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LOCKPORT TOWNSHIP WATER BOARD MEETING 2-7-2017

 

LOCKPORT TOWNSHIP WATER BOARD MEETING

February 7, 2017

 

Purpose of the meeting:  Regular meeting of the Lockport Township Water Board.

 

Members Present:

                David Cooper, Chairman

                Wayne Timm, Board Member

                Paul Miller, Board Member

                Lorrie Witt, Board Member

Mark Major, Lockport Township Rep

Pat Burke, McLellan and Strohm, Accountant

Scott King, System Operator

                Rhonda Wright, Secretary

 

Members Absent:

                None

 

Call to order:

The February 7, 2017 meeting was called to order by Chairman David Cooper at 7:01 p.m.

 

Agenda Approval:

Wayne Timm made a motion to approve the agenda as submitted.  Mark Major seconded the motion.  All in favor, motion passed.

 

Meeting Minutes:

Lorrie Witt made a motion to accept the 1/3/2017 meeting minutes as written.  Paul Miller   seconded the motion.  All in favor, motion passed.

 

Accountant’s report:

  1. Accounts Receivable: Pat Burke said her office has received calls from water customers who want to be added to the call list for boil water notices. She spoke with a gentleman who owns two rental properties and would like to be added to the list.  One renter is pregnant and one is elderly.  The elderly renter does not use media for a source of information.  She is asking for direction from the board since the stipulation was for medical reasons or a business dependent on the water.  Pat also asked who will make the phone calls should she or her staff not be available.  Scott King said he can make the calls and that David Cooper has the emergency list with contact names.  A child care provider has also been asked to be on the list and Lorrie Witt feels this would be an acceptable reason to be added to the list.  Lorrie Witt suggested the landlord should sign up for the Blog and be responsible for contacting his renters if needed.    
  2. Accounts Payable: Pat Burke stated the monthly bills are the normal bills and are in the amount of $12,721.76. The bill for Bender Electric was for work performed on the pump.  Lorrie Witt made a motion to pay the bills in the amount of $12,721.76.  Paul Miller seconded the motion.  All in favor, motion passed.
  3. Financial Statements: Pat Burke presented the financial statements. 

                 Total Assets:             $7,216,489.47

                 Total Liabilities:       $120,057.96

                 Fund Balance:          $7,096,431.51

                 Monthly Expenses: $12,721.76

        Revenues are slightly less and expenses are up compared to last year but expenses are close the budget amount. 

Lorrie Witt made a motion to accept the Financial Statements as presented. Wayne Timm seconded the motion.  All in favor, motion passed.

  1. The system operation hours were 97.50. Lorrie Witt remarked that the hours look within reason.  The figure of -21.09% of water pumped but not billed during the 4th quarter was due to hydrant flushing.  Wayne Timm asked about a nitrate levels report that Jennifer with JPR had previously provided to the Board.  Scott King will now prepare the report and provide to the Board.
  2. Miss Dig totaled four hours for the month of January.
  3. There have been 44 shut off notices sent with 9 scheduled shut offs to be done. Lyal Ward has not made contact with the office nor paid his bill in the last week.
  4. No correspondence was received for the month other than the usual related business materials.

 

System Operator’s report: 

  1. Scott King has been checking pumps daily, completed one meter repair, flushed end hydrants, did the monthly water sample, and did the quarterly nitrate sample. All samples were good with the nitrate sample well below the required maximum of 10 parts per million. The State requires well 3 be sampled on a quarterly basis. 
  2. Northern Pump Company has made repairs to loose wires and corrected the problem of the modems not communication correctly. The repairs have corrected the problem with the pump. 

 

 Old Business:

  1. Pat Burke said the new contact system from Miss Dig is working well and she is happy with the result.
  2. David Cooper provided the document showing requirements to connect to water service. The $1,695 fee is to become part of the water service, the MXU, the meter, the yoke, and for Pat Burke’s office to set up the account.  Lorrie Witt would like to see fees charged based on size of home.  These requirements are for residential hook up and for business hook up there are separate requirements. 
  3. David Cooper made a motion to charge customers $250 for checking water service and testing the water samples should a customer request. Wayne Timm seconded the motion.  All in favor, motion passed.

 

New Business:

  1. Lorrie Witt questioned if generators started during the power outage in January and if there would be any problems when the power is restored after an outage. The generators do not shut off for approximately 2 minutes which helps stop possible power surges. 

 

Visitor’s comments:

There were no comments.

 

Adjournment:

Wayne Timm made a motion to adjourn the meeting at 8:02 p.m.  Paul Miller seconded the motion.  All in favor, motion passed.

