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Home My WebLink About08-31-2022MINUTES OF A REGULAR MEETING OF THE I SEP 2 9 2022 COMMISSIONERS OF WATERWORKS I CITY CLERK A meeting of the members of the Commissioners of Waterworks was held August 31, 2022, at the Paducah Water office, 1800 North 8th Street, Paducah. Mr. Barker called the meeting to order at 5:00 p.m. A quorum was present. Those present were as follows: Commissioners Present — Ed Barker, Chair; Tom Clayton, Vice Chair; Chip Bohle, Angela Copeland, Randy DeHart, Bill Shannon; Commissioners Absent — David Guess, Ex Officio; Counsel Present — W. David Denton of Denton Law Finn; Paducah Water Personnel Present — Jason Petersen, Secretary/Treasurer and General Manager; Tillman Burnett, Office Manager/Controller; Jacob Northington, Engineering Manager; Tee -Tommy Vinson, Plant Superintendent; Clarissa White, Administrative Assistant. Paducah Water Personnel Absent— Scott Shrum, Distribution Superintendent; Guests — Ella DeHart, John DeHart. MINUTES Mr. Barker asked for a motion to approve the minutes of the July 27, 2022, meeting. Mr. Shannon made a motion to approve the minutes of the meeting as presented. Mr. DeHart seconded the motion, which carried unanimously by a vote of 6 — 0. FINANCIAL STATEMENTS Mr. Burnett reviewed the financial statements for July 2022. He stated water sales were approximately 13% over budget for the month. Operating revenue was over budget by about S 113,000, and operating expenses were below budget by approximately $44,000. Net Revenue Before Capital Contributions was approximately S 172,000 over budget for the month. These figures indicate a good start for the fiscal year. Mr. Burnett directed attention to page 4 of the financial statements. He explained the 513,000 overage in Purification and Pumping Utility Expenses was due power costs associated with increased pumping of water to meet higher demand. The Booster Stations Expense line item was slightly over budget because Forest Hills Station pump #3 had to be rebuilt. The Water Quality Control line item exceeded the budget slightly due to the timing of budgeted supply purchases. After review and discussion, a motion was made by Mr. Shannon to approve the financial statements for July 2022. The motion was seconded by Mr. Bohle. The motion carried unanimously by a vote of 6-0. GENERAL MANAGER'S REPORTS Monthly Drug Testing Mr. Petersen noted all results for July were negative. Safety Report Each department held safety meetings as required. Specific safety data, meeting topics and information were presented in the July Safety Report, which was distributed prior to the meeting. General Manager's Summary Mr. Petersen discussed the GM Summary and handouts. Plant The water quality group continues to meet weekly. Raw water temperature is approximately 80 degrees and slowly dropping. Staff met with Corey Harper of Hawkins to review summer phosphate testing. Results indicate PW's corrosion control measures are effective. Miscellaneous • Phase I of the alternate coagulant trial is complete, with promising results. Testing will continue in the winter months. If successful, the new coagulant will replace alum. The new product also indicates improved TOC values and operational flexibility. • Mr. Petersen and Mr. Vinson participated in an EPA Emergency Water Supply webinar. They learned useful information that they will incorporate into PW's emergency plan. • Effective October 1, Paducah Power will no longer accept Paducah Water payments. • PW has submitted a claim to our insurance carrier on behalf of Dippin Dots due to an alleged loss of production caused by discolored water. The discoloration resulted from flushing that was performed as part of the Cairo Road 16 -inch main project. Mr. Petersen will provide more information as it develops. Project Reports Mr. Northington informed the board of the following: Cairo Road Elevated Tank — The fabrication crew is erecting the steel tank portion at ground level. This work should be complete by mid-September. • Cairo Road 16" Main Improvements — Main installation is complete and in service. Restoration is ongoing. Because the work was done with PW labor, the project was completed at approximately $300,000 below budget. Otis Dinning Drive Replacement — This project consists of replacing approximately 2,400 If of 6" CIP along portions of Otis Dinning Drive, Polk Street, Washington Street and South 22"d Street in preparation for the new Paducah Head Start building. UNFINISHED BUSINESS 911 Committee Funding Options Mr. Petersen stated there has been no further discussion with the 911 Committee on the funding mechanism and he will continue to keep the board apprised of this situation. NEW BUSINESS Bid No. 22-08-04 — Materials Mr. Northington reported a bid opening was held on August 12 to purchase materials for various projects. Low bids were as follows: ITEM DESCRIPTION COMPANY BID AMOUNT 1 C900 DR 14 PVC Water Main— 6" Citco Water $123,200.00 2 ' C900 DR14 R/J PVC Water Main — 6" G & C Supply $306,240.00 3 0900 DR!4 PVC W..te.