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Meeting Minutes 1-8-2018

MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday January 8, 2018

 

The Board of Trustees of the Holiday Shores Sanitary District met on the above date in regular session pursuant to laws and rules of said Board of Trustees and in accordance with the terms of the notice of regular meeting.

Dennis Van Sandt, President called the meeting to order. Trustees, Jeff Sedlacek and Richard Hayes were present.  Also present were Carla Lankster, District Clerk and Ken Dulle of Restoration Resources.  Mr. Nathan Bowser of 2077 Jolly Roger was also in attendance.  Glenn Dalton of Holishor Association arrived while the meeting was in progress.

OPEN FORUM

Mr. Nathan Bowser of 2077 Jolly Roger was in attendance to discuss the sewer back-up that occurred on Christmas Day, 2017. They noticed water in the basement, and thought it was just in a portion of the basement.  However, it backed up in a couple of other drains, into the office and the bathroom, as well as a storage and movie room.  They had Servpro clean up twice and reported it to their insurance company.  He is asking for the $500.00 deductible to be paid by the District, since the alarm did not go off.  There is an issue of grease and possibly powdered detergents being found in the pump, but Mr. Bowser said they do not use either one, and they are the only ones who ever lived in the house.  Mr. Bowser gave us a copy of the insurance deductible.  Mr. Hayes made a motion to pay the $500.00 deductible.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

APPROVAL OF MINUTES

The minutes of December 11, 2017 regular meeting were submitted for approval. Mr. Hayes made a motion to approve the minutes for the December 11, 2017 regular meeting.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

FINANCIAL

The Summary of Accounts was reviewed for the month of December, 2017. A new house is being built at 1210 Nassau, so connection fees were paid in December.  Mr. Sedlacek made a motion to approve the Summary of Accounts.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.

DISBURSEMENTS

After reviewing the Accounts Payable disbursements for the month of December, 2017, Mr. Hayes made a motion to approve the December 2017 disbursements. Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

Restoration Resources submitted Invoice No. 629, dated January 4, 2018, for the month of December, 2017 for managing and operating water and wastewater treatment. Mr. Sedlacek made a motion to approve Restoration Resources invoice No. 629, dated January 4, 2018.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.

APPROVAL OF APPLICATIONS

The water and sewer applications for December, 2017 were reviewed, and included 5 customer transfers in Holiday Shores and 1 customer transfer in Moro. The list also included payment for 1 new home construction fees for Water and Sewer Connections.  Mr. Sedlacek made a motion to approve the December, 2017 applications.  Mr. Hayes seconded the motion and all the Trustees voted “Aye”.

OTHER

Mr. Hayes asked about the letter to Holishor Association regarding the lake lowering in 2020. Mr. Dulle said we are still working on it, but it should be ready by the next meeting.

UNFINISHED BUSINESS

There was a question on the listing of the Holiday Schedule for 2018 at the December meeting. Ms. Lankster made some changes and showed it to the Trustees, and they approve of the changes.  It was approved at the December meeting.

NEW BUSINESS

Glenn Dalton of Holishor Association arrived during the meeting to discuss repairs that need to be made to the creeks that feed into the lake, and improving the water quality in the lake. He wants to harden the banks or Joulter’s Creek, because he is still seeing erosion there.  He is asking for the support of Holiday Shores Sanitary District, for the 2018 Sustainability Grant to be requested from Madison County.  This is not a request for funds, but in support of requesting the Grant and improving the problem of erosion into the lake.  Mr. Hayes made a motion to support Holishor Association for the 2018 Sustainability Grant and to sign Resolution 20180108.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.  Resolution 20180108 was signed by all Trustees and an original was given to Glenn Dalton for their files.

OPERATIONS

Mr. Dulle informed the Trustees of the high volume of Grinder Pump Call-outs during the extreme cold. Joe was on-call and had 20 call-outs for grinder pump issues over last weekend.  Most of the grinder pumps were frozen and had to be thawed out, and foam insulators were added to help protect them from the cold.

Mr. Dulle discussed the IEPA Compliance Commitment Agreement regarding the previous violation notice. The Carbon filters at the Water Plant have been tested and they do need to be replaced.  Evoqua gave The District a quote for an acid washed carbon that is good for getting rid of organic contaminates in the water.  In addition to new carbons filters, the Compliance Commitment Agreement lists several other procedures that will be put into place to correct and stay in compliance with the IEPA standards.   We will continue to backwash the carbon filters every 100 hours, cut the dosage of chlorine before the water goes into the clear well, then have a chlorine feed after it goes through the clear well.  With these changes, there will need to be changes to the SCADA computer system to be able to turn these features on and off.  The cost of replacing the Carbon will be $48,600.00, which includes the disposal of the old carbons that are considered hazardous materials. The carbons are only supposed to last five years and they are six years old now, so they need to be replaced.  Mr. Van Sandt commented that we need to put the cost of the carbons into our future budgets.

Mr. Hayes and Mr. Van Sandt signed the IEPA Compliance Commitment Agreement.

ADJOURNMENT

Mr. Hayes made a motion to adjourn the regular meeting. Mr. Sedlacek seconded the motion, and all Trustees voted “Aye”.

Respectfully submitted, Carla Lankster, District Clerk