Meeting Minutes 7-9-2018

MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday July 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

APPROVAL OF MINUTES

The minutes of June 11, 2018 regular meeting were submitted for approval. Mr. Sedlacek made a motion to approve the minutes for the June 11, 2018 regular meeting.  Mr. Hayes seconded the motion, and all Trustees voted “Aye”.

FINANCIAL

The Summary of Accounts was reviewed for the month of June, 2018. There have been a couple of new construction connection fees paid recently, slightly increasing reserves.  No motion necessary.

DISBURSEMENTS

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

The Aptean – USTI invoice for the new billing procedure was presented for signature. The amount billed for postage and postcard bill printing for June 2018 was $546.92.  No motion is necessary, but must be signed by a Trustee, since it is over $500.00, and Mr. Van Sandt signed the invoice.

Restoration Resources submitted Invoice #635, dated July 5, 2018, for managing and operating water and wastewater treatment in June 2018. Mr. Sedlacek made a motion to approve Restoration Resources Invoice #635, dated July 5, 2018. Mr. Hayes seconded the motion and all Trustees voted “Aye.”

APPROVAL OF APPLICATIONS

The water and sewer applications for June, 2018 were reviewed, and included 8 customer transfers in Holiday Shores and 1 New Construction in Holiday Shores. Mr. Hayes made a motion to approve the June, 2018 applications.  Mr. Sedlacek seconded the motion and all the Trustees voted “Aye”.

OTHER

The Scheffel Boyle Letter of Engagement for Fiscal Year Ending June 30, 2018 Audit Services was presented for approval. Mr. Sedlacek made a motion to approve the FY 2018 Scheffel Boyle letter of Engagement.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.  The Letter of Engagement was signed by Mr. Van Sandt, President.

UNFINISHED BUSINESS

There was a discussion regarding the policies and procedures for Sewer Backups. HSSD is considering suggesting sewer backup insurance for all customers. In some cases HSSD would pay the deductible on a sewer backup if it was partially District equipment that caused the backup.  It would have to be included in a new ordinance and approved by our attorney, Bob Perica.  The Trustees discussed mailing a letter to all customers, along with the Grinder Pump User Instructions.  This will be discussed further at future meetings.  There was a backup at 938 Catalina, in which the inside breaker had tripped.  When the breaker was reset, the water pumped down and the Grinder Pump worked properly.  The owner was going to submit it to his insurance, however he did ask if HSSD was going to help pay for it.  He was told that he would have to talk to Ken Dulle.  As of the time of the meeting, he had not contacted the HSSD office.

NEW BUSINESS

The Fiscal Year 2019 Budget Ordinance No. 2018-2019 was presented for approval of the budget from July 1, 2018 through June 30, 2019. The Ordinance is a summary of the detailed Budget that was approved by the Trustees at the June 2018 meeting.  Mr. Hayes made a motion to approve Budget Ordinance No. 2018-2019.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

The Tax Levy and Assessment Ordinance No. 2018-2019T was presented for approval. It includes a 4.99% increase over the Fiscal Year 2017-2018 Tax Levy, from $167,098 to $175,436.  Mr. Hayes made a motion to approve Tax Levy Ordinance No. 2018-2019T.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

Steve Tillery, an attorney for Korein Tillery Law firm contacted Mr. Ken Dulle regarding HSSD participating in a documentary on Atrazine and Organic Farming. The documentary is “Organic Rising”, and is being produced and directed by Mr. Anthony Suau.  Mr. Suau is interested in talking with Ken and including HSSD in the documentary.  Mr. Hayes asked if the attorney for HSSD, Bob Perica should be contacted, and Mr. Dulle said that Steve Tillery had already discussed it with him.  Mr. Dulle presented this to the Trustees and they agree that it would be good to participate in the project.

OPERATIONS

Mr. Dulle updated the Trustees on the Chlorine Feed System at the Water Plant. The project is about half way complete, and only needs some plumbing and the computer programming to finish up.

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