�l Gite& xr ter c2i�00 Mr. Northington stated Item 3 was struck from the bid. He recommended the bid be awarded to the lowest bidders, Citco Water and G & C Supply, for Items 1 and 2 as presented. Mr. Bohle made a motion to accept the low bids as recommended by staff. The motion was seconded by Mr. DeHart, and the motion carried unanimously with a vote of 6 — 0. Cleaner Water Program Grant Resolution Mr. Petersen presented a resolution that will allow PW (grantee) to accept KIA grant funds for its Midtown Area Replacement Project. To adopt the resolution, PW must: 1) accept and approve of all terms of the grant agreement; 2) designate the General Manager as the authorized official to act on behalf of the Grantee to execute the grant; 3) submit this resolution to the City, who will in tum adopt a municipal order to accept the terms of the agreement and approve of the project for which the funds are allocated. After review of the resolution and discussion, Mr. Bohle offered a motion to adopt the Cleaner Water Program Grant Resolution as presented. The motion was seconded by Ms. Copeland, and carried unanimously by vote of 6 — 0. Lead Identification and Removal Policy Mr. Petersen and staff have created a policy to support PW's lead program. The program aligns with the EPA's Lead and Copper Rule Revision (LCRR), which was created to protect public health by minimizing lead exposure through the water distribution system. The policy will allow the General Manager to allocate resources to address the key areas of the LCRR with the objective of removing all lead -affected service lines from the distribution system. After discussion, Mr. Clayton made a motion to adopt the policy. The motion was seconded by Mr. Bohle, and carried unanimously with a vote of 6 — 0. Open Meetings/Open Records Update PW attorney W. David Denton discussed updates to laws pertaining to public meetings and records of government agencies. The updates were summarized as follows: Because of the COVID-19 pandemic, the General Assembly authorized several temporary changes to the Open Records Act and Open Meetings Act, which included extending the time for a public agency's response to an open records request from five days to ten days, permitting a public agency to deny in-person inspection of public records, and permitting more flexibilityfor video and audio conferencing of public meetings (2020 Senate Bill 150 or SB150). However, during the 2022 Regular Session, the General Assembly passed Senate Joint Resolution 150 (SJR 150) ending the declaration of a state of emergency due to the COVID-19 pandemic. The 2020 SB 150 no longer has any force or effect. No public agency should rely on the provisions of 2020 SB 150 when responding to open records requests or conducting open meeting. During the pandemic, SB150 allowed public agencies to conduct open meetings using audio - teleconferencing equipment if video -teleconferencing equipment was unavailable. With the adoption of SJR 150, public agencies may no longer use audio -only teleconferencing equipment to conduct a virtual meeting. Going.forward, public agencies may not conduct an open meeting using audio -only technology. An agency must now conduct a meeting using video -teleconferencing equipment to allow the meeting to be seen and heard The passing of House Bill 453 (HB 453) amends certain provisions of the Open Meetings Act. HB 453 has made permanent the option for a public agency to conduct a meeting using video - teleconferencing technology without providing a primacy physical location for the public to attend and watch the meeting [KRS 61.826(2)(d)]. However, a public agency only has this discretion if all members attend virtually from separate physical locations. If two or more members are present at the same physical location, then the public agency must identify a primary physical location where the public may observe the meeting. Also, the agency must include in its meeting notice "specific information on how any member of the public or media organization may view the meeting electronically. " KRS 61.810(1)(n) now allows both state and local public agencies to discuss the bidding and awarding of contracts issued under the Model Procurement Code "or other state or local law, including the general bidding statute, KRS 424.260, in closed session. The booklet "Kentucky Open Records and Open Meetings Act: A Guide for the Public and Public Agencies" explains provisions of the Open Meetings Act (KRS 61.800 to 61.850) and the Open Records Act (KRS 61.870 to 61.884). The Office of the Attorney General compiles, distributes and updates this information to assist Kentucky public officials with Open Meetings and Open Records Act compliance. The updates listed above are included in the June 2022 edition of this booklet. ADJOURNMENT There being no further business, the meeting was adjourned at 6:03 p.m. f This meeting was held in compliance with KRS 61.800 et seq. Secreta Approved at a meeting of the Commissioners of Waterworks Zo ay of R Ser; 2022. Chair Vice Chair Commissioner .Y..,r_ Commissioner Commissioner Commissioner Commissioner