MINUTES OF A REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE PEARL RIVER VALLEY WATER SUPPLY DISTRICT HELD ON THURSDAY, AUGUST 17, 2017 AT 9:30 A.M. AT THE DISTRICT’S MAIN OFFICE LOCATED AT MADISON LANDING, RIDGELAND MS The regular meeting of the Board of Directors of the Pearl River Valley Water Supply District was held at 9:30 am., on Thursday, August 17, 2017, 2017 at the District's Main Office Building, Ridgeland, MS. Members Present: Shannon Armstrong, Bruce Brackin, Doug Berry, Billy Cook, Phillip Crosby, Ben Evans, W. C. Gorden, Jennifer Hall, Kenny Latham, Samuel Mitchell, John Pittman, Tedrick Ratcliff Jr., John Skains, and Jack Winstead Members Absent: None Others Present: John Sigman, Sharon Larry, Craig Hunt, Susan McMullan, Philip Huskey, Marcial Forester, Jerry Bounds, Perry Waggener, Bobby Cleveland, Linda Horton, Dennis Hicks, Rick Hollis, Jeremy Greer, Greg Burgess, Brian Barlow Board President Jack Winstead called the meeting to order at 9:30 a.m. President Winstead asked for review of the minutes of July 20, 2017. President Winstead noted a correction to the minutes to note Mr. Shannon Armstrong absent from the meeting. Upon review of the minutes of a regular meeting of the Board of Directors held July 20, 2017, a motion was made by Mr. Billy Cook for the minutes to be approved as amended. Mrs. Jennifer Hall seconded the motion. The vote was as follows: For: Armstrong, Brackin, Berry, Cook, Crosby, Evans, Hall, Gorden, Latham, Mitchell, Pittman, Ratcliff, Skains and Winstead, Abstained: None. Against: None. MOTION CARRIED UNANIMOUSLY. President Winstead asked Mr. Greg Burgess to introduce the Disirict’s forester. Mr. Burgess introduced Rick Hollis to the Board of Directors. President Winstead then asked for the commission of the police officer. Chief Perry Waggener introduced officer candidate Jeffery R. Greer to the board for commissioning. Mr. Philip Huskey presented Jeffery R. Greer as an Officer of the Reservoir Police. Based on information presented, the Board made a finding that Mr. Greer has completed the educational, training requirements of a course of study, prescribed and conducted by the Mississippi Law Enforcement Officers’ Training Academy, is of good moral character and has not been convicted of any crime involving moral turpitude, and that he is qualified to be commissioned as a Police Officer of the Pearl River Valley Water Supply District pursuant to “Pearl River Valley Water Supply District Security Act of 1978” upon taking the Oath of Office. Upon recommendation of the Police Chief and General Manager, a motion was made by Billy Cook seconded by Shannon Armstrong, that Mr. Greer be so commissioned as an Officer of the District and that his commission with the Oath endorsed upon it shall be entered in “Exhibit to Minutes” file, thereby becoming a part of these minutes. The vote was as follows: For: Armstrong, Brackin, Berry, Cook, Crosby, Evans, Hall, Gorden, Latham, Mitchell, Pittman, Ratcliff, Skains and Winstead. Abstained: None. Against: None. MOTION CARRIED UNANIMOUSLY. 23Regular Board Minutes 17 August 2017 Page 2 President Winstead appointed the Building Committee members to be Doug Berry as chairman, Samuel Mitchell, John Pittman and Jack Winstead. President Winstead then asked for the Shoreline Development Committee's items. Chairman Pittman asked for the presentation of the regulation change item. Mr. John Sigman reviewed staff's request to change District’s regulations ~ Title 33: Rivers and Waters, Part 203: Regulations Pertaining to Use of Reservoir Project Area by General Public, Part 203 Chapter 1: Motor Vehicles, Rule 1.2 Parking under subparagraph (d). Mr. Sigman stated staff wish to remove the exception of Rule 1.2(d) with regard to the Rankin County Reservoir Community Zoning Overlay District. Mr. Sigman noted that this would allow District's staff to enforce parking ordinances equally within all of the District’s properties. Chairman Pittman made a motion on behalf of the Shoreline Development Committee to approve the change to Title 33: Park 203: Chapter 1, Rule 1.2, removing the exception as presented. Mr. Doug Berry seconded the motion. A COPY OF THE REQUESTED REGULATION CHANGE IS ATTACHED HERETO AS EXHIBITS TO THESE MINUTES. President Winstead asked for any comments or questions. Mrs. Hall asked if the change would go into effect immediately. Mr. Sigman stated that it would go through the Administrative Procedures Act with the Secretary of State. Mrs. Hall asked staff to post the change on social media. President Winstead asked for any other comments