Jefferson County Water Authority

REGULAR MEETING 711 West Main Street, Festus, MO 63028 Meeting Minutes Thursday, August 20, 2020 CALL TO ORDER: Jim Kasten called meeting at approximately 10:00 am ROLL CALL: Members Present: Terry Thomas, Greg Camp, Jim Kasten, Gary Underwood Josh Whaley via ZOOM, and Mark Johnson Absent: None Also Present: Jamie Aubuchon, Michelle Vaughn, Tony Becker, Tom Stickman, Nickki Grasma with SUEZ and Morgan Kimbrell. APPROVAL OF MINUTES: Move for Approval: Terry Thomas made motion to accept minutes from the regular meeting on August 20, 2020 Second: Gary Underwood Ayes: Terry Thomas, Greg Camp, Jim Kasten, Gary Underwood, and Mark Johnson Nays: None Absent: None Abstained: None APPROVAL OF BILLS: Bills were reported in the amount of $ 330,553.77. Move for Approval: Gary Underwood made the motion to approve bills including the addendum in the amount of $330,553.77. Second: Terry Thomas Ayes: Terry Thomas, Greg Camp, Jim Kasten, Gary Underwood Josh Whaley via ZOOM, and Mark Johnson Nays: None Absent: None NEW BUSINESS: 1|Page JCWA Meeting August 20, 2020 Tony Becker with Custom Insurance (Discuss Renewal & Insurance Claim): Tony Becker with Custom Insurance informed the board that quotes from other insurance companies was not favorable due to the current claim that is pending; but the current company came back with only a 2% increase from last year which was great with the claim this year. Tony sent in for a status report yesterday 8/19/20, the information he currently has is physical damage is looking around $60,000 if Jamie has not sent in any additional parts for reimbursement. Jamie stated that he is holding on to all bad/damaged parts and there were a few additional parts submitted in. Tony stated that payment for Business Income Lost for water was looking around $160,000ish depending on the final numbers. Jamie stated the JCWA was down for 17 days. Jim asked of there were a grace period which the insurance company does not have to reimburse for water loss. Tony stated yes, he thinks it 48-72 hours he was not sure without looking at the current plan. Michelle sated once payment from the insurance company for down time is received, she will credit the cities accounts on their next utility bill. Tony brought up an electrical audit to help prevent such lightening strikes in the future and asked the insurance company if they have any suggestion on who to use, they suggested Flynn Drilling. Jamie reached out to an electrical company about doing an audit and asked if they could give a run down on the duties they would perform. That company did give him a run down on the duties they preform and a quote for $13,400.00, but he would talk about that later in the meeting. Jim stated that for an electrical audit to happen there would have to be a bid process due to the amount, and he thanked Tony for all his hard work and service. Tony thanked the JCWA board for the business. RFP for Clari-Cone Rehabilitation: JCWA received two bids from SUEZ $220,000 and Genesis $201,500. The two bids had different coatings they stated they would use on the inside for the Clair-Cone, Genesis bid included FC-22 and SUEZ included warren coating. Jim asked what the difference between the two coatings are. Jamie asked Tom Stuckman from SUEZ to Explain. Tom introduced himself and his boss Nickki Grasma to the board via ZOOM. Tom explained that SUEZ could submit another bid including the FC-22 coating if the board would like, but warren coating is more abrasive and long term. Jim stated that he does not have a lot of opinion on the coatings, but he does like to hear that the warren coating is more of a long-term solution; also asked when this project predicted to start. Jamie stated that this project would start in December. Jim asked if it was necessary to resubmit the RFP. Mark, Greg, and Jamie all confirmed that SUEZ were the only qualifying bid due to the bid specs being specific about the coatings. Tom stated that normally this type of job takes 2-3 weeks on his best professional guess. Jamie stated that they would do work before the Clair-cone needs to be shut off. Tom stated that the outside and the inside of the Clair-cone would be done at the same time to speed the process up. Mark asked Jamie if SUEZ is the only company that used the warren coating. Jamie answered no there is more then one, but there is a limited number of companies that have the capability of using the warren coating. Jim asked Michelle to bring this back to the next meeting for a resolution. Motion Made: Terry Thomas made motion to accept the bid from SUEZ since they were the only qualifying bid. Second: Gary Underwood Ayes: Mark Johnson, Terry Thomas, Greg Camp, Gary Underwood, Josh Whaley via ZOOM & Jim Kasten Nays: None Absent: None 2|Page JCWA Meeting August 20, 2020 RFQ for Build & Design for Collector Well: Greg stated that the RFQ had two companies that were scorded, Horner-Shifrin 83 and Burns-McDonnell 94. Now that starts the negotiation process and can bring it back to the board in September. Motion Made: Greg Camp made motion to accept the scored and start negotiation with the companies. Second: Mark Johnson Ayes: Mark Johnson, Terry Thomas, Greg Camp, Gary Underwood, Josh Whaley via ZOOM & Jim Kasten Nays: None Absent: None Discussion on Surge Protection for Plant: Jamie stated previously in the meeting that he talked to a company about an electrical audit. Jim asked if the run-down information the company gave him could be used for JCWA to base their bid from? Greg stated that they can have the information