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Meeting Minutes 5-14-2018

MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday May 14, 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

Mr. Hayes mentioned the concrete at the front door. See new business.

Ms. Lankster received a call from the resident at 218 Woodland regarding the water meter at his house. He has been mowing over it since he moved in and recently hit it, and believes that one of our techs must have left the meter unbolted or it would not have happened.  Ms. Lankster told him that there was no reason for one of our techs to open the meter.  He originally said it just happened, then when he was told that the meters were read on April 26, he suddenly changed his story and said it could have happened that week.  He wants to know what we are going to do about his mower being damaged, and he was told that he should not be mowing over it anyway, and none of our guys had any reason to open the meter.  The Trustees agree that it is not our fault and he should not be mowing over it anyway.  If anything, he should have to pay for the repair to our meter.

APPROVAL OF MINUTES

The minutes of April 9, 2018 regular meeting were submitted for approval. Mr. Hayes made a motion to approve the minutes for the April 9, 2018 regular meeting.  Mr. Sedlacek seconded the motion, and all Trustees voted “Aye”.

FINANCIAL

The Summary of Accounts was reviewed for the month of April, 2018. No Motion Necessary.

The CD for the Water Deposits is maturing on 5/26/2018. The rates are 1.70% for two years or 1.45% for 11 months.  Mr. Hayes made a motion to renew the CD for the 11 month term at 1.45%.  Mr. Van Sandt seconded the motion and all Trustees voted “Aye”.

DISBURSEMENTS

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

Restoration Resources submitted Invoice #633, dated May 7, 2018, for managing and operating water and wastewater treatment in April 2018. Mr. Sedlacek made a motion to approve Restoration Resources Invoice #633, dated May 7, 2018. Mr. Hayes seconded the motion and all Trustees voted “Aye.”

APPROVAL OF APPLICATIONS

The water and sewer applications for April, 2018 were reviewed, and included 11 customer transfers in Holiday Shores and 1 New Construction in Lake James. Mr. Sedlacek made a motion to approve the April, 2018 applications.  Mr. Hayes seconded the motion and all the Trustees voted “Aye”.

OTHER

Ms. Lankster presented a Write-off of an uncollectible account at 1897 Fountainbleu Dr. The property was sold at auction without HSSD knowing about it until two months later, so we were unable to collect prior to the closing.  Attempts were made to send the past due bill to the previous customer, but were unsuccessful.  Mr. Van Sandt signed his approval on write-off.

UNFINISHED BUSINESS

There was additional discussion of a letter to be sent to Holishor Association regarding the 2020 Lake Lowering. The letter is ready to be sent to Holishor, however we will wait until after the Annual Meeting to deliver it to the office.  Mr. Hayes stated that we should keep sending a letter every 3 months, until the Holishor board responds to us.  He also said that we should change it slightly each time.

There was a discussion regarding the policies and procedures for Sewer Backups. Mr. Hayes and Mr. Van Sandt stressed the need to let customers know they should have Sewer Backup Insurance.  Mr. Ken Dulle talked to e-one, and other communities that use the grinder pump system often charge customers for the service call and repairs.  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

Ms. Lankster presented a preliminary Budget for Fiscal Year 2019. Much of the budget is similar to FY 2018, but there will be some slight changes before it is presented for approval next month.

Mr. Hayes mentioned the concrete slab at the front door that is cracked and appears to be sinking. He is concerned that the water is coming back towards the foundation of the building.  He mentioned Jimmy Lack who does concrete work and would do a small job like that.  He would not bring in a truck, he would probably mix the concrete here.  Mr. Hayes believes it would be under $2,000.00.

Holiday Shores Sanitary District, as a member of Holishor Association, has never voted at the annual meeting. After a discussion, Mr. Van Sandt made a motion that The District do the same as in the past and not submit a vote.  Mr. Sedlacek seconded the motion, and all Trustees voted “Aye.”

OPERATIONS

There is a piece of equipment that is supposed to take samples automatically, but does not anymore. So manual samples have to be taken.  It would be $1,500.00 to repair, $3,000.00 for a new board or $6,000.00 for a complete new unit.  Mr. Dulle said we will do the $1,500.00 repair.

A valve on one of the lift station pumps behind the office fell off and needs to be replaced. We are working on only one pump.  That repair will be $4,600.00.

There is a lift station at the water plant that is not working properly. A repair would cost $1,600.00 or it would be $7,100.00 to replace it.  So Mr. Dulle said we will have the repair done.

The District is still waiting on the permit to approve going forward with the new ejection system and the water plant.

ADJOURNMENT

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

Respectfully submitted, Carla Lankster, District Clerk