Seeking billing help

While the Jay County Regional Sewer District waits for money for three sewer projects to reach its bank account, the board is working to settle on financial managers before preparing construction bids.

The United States Department of Agriculture Rural Development office in Indiana is reviewing final plans for three sewer projects near Portland and Dunkirk before delivering a promised $1.255 million in a 45 percent grant, 55 percent loan package.

Meanwhile, the board agreed to seek formal quotes from Linda Kiester, North Manchester, and Rose Morgan, Dunkirk, for billing and bookkeeping services.

Kiester handles billing for several sewer districts throughout the state and board president Gerald Kirby said she would handle all the billing, collections and filing of property liens if an owner defaults.

"(District billing) is something she does with amazing regularity," he said, noting her as the "go-to" person in the state for that service.

Kirby said she gave him an unofficial quote of $500 to setup billing for Jay County and $5 per month per customer to maintain service. There are approximately 75 homes that will be part of the three projects.

Kirby also proposed the sewer district contract with Rose Morgan, a CPA in Dunkirk who recently opened her own firm, to handle the districts bond payments, bookkeeping and general finances.

Morgan unofficially quoted her services at about $300 to $500 per month, depending on the workload.

Kirby informed the board he had approached Morgan with the idea of joining the board to serve as treasurer, but Morgan said after considering ethics on the topic and consulting with a CPA association, that doing so would potentially create conflicts of interest and would be best avoided.

The board approved seeking formal quotes from both.

"I would like to finalize both of these ... next month," Kirby said.

In other business, Ben Adams of Commonwealth Engineers presented the board with a draft agreement between the district and the City of Dunkirk on how sewage treatment will be handled.

Adams went into some detail about how users in the two Dunkirk areas would be charged for treatment. The Willow Drive addition, which includes homes along that street and the Arlington Avenue area, is basically an extension of the current sewer system on the bordering area and those homes would be charged a flat monthly fee.

Homes in the Skeens Addition area north of town along 1150 West and 300 South, however, would be charged based on usage, with Miller's Merry Manor removed from the equation.

Adams said a usage estimate would be made for the homes in that area and after a period of time, once the district has some historical data on flow coming from the addition, the rate can be adjusted up or down. Adams added that's the method he'd also like to see implemented for the Foxfire Drive addition southwest of Portland.

Adams also updated the board on the progress of the grant/loan package and said Rural Development is still reviewing the final plans. He informed board members that he expected the process to wrap up by next month and the board should be able to bid the projects.

"The funding's not quite in hand but it's been committed," he said.

In other business, the sewer district:

•Approved paying annual membership dues of $50 to the Indiana Regional Sewer District Association.

•Were informed by Kirby that the board needs to update its bylaws. He said the board needs to update its information with the state on board the board size of nine members as well as define other rules such as removal of a board member. Kirby said he will look into getting those updated.[[In-content Ad]]