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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

Meeting Minutes 8-14-2017

MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday August 14, 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.

OPEN FORUM

An excessive leak was discovered when drive-by readings were done for the July bills. The house at 671Z Monaco Drive used over 130,000 gallons, so Brennan and Robin Murphy were in attendance to request a credit.  Mr. Hayes discussed that if the customer takes the time to come to the meeting to request a credit, we give them that consideration.  Therefore, he made a motion to give a credit towards the July 2017 bill and the August 2017 bill, which had residual water use from the time the leak was found, until the water was shut off several days later.  The amount they will pay for the two months will be $481.22.  Mr. Hayes made a motion to give credit for the excessive water use at 671Z Monaco Drive.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

APPROVAL OF MINUTES

The minutes of July 10, 2017 regular meeting were submitted for approval. Mr. Van Sandt made a motion to approve the minutes for the July 10, 2017 regular meeting.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

FINANCIAL

The Summary of Accounts was reviewed for the month of July, 2017. Last month Mr. Van Sandt asked what our interest rates are on the checking accounts.  For the month of July the rates on the checking accounts ranged from .30% to .41%, depending on the balance in the account.  No motion necessary.

DISBURSEMENTS

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

Du-Con submitted Invoice No. 8-06, dated August 9, 2017, for the month of July, 2017 for managing and operating water and wastewater treatment. Mr. Van Sandt made a motion to approve Du-Con invoice No. 8-06, dated August 9, 2017.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

APPROVAL OF APPLICATIONS

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

OTHER

The house at 667 Monaco Drive is being demolished this month, and they have requested the water to be disconnected. Mike Parker is doing the demolition, and will contact the District before he begins, so that the water meter and ERT and the Grinder Pump can be disconnected and removed.  Ms. Lankster asked if the billing should stop immediately, or be billed one more month.  The Trustees agreed to stop the billing immediately.

Ms. Lankster informed the Trustees that the Holiday Shores Sanitary District Website has not been updated for several months, because software updates have not been done by Green Apples Webs. They were the host for the website and were responsible for keeping it up to date.  We tried multiple times to contact them by phone and email and received no response.  The hosting has now been switched back to Go Daddy and with the help of Laser Pace Technologies is now working and up to date.

UNFINISHED BUSINESS

Last month, the Trustees approved new Gutters to be installed on the office building by Clinton Seamless Guttering. When they removed the old gutters, they found rotten wood, which will not hold the new gutters.  Therefore we have two bids to replace the fascia and soffits.  Express Kitchens and More bid $3,800.00 and JNT Development bid $3.995.00.  Mr. Sedlacek made a motion to accept the low bid of $3,800.00 from Express Kitchens and More.  Mr. Van Sandt seconded the motion, and all Trustees voted “Aye”.

NEW BUSINESS

We have a bid from Garden Kingdom to do Landscaping clean-up, mulch and trimming. They will also clean the weedy trees trying to grow out of the cedar tree by the road, and trim it up.  The Cedar tree currently blocks the road, when pulling out of the driveway.  The Trustees agree that the trimming needs to be done, and the $1,400.00 bid is reasonable.

Holiday Shores Sanitary District is in receipt of a letter from Mr. Kevin Dulle of Du-Con, Inc. He is going to retire and is requesting that the contract for Du-Con be terminated 8/31/2017.  Mr. Ken Dulle will continue managing the Water and Sewer Operations for HSSD, but not as a sub-contractor of Du-Con.  This will be discussed further at the September meeting.

OPERATIONS

Mr. Ken Dulle discussed an offer for HSSD to purchase all of the Memcor Membranes at the water plant. There are a total of 96 membranes needed and the cost would be $700.00 each for a total of $65,000.00.  Mr. Dulle said this was not budgeted for and he does not feel that all of them need to be replaced at this time.  The membranes must be kept moist, therefore they cannot be stored for a long period of time.  He said we will just purchase them as needed for $850.00 each.