reviewed and have an RFP put together. Jim asked when could this be done by? Greg stated once it is reviewed and put together then we can post it for 20 days like a MODOT spec. Motion Made: Greg Camp made motion to post an RFP out after it is prepared and put together from the spec that Jamie has received. Second: Terry Thomas Ayes: Mark Johnson, Terry Thomas, Greg Camp, Gary Underwood, Josh Whaley via ZOOM & Jim Kasten Nays: None Absent: None Proposed Budget: Michelle stated to the board that Jamie is asking for a 3.3% salary increase, to drop the 401k to $2500, and move the lateral cleaning from proposed budget to this fiscal year 2019-2020 for extra cleaning; she also started that there is plenty of money in the reserved account. Greg stated that the PLC’s are on the top of the go to do list and looking at the list from a conservative point of view the track loader could be pushed off. Jim asked Jamie if he could last without the track loader. Jamie stated that the amount of money that is being sunk into the current bobcat for maintenance is costly roughly 3- 4 thousand dollars every year and he is tired of putting time into it. Mark asked if the JCWA really needs that machine everyday and if the JCWA could look about renting one and keep the old machine? Its hard to pay out $95,000 on a machine that is not going to be used but 1-2 time a year. Josh stated that it cost $2500 to rent one. Jamie stated that they could use it for a month and get the work that needs to be done. Michelle confirmed with the board to up the equipment rental by $5000. Jim asked Jamie if he has any expenses due to COVID? Jamie stated that he has some COVID related expenses. Greg told Jamie to get with him so they can submit for reimbursement from the county. 3|Page JCWA Meeting August 20, 2020 Mark asked Jamie what brought him to the 3.3% salary raise? Michelle stated that it was 1% over what the CPI (Consumer Price Index) was. Greg stated that 2.5% is more of a working budget. Gary, Terry, and Josh stated that 3% would work for them. Jim state that he agrees with Greg. Mark said split it and go 2.75%. Motion Made: Mark Johnson made motion to increase salaries 2.75%. Second: Josh Whaley Ayes: Mark Johnson, Greg Camp, Gary Underwood, Josh Whaley via ZOOM & Jim Kasten Nays: Terry Thomas Absent: None Michelle confirmed with the board that the 401k should drop back to $2500. Greg answered yes due to no extra funds. Adopt a Pandemic Preparedness Plan: Greg informed the board that Festus adopted this plan back in March. Jim stated that Herculaneum followed suit too. Motion Made: Greg Camp made motion to adopt the Pandemic Preparedness Plan that the City of Festus has in plan. Second: Jim Kasten Ayes: Mark Johnson, Terry Thomas, Greg Camp, Gary Underwood, Josh Whaley via ZOOM & Jim Kasten Nays: None Absent: None RESOLUTIONS: Resolution No. 2020-4 “Auditing Service Contract” Move to Introduce: Mark Johnson made motion to introduce and read, by title only, Resolution No. 2020-4 “Auditing Service Contract” Second: Greg Camp Ayes: Mark Johnson, Terry Thomas, Greg Camp, Gary Underwood, Josh Whaley via ZOOM & Jim Kasten Nays: None Absent: None Morgan Kimbrell read Resolution No. 2020-4 by title only. Discussion: The board did not have a discussion. Move to Adopt: Mark Johnson made the motion to adopt Resolution No 2020-4. Second: Greg Camp Ayes: Mark Johnson, Terry Thomas, Greg Camp, Gary Underwood, Josh Whaley via ZOOM & Jim Kasten 4|Page JCWA Meeting August 20, 2020 Nays: None Absent: None Resolution No. 2020-5 “Contract with Genesis for Clari-Cone Cleaning” This resolution was stopped and tabled to bring back another resolution for SUEZ. Resolution No. 2020-6 “Amending Budget 2019-2020” Discussion: Michelle Vaughn addressed the board with the budget amendments salaries and insurance have been reduced due to Jamie not hiring the 7th person. Engineering fee’s due to Prairie Engineering bid is still at 80% complete; according to Jamie he is not sure if they will bill for the remaining 20% or not. 401k offset due to Nathan Cain forfeiture. Maintenance contracts includes the 136,000 extra SUEZ cleaning. Chemicals were over the budgeted amount. Insurance, claims, and bonds were adjusted to include the insurance claim on the expense side. Move to Introduce: Mark Johnson made motion to introduce and read, by title only, Resolution No. 2020-6 “Amending Budget 2019-2020” Second: Greg Camp Ayes: Mark Johnson, Terry Thomas, Greg Camp, Gary Underwood, Josh Whaley via ZOOM & Jim Kasten Nays: None Absent: None Morgan Kimbrell read Resolution No. 2020-6 by title only. Discussion: The board did not have a discussion. Move to Adopt: Mark Johnson made the motion to adopt Resolution No 2020-6. Second: Greg Camp Ayes: Mark Johnson, Terry Thomas, Greg Camp, Gary Underwood, Josh Whaley via ZOOM & Jim Kasten Nays: None Absent: None REPORTS: Treasurer Report (Period Ending 7/31/20): There were no discussions regarding the financial statements for the period ending 7/31/20. Plant Manager Report: The board had no questions on Jaime’s report. 5|Page JCWA Meeting August 20, 2020 Board of Directors: Gary Underwood – None Josh Whaley – He is ready to be back at work. Mark Johnson – None Terry Thomas – None Greg Camp – None Jim Kasten – None ADJOURN: Terry Thomas made motion to adjourn meeting, seconded by Mark Johnson motion carried unanimously. These minutes were approved this _________ day of _______________, 2020 __________________________ Jim Kasten, President Attest: _____________________________ Morgan Kimbrell, Secretary 6|Page JCWA Meeting August 20, 2020