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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

Meeting Minutes 2-12-2018

MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday February 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. Trustee, Richard Hayes was present and Trustee, Jeff Sedlacek arrived after the meeting was in progress.  Also present were Carla Lankster, District Clerk and Ken Dulle of Restoration Resources.

OPEN FORUM

There was a sewer backup at 360 Wanda and the owner Jeff Moss put in a claim to his insurance. However, he asked if we would hire someone to move the hot water heater and the furnace for the cleanup.  We have had E & D Services do similar jobs for HSSD in the past, so that is who we hired.  The invoice from E & D Services was submitted for approval, in the amount of $680.00.  Mr. Van Sandt tabled the approval of this invoice until Mr. Sedlacek arrived.  Therefore, Mr. Sedlacek made a motion to approve 2/7/2018 invoice from E & D Services, in the amount of $680.00.  Mr. Hayes seconded the motion and all Trustees present voted “Aye”.

There was a short discussion regarding a leak at 1664 Fountainbleu Drive. Ms. Lankster explained that most of the leak was a toilet, and the tenant and the owner were aware of it.  Mr. Hayes commented that since we determined that most of the leak was involving a toilet, there would not be any type of credit given.

APPROVAL OF MINUTES

The minutes of January 8, 2018 regular meeting were submitted for approval. Mr. Hayes made a motion to approve the minutes for the January 8, 2018 regular meeting.  Mr. Van Sandt seconded the motion and all Trustees present voted “Aye”.

FINANCIAL

The Summary of Accounts was reviewed for the month of January, 2018. HSSD received a payment from 1210 Nassau for connection fees. No motion is necessary.

DISBURSEMENTS

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

Restoration Resources submitted Invoice No. 630, dated February 1, 2018, for the month of January, 2018 for managing and operating water and wastewater treatment. Mr. Hayes made a motion to approve Restoration Resources invoice No. 630, dated February 1, 2018.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

APPROVAL OF APPLICATIONS

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

OTHER

Accounts receivable aging report was shown to the Trustees for the month ending January 31, 2018. The amount over 90 days is $5,000.  The amount usually fluctuates from about $3,500 to $6,000.  Most of the amount is from vacant homes.

A corrected statement of values was received via email today, from Dimond Bros Insurance. There is an address listed incorrectly, but the amounts are all correct.  Therefore Mr. Van Sandt signed it, to be emailed back to Dimond Bros.

UNFINISHED BUSINESS

NEW BUSINESS

MSD Mowing submitted a quote for Mowing and Fertilizing for the upcoming 2018 mowing season. All of the individual charges remain the same from the 2017 mowing season, and the fertilizing also remains the same and will be prepaid for the four-step process at the HSSD office only.  A 5% discount is given when it is prepaid.  Mr. Hayes made a motion to approve the quote from MSD Mowing for the 2018 mowing season.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

OPERATIONS

As Mr. Dulle discussed at the January meeting, the Carbon filters at the Water Plant have been tested and need to be replaced. Evoqua gave The District a quote for acid washed carbon that is good for getting rid of organic contaminates in the water.  The cost of replacing the Carbon will be $48,600.00, which includes the disposal of the old carbons that are considered hazardous materials.  Mr. Sedlacek made a motion to approve the Carbon filters to be replaced at a cost of $48,600.00.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.

Mr. Dulle also discussed the need for the SCADA System to be modified to meet the IEPA standards.  The Chlorine is currently only added before the clear well.  The HMG Engineers are looking at ways to add less chlorine and monitor the water before the clear well, then adding more Chlorine as the water leaves the clear well.  This would prevent too much chlorine from mixing with the organics in the clear well, which can form the Trihalomethanes (disinfection by-products) in the drinking water.  Both the Carbon Filters and the SCADA System modifications should be complete by the end of April 2018, at a total cost of about $75,000.00.

The Moro Road lift station will need a new base and a new electrical panel, and those repairs should begin in the next month. This was previously discussed and approved.

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 1-8-2018

MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday January 8, 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, Jeff Sedlacek and Richard Hayes were present.  Also present were Carla Lankster, District Clerk and Ken Dulle of Restoration Resources.  Mr. Nathan Bowser of 2077 Jolly Roger was also in attendance.  Glenn Dalton of Holishor Association arrived while the meeting was in progress.

