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 7:12 P.M. on Monday, July 12, 1999 at the corporation office.

Directors in Attendance

Joe Graves, President
Larry Kaufman, Secretary-Treasurer
Scott Kilpatrick
Michael Paulson

Directors Absent

Philip Block, Vice-President
Kevin Alberts

Consultants in Attendance

Wayne Ginn, PE, The Ginn Corporation

Staff in Attendance

Jim Leggieri, General Manager
Darrin C. Ezell, Administrative Assistant

Public in Attendance

No one present

2. Executive Session:

President Graves announced that the Board would convene in Executive Session at 7:13 P.M. concerning the following:

A. All Matters Related to Development of the Rayzor Ranch Pursuant to Government Code, Section 551.071.

The Board took no action and reconvened in Open Session at 7:46 P.M.

3. Public Forum

No one present.

Motion by Paulson and second by Kilpatrick to approve the Consent Agenda. Motion approved unanimously. The items approved were:

4. Approve Minutes of June 14, 1999.

5. Accept the May and June 1999 Disbursements and Financial Reports.

6. Authorize Final Payment to Preload, Inc.

Ginn commented that this was not the final payment for Gracon Inc. due to the holding of $55,000.00 retainage. He stated that was a typographical error and that it should just be a payment of $86,747.92.

 

7. Discussion and Action on all Matters Related to the Development of the Rayzor Ranch.

No action taken.

 

8. Discussion and Action on the Policy and Form for Credit Card Pre-authorization.

Kaufman asked what other companies do when a customer has an expired credit card. There was concern over what happens when an expiration date changes on a credit card and how other companies handle it. Graves raised the possibility that just charging on the new number and expiration date may actually get Bartonville WSC in trouble. Leggieri stated that when he orders things over the phone or the Internet that they always ask for the expiration date. Since none of the board members were familiar with the charging process, Ezell explained how the cards are charged and by what method. He also explained the constraints placed upon Bartonville Water Supply Corporation by First Data Corporation who processes the authorization and the law regarding changing of expiration dates. Kaufman requested to survey the other utilities and see what they do to overcome this problem.

Motion by Kaufman and second by Paulson to accept the revised policy. Motion carried unanimously.

9. Discussion and Action on Authorization of the General Manager to Advertise For Sale Used Pump Station Equipment.

Leggieri requested to have permission to place an ad to offer for sale the old pressure tanks for the system. Since the new system operational standards do not include the use of the pressure tanks due to the elevated tank they are no longer needed. Ginn said the plan was to stop using the tanks completely, but he wanted to hold on to them through the summer just in case we needed them with the new system due to reliability/confidence factors. Leggieri explained the valuation of the tanks and how the pressure rating affects the dollar amount of the sale. Leggieri stated he had talked with the original builder and they gave him the figures. Leggieri explained that the pressure rating was necessary by law to keep the tanks from exploding and that some of the tanks were built into the pump stations, therefore not all would be offered for sale. Graves stated that if he would have known that it would have been a selling point during the arguments over the elevated tank.

Motion by Paulson and second by Kilpatrick to place the ad and sell the tanks. Motion approved unanimously.

10. Discussion and Action on Selection of a Contractor to Pave Copper Hill Circle.

Ginn said that the Town of Copper Canyon had a condition on the plans for the construction on Copper Hill Circle to pave the Copper Hill Circle. Ginn said that the Towns proposal bid was, in his opinion, overkill. He said he would discuss with the Town's engineer about lowering the cost due to a better road bed than was reflected in the bid. He said that authorizing the $30,000.00 cost of the project would clear the way for approval and payment of the project. Ginn said that the Town saved Bartonville WSC the cost of an engineer so there was a savings regardless.

Graves wanted to state that the Town of Copper Canyon was good to work with and that they have been very accepting of Bartonville WSC projects. Kilpatrick agreed.

Motion by Paulson and second by Kilpatrick to accept the bid. Motion carried unanimously.

