2008-02-21 Water District Trustees Minutes

BOWDOINHAM WATER DISTRICT
BOARD OF TRUSTEES
FEBRUARY 21, 2008


MEMBERS PRESENT:

Don Oakes, Chairman r
Brant Miller, Treasurer
Harvey Freeman, Clerk
Stephen Cox, Trustee

OTHERS PRESENT:
Regina Flower, Office Manage

The meeting was brought to order at 6:35 p.m. by Chairman Oakes.

Steve gave an overview of the GIS program that he has been working on. He has put in the addresses for Bowdoinham customers. He needs Map & Lot numbers for Bowdoin customers as well as the tie-in cards from Art. Once all the information is inserted, it will be easier to find the service information for any customer in the District. A copy of the reader for the program will be given to all the Trustees. A copy of the reader will be given to the fire departments of both towns.

Don and Art attended the Maine Water Utilities Association show in Portland this month. They spoke with a representative from Underwater Solutions about inspecting and cleaning the water tanks. They offered a tentative quote of $2800 for 1 tank, $4200 for 2 tanks, and $6600 for 3 tanks. Bid documents should be sent out to several companies to see if the quote is competitive. Art will fill out the application form for Underwater Solutions and Steve will check out other companies.

Don and Art dropped in on Ferguson at the show as well. The District was offered a free hydrant. Ferguson has a new design that they would like us to evaluate. Art just has to give them information on where to send the hydrant.

Gordon contacted another company regarding the installation of a SCADA system. They would be interested in looking at our system and giving us a SCADA quote.

VOTED: On motion of Miller, seconded by Freeman to approve the minutes from the meeting of
January 17, 2008. So voted.

The financial report for January was discussed. The matter of the hi-yield account was brought up. It has a balance that is over the FDIC insured level and the Trustees discussed what should be done to bring the balance down. One option is to make early payments on the outstanding loans at Rural Development. Normally, the loan payments are not due until December.

VOTED: On motion of Miller, seconded by Cox to approve the financial report for January as
Written. So voted.

VOTED: On motion of Miller, seconded by Freeman that anytime the hi-yield account gets over $100,000 that payments should be made to Rural Development against this year's loan
payment. Payments should be make in increments of $5000. In December we will make
a decision on whether or not to pay extra on the loan. So voted.

Gina will add interest rate to the loan information that already shows up on the monthly financial report.
The warrant for the month was reviewed and approved in the amount of $5,911.63.

The Treasurer reviewed and approved the January checking statement.

Gina noted that we still have $1,260.68 credit balance in the propane account at Downeast Energy.

The Trustees went over the Consumer Confidence Report that Gina has been working on. After several small edits, the report was approved to send to the printer after which it will be distributed to all the customers.

Gina handed out copies of the most recent water tests that were taken earlier this year.

We received a letter from the Town of Richmond this month regarding a $.05 per gallon charge to be added to the gas prices effective July 1st. The charge is to go into a Town Fuel Pump Reserve account to be used for tank repairs, computer software repairs, gas pump keys and administrative bills.

Gina noted that she filled out an accident report for Art in January. He fell on the ice while getting out of the truck at the station.

Gina noted that there is a large difference between the amount of water that is pumped and the amount of water that is sold. It was suggested that the accuracy of the master meter at the pump station be verified. Art will contact vendor about having the meter calibrated, etc.

The Trustees went over the list of past due accounts as of December 31, 2007. Gina noted that she has sent out disconnect notices on the worst accounts and there are only a few left that have not paid as a result of those notices.

VOTED: On motion of Cox, seconded by Freeman to go into Executive Session regarding
Personnel matters at 8:40 p.m.

VOTED: On motion of Cox, seconded by Freeman to come out of Executive session and
Adjourn the meeting at 8:50 p.m. No action taken. So voted.