 6 inch line that provides service to the 93 residential taps in the Woodlands that already has low pressure. Bryan requested the Board to use its leverage to have the developer secure an easement from the landowner from whom he is purchasing the property and from whom he has an option for additional land for other phases. He stated that it did not make any sense to compromise service to the existing residents in the area by approving the developer’s plan.

Ginn stated that the Board appreciated Bryan’s comments and wanted him to know that the Board had tried to reach a solution with Hidden Creek. Ginn noted that Copper Hills had just submitted its preliminary plan. He noted that the Board’s task is to approve the preliminary plan subject to conformance to the subdivision regulations and hope that something can be worked out in the thirty days before the final plan is submitted. Bryan requested that the Board not approve a plan subject to something happening with a future phase because he wants the system to stay ahead of development.

Ginn clarified that in a broad statement conformance to subdivision regulations means that the Board has to work with the developer to bring an off site water line to the subdivision either off Jernigan Road or Copper Canyon Road. Ginn also noted that preliminary approval does not guarantee final approval.

Discussion followed with Hersman and Beougher on the past problems involved with securing easements for the line from Copper Canyon Road. Hersman stated that he has done his part in the past as a developer. However, he stated he cannot be responsible for bringing a water line from Copper Canyon Road as well as do a an 8 inch loop. He stated that he needed to know upfront what is expected of him. Ginn stated that Hersman needs to help secure the easements and that the corporation will install the line from Copper Canyon Road. Ginn told Hersman that because of scheduling problems he might have to do the loop off Jernigan Road in order to get service for Copper Hill that could be used for the future phases of his development.

Motion by Kilpatrick and second by Kaufman to grant preliminary approval to Copper Hills Subdivision as long as it conforms to the Subdivision Regulations and the developer works with the corporation to obtain an easement for the the benefit of the system in that area. Motion approved unanimously.

Hersman inquired if he did work to get an easement and had to do the loop to Jernigan what would the corporation contribute. Ginn stated that if Hersman did the future phase that the loop to Jernigan would be his off site expense. Ginn stated that the corporation could protect Hersman with a Pro Rata Agreement in the event that he did not do the future phase.

Kaufman requested a clarification on pro rata. Ginn explained that the corporation is entitled to pro rata on lines that it installs as development occurs; however, a developer is entitled to pro rata on lines that he installs.

The Board reviewed the status of the following subdivisions but no action was required:

 

Hidden Creek/on hold

Saddlebrook/final plan not submitted

Estates of Double Oak/approved

Estates of Timber Lakes/no plans submitted

Chapel Creek Estates/preliminary approved

3. Public Forum

No one present.

6. Discussion and Action on L. Schmitz Water Charges.

No action required as Leggieri resolved this problem.

7. Discussion and Action on all Matters Regarding the Elevated Water Tank Site, Including a Review of the Provisions of the Bartonville Water Supply Corporation/Double Oak Compromise Settlement Agreement.

Graves stated that the fence problem at the elevated tank site has been resolved by the mediator and as directed the corporation will proceed with installation of a vinyl clad fence and the landscaping design as approved by the Town of Double Oak.

8. Discussion and Action on all Matters Relating to Bartonville Water Supply Corporation’s CCN and Infrastructure Remaining in Highland Village.

No action taken.

9. Discussion and Action on all Matters Relating to Bartonville Water Supply Corporation’s CCN/Flower Mound/Bridlewood.

No action taken.

12. Discussion and Action on the Revised Bank Draft and Credit Card Policy.

No action taken as staff had not completed the revisions.

 

2. Executive Session

The Board convened in Executive Session at 8:32 P. M. regarding the following:

 

D. Personnel Matters, Pursuant to Government Code, Section 551.074.

 

Robertson was excused from the meeting and later Leggieri was excused. The Board reconvened in Open Session at 9:46 P. M. and President Graves stated that no action was required in Open Session.

13. Discussion and Action on the Preliminary Budget for 1999.

Kaufman reviewed the preliminary budget for 1999. He noted that the 5 year plan will be part of the final budget. He reviewed items that have been increased but noted that most of the items represent a 3% increase over the 1998 Outlook.

Discussion was held on the need and frequency to use an accounting firm to audit the new accounting system that is being used in house.

Discussion was held on the need to increase the volume of water from the Upper Trinity Regional Water District and the water rates as related to the budget.

No action taken on the preliminary budget.

 

14. Staff and Consultant Reports.

Kaufman questioned the ground/surface usage for June, July, and August. Leggieri stated that the surface water is what is purchased from the UTRWD and the ground production is taken from the master meters.

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

The next meeting was set for Thursday, October 8, 1998. Requested agenda items were:

Budget for 1999

Accounting issue and Audit of the computer accounting system

Revised Bank Draft and Credit Card Policy

16. Adjournment

Motion by Kaufman and second by Alberts to adjourn the meeting. Motion approved unanimously. The meeting adjourned at 10:43 P.M.

Recorded by Betty J. Robertson, Deputy Secretary-Treasurer

Certified by Larry Kaufman, Secretary-Treasurer

 

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