 

Respectfully Submitted,

 

 

Rhonda Wright

Secretary

 

 

 

 

 

Minutes Approved 3-7-2017

By | 2017-06-22T15:38:10+00:00 March 11th, 2017|Water Department|Comments Off on LOCKPORT TOWNSHIP WATER BOARD MEETING 2-7-2017

Lockport Township Water Board Meeting Minutes 12/20/2016

LOCKPORT TOWNSHIP WATER BOARD MEETING

DECEMBER 20, 2016

 

Purpose of the meeting:  Regular meeting of the Lockport Township Water Board.

 

Members Present:

                David Cooper, Chairman

                Wayne Timm, Board Member

                Lorrie Witt, Board Member

                Paul Miller, Board Member

                Mark Major, Lockport Township Rep

Pat Burke, McLellan and Strohm, Accountant

                Scott King, System Operator      

Rhonda Wright, Secretary

 

Members Absent:

                None

 

Call to order:

The December 20, 2016 meeting was called to order by Chairman David Cooper at 7:03 p.m.

 

Agenda Approval:

An agenda was not available for this meeting.

 

Meeting Minutes:

Lorrie Witt made a correction to amend the minutes of 12/6/2016 to read “made a correction to amend the minutes…” and to correct New Business (C) to read “four square acres”.  Paul Miller made a motion to approve the minutes as amended.  Lorrie Witt seconded the motion.  All in favor, motion passed.

 

Visitor’s Comments:  Hunter Reece with North American Pump Company from Wakarusa, Indiana was present to provide information and a quote from this company.  They would like to be considered to offer services of well drilling, well and pump repairs, electrical, and other services.  The company has been in business since 1998.  They were in the process of scheduling servicing when JPR was terminated.  Scott King gave a favorable recommendation of service and pricing.  Scott said their pricing is considerably cheaper than a competitor.  Scott King believes well 2 is ready for service as it continues to have problems.  They do have an electrician on staff. 

 

Accountant’s report:

  1. Currently 155 people have signed up for the Water Department Blog.       
  2. Scott King met with Lyal Ward on 12/15/2016 to check the water meter.  There was no active movement of the meter until a toilet was flushed.  This caused the meter to run the correct amount for usage.  Scott then used the handheld meter which also read correct amount for usage.  Scott invited Lyal to attend the next water board meeting if he still had questions.  Pat Burke then asked how to bill for the remaining balance due on his account.  A vote of 5-0 passed to bill the customer for the full balance due.        
  3. Pat Burke explained how rate increases have been handled in the past. Due to the recent approval of increased rates, she is questioning when the new rate becomes effective.  In the past rate increases have been effective on September 1st.  The rate increase is normally done on the 1st day of the month prior to the billing.  For the January 2017 billing, meters were read in mid-December, thus causing the billing to be at the previous rate.  It was decided the next billing cycle of 4/1/2017 will include the rate increase back to the mid December readings.  For the remaining two years of the water usage increase, a September 1st change date will be used.  The September reconsideration rate increase coincides with the bond payment. 
  4. Pat Burke provided a copy of the water bill wording.
  5. Pat Burke provided copies of letterhead with one providing lines and one without lines. Pat questioned whether the board would like her office to print or to have professionally printed.  As a more cost effective way, Lorrie Witt suggested her office print and charge for such versus hiring an outside company to print.
  6. During a recent Township audit, Scott McCollum with Seber Tans, PLC indicated the lack of segregation of duties was a matter for consideration. Pat Burke did state her office does use segregation of duties within the water board department.  David Cooper asked Mark Major since the water board is charged for part of the audit bill that Scott McCollum come to a meeting and explain the audit.  Mark indicated this could be a possibility.  Mark went on to say the graphs provided in the audit are not very detailed. 
  7. Wayne Timm asked David Cooper to contact Jim Tolfree since he has not responded to calls from Greg Millard. David will attempt to make contact with Jim.

 

System Operator’s report:

  1. Scott King said he checks the pumps daily and the generators weekly. Scott has also completed handheld meter readings, turned on water to a Wilbur Road property, repaired the broken hydrant on Buckhorn Road and completed one Miss Dig request.    

 

Old Business:

There was no old business. 

 

New Business:

  1. David Cooper asked about ideas for 10 and 20-year capital improvement plans.  Lorrie Witt said the board needs to find property to purchase for installation of a new well.  Wayne Timm suggested talking with an engineer regarding the size of the main pipe and future needs.  He also said a test well would be needed to indicate presence of water and quality of the water.  The board would want to purchase property as close to the main line as possible. Lorrie Witt suggested talking with North American Pump Company regarding this issue.  Katelyn with the DEQ is recommending starting to work on this as the system is pumping close to maximum compacity now.   