or questions. None were offered. The vote was as follows: For: Armstrong, Brackin, Berry, Cook, Crosby, Evans, Hall, Gorden, Latham, Mitchell, Pittman, Skains and Winstead. Abstained: Ratcliff. Against: None, MOTION CARRIED BY MARJORITY. President Winstead asked for the Parks Policy agenda items. Chairman Kenny Latham asked Craig Hunt to present the hunting regulation change. Mr. Craig Hunt present the staff’s requested changes to hunting regulations under Title 33, Part 205, Chapter 5. Mr. Hunt noted that the changes to the regulations were housekeeping issues and reviewed the two changes requested. Chairman Kenny Latham made a motion on behalf of Parks Policy Committee to approve of the regulation changes to Title 33, Part 205, Chapter 5 as presented. Mr. Ben Evans seconded the motion. A COPY OF REGULATION CHANGES REQUESTED ARE ATTACHED HERETO AS EXHIBITS TO THESE MINUTES. President Winstead asked for any comments or questions. None were offered. ‘The vote was as follows: For: Armstrong, Brackin, Berry, Cook, Crosby, Evans, Hall, Gorden, Latham, Mitchell, Pittman, Ratcliff, Skains and Winstead. Abstained: None. Against: None. MOTION CARRIED UNANIMOUSLY. Chairman Latham then asked for the next agenda item. Mr. Bobby Cleveland, representing the Bamett Reservoir Foundation, requested the boards approval of beer permits for the October 7 GatorBait Race at Pelahatchie Shore Park and the October 8* RyanMan marathon event at Lakeshore Park. Mr. Cleveland noted that both events would follow the specified requirements for beer permits in the parks and would coordinate with PRVWSD staff and police. Chairman Kenny Latham made a motion on behalf of the Parks Policy Committee to approve the Barnett Reservoir Foundations request for beer permits for the October 7" GatorBait 25Regular Soard Minutes 7 August 2017 Page 3 Race at Pelahatchie Shore Park and the October 8" RyanMan marathon event at Lakeshore Patk. Mr. Phillip Crosby seconded the motion. President Winstead asked for any comments or questions. None were offered, The vote was as follows: For: Armstrong, Brackin, Berry, Cook, Crosby, Evans, Hall, Gorden, Latham, Mitchell, Pittman, Skains and Winstead. Abstained: Ratcliff. Against: None. MOTION CARRIED BY MARJORITY. Chairman Latham then asked for the next agenda item. Mr. John Sigman then outlined the request for beer permit for the Take2MISS group for an afier cleanup cookout for the volunteers of the Pearl River Clean Sweep on September 23". The cookout will be held at Pelahatchie Shore Park in Pavilion Two. Mr. Sigman noted that Take2MISS is working with the PRVWSD and Keep the Reservoir Beautiful to spear head the cleanup on District's properties. Mr. Sigman asked that the pavilion use and the beer permit be issued free for the volunteers, pending attomey review that issuing a free permit would be permissible under Mississippi Law. Chairman Latham made a motion on behalf of the Parks Policy Committee to approve the beer permit to Take2MISS free of charge for the September 23 cleanup volunteers at Pelahatchie Shore Park, pending the aforementioned attorney review. Mrs. Jennifer Hall seconded the motion. The vote was as follows: For: Armstrong, Brackin, Berry, Cook, Crosby, Evans, Hall, Gorden, Latham, Mitchell, Pittman, Ratcliff, Skains and Winstead. Abstained: None. Against: None. MOTION CARRIED UNANIMOUSLY. Chairman Latham then asked for the next agenda item. Mr. Craig Hunt introduced Brian Barlow as the promoter for a country music concert at Old Trace Park. Mr. Hunt estimated that Mr. Barlow’s fees for the permit, park, deposit, ete, would be around $3700. Mr. Hunt stated that Mr. Barlow would be required to meet with Reservoir Police and Parks Department to review the event layout, security and beer garden area prior to the event for District's approval. Mr. Barlow stated that he was requesting a beer permit for Old Trace Park on October 28" for a country music concert he is developing. Mr. Barlow stated that he has promoted several Nashville acts in the area before, but this would be his first at the reservoir. Mr. Barlow stated that he wished to be able to sell beer within the forum. He stated that he would provide security for the venue, which would all be certified officers and he would follow all regulations and requirements for vending beer within the park. Chairman Kenny Latham made a motion on behalf of the Parks Policy Committee to approve a beer permit to Sirius Southern Entertainment at Old Trace Park on October 28" for a country music concert. Mr. Ben Evans seconded the motion. President Winstead asked