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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

Meeting Minutes 6-11-2018

MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday June 11, 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 was present, and Jeff Sedlacek attended via phone.  Also present were Carla Lankster, District Clerk and Ken Dulle of Restoration Resources.

OPEN FORUM

APPROVAL OF MINUTES

The minutes of May 14, 2018 regular meeting were submitted for approval. Mr. Hayes made a motion to approve the minutes for the May 14, 2018 regular meeting.  Mr. Sedlacek seconded the motion, and all Trustees voted “Aye”.

FINANCIAL

The Summary of Accounts was reviewed for the month of May, 2018. Mr. Sedlacek made a motion to approve the Summary of Accounts for the month of May, 2018.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.

DISBURSEMENTS

After reviewing the Accounts Payable disbursements for the month of May, 2018, Mr. Hayes made a motion to approve the May 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. It is only for approximately $580.00 per month, which is lower than the original quote.  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 #634, dated June 6, 2018, for managing and operating water and wastewater treatment in May 2018. Mr. Hayes made a motion to approve Restoration Resources Invoice #634, dated June 6, 2018. Mr. Sedlacek seconded the motion and all Trustees voted “Aye.”

APPROVAL OF APPLICATIONS

The water and sewer applications for May, 2018 were reviewed, and included 4 customer transfers in Holiday Shores and 1 New Construction in Holiday Shores. Mr. Sedlacek made a motion to approve the May, 2018 applications.  Mr. Hayes seconded the motion and all the Trustees voted “Aye”.

OTHER

Ms. Lankster presented the Statement of Revenues and Expenses through May 31. 2018, which shows where the District Revenues and Expenses are for the 2018 Budget. This is used to determine the Budget Adjustments that are needed to cover expenses that were slightly higher in some categories, and move amounts from categories that were not as high as expected.  The Adjustments are done within the individual Funds.

UNFINISHED BUSINESS

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. Van Sandt checked his insurance and it was not very high to insure it annually.  So we are considering suggested sewer insurance for all customers, then in some cases HSSD would pay the deductible if it was partially our issues that cause the backup.  It would have to be included in a new ordinance and approved by our attorney, Bob Perica.  This will be discussed further at future meetings.

NEW BUSINESS

The Fiscal Year 2018-2019 Budget was presented for approval. Mr. Van Sandt asked about the number of Customers at 1172.  There are 1172 residential customers and 10 Commercial customers.  There are also 102 sewer only customers.  So depending on which revenue for service is being calculated, there are different numbers of customers used.  Some changes were made since the May 14 meeting, including adding $75,000.00 to the Water Treatment Plant Current Year Capital expenses for the Chlorine feed system and the replacement of Membranes on the Memcor units.  A major price break is given if all of the Membranes are ordered at one time.  Since this Capital expense was added, the Water Fund Expenses are higher than Revenues, but the overall budget has revenues higher than expenses.  This has been done in past budgets, due to capitalized expenses that will be depreciated over multiple years.  This Budget is to be approved for the Budget Ordinance to be written up and presented at the July 9, 2018 meeting for approval.  Mr. Van Sandt made a motion to approve the 2018-2019 Budget to be written into the Budget Ordinance.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.

The Budget Adjustments to the 2017-2018 Fiscal Year Budget were presented for approval. The Budget adjustments are within each fund to move funds from an account that was under budget for the year to an account that had unexpected expenses for the year.  Mr. Hayes made a motion to approve the 2017-2018 Budget Adjustments.  Mr. Van Sandt seconded the motion and all Trustees votes “Aye”.

OPERATIONS

 Mr. Dulle discussed the cost of replacement of the Memcor Membranes during the Budget discussion. Check valves have been replaced at the main lift stations behind the office building and both pumps are up and running again.

ADJOURN TO CLOSED EXECUTIVE SESSION

Mr. Hayes 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 voted “Aye”.

ADJOURNMENT

Returning from 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

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

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

Meeting Minutes 3-12-2018

MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday March 12, 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.  Mr. Jim Seubert of Pride Cleaning and Restoration was also in attendance.