 

Adjournment:

Wayne Timm made a motion to adjourn the meeting at 7:50 p.m.  Paul Miller seconded the motion.  All in favor, motion passed.

 

Respectfully Submitted,

Rhonda Wright

Secretary

 Minutes Approved 1-3-2017

 

By | 2017-01-14T12:00:22+00:00 January 14th, 2017|Water Department|Comments Off on Lockport Township Water Board Meeting Minutes 12/20/2016

Lockport Township Water Department Meeting Minutes 11/15/2016

LOCKPORT TOWNSHIP WATER BOARD MEETING

NOVEMBER 15, 2016

 

Purpose of the meeting:  Regular meeting of the Lockport Township Water Board.

 

Members Present:

                David Cooper, Chairman

                Wayne Timm, Board Member

                Lorrie Witt, Board Member

                Paul Miller, Board Member

                Mark Major, Lockport Township Rep

Pat Burke, McLellan and Strohm, Accountant

                Rhonda Wright, Secretary

 

Members Absent:

                None

 

Call to order:

The November 15, 2016 meeting was called to order by Chairman David Cooper at 7:01 p.m.

 

Agenda Approval:

Wayne Timm made a motion to approve the agenda as submitted.  Lorrie Witt seconded the motion.  All in favor, motion passed.

 

Meeting Minutes:

Lorrie Witt made a motion to accept the 11/1/2016 meeting minutes as written.  Wayne Timm seconded the motion.  All in favor, motion passed.

 

Accountant’s report:

  1. Accounts Payable:  Pat Burke received a bill from JPR on 11/14/2016, previously billed 10/4/2016, showing the check had not been received by their office.  The board agreed to place a stop payment on previous check and reissue.  The City of Three Rivers also did not receive their funds from October billing.  Since approval was made at the 11/1/2016 board meeting to reissue the check, Pat Burke will place a stop payment on previous check and reissue.  Pat reported that expenses are higher this year than in 2015 and stated that water usage revenue is higher than budgeted.      
  2. Accounts Receivable:  Pat Burke stated that Lyal Ward has paid the original amount due on the delinquent billing, however since Scott King was not at meeting he could not give any further update.      
  3. Financial Reports:   The financial report shows $7,266,710.71 in total assets with $14,916 for monthly accounts payable of which $3,031 are wages.  A certificate of deposit in the amount of $158,065.74 matured and will be moved to Arbor Financial on 11/17/2016.  There is still $90,000 plus interest owed on the capital improvement bond.   
  4. There has been 70 shut off notices issued. 
  5. Miss Dig:  There have been 7 Miss Dig requests since the last meeting. 
  6. Correspondence:  Pat Burke indicated that the only correspondence received have been the accounts payable bills.     

 

Lorrie Witt made a motion to pay outstanding bills in the amount of $14,916.  Paul Miller seconded the motion.  All in favor, motion passed. 

 

System Operator’s report:

  1. Bacteria samples have been completed are at acceptable levels.
  2. The contractor has been contacted to repair the hydrant on Wilbur Road but the work has not been completed to date.
  3. David Cooper said he has contacted Doug Kuhlman regarding the grant money available but he is waiting to hear the amount.
  4. The DEQ is questioning assessment reports from May and July. Further information should be coming.
  5. The $32 quarterly fee charged to Tamarac customers was required from the DEQ at the time the water system was installed. Paul Miller provided Mark Major with a letter so a Township can decide to pursue any FOIA requests.  Wayne Timm would like all customers to be charged a fee at the end of the bond to use toward future maintenance.  David Cooper said this would be referred back to the Township Board for an determination when the time comes. 
  6. David Cooper questioned whether the bond can be paid off early using current liquid assets since this money belongs to all 711 customers not just Tamarac customers. Upon further discussion, it was determined that the language within the bond states it cannot be paid off early.  The bond matures 9/2019. 
  7. Pat Burke did receive a phone call asking about the current safety of the water.
  8. David Cooper read a letter of resignation from Jim Tolfree.

 

Old Business:

  1. The invoices have been updated with the new system operator’s information and the numbers for Miss Dig.  Pat Burke will order the new supply.
  2. Pat Burke has received the operators new credit card and has activated the account.
  3. Currently 147 people have signed up for the Water Department Blog.
  4. A boil water notification list for customers who depend on the water for business use, nursing home, school and medical equipment will be compiled. A notice will be included in the next billing cycle notifying customers to contact the Water Department if they are needing to be added to the list for medical reasons during a failure.  Pat Burke will bring wording for the notice to the next meeting for approval.  It is not always possible to post this information on the Blog immediatley.  Scott King, Greg Millard and David Cooper will make the phone calls should there be a failure. 
  5. Mark Major will be the new Lockport Township representative and Wayne Timm will be a Board Member.