for any comments or questions. Mrs. Hall asked what the expected attendance would be. Mr. Barlow responded he hoped for between 5000 to 6000 attendees. President Winstead asked for any other comments or questions. None were offered. The vote was as follows: For: Armstrong, Brackin, Berry, Cook, Crosby, Evans, Hall, Gorden, Latham, Mitchell, Pittman, Ratcliff, Skains and Winstead. Abstained: None. Against: None, MOTION CARRIED UNANIMOUSLY. Chairman Latham asked for the next item. Mr. Craig Hunt reviewed the bid opening for the construction of three comfort stations to be located at Coal Bluff Campground, Old Trace Park and Lakeshore Park. Mr. Hunt stated that, 27Regular Board Minutes 17 August 2037 Page 4 Souther States Construction, LLC was the lowest bidder with a total bid of $377,800. Mr. Hunt gave staff's recommendation to award the bid to Southern States. Mr. Philip Huskey noted that there was an imegularity with the bid bond. The low bidder submitted individual bid bonds for each of the three comfort stations, rather than one singular bond. Mr. Huskey stated that the committee and board can waive that irregularity as it does not affect the price, the competitive process, nor does it change the coverage of the bond for the project. Mr. Hunt noted that Southern States had constructed the Fannin Landing comfort station and the District had been pleased with its construction, ‘Mr. Billy Cook asked if the comfort stations would have HVAC systems. Mr. Hunt stated that the units would not have conditioned air or heat. The board members discussed the advantages of including conditioned air and heat within the facilities. The board members discussed determining if the project could be awarded as bid, and have the HVAC system added by change order. Mr. Philip Huskey recommenced the board table the item for one month to determine the most cost effective and timely way to add the HVAC to the comfort stations. Chairman Kenny Latham made a motion to table the award of bid for one month to allow staff to determine the ability to add HVAC system to the comfort stations. Mr. Ben Evans seconded the motion. President Winstead asked for any other comments or questions. None were offered. ‘The vote was as follows: For: Amnstrong, Brackin, Berry, Cook, Crosby, Evans, Hall, Gorden, Latham, Mitchell, Pittman, Ratcliff, Skains and Winstead. Abstained: None. Against: None. MOTION CARRIED UNANIMOUSLY. Chairman Latham then asked for the next agenda item, Mr. John Sigman outlined the request made during a recent meeting with fishing groups at the reservoir to allow the live streaming of the spillway cameras on the PRVWSD website, Mr. Sigman stated staff had sought legal counsel input on the request and stated that it was considered acceptable to live stream the video if the District would not be issuing citations from the video and would not archive the footage. Chairman Kenny Latham made a motion on behalf of the Parks Policy Committee to approve the live streaming of the Spillway cameras on the PRVWSD website. Mr. Shannon Armstrong seconded the motion, President Winstead asked for any other comments or questions. None were offered. ‘The vote was as follows: For: Armstrong, Brackin, Berry, Cook, Crosby, Evans, Hall, Gorden, Latham, Mitchell, Pittman, Ratcliff, Skains and Winstead. Abstained: None. Against: None. MOTION CARRIED UNANIMOUSLY. Chairman Latham then asked for the next agenda item. Mr. John Sigman outlined the planned cleanup event Pearl River Clean Sweep to be held on September 23% and 24", Mr. Sigman noted that the Rankin Side Below the Spillway would be utilized for a staging area to sort and index the trash collected on all of the District’s property. The Madison Side Below the Spillway would be the focus of cleanup efforts by the spillway fishing group. 29un Regular Board Minutes 117 August 2017 Pages Mr. Sigman noted that the fishing group had requested that the District close the areas for the cleanup. Mr. Sigman stated that the Madison side would probably reopen prior to Sunday the 24°, or after the fishing group completed its cleanup, Chairman Kenny Latham made a motion on behalf of the Parks Policy Committee to approve the closing Rankin and Madison Recreation Area below the Spillway for the September 23" and 24" Pearl River Clean Sweep event. Mr. Phillip Crosby seconded the motion. President Winstead asked for any other comments or questions. None were offered. ‘The vote was as follows: For: Armstrong, Brackin, Berry, Cook, Crosby, Evans, Hall, Gorden, Latham, Mitchell, Pittman, Ratcliff, Skains and Winstead. Abstained: