Meeting Minutes 3-12-2018

MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday March 12, 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, Richard Hayes and Jeff Sedlacek were present.  Also present were Carla Lankster, District Clerk and Ken Dulle of Restoration Resources.  Mr. Jim Seubert of Pride Cleaning and Restoration was also in attendance.

OPEN FORUM

Mr. Jim Seubert of Pride Cleaning and Restoration was present to discuss the cleanup and repair of 1999 Treasure Drive, after a sewer backup.  On August 31, 2017, multiple things failed to work on the Grinder Pump and a backup resulted in the garage and basement.  Mr. Seubert was brought in by the homeowners to do the cleanup.  He explained that when he first arrived the damage appeared to be in a limited area in the garage, where the laundry room, hot water heater and furnace are located.  There was also a slight backup into the finished basement area.  They were unable to match the flooring in the finished area, so they had to replace the entire floor.  Then he discovered water under the floor and soaking into the walls in the bathroom, which also soaked into the vanity.  The final bill was $5,903.69 for the cleanup and $7,611.72 for the repairs and replacement.

The trustees were satisfied with the pictures and explanation of the work done and agreed to take responsibility for the bill. The District submit to insurance first, to see what can be covered.

APPROVAL OF MINUTES

The minutes of February 12, 2018 regular meeting were submitted for approval. Mr. Hayes made a motion to approve the minutes for the February 12, 2018 regular meeting.  Mr. Sedlacek seconded the motion, and all Trustees voted “Aye”.

FINANCIAL

The Summary of Accounts was reviewed for the month of February, 2018. The water plant loan was paid in February for the March 2, 2018 due date.  No motion is necessary.

DISBURSEMENTS

After reviewing the Accounts Payable disbursements for the month of February, 2018, Mr. Hayes made a motion to approve the February 2018 disbursements. Mr. Sedlacek seconded the motion and all Trustees present voted “Aye”.

Restoration Resources submitted Invoice #631, dated March 8, 2018, for managing and operating water and wastewater treatment in February 2018. Mr. Van Sandt made a motion to approve Restoration Resources Invoice #631, dated March 8, 2018. Mr. Hayes seconded the motion and all Trustees voted “Aye.”

APPROVAL OF APPLICATIONS

The water and sewer applications for February, 2018 were reviewed, and included 6 customer transfers in Holiday Shores and 1 customer transfer in Midway. Mr. Sedlacek made a motion to approve the February, 2018 applications.  Mr. Hayes seconded the motion and all the Trustees voted “Aye”.

OTHER

Ms. Lankster discussed the changes that are imminent for the HSSD monthly water and sewer billing process. We will no longer be able to print the required CASS certification barcodes on the bills here in the office.  Therefore, after the March 29, 2018 bill mailing, we will have to outsource the mailing of the bills to Aptean, our software company.  The cost will probably be slightly higher than the material and postage costs we now incur.  Aptean just informed HSSD of this on March 8, 2018, so this will be a fast transition.

UNFINISHED BUSINESS

The Invoice from Evoqua Water Technologies was presented for a signature of approval. The invoice was for the Carbon Filters at the Water Plant, in the amount of $48,656.18.  The cost was approved at the February meeting.  Mr. Denny Van Sandt, president signed the invoice.

There was a discussion regarding the letter to be written to Holishor Association about the 2020 lake draw down. A letter will be drafted for the April meeting.

The office building is in need of fresh paint and new carpet. The Trustees approved getting bids for both.  Since a lot of people come in and out at the front desk, it might be better to have a different type of flooring.  Mr. Sedlacek said there is a thick plank vinyl that may be less expensive and hold up better than carpeting.

NEW BUSINESS

The property and workers’ compensation insurance is up for the annual renewal on March 17, 2018. The District currently has Dimond Brothers as the insurance broker, and the carrier is Cincinnati Insurance.  Prior to Dimond Bros., Country Financial was carrier for the property and workers’ compensation insurance.  Country Financial presented a bid in the amount of $31,605.00 per year for the 2018/2019 insurance policy.  Dimond Bros. gave a renewal amount of $29,444.00.  Therefore Mr. Van Sandt made a motion to accept the renewal from Dimond Bros., in the amount of $29,444.00.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

A summons was received on 3/9/2018 regarding the property at 1219 Key Largo. It is now in foreclosure and we would have to try to make a claim against it if we want the amount past due.  HSSD attorney, Bob Perica said there is nothing we can do.  The Trustees agree that it will be best to write off the balance and stop billing the account.  Mr. Van Sandt made a motion to write off the past due balance on 1219 Key Largo.  Mr. Hayes seconded the motion and all Trustees voted “Aye.”

OPERATIONS

As Mr. Dulle discussed earlier in the meeting, the SCADA System and the Chlorine feed must be modified to meet the IEPA standards for disinfection by-products.  The cost for this portion of the project will be about $25,000.00.  Therefore, the entire project cost will be approximately $75,000.00, and should be complete by the end of April 2018.

ADJOURNMENT

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

Respectfully submitted, Carla Lankster, District Clerk