 

New Business:

  1. Sprint no longer sends a monthly bill via mail which caused the operators phone to be shut off temporarily. Lorrie Witt suggested the monthly payment be set up with payment from the credit card.  Pat Burke does receive a notification every time there is a credit card charge.  She will set up for automatic payment. 
  2. David Cooper provided the new message pads that the operator will leave at a customer’s home. These will give the necessary information as to who was at the property and how to contact that person.
  3. Since the election is now over, Pat Burke will update bank signature cards. This will be done after 11/20/2016 when the new Township Board is sworn in. 
  4. The certificate of deposit with Century Bank has been closed and will be moved to Arbor Financial.
  5. As indicated on the water billing, the payment is the 21st of the month, but because of past problems with the mail Pat Burke does check the postage date if received within a few days of the 21st. If US Post Office mark is on or before the due date, late fees are not charged.  If the bill is late a 10% late fee is charged to the account and may be paid with the next quarterly billing. There is a $30 shut off notice fee added for sending the shut off notice.  Before water service can be restored after having been shut off the customer must pay the bill amount plus the late fee, shut off notice fee, disconnect fee and reconnection fees.  Should the customer pay the bill immediately while the operator is still within the area and before the water has been shut off, the reconnection fee will not be charged. 
  6. Paul Miller has ordered 3 safety vests.

 

 Visitor’s Comments:

Irene Gunnick addressed the Board regarding her account.  She has an automatic payment set up for $110 per quarter, however the bill was an additional $14.98.  This was not paid, resulting in the late fee, shut office notice fee, disconnect fee and the reconnection fee being charged to the customer.  A certified letter was sent to the customer indicating water would be shut off 11/5/2016.  The certified letter shows signed by Roger Gunnick but they are disputing with the postal service the signature.  Roger Gunnick was at work at said delivery time.  The letter was signed for on 10/28/2016 but she did not find until 11/6/2016, the same day as shut off.  After the water was shut off, she made payment at McLellan and Strohm’s office who in turned contacted the operator and water was restored the same day.  She is requesting that the fees be removed because the payment was only shorted $14.98.  The Board approved a credit of the $30 reconnection fee because Dave and Scott were still in the area when the account balance was paid.  The Board denied a credit for disconnection fee.  Lorrie Witt stated that when the initial Water Board regulations were established it stated the Township requires all bills to be paid in full at the due date.  A suggestion was made to make the bills not due on a weekend.  Notices regarding late fees, disconnect fees and reconnection fees are provided on the back of the bill. 

 

Adjournment:

Wayne Timm made a motion to adjourn the meeting at 8:16 p.m.  Paul Miller seconded the motion.  All in favor, motion passed.

 

Respectfully Submitted,

 

 

Rhonda Wright

Secretary

 

 

 

 

 

Minutes Approved: 12-6-2016 as amended to show the Accountant’s Report (C)

Total Assets       $7,266,710.71

Total Liabilities $120,527.09

Fund Balance     $7,146,183.62

 

 

By | 2017-06-22T15:38:14+00:00 December 19th, 2016|Water Department|Comments Off on Lockport Township Water Department Meeting Minutes 11/15/2016

Lockport Township Water Board Meeting Minutes

LOCKPORT TOWNSHIP WATER BOARD MEETING

OCTOBER 18, 2016

 

Purpose of the meeting:  Regular meeting of the Lockport Township Water Board.

 

Members Present:

                David Cooper, Chairman

                Wayne Timm, Lockport Township Rep

                Lorrie Witt, Board Member

                Paul Miller, Board Member

                Pat Burke, McLellan and Strohm, Accountant

                Scott King, System Operator

                Rhonda Wright, Secretary

 

Members Absent:

                None

*Jim Tolfree has resigned from the Board*

 

Call to order:

The October 18, 2016 meeting was called to order by Chairman David Cooper at 7:00 p.m.

 

Agenda Approval:

Lorrie Witt made a motion to add to the agenda naming David Cooper to the position of Board Chairman.  Wayne Timm seconded the motion.  All in favor, motion passed.

 

Lorrie Witt made a motion to add to the agenda prior to the visitor’s comments a discussion of implementing Roberts Rules of Order.  Wayne Timm seconded the motion.  All in favor, motion passed.

