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Handy Sanitary District
Regular Meeting of the Board
March 13, 2008
Minutes
Attendees: Norman Hunt-Chairman, Keith Loflin-Secretary, Ronnie
Harrison, Tim Loflin, Ron Niland-General Manager, Jamie Justice-All American
Associates, Frank Wells-Attorney, Renae Snider-Clerk to the Board
Guests: see attached list.
Norman Hunt called the meeting to order and the guests were
registered. Upon review of the register, he announced that no guests had
registered to speak.
Approval of the Minutes: The Board reviewed the February Minutes and Tim
Loflin made a motion to approve the Minutes as written. Keith Loflin
seconded, passed by the Board 4-0.
Financial Report: Jamie Justice discussed that the 2007-2008 budget looked
pretty good overall considering that the District’s revenues were over 70%,
while expenses were under 70%.
BLSP Report: Jamie Justice presented the letter that was to be mailed out to
the property owners of land where pump stations were designed to be. The
Board reviewed and agreed that they should be mailed out. Jamie Justice also
discussed that the project plans have been submitted to the state for
approval. He explained that as of now there were no changes in the project
schedule, and bidding should be around early fall.
Leak Adjustment Report: Jamie Justice presented the monthly adjustments that
had been made, per Board policy. The Board reviewed.
Budget Retreat: Ron Niland, Jamie Justice, and the Board discussed and
agreed that the retreat should be scheduled for Thursday, April 10, 2008.
Ron Niland discussed that the location was to be determined and the Board
would be notified as soon as it was arranged.
Loflin Fabrication Project: Jamie Justice explained that prior to the Board
meeting, he, Ron Niland, Tim Loflin, and Norman Hunt had met with the Town
of Denton’s
Water/Sewer committee. He discussed that the Town agreed to work with the
District and to apply for the Community Development Block Grant, for both
the project and repairs needed at the sewer plant. He further discussed that
now the District could move forward on both the engineering options and on
grant applications for the Loflin Fabrication Project. He compared the
engineering proposals received, one for $82,000.00 from Hobbs, Upchurch, and Assoc. and another one
for $52,000.00 from Withers and Ravenel. He recommended that the Board
approve the contract from Withers and Ravenel which included both the Loflin
Fabrication Sewer and Astran Drive Sewer Projects. Tim Loflin made a motion
to approve the Withers and Ravenel contract in the amount of $52,000.00.
Keith Loflin seconded, passed by the Board 4-0.
Rural
Center
grant (Loflin Fabrication): Jamie Justice discussed that the Rural Center
had requested the District submit an application so that the funds for the
grant could be encumbered, even though the application was incomplete. Tim
Loflin made a motion to approve the
Rural
Center grant documents,
which included the Application, the Memorandum of Understanding, Commitment
of Funds, Authorizing Resolution, Conflict of Interest Statement, and the
Minority Business Enterprise Certification. Keith Loflin seconded, passed by
the Board 4-0.
Customer Requests Waiver of Fee: Jamie Justice presented a letter from a
customer requesting waiver of a late fee. He explained that the Customer
Service Policy did not allow for waiver in this particular kind of situation
and discussed that in the past the Board had not varied from it. He
recommended that the late fee stand, and after discussion of the policy, the
Board took no action.
Mt. Ebal Church Rd Extension Project: Jamie Justice reminded the Board of
their prior approval for line extension upon four tap sign ups. He discussed
that one of the four required taps had signed up and that at least two of
the three others were inquiring if the Board would offer any type of payment
plan instead of requiring that the taps be paid in full before construction
begins. The Board discussed and agreed that the four taps must be paid in
full before construction would start.
Town of Denton Invoice:
Jamie Justice discussed that the District had received an invoice from the
Town for repairs to the water plant and explained that in the past the
District has paid half of the repairs, up front, rather than having the Town
figure it into rates. The Board agreed and Tim Loflin made a motion to
approve payment for the Town of Denton invoice in the amount of $9,601.25.
Keith seconded, passed by the Board 4-0. Jamie Justice also noted to the
Board that the District should be receiving a second invoice on this repair.
Southpoint Pump Station Rebuild: Jamie Justice explained that he had spoken
to Gray Walls about the Southpoint pump station, who had explained that the
concrete wet well was deteriorating due to the sewage byproduct hydrogen
sulfide. He presented the estimate for rebuild of the pump station and
explained that it included a fiberglass wet well instead of concrete, which
would eliminate this problem occurring again. The Board, Ron Niland, and
Jamie Justice discussed putting this project in the 2008-2009 budget. Jamie
Justice recommended that the Board approve proceeding with this
repair/rebuild due to the major expense that the District would incur if the
pumps fell in prior to the new budget year. Following discussion, Ronnie
Harrison made the motion to approve proceeding with the repair/rebuild of
the Southpoint pump station. Tim Loflin seconded the motion, passed by the
Board 4-0.
Harborgate: Jamie Justice explained that the developer had wanted to make a
line extension that had not been part of the plans approved by DENR or the
District. He discussed that the District had advised the developer of this
and he had backed off. Jamie Justice requested that the Board approve the
additional line extension in Harborgate, upon receipt of DENR’s approval,
upon Harborgate meeting the District’s specifications, and upon the
District’s engineer’s approval, and Ronnie Harrison made that motion. Keith
Loflin seconded, passed by the Board 4-0.
HUA Invoices: Ron Niland presented two HUA invoices that were not approved
in any budget or part of any contract. The Board, Ron Niland and Frank Wells
discussed and Frank Wells explained that a budget amendment should be made
to pay the invoices. Ronnie Harrison made a motion to pay $2,160.00 out of
BLSP fund, for the Badin Shores Resort sewer system evaluation invoice, and
to pay $1,530.00 out of the water fund, for the Badin Shores Resort water
pressure analysis. Tim Loflin seconded, passed by the Board 4-0.
Tim Loflin made a motion to adjourn the meeting, seconded by Ronnie
Harrison, passed by the Board 4-0.
Adjourned.
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