MINUTES OF THE
BULLOCK PEN WATER DISTRICT
DECEMBER 2015 MEETING
The December 2015 meeting of the Bullock Pen Water District was called to order on December
17, 2015, at the hour of 1:00 p.m. at the District Headquarters, 1 Farrell Drive, Crittenden, KY
41030. Present at the meeting were Superintendent William Catlett, Chairman Bobby Burgess,
Office Manager Amy Ruark, Karen VanHolten, Pat Deming of CMW, Inc., Kerry Odle of HMB
Professional Engineers, Inc., and Attorney Thomas R. Nienaber.
Also present were
Commissioners Logan Murphy, Charles Givin and Andrea Walton. Commissioner William
Wethington was absent.
The first order of business was a review of the November 2015 Minutes. After discussion, upon
motion of Logan Murphy and second by Charles Givin, it was unanimously,
“RESOLVED: that the November 2015 Minutes be approved as
attached.”
The next order of business was a review of the profit and loss and warrants for November 2015.
After discussion, upon motion of Charles Givin and second by Andrea Walton, it was
unanimously,
“RESOLVED: that the November 2015 profit and loss and
warrants be approved as attached.”
The next order of business was a report by CMW, Inc., Mr. Pat Deming as follows:
1.
Mr. Deming reported on the status of the Phase XIV Project. He stated that the project is
very near completion. The master meter is currently being installed and should be
completed the following week. The underground bore should be completed by December
18, 2015. Overall, the project is behind schedule and will not be completed within the
contract deadline. The new estimated completion date will be December 31, 2015. The
original contract completion date was December 9, 2015. The delay is not the
responsibility of the contractor. Rather it was due to an inability to obtain proper
equipment for the master meter. Mr. Deming indicated that a change order on the contract
would be necessary to extend the completion date to December 31, 2015. Pat Deming
recommended that a liquidated damage penalty not be assessed. After discussion, upon
motion of Logan Murphy and second by Andrea Walton, it was unanimously,
“RESOLVED: that the Phase XIV Project completion date be
extended to December 31, 2015, without assessing any liquidated
damage charge to the contractor.”
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2.
Mr. Deming presented Pay Request #3 for the Phase XIV Project in the total amount of
$20,717.49 as attached. After discussion, upon motion of Logan Murphy and second by
Charles Givin, it was unanimously,
“RESOLVED: that Pay Request #3 for the Phase XIV Project in
the total amount of $20,717.49 as attached be approved.”
The next order of business was a report by HMB Professional Engineering, Inc., Mr. Kerry Odle
as follows:
1.
Mr. Odle reviewed a copy of a proposed plat for Freedom Ridge Estates Subdivision
located off Cleek Lane, Boone County, Kentucky. This subdivision will require a line
extension of approximately 1200 feet. Kerry Odle stated that the District is able to
provide water service to this development provided the developer makes the necessary
line extension of approximately 1200 feet.
The next order of business was a report by counsel Thomas R. Nienaber as follows:
1.
Mr. Nienaber inquired as to the status of the Phase XV and Bullock Pen Lake Dam
Project. Chairman Burgess and Superintendent Catlett reported that they had discussions
with Division of Water representatives within the last week. Mr. Peter Goodmann spoke
with Chairman Burgess and Superintendent Catlett stating that the Division of Water is
reconsidering its plans to reconstruct the dam at Bullock Pen Lake in such manner which
would require the draining of Bullock Pen Lake thereby prohibiting the District from
maintaining its water treatment plant operations. Mr. Goodmann reported that the
Division of Water is working on those plans for alternative solutions. The Division of
Water will contact the District when alternatives are reviewed. Chairman Burgess
reported that the Division of Water is requesting a meeting with the District after
alternative solutions are prepared.
2.
Mr. Nienaber inquired as to the status of the East Fairview Road Project easements.
Superintendent Catlett reported that while all of the easements have not yet been signed,
commitments have been received from all of the appropriate property owners to execute
the easements which have been submitted.
3.
Mr. Nienaber reviewed with the Commissioners a proposed Water Bill Adjustment
Policy as attached. By way of background, Mr. Nienaber reported that Superintendent
Catlett had requested at the last meeting for permission to revisit this issue and present a
revised Water Bill Adjustment Policy for the District. In response to that request,
Superintendent Catlett with counsel prepared the attached Water Bill Adjustment Policy.
