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HomeMy WebLinkAbout03-30-2022MINUTES OF A REGULAR MEETING OF THE MAY 0 4 2022 COMMISSIONERS OF WATERWORKS CITY CLERK A meeting of the members of the Commissioners of Waterworks was held March 30, 2022, in the Paducah Bank Community Room at the Chamber Center, 300 S. 3'a 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; Chip Bohle, Angela Copeland, Bill Shannon; David Guess, Ex Officio (arrived at 5:06 PM); Commissioners Absent — Tom Clayton, Vice Chair; Randy DeHart; Counsel Present — W. David Denton of Denton Law Firm; Paducah Water Personnel Present — Jason Petersen, Secretary/Treasurer and General Manager; Tillman Burnett, Office Manager/Controller; Jacob Northington, Engineering Manager; Scott Shrum, Distribution Superintendent; Tee -Tommy Vinson, Plant Superintendent; Clarissa White, Administrative Assistant. MINUTES Mr. Barker asked for a motion to approve the minutes of the February 23, 2022, regular meeting. Mr. Shannon made a motion to approve the minutes of the meeting as presented. Mr. Bohle seconded the motion, which carried unanimously by a vote of 4 — 0. FINANCIAL STATEMENTS Mr. Burnett reviewed the financial statements for February 2022. Water sales in February were approximately 4.5% below budget. Operating revenue was also below budget by about $25,000, and operating expenses were over budget by approximately $20,000. Net Revenue Before Capital Contributions was approximately $45,000 below budget for the month, but about $167,000 over budget for the year. Mr. Burnett called attention to the High Service Expense line item on page 4 (purification and pumping). He explained the item was over budget due to the loss of a transfer pump motor. The motor has been rebuilt and installed. While out of service, PW rented a generator to maintain transfer pit operation in case the other transfer pump failed, another contributor to the overage. Also, the Forest Hills tank cleaning project caused the Water Storage Facilities Expense line item to exceed the budget. He then noted the Transportation Expense line item in the business office two vehicles required maintenance that was costly. After review and discussion, a motion was made by Mr. Shannon to approve the financial statements for February 2022. The motion was seconded by Ms. Copeland. The motion carried unanimously by a vote of 5 — 0. GENERAL MANAGER'S REPORTS Monthly Drug Testing Mr. Petersen noted all results for March were negative. He also stated all the February drug screenings were negative. Last month's report was incomplete due to a delay in the testing process. Safety Report Each department held safety meetings as required. Specific safety data, meeting topics and information were presented in the February Safety Report, which was distributed prior to the meeting. General Manager's Summary Mr. Petersen discussed the GM Summary and handouts. Plant Raw water temperature is 52 degrees. Flush boxes and pressure recorders have been deployed throughout the WMWD area to help gain insight into how the system operates. Miscellaneous • The two employees from WMWD declined the severance offer that was included in the merger and have decided to remain employed with PW. They are welcomed additions to the team. • PW hired Preston King and Grant Womble as Laborers in the Distribution Department. They began work on March 14. 7 • Mindy Martin resigned from her position as Water Quality Supervisor to pursue other career interests and spend more time with her family. Treatment Plant Operator Grant Graves was promoted to the position. PW is in the process of hiring an Operator to replace Mr. Graves. • Staff participated in the WKY Launch career fair on March 23. Project Reports Mr. Northington informed the board of the following: • Cairo Road Elevated Tank — The foundation of the tank is complete. Phoenix Fabricators has poured 14 shaft sections. The shaft crew is scheduled to be here until June. • Cairo Road 16" Main Improvements — Construction is expected to begin the second week of April. 0 Madison Street — The project is complete. Concrete and property restoration are ongoing. UNFINISHED BUSINESS 241h and 251h Streets Rehabilitation Mr. Petersen stated the City is designing the utility relocation and the project appears to be progressing in the right direction. Amended Budget — West McCracken Water District Merger Mr. Burnett explained that he amended the budget to include West McCracken's revenue and expenses. He stated he does not anticipate any changes in net revenue with the amendment. After discussion, Mr. Shannon offered a motion to accept the amended budget as presented. Mr. Bohle seconded the motion, which carried unanimously by a vote of 5 — 0. Use of WMWD Depreciation Funds for AMI Meters Mr. Burnett stated WMWD had a depreciation fund totaling $300,868.67. PW staff recommend the board approve moving those funds to the Capital Replacement and Expansion Fund in order to purchase AMI meters for the West McCracken System. The conversion to AMI will allow ease of meter reading in the area without having to hire additional staff. After discussion, Ms. Copeland offered a motion to follow staff recommendation as presented. Mr. Shannon seconded the motion, which carried unanimously by a vote of 5 — 0. NEW BUSINESS Bid Tabulation: North Friendship Road Relocation Mr. Northington presented a bid tabulation for labor and materials associated with the North Friendship Road main relocation project. JSA's portion of the project was included in the bid. Both JSA and Kentucky Transportation Cabinet will provided complete reimbursement to PW for all project costs. Murtco was the lowest bidder, offering a total bid amount of $1,082,797.70. Staff recommended acceptance of Murtco's bid. Mr. Bohle offered a motion to accept the low bid from Murtco as presented. Mr. Shannon seconded the motion, which carried unanimously by vote of 5 — 0. PW's Emergency Response In light of recent emergencies and disasters in our area, Mr. Petersen stated PW has an emergency procedures manual that was revised in 2018. He recently met with department heads to discuss the procedures and identified OSHA and employee emergency response protocols as areas in need of improvement. AGC of Western Kentucky provides monthly safety trainings for the treatment plant and distribution departments. Their trainer will provide emergency response preparedness for all departments based on the training they presented to treatment plant staff in February. Monthly safety trainings on various topics are held in each department throughout the year. Also, PW has a tornado shelter onsite. It is up to department heads to determine the safest location(s) for their employees to seek shelter in the event of severe weather or other emergency. 911 Committee Funding Options Mr. Petersen and Mr. Burnett met with members of the 911 committee to discuss funding options for the 911 system. The system was previously funded with tees collected from landline phone users. Now that the number of people using landlines has drastically declined, the 911 system lacks funding needed to operate. The committee has expressed interest in the possibility of adding a fee to PW's bill, as JSA and City Refuse currently do. The board gave Mr. Petersen permission to continue discussions with the 911 committee. Board Committee Assignments Mr. Barker presented committee assignments as follows: Finance & Audit Committee: Bill Shannon — Chair, Tom Clayton, Angela Copeland Personnel Committee: Tom Clayton — Chair, Ed Barker, Chip Bohle Customer & Public Relations Committee — Bill Shannon, Chair, David Guess Engineering & System Development Committee: Randy DeHart — Chair, Chip Bohle, Tom Clayton. ADJOURNMENT There being no further business, the meeting was adjourned at 6:11 p.m. This meeting was held in compliance with KRS 61.800 Secreta Approved at a meeting of Waterworks held on the e W of 2022. Chair Vice Chair Commissioner Commissioner Commissioner Commissioner Commissioner