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Meeting Minutes 4-10-2017

MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday, April 10, 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 Kevin Dulle of Du-Con.

OPEN FORUM

APPROVAL OF MINUTES

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

DISBURSEMENTS

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

Du-Con submitted Invoice No. 4-07, dated April 6, 2017, for the month of March, 2017 for managing and operating water and wastewater treatment. Mr. Van Sandt made a motion to approve Du-Con invoice No. 4-07, dated April 6, 2017.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

APPROVAL OF APPLICATIONS

The water and sewer applications for March, 2017 were reviewed, and included 10 customer transfers. Mr. Sedlacek made a motion to approve the March, 2017 applications.  Mr. Van Sandt seconded the motion and all the Trustees voted “Aye”.

OTHER

The certificate of deposit for the Water Deposits will mature April 26, 2017. The special rates offered by First National Bank ranged from .60% APY for a 13-month or 18-month CD up to 1.50% APY for a long-term 29 month CD. After some discussion, it was decided by the Trustees and the District Clerk that the best option is the short-term CD, in anticipation of rates eventually increasing in the future.  So when it matures, it will be switched to the 13- month term for .60% APY.

Ms. Lankster discussed the upcoming software upgrade from ASYST Version 10 to Version 14. USTI/Aptean will no longer support Version 10 after July 31, 2017, therefore it has been set up for May 10, 2017 to complete the upgrade.  USTI/Aptean will have a technician remotely apply the new version to both computers in the office, for a fee of $295.00.  There will only be additional fees if they run into any unforeseen problems that would take an added level of effort to complete the installation.

UNFINISHED BUSINESS

A change will be made to the date of the October 2017 monthly meeting. Trustee, Dennis Van Sandt would not be able to attend the Meeting if it remains on Monday October 9, 2017.  Therefore it was decided to change the meeting date to Thursday, October 5, 2017 at 6:00 PM.  Mr. Van Sandt made a motion to change the Monday, October 9, 2017 meeting to Thursday, October 5, 2017 at 6:00 PM.  Mr. Sedlacek seconded the motion and all trustees voted “Aye”.

NEW BUSINESS

There was a short discussion of some items to be included in the Fiscal Year 2018 Budget. The backhoe will need new tires this year.  Joe Urban will look into the cost.  Mr. Hayes suggested checking prices on purchasing a newer Backhoe, and putting the old one up for sale on the internet.  Another item to be increased on the 2018 Budget will be the contract for Water Tower maintenance with Utility Service.  The quarterly amount will go up to $10,770.00, beginning in May 2018 to pay for painting and repair of the inside of the Water Tower located on Possum Hill at the Lagoon site.  Some office expenses to be included in the budget will be a new phone system.  The current system is not even capable of caller ID.  We will also roll over the budget amount for possible new computers for operations.  They are currently running on Microsoft XP, and will probably need to be upgraded at some point.  Also roll over or an increase the amount for repairs and improvements on the office building, such as paint and carpeting.

We received an Insurance Property Valuation form from Dimond Bros. Insurance for Cincinnati Insurance that lists all of our properties and the individual values that make up the blanket policy. These were based on figures from Country Financial from two years ago and probably need to be updated before Mr. Hayes or Mr. Sedlacek sign it.  Ms. Lankster will talk to our agent, John Everett about the values to see if we need to change anything at this time.

OPERATIONS

There was a water main break at Birch and Prairietown Road today. The Sub-contractors for Madison Communications hit the Water Main, and the HSSD Operations Technicians were able to repair it quickly, and only 3 houses were without water for a short time.

ADJOURNMENT OF THE REGULAR MEETING

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