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Meeting Minutes 12-11-2017

MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday December 11, 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 The District Attorney Bob Perica was 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 drainage and filtration. 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 $18,000.00 Grant amount.  Holishor Association will pay for the rip rap and provide all of the labor.  The projects would help 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.  The Trustees made a motion to provide half of the $3,000.00.  Mr. Hayes made a motion to pay $1,500.00 to Holiday Shores for the 2017 Sustainability Grant.  Mr. Sedlacek seconded the motion and all Trustee voted “Aye”.

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 agreement 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.  However, Attorney Bob Perica stated that he believes that Holiday Shores Sanitary District, as a government municipality, must provide water to anyone in the District boundaries.  He also stated that HSSD is probably not be bound by any agreement between Holishor Association and the District, because the District is bound by the Sanitary District Act of 1936, in the Illinois Statutes.  The original agreement was with Holiday Utilities, which was a privately owned water company.

The third subject Mr. Dalton presented was regarding the next Lake Draw Down in 2020. He suggested that the District put in a request as soon as possible to only have the lake drawn down by three feet, instead of the current five feet listed in the by-laws.  With new seawall technology and the fact the very few new seawalls or ones in need of repair that it would be to the advantage of everyone to not draw it down as much.  Mr. Dalton suggested that we include as much as possible in the letter, explaining the advantages to the lake only being drawn down by three feet, and critical disadvantages to continuing to draw down five feet.

APPROVAL OF MINUTES

The minutes of November 13, 2017 regular meeting were submitted for approval. Mr. Sedlacek made a motion to approve the minutes for the November 13, 2017 regular meeting.  Mr. Van Sandt seconded the motion and all Trustees voted “Aye”.

FINANCIAL

The Summary of Accounts was reviewed for the month of November, 2017. No motion necessary.

DISBURSEMENTS

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

Restoration Resources submitted Invoice No. 627, dated December 4, 2017, for the month of November, 2017 for managing and operating water and wastewater treatment. Mr. Van Sandt made a motion to approve Restoration Resources invoice No. 627, dated December 4, 2017.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

APPROVAL OF APPLICATIONS

The water and sewer applications for November, 2017 were reviewed, and included 5 customer transfers in Holiday Shores and 3 customer transfers 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 November, 2017 applications.  Mr. Van Sandt seconded the motion and all the Trustees voted “Aye”.

OTHER

UNFINISHED BUSINESS

NEW BUSINESS

The 2018 Schedule of Monthly Meetings was presented for approval. There is an issue with the November meeting, because the second Monday of the month falls on November 12, which is the day observed for the Veteran’s day Holiday.  After some discussion, it was decided that the November meeting will be held on the first Monday of November which is the 5th.  Mr. Sedlacek made a motion to approve the 2018 Monthly Meeting Schedule with the November meeting being held on November 5th.  Mr. Van Sandt seconded the motion and all Trustees voted “Aye”.

The 2018 Employee Holiday Schedule was presented for approval. Mr. Van Sandt was questioning the way the schedule was written up, because some early closing days were shown on separate lines as if there were more Holidays than normal.  It was decided to change the list to show that the Thanksgiving Holiday and Christmas Holiday begin at noon on the previous day.  With that change being made on the list, Mr. Van Sandt made a motion to approve the 2018 Employee Holiday Schedule.  Mr. Sedlacek Seconded the motion and all Trustees voted “Aye”.

The Election of officers for 2018, beginning 1/1/2018 was voted on by the Trustees. Mr. Hayes nominated Mr. Dennis Van Sandt to be the President for 2018 and made a motion.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.  Mr. Van Sandt nominated Mr. Sedlacek to remain the Vice President for 2018, and made a motion.  Mr. Sedlacek Seconded the motion and all Trustees voted “Aye”.  Then Mr. Van Sandt nominated Mr. Hayes to be the Treasurer/Secretary and made a motion.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

OPERATIONS

Mr. Dulle stated that due to the violation notice from the IEPA, a notice was published in the December 2017 Holiday Times, which was mailed to all Holiday Shores residents on December 1, 2017. The maximum contaminant level for total trihalomethanes has been exceeded by 1.1 parts per billion, and all residents must be notified.  The District is working with Mr. Brian Buchheit of HMG Engineering for possible solutions and the costs involved.  One item we need to start budgeting for is the carbon filters, in the future, which cost about $50,000.00 and need to be replaced approximately every five years.

The Moro Road Lift Station will need major repairs to the electric panel, and work is expected to begin near the end of January 2018. The cost will be approximately $20,000.00.

ADJOURN TO EXECUTIVE SESSION

Mr. Van Sandt made a motion to adjourn to a closed meeting pursuant to Statute 5ILCS 120/2 (C)(1). To discuss Employee Compensation. Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

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