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Meeting Minutes 11-14-2016

MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday, November 14, 2016

 

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.

Jeff Sedlacek, President called the meeting to order. Trustees, Richard Hayes and Dennis Van Sandt were present.  Also present was Carla Lankster, District Clerk and Kevin Dulle of Du-Con.

OPEN FORUM

Julie Billeter and Steve Pembrook of Scheffel Boyle were in attendance to present the final Audited Financial Statements for the Fiscal Year ended 6/30/2016. Ms. Billeter said that all records were provided to the auditors that were necessary to make a fair and complete preparation of financial statements for the District.  All funds are comparable to last year.  Revenues are up due to the rate increase, which brought the District to a bottom line of where it should be.

There was an issue with the water meter and ERT at 1086 Barbados. The owner was not in attendance, however Ms. Lankster explained that the ERT stopped reading the meter, however the meter was working fine.  So over the 10 months, 103,000 gallons had been used.  He admitted to noticing the bill had gone down, but did not bring it to our attention.  It was discovered in October when we noticed his readings had been zero use, but they were still in the house.  Since it took us a while to find it, the Trustees agreed to allow a credit of $250.00.  Mr. Hayes made a motion to giving a $250.00 credit. Mr. Van Sandt seconded the motion and all trustees voted “Aye.”

APPROVAL OF MINUTES

The minutes of October 10, 2016 regular meeting were submitted for approval. Mr. Hayes made a motion to approve the minutes for the October 10, 2016 regular meeting.  Mr. Van Sandt seconded the motion and all Trustees voted “Aye”.

FINANCIAL

The Summary of Accounts was reviewed for the month of October 10, 2016. No motion necessary.

DISBURSEMENTS

After reviewing the disbursements for the month of October, 2016, Mr. Hayes made a motion to approve the October 2016 disbursements. Mr. Van Sandt seconded the motion and all Trustees voted “Aye”.

Du-Con submitted Invoice No. 11-12, dated November 9, 2016, for the month of October, 2016 for managing and operating water and wastewater treatment. Mr. Van Sandt made a motion to approve Du-Con invoice No. 11-12, dated November 9, 2016.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.

APPROVAL OF APPLICATIONS

The water and sewer applications for October, 2016 were reviewed, and included 12 customer transfers and one new water and sewer connection. Mr. Hayes made a motion to approve the October, 2016 applications.  Mr. Van Sandt seconded the motion and all the Trustees voted “Aye”.

OTHER

There was a short discussion of the Accounts Receivable Aging report and the accounts that are more than 90 days past due. The number of accounts over 90 days has decreased since last year.  In October of 2015 the amount was almost $4,000.00 and in April of 2016 it was over $5,000.00.  As of October 31, 2016, the 90 days past due is down to $2,274.60.

UNFINISHED BUSINESS

No Unfinished Business.

NEW BUSINESS

Ms. Lankster received an email from Tyler Lowe of Green Apple Webs after some issues with the HSSD website that he designed and hosts. He said the core code needs to be updated and will talk to the Trustees if that is something we want to consider.  Mr. Van Sandt is more familiar with computers and websites and he would consider talking with him.

A motion was made to keep all previously Closed Executive Sessions marked as Closed. Mr. Hayes made a motion to keep all Closed Executive Sessions marked as Closed, including but not limited to the list presented.  Mr. Van Sandt seconded the motion, and all Trustees voted “Aye.”

OPERATIONS

Mr. Dulle was not able to attend the meeting, therefore there was no discussion regarding operations. The Monthly water report was presented to the Trustees.

ADJOURNMENT OF THE REGULAR MEETING

Mr. Hayes 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