 

Lorrie Witt made a motion to approve the agenda as amended.  Wayne Timm seconded the motion.  All in favor, motion passed.

 

Lorrie Witt made a motion to name David Cooper to the position of Board Chairman.  Paul Miller seconded the motion.  All in favor, motion passed.

 

Meeting Minutes:

Wayne Timm made a motion to accept the 10/4/2016 meeting minutes as written.  Paul Miller seconded the motion.  All in favor, motion passed.

 

Accountant’s report:

Since this meeting is not the usual monthly business meeting, no Accountant’s reports were made. 

 

System Operator’s report:

Scott King reported the system is running satisfactorily at this time.  Well number two will come on two or three times then malfunction, but the operator has been manually turning on the pump.  The flushing of hydrants and pump cleanup is moving along.  He has received 16 Miss Dig requests in the last two weeks for marking water lines.

 

Old Business:

  1. Pat Burke provided information regarding potential water bill credits in response to the boil water notices. She based her calculations on one week, two and one half week and three-week usage amounts.  Based on this information it was determined a credit would be based on 17.86% of usage amount. 

 

Lorrie Witt made a motion to use the chart Pat Burke completed.  Wayne Timm seconded the motion.  All in favor, motion passed.

  1. For the hiring of a second operator the Water Board makes a recommendation to the Township Board who will make the decision to hire. David Cooper recommended Greg Millard.  Greg Millard holds his S4 license and works for the Village of Mendon. 

 

Lorrie Witt made a motion to recommend to the Township Board the hiring of Greg Millard as the second operator.  Paul Miller seconded the motion.  All in favor, motion passed.

  1. Katelyn with the DEQ states the Water Board does not need a separate bank account for the capital improvement project plan. 
  2. David Cooper is currently working on quotes for radio and cellular backup systems. Wayne Timm talked with Amy Roth, City of Three Rivers, and she indicated the City did away with their radio back up system.  Further information will follow. 
  3. Currently 133 people have signed up for the Water Department Blog. Some people who have signed up are not Water Department customers and in some instances, more than one person in a household has signed up.  The Blog address is lockporttwpwaterdept@wordpress.com

 

New Business:

  1. Wayne Timm indicated he has gotten a cell phone for the operator to use.
  2. Pat Burke will forward Miss Dig e mails to the operator’s cell phone. Discussion was made to continue to have Pat Burke receive the Miss Dig e mails and forward them to Scott King so that there are two records of the request and so that when she posts the response to Miss Dig we will have printed documentation of responses.  Lorrie Witt asked Pat Burke if she thought another office person should be hired to help out with any increase in duties.  Pat Burke indicated not at this time.  While her office is busy during tax season, with the need for security measures to be in place for another hire she feels there is not a need for any additional staff. 
  3. Pat Burke has received a thumb drive from JPR that she has not yet opened. It is believed the drive contains records and reports.  David Cooper requested she open and review content.  Scott King is currently making new forms that are needed for operation. 
  4. During the time of a water boil, Jennifer with JPR would call one customer who is on dialysis. Pat Burke suggested a phone list be made to contact schools, nursing homes, Frankie’s restaurant and any other customers deemed in need. 

 

David Cooper and Scott King would like a listing of all water department customers who have hooked up to the system.  Since not every property has hooked up to the system, this would make it easier to locate which ones have should there be a problem.  Pat Burke will provide the list.

  1. Mark Major, acting Township Supervisor, would like to put on hold any recommendation for a new board member until after the November election. 
  2. Pat Burke received an e mail requesting information from the water department. This was discussed and the board did not object to the request. 
  3. The phone number on the water department answering machine will be changed from Wayne Timm to Scott King. The dialer also needs to be changed to notify Scott King when system goes down. 

 

Joe Nowicki requested he be contacted should a water boil advisory be made so he can update the Township website.  He would also request that News 3 be contacted via phone and not e mail.  There is an emergency contact list to notify news sources and other places that need to be notified. 

 

Roberts Rules of Order:

Lorrie Witt indicated that at all future meetings a visitor wanting to comment must state their name and address and their comments will be limited to two minutes. 

 

Visitor’s Comments:

There were no comments.

 

 

 

Adjournment:

Wayne Timm made a motion to adjourn meeting at 7:35 p.m.  Paul Miller seconded the motion.  All in favor, motion passed.

 

Respectfully Submitted,

 

 

Rhonda Wright

Secretary

 

 

 

 

 

Minutes Approved: 11-01-2016

 

By | 2017-06-22T15:38:21+00:00 November 5th, 2016|General Information, Water Department|Comments Off on Lockport Township Water Board Meeting Minutes