Mr. Nienaber reviewed all of the terms of that proposal. Mr. Nienaber indicated that if
the District were to adopt the Water Bill Adjustment Policy as attached, the Public
Service Commission would have to approve same prior to adoption by the District.
Generally, the Commissioners were supportive of the proposed Water Bill Adjustment
Policy. After discussion, upon motion of Logan Murphy and second by Charles Givin, it
was unanimously,
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“RESOLVED: that counsel submit the attached Water Bill
Adjustment Policy to the Public Service Commission for
approval.”
3.
Mr. Nienaber inquired as to the status of the letter to be forwarded to all volunteer and
full-time fire departments providing fire protection services within the District
boundaries. Superintendent Catlett indicated that he is working on that letter and would
work with Mr. Nienaber to finalize same for presentation to the Commissioners at the
next meeting.
4.
Mr. Nienaber administered the oath of office to Commissioner Walton who was
reappointed to serve as a Commissioner on the District Board by the Grant County Fiscal
Court. The appropriate Certificate of Oath was signed and entered into the record as
attached.
The next order of business was a report by Superintendent Catlett as follows:
1.
Superintendent Catlett reviewed with the Commissioners his Supervisor’s Report as
attached.
2.
Superintendent Catlett reported that Grant County and the NKADD ranked the District’s
Phase XV Projects as a No. 1 priority status for funding purposes.
The next order of business was a report by Office Manager Amy Ruark as follows:
1.
Ms. Ruark raised the issue of the Software Solutions Maintenance Agreement for the
District’s computer hardware system. Ms. Ruark recommended that the District not
engage Software Solutions for the maintenance contract in that the District’s hardware
system is old and should be replaced. After discussion, upon motion of Charles Givin
and second by Andrea Walton, it was unanimously:
“RESOLVED: that Amy Ruark notify Software Solutions in
writing of the District’s intent to cancel the current hardware
maintenance agreement.”
2.
Amy Ruark reported that the District needs a new operating system for the District’s
computer server. The cost is approximately $800.00, plus installation cost. Amy Ruark
estimates that the total cost of equipment and installation costs would be under $2,000.00.
Ms. Ruark requested that the District authorize this work immediately. After discussion,
upon motion of Logan Murphy and second by Andrea Walton, it was unanimously:
“RESOLVED: that Amy Ruark be and she is hereby authorized to
purchase a new operating system for the District’s computer server
at a cost not to exceed $2,000.00 which shall include installation.”
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3.
Amy Ruark notified the Commissioners of the upcoming Legislative Breakfast scheduled
for January 27, 2016. Ms. Ruark asked that anyone wishing to attend should notify her as
soon as possible.
4.
Amy Ruark presented the District’s proposed Budget prepared by Peggy Gamble. The
District must take final action on the proposed Budget at this meeting. After discussion,
upon motion of Logan Murphy, and second by Charles Givin, it was unanimously,
“RESOLVED: that the District adopt the proposed annual Budget
for the District as attached.”
5.
Amy Ruark reported that the Commissioners should take final action on pay raises for
District personnel. Karen VanHolten reported that the salary review committee
consisting of Logan Murphy, Andrea Walton, Karen VanHolten and Amy Ruark met
earlier in the day. A proposed salary increase was recommended as attached. While
Commissioner Murphy was in favor of the recommendation for salary increases, he
mentioned once again that the District’s expense and income gap is narrowing and that
the District needs to watch these numbers very closely. Karen VanHolten reported that
she had prepared a survey of salaries and pay scales from other water districts around the
state. A copy of her survey is attached. Overall, Karen VanHolten reported that the
District salaries are in line with other Districts around the State. Commissioner Givin
reported that while he agreed with the committee’s recommendation for salary increases,
he believes that Amy Ruark, as Manager of the Water District, should receive a larger
pay raise. Commissioner Givin recommended an additional pay increase of $1,040.00
per year. After discussion, upon motion of Charles Givin and second by Andrea Walton,
it was unanimously,
“RESOLVED: that the District approve pay increases for District
personnel as set forth on the attached pay increase summary, with
the exception that Amy Ruark receive an additional $1,040.00 per
year pay increase.”
6.
Ms. Ruark reported that the next meeting is scheduled for January 21, 2016. There being
no apparent conflicts, the meeting will take place on that date.
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There being no further business to conduct before the meeting, upon motion and second, same
was adjourned.
BULLOCK PEN WATER DISTRICT
BY:______________________________________
BOBBY BURGESS, CHAIRMAN
ATTEST:
_________________________________
WILLIAM WETHINGTON, SECRETARY
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