None. Against: None. MOTION CARRIED UNANIMOUSLY. President Winstead asked for the audit items to be presented, Chairman Cook presented the Per Diem and Travel report for July 2017 and stated that he had found it in order. Chairman Cook made a motion to approve the Per Diem and Travel report for July 2017 as presented. Mr. Ben Evans seconded the motion. President Winstead asked for any questions or comments. None were offered. ‘The vote was as follows: For: Armstrong, Brackin, Berry, Cook, Crosby, Evans, Hall, Gorden, Latham, Mitchell, Pittman, Ratcliff, Skains and Winstead, Abstained: None. Against: None. MOTION CARRIED UNANIMOUSLY. au Chairman Cook presented the Cash Balance Report and stated he had reviewed and had found it in order. Chairman Cook made a motion to approve the Cash Balance Report as presented. Mr. Samuel Mitchell seconded the motion. President Winstead asked for any questions or comments. None were offered. The vote was as follows: For: Armstrong, Brackin, Berry, Cook, Crosby, Evans, Hall, Gorden, Latham, Mitchell, Pittman, Ratcliff, Skains and Winstead. Abstained: None. Against: None. MOTION CARRIED UNANIMOUSLY. Chairman Cook presented the Claims Docket for August 2017 and stated that he had reviewed and had found it in order. ‘The board discussed the docket. Mr. Tedrick Ratcliff made a motion to approve the Claims Docket for August 2017 as presented. Mr. Billy Cook seconded the motion. President Winstead asked for any questions or comments. None were offered. The vote was as follows: For: Armstrong, Brackin, Berry, Cook, Crosby, Evans, Hall, Gorden, Latham, Mitchell, Pittman, Ratcliff; Skains and Winstead. Abstained: None. Against: None. MOTION CARRIED UNANIMOUSLY. President Winstead appointed the nominating committee for the 2018 officers of the Board of Directors as Mr. Bruce Brackin, Chairman, Mr. W. C, Gorden and Mr. John Pittman, President Winstead then stated that he wished to withdraw his name from consideration as President for the 2018 officers, but he looked forward to staying active on any committee the new president saw fit. Committee Minutes and Miscellaneous Correspondence:Regular Board Minutes {17 August 2017 Page 6 ‘The Board reviewed July’s committee minutes. Mr, John Sigman then gave his report as Executive Director. Mr. Sigman noted the police report and lease collections report included in the board package. Mr. Sigman gave the current lake level at 297.47, ‘Mr. Sigman noted the cookout for staff that the Barnett Reservoir Foundation was planning for September 8" at the Pelahatchie Shore Park Pavilion. Mr. Sigman invited all board members to attend, Mrs. Hall extended her thanks to the staff for helping to resolve Mill Creek HOA issue in the past week. She stated that she had received very good reports on staff's work. President Winstead asked for a motion to enter Closed Session. ‘Mr. Ben Evans made a motion to enter Closed Session. Mrs. Jennifer Hall seconded the motion. ‘The vote was as follows: For: Armstrong, Brackin, Berry, Cook, Crosby, Evans, Hall, Gorden, Latham, Mitchell, Pittman, Ratcliff, Skains and Winstead. Abstained: None. Against: None. MOTION CARRIED UNANIMOUSLY. President Winstead then asked for a motion to enter Executive Session to discuss personnel issues. Mrs. Jennifer Hall made a motion to enter Executive Session to discuss personnel issues. Mr. Ben Evans seconded the motion. ‘The vote was as follows: For: Armstrong, Brackin, Berry, Cook, Crosby, Evans, Hall, Gorden, Latham, Mitchell, Pittman, Ratcliff, Skains and Winstead. Abstained: None. Against: None, MOTION CARRIED UNANIMOUSLY. Mr. Tedrick Ratcliff and Mr. Shannon Armstrong left the meeting at 11:00 during Executive Session, Mr. Billy Cook made a motion to exit Closed Session. Mr. Phillip Crosby seconded the motion. ‘The vote was as follows: For: Armstrong, Brackin, Berry, Cook, Crosby, Evans, Hall, Gorden, Latham, Mitchell, Pittman, Ratcliff, Skains and Winstead. Abstained: None. Against: None. MOTION CARRIED UNANIMOUSLY. President Winstead requested that Mr. Ben Evans, Philip Huskey and John Sigman work to develop a media policy for presentation and approval at the next board meeting. Mr. Samuel Mitchell made motion to adjourn. Mr. Billy Cook seconded the motion. The vote was as follows: For: Armstrong, Brackin, Berry, Cook, Crosby, Evans, Hall, Gorden, Latham, Mitchell, Pittman, Ratcliff, Skains and Winstead. Abstained: None. Against: None. MOTION CARRIED UNANIMOUSLY. There being no further business to come before the Board, the meeting was adjourned at 11:05 am. . ) J Jack H. Winstead, President 33