The SCADA computer system at the water plant needs to be replaced. It is still running off of Windows XP and will not continue to work properly if it is not upgraded soon.  The engineer is suggesting to upgrade to Windows 7.  This was included in the Fiscal Year 2018 budget.

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

Meeting Minutes 7-10-2017

MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday July 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 Ken Dulle of Du-Con.

OPEN FORUM

APPROVAL OF MINUTES

The minutes of June 12, 2017 regular meeting were submitted for approval. Mr. Van Sandt made a motion to approve the minutes for the June 12, 2017 regular meeting.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

FINANCIAL

The Summary of Accounts was reviewed for the month of June, 2017. Increases due to Connection fees at 51 Boxwood and 6664 Golden Raintree in Lake James.  No motion necessary.

DISBURSEMENTS

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

Du-Con submitted Invoice No. 7-04, dated July 3, 2017, for the month of June, 2017 for managing and operating water and wastewater treatment. This is the final invoice that will include the Wastewater portion.  Mr. Sedlacek made a motion to approve Du-Con invoice No. 7-04, dated July 3, 2017.  Mr. Van Sandt seconded the motion and all Trustees voted “Aye”.

APPROVAL OF APPLICATIONS

The water and sewer applications for June, 2017 were reviewed, and included 7 customer transfers, one Paddock Creek transfer. Mr. Sedlacek made a motion to approve the June, 2017 applications.  Mr. Van Sandt seconded the motion and all the Trustees voted “Aye”.

OTHER

The Water Tower Certificate of Deposit is maturing 7/24/2017. 1st National Bank currently has an offer for a 21 Month CD at 1.19% with a qualifying DDA or .91% without a qualifying DDA.  After a discussion, the decision was made to roll it into one of those is they are available when it matures.  If those are not available, the 18 Month CD is at .60%.

UNFINISHED BUSINESS

NEW BUSINESS

The Fiscal Year 2017-2018 Budget Ordinance No. 2017-2018 was presented for approval. The Ordinance is a Summary of the Budget that was presented and approved at the June meeting.  Mr. Van Sandt made a motion to approve the FY 2017-2018 Budget Ordinance No. 2017-2018.  Mr. Sedlacek seconded the motion, and all Trustees voted “Aye”.

The Fiscal Year 2017-2018 Tax Levy Ordinance No. 2017-2018T was presented for approval. The Ordinance requests a 4.99% increase over last year’s percentage, which remains under the maximum rate of .25% total that can be requested by the District.  Mr. Van Sandt made a motion to approve the Tax Levy Ordinance No. 2017-2018T.  Mr. Sedlacek seconded the motion, and all Trustees voted “Aye”.

The Scheffel Boyle Engagement Letter for the annual audit of the Holiday Shores Sanitary District Financial records for Fiscal Year 2017, Year Ended 6/30/2017, was submitted for approval. The maximum amount to be billed for the Fiscal Year 2017 audit will be $14,325.00, which is a 3% increase over last year.  Mr. Sedlacek made a motion to approve the Fiscal Year 2017 Audit Engagement Letter from Scheffel Boyle.  Mr. Van Sandt seconded the motion and all Trustees voted “Aye”.

An ordinance is required annually by the Illinois Department of Labor for the Prevailing Wage. The 2017 Prevailing Wage Ordinance No. 2017-01 was presented for approval.  Mr. Sedlacek made a motion to approve the Prevailing Wage Ordinance No. 2017-01.  Mr. Van Sandt seconded the motion, and all Trustees voted “Aye”.

OPERATIONS

The Monthly Water report was more in line between the gallons pumped and the gallons read on the water meters, which were billed for the month of June. The Percentage difference for the Fiscal Year ended 6/30/2017 was 8.4% difference.  Any amount under a 10% variance is good.

The customer at 1402 Britany Ct. recently sold his house. When he called to make sure everything was changed to the new customer, he said he wanted to thank the Sanitary District for all of the years of good service.  HSSD technicians were always prompt and courteous when he called.

