Meeting Minutes 4-9-2018

MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday April 9, 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.

OPEN FORUM

There is an issue with a sewer only customer at 6308 Moro Road. The original owner was Janice Hayes, who passed away in 2009.  Her son Michael Hayes moved into the house, and has refused to fill out an application and pay a deposit, which has been given to him at least four times now.  All of the Trustees feel that the District has the easement for the property and we have a right to pull the grinder pump if he refuses to comply with our ordinances.  He originally did not want to pay the balance that was due for the grinder pump, as was agreed in the contract signed by Mrs. Janice Hayes.  There was a $35.00 charge on the monthly bill, through May 31, 2014, which Michael Hayes did pay but questioned again when he came in the office on March 29, 2018.

APPROVAL OF MINUTES

The minutes of March 12, 2018 regular meeting were submitted for approval. Mr. Hayes made a motion to approve the minutes for the March 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 March, 2018. There was a transfer of funds from the Water Trust Reserves to Water Supply to pay for the new Carbon Filters at the Water Plant, in the amount of $45,000.00.  No motion is necessary.

DISBURSEMENTS

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

Restoration Resources submitted Invoice #632, dated April 4, 2018, for managing and operating water and wastewater treatment in March 2018. Mr. Hayes made a motion to approve Restoration Resources Invoice #632, dated April 4, 2018. Mr. Sedlacek seconded the motion and all Trustees voted “Aye.”

APPROVAL OF APPLICATIONS

The water and sewer applications for March, 2018 were reviewed, and included 13 customer transfers in Holiday Shores and 1 customer transfer in Midway. Mr. Sedlacek made a motion to approve the March, 2018 applications.  Mr. Hayes seconded the motion and all the Trustees voted “Aye”.

OTHER

Ms. Lankster presented the Statement of Revenues and Expenses through the end of March, 2018 for the Fiscal Year 2018 so far. There will be fiscal year 2018 budget adjustments at the June 2018 meeting, based on what this report shows through the end of May 2018. The report will also be one factor in determining the Budget for 2019.  Since we had the large expense for Carbon Filters this year, that will be one thing added to future budgets, because they need to be replaced about every 5-6 years.  Also the amount budgeted for Utility Service for maintenance on the Water Towers will be increasing in fiscal year 2019.

UNFINISHED BUSINESS

The Invoice from Evoqua Water Technologies was approved at the March meeting. The invoice was for the Carbon Filters at the Water Plant, in the amount of $48,656.18.  The invoice was paid on March 21, 2018 and a transfer was made, in the amount of $45,000.00, from Water Trust Reserves to Water Supply to pay the invoice.  Mr. Sedlacek made a motion to approve the transfer of $45,000.00 from Water Trust reserves to Water Supply for the payment of the Evoqua Technologies invoice for Carbon Filters.  Mr. Hayes Seconded the motion and all Trustees voted “Aye”.  Mr. Van Sandt, President signed the approval of the transfer.

There was additional discussion of a letter to be sent to Holishor Association regarding the 2020 Lake Lowering. Mr. Hayes said that the letter should state the total amount that it could cost in the worst circumstance, to pump water out of the lake if it gets too low.  It would make a higher impact if that high number is stated.

The District will be outsourcing the printing of the monthly water and sewer bills to our software company Aptean/USTI. They required a contract to be signed, before we could proceed with the set-up and printing for the April 30, 2018 bills.  The approximate monthly cost to print and mail the bills will be $610.00.  Mr. Van Sandt made a motion to approve the contract with Aptean/USTI to begin printing the HSSD water and sewer bills.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

There was a discussion regarding the policies and procedures for Sewer Back-ups. Mr. Hayes made a comment regarding Sewer Backup Insurance.  We should let residents know that if they do not have sewer backup insurance, they should consider getting it.  Mr. Hayes also said we could put a notice in the Holiday Times two months in a row suggesting this to the Holiday Shores residents.  We also need to talk to e-one and other communities that use the grinder pump system to see what kind of policies they have in place.  We could talk to Bethalto or Greenville to see what type of policy they have in place and adopt a similar policy.  Mr. Van Sandt and Mr. Hayes also requested that we keep this issue on future meeting agendas until we come up with a solution and a policy.

NEW BUSINESS

OPERATIONS

As Mr. Dulle discussed at previous meetings, the SCADA System and the Chlorine feed must be modified to meet the IEPA standards for disinfection by-products, as the District agreed to in the IEPA Compliance Commitment Agreement for Violation Notice W-2017-00058.  A lower amount of Chlorine must be added prior to the clear well, where the disinfection by-products can form.  Therefore a second Chlorine monitoring system and pump injection must be added after the clear well.  The cost of a Gas Chlorine Injection System and a SCADA system configuration at the water plant will be approximately $35,000.00.  Mr. Van Sandt made a motion to approve going forward with the additional Gas Chlorine Injection System and to configure the SCADA computer system, at a cost of $35,000.00.  Mr. Hayes seconded the motion, and all Trustees voted “Aye”.

ADJOURNMENT

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

Respectfully submitted, Carla Lankster, District Clerk