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Meeting Minutes 9-11-2017

MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday September 11, 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 Ken Dulle of Du-Con.  Also in attendance was Mr. Glenn Dalton of Holishor Association.

OPEN FORUM

Mr. Glenn Dalton, Lake Manager for Holishor Association was in attendance. Holishor has applied for an $18,000.00 sustainability grant for repairs to the four creek beds coming into the lake.  In order to get the grant, a fee of $3,000.00 must be paid, then the county would pay $15,000.00.  Mr. Dalton is requesting that Holiday Shores Sanitary District pay the fee, and Holishor would do all of the repairs and provide all of the labor.  Mr. Dulle explained the advantages to HSSD for this work to be done.  The run-off from the fields has fertilizer which has nitrates that can cause the algae in the lake water.  This is very difficult to remove for the drinking water, and one option could cost up to $100,000.00 to implement.

APPROVAL OF MINUTES

The minutes of August 14, 2017 regular meeting were submitted for approval. Mr. Van Sandt made a motion to approve the minutes for the August 14, 2017 regular meeting.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

FINANCIAL

The Summary of Accounts was reviewed for the month of August, 2017. After a recent renewal of a CD, Mr. Sedlacek suggested checking into a CD that would be offered by Discover that would probably be at a higher interest rate than any of the banks in the area.  The next time one of the two CD’s will mature is May of 2018.

DISBURSEMENTS

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

Du-Con submitted Invoice No. 9-04, dated September 9, 2017, for the month of August, 2017 for managing and operating water and wastewater treatment. Mr. Van Sandt made a motion to approve Du-Con invoice No. 9-04, dated September 9, 2017.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

APPROVAL OF APPLICATIONS

The water and sewer applications for August, 2017 were reviewed, and included 6 Holiday Shores customer transfers, one Paddock Creek transfer. Mr. Sedlacek made a motion to approve the August, 2017 applications.  Mr. Van Sandt seconded the motion and all the Trustees voted “Aye”.

OTHER

The customers at 7261 Prairietown Road were sewer-only until 2013. When water service was added, the computer fields were not changed correctly, so they continued to get charged a flat rate for sewer, but should have been based on actual water used.  Based on the amount of water they use, the sewer charge should have been lower.  Therefore Ms. Lankster informed the Trustees that she will be figuring credits for the account.  The Trustees agreed that the credits should be given.

Ms. Lankster discussed a deposit refund that has been requested, to make the Trustees aware of the situation. A house on Drew Drive broke ground in July 2015, but the deposit and connection fees were not paid until December 2015, just before the water and sewer were connected in January 2016.  Therefore the request was denied until January of 2018, if the payments are made on time through December, 2017.  Ms. Lankster will send a response letter.

UNFINISHED BUSINESS

NEW BUSINESS

There was a new statement of valuation signed by the Trustees in May for Dimond Bros. Insurance. We received the adjusted bill and it was increased by over 30%, so Ms. Lankster and Mr. Dulle called John at Dimond Bros. to question the amount.  The total valuation went up about 2 or 3%.  So John said it is incorrect, and that they doubled up on some of the amounts, so he will get with Cincinnati Insurance to get the amounts corrected.  At the meeting time we did not have any corrections.

There was also a short discussion regarding the “Hold Harmless” document that Cincinnati Insurance wants HSSD to have available, and have outside contractors sign on an annual basis. This would be in addition to certificates of insurance, and would just make sure that the sub-contractor is covering their own insurance and would not hold HSSD liable for any accidents.

Du-Con has ended the contract with Holiday Shores Sanitary District, however Mr. Ken Dulle will continue as the operations manager in some capacity. HSSD will hire Mr. Dulle directly, instead of through Du-Con.  This will be discussed in further detail at the October meeting.

OPERATIONS

The fence was replaced at the Bahamas Water Tower. It was getting old and there were several places that could allow access to the Tower, so it had to be replaced.

Last Sunday morning, there was a call-out for a Sewer Main Clog in Midway. B & R Excavation had to be called, because he has the proper equipment to get to the main line.  So there will be a bill for his work.

The Moro Road lift station needs a new panel and they are suggesting 3-phase power, which will include two new transformers. Mr. Van Sandt will join Mr. Dulle to look at the lift station this month.

ADJOURNMENT

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

Respectfully submitted, Carla Lankster, District Clerk