ADJOURNMENT

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

Meeting Minutes 6-12-2017

MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday, June 12, 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.

OPEN FORUM

APPROVAL OF MINUTES

The minutes of May 8, 2017 regular meeting were submitted for approval. Mr. Sedlacek made a motion to approve the minutes for the May 8, 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 May, 2017. No motion necessary.

DISBURSEMENTS

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

Du-Con submitted Invoice No. 6-04, dated June 5, 2017, for the month of May, 2017 for managing and operating water and wastewater treatment. Mr. Sedlacek made a motion to approve Du-Con invoice No. 6-04, dated June 5, 2017.  Mr. Van Sandt seconded the motion and all Trustees voted “Aye”.

APPROVAL OF APPLICATIONS

The water and sewer applications for May, 2017 were reviewed, and included 7 customer transfers, one new customer at 51 Willow in Holiday Shores and one Lake James customer at 6664 Golden Raintree. Mr. Sedlacek made a motion to approve the May, 2017 applications.  Mr. Van Sandt seconded the motion and all the Trustees voted “Aye”.

OTHER

Holishor Association requested, in writing, a list of all Lot Numbers for all of the HSSD customers receiving Water Service. All of the HSSD Trustees chose to deny the request.

Dimond Brothers Insurance sent an updated Statement of Values to be signed. Mr. Sedlacek signed the document and Ms. Lankster will send it back to John at Dimond Brothers.

UNFINISHED BUSINESS

After a discussion of three bids received to replace the gutters on the office building, the Trustees chose to go with the lowest bid of $1,980.00 plus $720.00 to install gutter guard, from Clinton Seamless Guttering of Breese, IL. Mr. Sedlacek is also familiar with their work and response time, and they are very professional.  The bid from CD Strong of Lake St. Louis, MO was $3,580.00 and Alton Seamless gutters bid $4,700.00.  Mr. Sedlacek made a motion to accept the Bid from Clinton Seamless Guttering.  Mr. Van Sandt seconded the motion and all Trustees voted “Aye”.

NEW BUSINESS

The Fiscal Year 2017-2018 Budget was presented for approval to be written into an Ordinance. The Fiscal Year 2017-2018 Budget Ordinance will be presented at the July 2017 meeting.  There was one major change since last month to the Water Revenue for the FY 2017-2018 Budget.  It has been lowered, due to less water being used in recent years and actual revenues are going to end up lower than the budget for FY 2016-2017.  Mr. Van Sandt made a motion to approve the FY 2017-2018 Budget as presented.  Mr. Sedlacek seconded the motion, and all Trustees voted “Aye”.

The Budget Adjustments for the current Fiscal Year 2016-2017 were presented for approval. Mr. Sedlacek made a motion to approve the Fiscal Year 2016-2017 Budget Adjustments.  Mr. Van Sandt seconded the motion and all Trustees voted “Aye”.  Mr. Hayes signed the document.

The Employee annual pay increases will be discussed in a closed Executive Session.

OPERATIONS

Mr. Dulle said that all of the Sewer Lift Stations have now been rebuilt, so expenses should be minimal next fiscal year for Lift Station repairs. There are some sewer main lines in Midway that could still cause some issues in the future.

The IEPA will be requiring new E coli testing of the raw water, beginning next year. The test will be twice a month for a year.  Therefore the water lab testing budget will increase in the FY 2017-2018 budget.

ADJOURN TO CLOSED EXECUTIVE SESSION

Mr. Sedlacek made a motion to adjourn the regular meeting to enter into a Closed Executive Session pursuant to Statute 5ILCS 120/2 (C)(1), to discuss Employee Compensation. Mr. Van Sandt Seconded the motion, and all Trustees votes “Aye.”

ADJOURNMENT OF THE REGULAR MEETING

After returning from the closed executive session, Mr. Hayes 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