OPEN FORUM

Mr. Jim Seubert of Pride Cleaning and Restoration was present to discuss the cleanup and repair of 1999 Treasure Drive, after a sewer backup.  On August 31, 2017, multiple things failed to work on the Grinder Pump and a backup resulted in the garage and basement.  Mr. Seubert was brought in by the homeowners to do the cleanup.  He explained that when he first arrived the damage appeared to be in a limited area in the garage, where the laundry room, hot water heater and furnace are located.  There was also a slight backup into the finished basement area.  They were unable to match the flooring in the finished area, so they had to replace the entire floor.  Then he discovered water under the floor and soaking into the walls in the bathroom, which also soaked into the vanity.  The final bill was $5,903.69 for the cleanup and $7,611.72 for the repairs and replacement.

The trustees were satisfied with the pictures and explanation of the work done and agreed to take responsibility for the bill. The District submit to insurance first, to see what can be covered.

APPROVAL OF MINUTES

The minutes of February 12, 2018 regular meeting were submitted for approval. Mr. Hayes made a motion to approve the minutes for the February 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 February, 2018. The water plant loan was paid in February for the March 2, 2018 due date.  No motion is necessary.

DISBURSEMENTS

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

Restoration Resources submitted Invoice #631, dated March 8, 2018, for managing and operating water and wastewater treatment in February 2018. Mr. Van Sandt made a motion to approve Restoration Resources Invoice #631, dated March 8, 2018. Mr. Hayes seconded the motion and all Trustees voted “Aye.”

APPROVAL OF APPLICATIONS

The water and sewer applications for February, 2018 were reviewed, and included 6 customer transfers in Holiday Shores and 1 customer transfer in Midway. Mr. Sedlacek made a motion to approve the February, 2018 applications.  Mr. Hayes seconded the motion and all the Trustees voted “Aye”.

OTHER

Ms. Lankster discussed the changes that are imminent for the HSSD monthly water and sewer billing process. We will no longer be able to print the required CASS certification barcodes on the bills here in the office.  Therefore, after the March 29, 2018 bill mailing, we will have to outsource the mailing of the bills to Aptean, our software company.  The cost will probably be slightly higher than the material and postage costs we now incur.  Aptean just informed HSSD of this on March 8, 2018, so this will be a fast transition.

UNFINISHED BUSINESS

The Invoice from Evoqua Water Technologies was presented for a signature of approval. The invoice was for the Carbon Filters at the Water Plant, in the amount of $48,656.18.  The cost was approved at the February meeting.  Mr. Denny Van Sandt, president signed the invoice.

There was a discussion regarding the letter to be written to Holishor Association about the 2020 lake draw down. A letter will be drafted for the April meeting.

The office building is in need of fresh paint and new carpet. The Trustees approved getting bids for both.  Since a lot of people come in and out at the front desk, it might be better to have a different type of flooring.  Mr. Sedlacek said there is a thick plank vinyl that may be less expensive and hold up better than carpeting.

NEW BUSINESS

The property and workers’ compensation insurance is up for the annual renewal on March 17, 2018. The District currently has Dimond Brothers as the insurance broker, and the carrier is Cincinnati Insurance.  Prior to Dimond Bros., Country Financial was carrier for the property and workers’ compensation insurance.  Country Financial presented a bid in the amount of $31,605.00 per year for the 2018/2019 insurance policy.  Dimond Bros. gave a renewal amount of $29,444.00.  Therefore Mr. Van Sandt made a motion to accept the renewal from Dimond Bros., in the amount of $29,444.00.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

A summons was received on 3/9/2018 regarding the property at 1219 Key Largo. It is now in foreclosure and we would have to try to make a claim against it if we want the amount past due.  HSSD attorney, Bob Perica said there is nothing we can do.  The Trustees agree that it will be best to write off the balance and stop billing the account.  Mr. Van Sandt made a motion to write off the past due balance on 1219 Key Largo.  Mr. Hayes seconded the motion and all Trustees voted “Aye.”

OPERATIONS

As Mr. Dulle discussed earlier in the meeting, the SCADA System and the Chlorine feed must be modified to meet the IEPA standards for disinfection by-products.  The cost for this portion of the project will be about $25,000.00.  Therefore, the entire project cost will be approximately $75,000.00, and should be complete by the end of April 2018.

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