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

A. Saddlebrook Estates-
Leggieri reported that the 16 inch line is in service and all the mains in Saddlebrook are in service. No walk through has been performed yet, but the mains are in service. He also stated that the lots that were previously under county jurisdiction have been annexed by the Town of Bartonville and the fees were paid in full.

B. Carruth Estates-
He stated that the final plan has been submitted. he stated that it was going to go through as soon as they fixed a few things that were on their original plan but were taken off the second one.

C. Country Oaks Phase II-
Leggieri reported that he talked to the engineer and the final plan would be submitted next month.

D. Copper Woods/ Including Off Site Water Main Construction-
1. Authorization to Reimburse Hersman Developers Bartonville Water Supply Corporation's Portion of Water Main Oversizing in Copper Woods Subdivision.
Leggieri stated that Bartonville WSC was going to pay the difference in the oversizing of the main. Hersman, the developer, used the higher bid contractor for personal reasons and at that time Leggieri told him Bartonville WSC had no reason to pay the higher bid price. Leggieri stated that he has calculated the cost at $4.50 per foot. The total amount for the project is $12,730.00. Leggieri said there were other things that Hersman wanted to negotiate on but that Bartonville WSC had no reason to negotiate. Leggieri also stated there was some damage done at Briarwood that is being straightened up by Murray Construction so they can receive their approval and retainage money. He said that he was walking the project with Reverend Irons to make sure that it is satisfactory to Briarwood. Motion by Kaufman and second by Kilpatrick to approve the project payment. Motion approved unanimously.

E. Hidden Creek-
Leggieri reported the final water plan has been submitted, and Ginn says it looks fine. Paulson stated his knowledge of the developer having problems with a second entrance issue. He said he thinks that the Town is making them have a railroad crossing. Ginn related a story about engineering for a railroad crossing and how the railroad won their court cases with the City of Addison.

F. Request by Weaver Manufacturing for Fire Protection/
Sprinkler/Meter-
Leggieri stated that the plan for Weaver was rejected. Kaufman inquired as to whether they wanted an additional meter and hydrant. Leggieri stated that he told Weaver that they need to locate the hydrant according to Flower Mound Fire Departments specifications since they are the fire protection. He also noted that Bartonville WSC will put a probe in the fire hydrant to measure whether any water is going through that meter since it is in an industrial area.

12. Discussion and Action on Writing Off Uncollectable Accounts.

Paulson stated that his daughter worked for Blaylock and Williams, a collection firm, and that the owner suggested he would recover the uncollectable accounts for Bartonville WSC in exchange for a commission. If the accounts go to court they also represent Bartonville WSC. Leggieri explained that with the new locking procedures we really are not losing much due to this problem. Kaufman said he does not have a problem with letting a collection agency try to recover the write off accounts.

13. Staff and Consultant Reports

Leggieri and Ezell reported that Betty Robertson, Bartonville WSC Administrator, was doing fine after her surgery. It was noted by Graves that Bartonville WSC sent flowers.

Kaufman noted that with the current cash account levels and the nearing completion of the capital improvements, that Bartonville WSC may not have to draw anymore on the line of credit from First State Bank.

Discussion followed regarding the consumption this year compared to last year. it seems that consumption is keeping pace with last year even though there is no drought. Kaufman stated that with his projections Bartonville WSC is doing about the same sales volume.

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

The August date was set for Thursday, August 12 at 7:00 P.M. at the corporation office. Ginn suggested forethought about the date for the September meeting due to the holiday weekend.

Agenda items for the meeting include: Policy for Appointment of a Director to Fill a Vacancy on the Board and Survey of Other Utilities Credit Card Charges.

15. Adjournment

Motion by Kaufman and second by Kilpatrick to adjourn the meeting. Motion approved unanimously; the meeting adjourned at 8:43 P.M.

Recorded by Darrin C. Ezell, Administrative Assistant

Certified by Larry Kaufman, Secretary-Treasurer