Meeting Minutes 11-13-2017
MINUTES OF REGULAR MEETING
OF BOARD OF TRUSTEES
HOLIDAY SHORES SANITARY DISTRICT
Monday November 13, 2017
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.
Richard Hayes, President called the meeting to order. Trustees, Jeff Sedlacek and Dennis Van Sandt were present. Also present were Carla Lankster, District Clerk and Ken Dulle of Restoration Resources. Glenn Dalton of Holishor Association and Julie Billeter, Chris Sobrino and Steve Pembrook of Scheffel Boyle were also in attendance
OPEN FORUM
Glenn Dalton of Holishor Association was requesting help paying for the Sustainability Grant to help fund the project for four areas that feed into the lake and need rip rap for filtering the drainage. The basin is complete except one portion that will need to be done during the drawdown in 2020, because it is too steep. Gate G will be the next portion of the project, and the last concern is the major feed by the ball field. This grant is for Phase 2 of the project, and work must be complete before another grant can be requested. Mr. Dalton is asking that Holiday Shores Sanitary District pay the fee of $3,000.00 for the Grant, which is 20% of the total Grant amount. Holishor Association will pay for the rip rap and provide all of the labor. The projects would remove the Nitrates that come from the fertilizers in the farm fields and cause more Algae growth. This would help the District with the reduction in organic matter that causes higher levels of trihalomethanes in the drinking water. This could help prevent HSSD from the need to add more chemicals to the water to treat the trihalomethanes. Mr. Hayes stated that he wants to ask the District lawyer, Bob Perica if it is legal to give funds to Holishor for this type of project. Therefore the matter is tabled until the December 2017 meeting.
Mr. Dalton also had a proposal to settle the conflict that has arisen over six customers on St. James Drive, south of the District office that have been receiving water since 1991. Those six customers are not part of Holiday Shores and do not want to become members. Holishor Association claims that Holiday Shores Sanitary District hooked up the houses without permission, due to the original contract that states the District cannot provide water to any customer outside of Holiday Shores without previous permission from Holishor. Mr. Dalton asked if the District Trustees can make any offer as a settlement, such as free water to Holishor, which may not be something the District can do. This was also tabled until Bob Perica is contacted.
Ms. Julie Billeter of Scheffel Boyle went over the final Audit, and pointed out some highlights. The first two pages give the Auditor’s report, stating this is a clean, and unqualified audit opinion. Activity in the Water Fund and Sewer Fund are consistent with prior years. Page 12 of the audit shows a net increase of $36,783.00, after depreciation. Page 21 of the audit explains the details of what makes up the depreciation. Pages 23 through 28 show the comparison of the Fiscal Year 2016-2017 Budget to Actual activity. Ms. Billeter also commented that the District office always provides all paperwork and information required to compile the audit in a timely manner.
APPROVAL OF MINUTES
The minutes of October 5, 2017 regular meeting were submitted for approval. Mr. Van Sandt made a motion to approve the minutes for the October 5, 2017 regular meeting. Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.
The Minutes of the special meeting that was held October 19, 2017 were submitted for approval. Mr. Sedlacek made a motion to approve the Special Meeting Minutes for October 19, 2017. Mr. Van Sandt Seconded the motion and all Trustees voted “Aye”.
FINANCIAL
The Summary of Accounts was reviewed for the month of October, 2017. No motion necessary.
DISBURSEMENTS
After reviewing the Accounts Payable disbursements for the month of October, 2017, Mr. Van Sandt made a motion to approve the October 2017 disbursements. Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.
Restoration Resources submitted Invoice No. 626, dated November 8, 2017, for the month of October, 2017 for managing and operating water and wastewater treatment. Mr. Sedlacek made a motion to approve Restoration Resources invoice No. 626, dated November 8, 2017. Mr. Van Sandt seconded the motion and all Trustees voted “Aye”.
An Invoice from Restoration Resources was submitted for Professional Liability Insurance for the annual premium. Mr. Van Sandt made a motion to approve the invoice for Professional Liability Insurance from Restoration Resources. Mr. Sedlacek Seconded the motion and all Trustees voted “Aye”.
APPROVAL OF APPLICATIONS
The water and sewer applications for October, 2017 were reviewed, and included 4 customer transfers in Holiday Shores and 1 customer transfer in Moro. The list also included payments for 3 new home construction fees for Water and Sewer Connections. Mr. Sedlacek made a motion to approve the October, 2017 applications. Mr. Van Sandt seconded the motion and all the Trustees voted “Aye”.
OTHER
UNFINISHED BUSINESS
NEW BUSINESS
The Moro Road Lift Station is in need of some major repairs to the Power Panel. If Southwestern Electric would replace the Transformer with 3-phase power it would cost a minimum of $5,000.00, and it would double the current electric bill for that lift station. There is hydrogen sulfite that is leaking, which is able to melt copper, and can be very dangerous. The price to replace the entire panel would be approximately $19,000.00, and Mr. Van Sandt stated that it needs to be done soon.
OPERATIONS
Mr. Dulle stated that the District has received a violation notice from the IEPA, and a notice will have to be published in the December 2017 Holiday Times, which is mailed to all Holiday Shores residents. The maximum contaminant level for total trihalomethanes has been exceeded by 1.1 parts per billion, and all residents must be notified. One possible cause could be the carbon filter at the water plant, which is six years old, so it will be inspected and tested. The filter could cost $50,000.00 to replace.
There was a sewer back-up at 890 Malibu Way, which HSSD may have to pay for some of the damages.
ADJOURNMENT
Mr. Sedlacek made a motion to adjourn the regular meeting. Mr. Van Sandt seconded the motion, and all Trustees voted “Aye”.
Respectfully submitted, Carla Lankster, District Clerk