OPEN FORUM

Mr. Nathan Bowser of 2077 Jolly Roger was in attendance to discuss the sewer back-up that occurred on Christmas Day, 2017. They noticed water in the basement, and thought it was just in a portion of the basement.  However, it backed up in a couple of other drains, into the office and the bathroom, as well as a storage and movie room.  They had Servpro clean up twice and reported it to their insurance company.  He is asking for the $500.00 deductible to be paid by the District, since the alarm did not go off.  There is an issue of grease and possibly powdered detergents being found in the pump, but Mr. Bowser said they do not use either one, and they are the only ones who ever lived in the house.  Mr. Bowser gave us a copy of the insurance deductible.  Mr. Hayes made a motion to pay the $500.00 deductible.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

APPROVAL OF MINUTES

The minutes of December 11, 2017 regular meeting were submitted for approval. Mr. Hayes made a motion to approve the minutes for the December 11, 2017 regular meeting.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

FINANCIAL

The Summary of Accounts was reviewed for the month of December, 2017. A new house is being built at 1210 Nassau, so connection fees were paid in December.  Mr. Sedlacek made a motion to approve the Summary of Accounts.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.

DISBURSEMENTS

After reviewing the Accounts Payable disbursements for the month of December, 2017, Mr. Hayes made a motion to approve the December 2017 disbursements. Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

Restoration Resources submitted Invoice No. 629, dated January 4, 2018, for the month of December, 2017 for managing and operating water and wastewater treatment. Mr. Sedlacek made a motion to approve Restoration Resources invoice No. 629, dated January 4, 2018.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.

APPROVAL OF APPLICATIONS

The water and sewer applications for December, 2017 were reviewed, and included 5 customer transfers in Holiday Shores and 1 customer transfer in Moro. The list also included payment for 1 new home construction fees for Water and Sewer Connections.  Mr. Sedlacek made a motion to approve the December, 2017 applications.  Mr. Hayes seconded the motion and all the Trustees voted “Aye”.

OTHER

Mr. Hayes asked about the letter to Holishor Association regarding the lake lowering in 2020. Mr. Dulle said we are still working on it, but it should be ready by the next meeting.

UNFINISHED BUSINESS

There was a question on the listing of the Holiday Schedule for 2018 at the December meeting. Ms. Lankster made some changes and showed it to the Trustees, and they approve of the changes.  It was approved at the December meeting.

NEW BUSINESS

Glenn Dalton of Holishor Association arrived during the meeting to discuss repairs that need to be made to the creeks that feed into the lake, and improving the water quality in the lake. He wants to harden the banks or Joulter’s Creek, because he is still seeing erosion there.  He is asking for the support of Holiday Shores Sanitary District, for the 2018 Sustainability Grant to be requested from Madison County.  This is not a request for funds, but in support of requesting the Grant and improving the problem of erosion into the lake.  Mr. Hayes made a motion to support Holishor Association for the 2018 Sustainability Grant and to sign Resolution 20180108.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.  Resolution 20180108 was signed by all Trustees and an original was given to Glenn Dalton for their files.

OPERATIONS

Mr. Dulle informed the Trustees of the high volume of Grinder Pump Call-outs during the extreme cold. Joe was on-call and had 20 call-outs for grinder pump issues over last weekend.  Most of the grinder pumps were frozen and had to be thawed out, and foam insulators were added to help protect them from the cold.

Mr. Dulle discussed the IEPA Compliance Commitment Agreement regarding the previous violation notice. The Carbon filters at the Water Plant have been tested and they do need to be replaced.  Evoqua gave The District a quote for an acid washed carbon that is good for getting rid of organic contaminates in the water.  In addition to new carbons filters, the Compliance Commitment Agreement lists several other procedures that will be put into place to correct and stay in compliance with the IEPA standards.   We will continue to backwash the carbon filters every 100 hours, cut the dosage of chlorine before the water goes into the clear well, then have a chlorine feed after it goes through the clear well.  With these changes, there will need to be changes to the SCADA computer system to be able to turn these features on and off.  The cost of replacing the Carbon will be $48,600.00, which includes the disposal of the old carbons that are considered hazardous materials. The carbons are only supposed to last five years and they are six years old now, so they need to be replaced.  Mr. Van Sandt commented that we need to put the cost of the carbons into our future budgets.

Mr. Hayes and Mr. Van Sandt signed the IEPA Compliance Commitment Agreement.

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 12-11-2017

MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday December 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 Restoration Resources.  Glenn Dalton of Holishor Association and The District Attorney Bob Perica was also in attendance.

OPEN FORUM

Glenn Dalton of Holishor Association was requesting help paying for the Sustainability Grant to help fund the project for four areas that feed into the lake and need rip rap for drainage and filtration. This grant is for Phase 2 of the project, and work must be complete before another grant can be requested.  Mr. Dalton is asking that Holiday Shores Sanitary District pay the fee of $3,000.00 for the Grant, which is 20% of the total $18,000.00 Grant amount.  Holishor Association will pay for the rip rap and provide all of the labor.  The projects would help remove the Nitrates that come from the fertilizers in the farm fields and cause more Algae growth.  This would help the District with the reduction in organic matter that causes higher levels of trihalomethanes in the drinking water.  The Trustees made a motion to provide half of the $3,000.00.  Mr. Hayes made a motion to pay $1,500.00 to Holiday Shores for the 2017 Sustainability Grant.  Mr. Sedlacek seconded the motion and all Trustee voted “Aye”.

Mr. Dalton also had a proposal to settle the conflict that has arisen over six customers on St. James Drive, south of the District office that have been receiving water since 1991. Those six customers are not part of Holiday Shores and do not want to become members.  Holishor Association claims that Holiday Shores Sanitary District hooked up the houses without permission, due to the original agreement that states the District cannot provide water to any customer outside of Holiday Shores without previous permission from Holishor.  Mr. Dalton asked if the District Trustees can make any offer as a settlement, such as free water to Holishor.  However, Attorney Bob Perica stated that he believes that Holiday Shores Sanitary District, as a government municipality, must provide water to anyone in the District boundaries.  He also stated that HSSD is probably not be bound by any agreement between Holishor Association and the District, because the District is bound by the Sanitary District Act of 1936, in the Illinois Statutes.  The original agreement was with Holiday Utilities, which was a privately owned water company.

The third subject Mr. Dalton presented was regarding the next Lake Draw Down in 2020. He suggested that the District put in a request as soon as possible to only have the lake drawn down by three feet, instead of the current five feet listed in the by-laws.  With new seawall technology and the fact the very few new seawalls or ones in need of repair that it would be to the advantage of everyone to not draw it down as much.  Mr. Dalton suggested that we include as much as possible in the letter, explaining the advantages to the lake only being drawn down by three feet, and critical disadvantages to continuing to draw down five feet.

APPROVAL OF MINUTES

The minutes of November 13, 2017 regular meeting were submitted for approval. Mr. Sedlacek made a motion to approve the minutes for the November 13, 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 November, 2017. No motion necessary.

DISBURSEMENTS

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

Restoration Resources submitted Invoice No. 627, dated December 4, 2017, for the month of November, 2017 for managing and operating water and wastewater treatment. Mr. Van Sandt made a motion to approve Restoration Resources invoice No. 627, dated December 4, 2017.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

APPROVAL OF APPLICATIONS

The water and sewer applications for November, 2017 were reviewed, and included 5 customer transfers in Holiday Shores and 3 customer transfers in Moro. The list also included payment for 1 new home construction fees for Water and Sewer Connections.  Mr. Sedlacek made a motion to approve the November, 2017 applications.  Mr. Van Sandt seconded the motion and all the Trustees voted “Aye”.

OTHER

UNFINISHED BUSINESS

NEW BUSINESS

The 2018 Schedule of Monthly Meetings was presented for approval. There is an issue with the November meeting, because the second Monday of the month falls on November 12, which is the day observed for the Veteran’s day Holiday.  After some discussion, it was decided that the November meeting will be held on the first Monday of November which is the 5th.  Mr. Sedlacek made a motion to approve the 2018 Monthly Meeting Schedule with the November meeting being held on November 5th.  Mr. Van Sandt seconded the motion and all Trustees voted “Aye”.

The 2018 Employee Holiday Schedule was presented for approval. Mr. Van Sandt was questioning the way the schedule was written up, because some early closing days were shown on separate lines as if there were more Holidays than normal.  It was decided to change the list to show that the Thanksgiving Holiday and Christmas Holiday begin at noon on the previous day.  With that change being made on the list, Mr. Van Sandt made a motion to approve the 2018 Employee Holiday Schedule.  Mr. Sedlacek Seconded the motion and all Trustees voted “Aye”.

The Election of officers for 2018, beginning 1/1/2018 was voted on by the Trustees. Mr. Hayes nominated Mr. Dennis Van Sandt to be the President for 2018 and made a motion.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.  Mr. Van Sandt nominated Mr. Sedlacek to remain the Vice President for 2018, and made a motion.  Mr. Sedlacek Seconded the motion and all Trustees voted “Aye”.  Then Mr. Van Sandt nominated Mr. Hayes to be the Treasurer/Secretary and made a motion.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

OPERATIONS

Mr. Dulle stated that due to the violation notice from the IEPA, a notice was published in the December 2017 Holiday Times, which was mailed to all Holiday Shores residents on December 1, 2017. The maximum contaminant level for total trihalomethanes has been exceeded by 1.1 parts per billion, and all residents must be notified.  The District is working with Mr. Brian Buchheit of HMG Engineering for possible solutions and the costs involved.  One item we need to start budgeting for is the carbon filters, in the future, which cost about $50,000.00 and need to be replaced approximately every five years.

The Moro Road Lift Station will need major repairs to the electric panel, and work is expected to begin near the end of January 2018. The cost will be approximately $20,000.00.

ADJOURN TO EXECUTIVE SESSION

Mr. Van Sandt made a motion to adjourn to a closed meeting pursuant to Statute 5ILCS 120/2 (C)(1). To discuss Employee Compensation. Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

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 11-13-2017

MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday November 13, 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 Restoration Resources.  Glenn Dalton of Holishor Association and Julie Billeter, Chris Sobrino and Steve Pembrook of Scheffel Boyle were also in attendance

OPEN FORUM

Glenn Dalton of Holishor Association was requesting help paying for the Sustainability Grant to help fund the project for four areas that feed into the lake and need rip rap for filtering the drainage. The basin is complete except one portion that will need to be done during the drawdown in 2020, because it is too steep.  Gate G will be the next portion of the project, and the last concern is the major feed by the ball field.  This grant is for Phase 2 of the project, and work must be complete before another grant can be requested.  Mr. Dalton is asking that Holiday Shores Sanitary District pay the fee of $3,000.00 for the Grant, which is 20% of the total Grant amount.  Holishor Association will pay for the rip rap and provide all of the labor.  The projects would remove the Nitrates that come from the fertilizers in the farm fields and cause more Algae growth.  This would help the District with the reduction in organic matter that causes higher levels of trihalomethanes in the drinking water.  This could help prevent HSSD from the need to add more chemicals to the water to treat the trihalomethanes.  Mr. Hayes stated that he wants to ask the District lawyer, Bob Perica if it is legal to give funds to Holishor for this type of project.  Therefore the matter is tabled until the December 2017 meeting.

Mr. Dalton also had a proposal to settle the conflict that has arisen over six customers on St. James Drive, south of the District office that have been receiving water since 1991. Those six customers are not part of Holiday Shores and do not want to become members.  Holishor Association claims that Holiday Shores Sanitary District hooked up the houses without permission, due to the original contract that states the District cannot provide water to any customer outside of Holiday Shores without previous permission from Holishor.  Mr. Dalton asked if the District Trustees can make any offer as a settlement, such as free water to Holishor, which may not be something the District can do.  This was also tabled until Bob Perica is contacted.

Ms. Julie Billeter of Scheffel Boyle went over the final Audit, and pointed out some highlights. The first two pages give the Auditor’s report, stating this is a clean, and unqualified audit opinion.  Activity in the Water Fund and Sewer Fund are consistent with prior years.  Page 12 of the audit shows a net increase of $36,783.00, after depreciation.  Page 21 of the audit explains the details of what makes up the depreciation.  Pages 23 through 28 show the comparison of the Fiscal Year 2016-2017 Budget to Actual activity.  Ms. Billeter also commented that the District office always provides all paperwork and information required to compile the audit in a timely manner.

APPROVAL OF MINUTES

The minutes of October 5, 2017 regular meeting were submitted for approval. Mr. Van Sandt made a motion to approve the minutes for the October 5, 2017 regular meeting.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

The Minutes of the special meeting that was held October 19, 2017 were submitted for approval. Mr. Sedlacek made a motion to approve the Special Meeting Minutes for October 19, 2017.  Mr. Van Sandt Seconded the motion and all Trustees voted “Aye”.

FINANCIAL

The Summary of Accounts was reviewed for the month of October, 2017. No motion necessary.

DISBURSEMENTS

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

Restoration Resources submitted Invoice No. 626, dated November 8, 2017, for the month of October, 2017 for managing and operating water and wastewater treatment. Mr. Sedlacek made a motion to approve Restoration Resources invoice No. 626, dated November 8, 2017.  Mr. Van Sandt seconded the motion and all Trustees voted “Aye”.

An Invoice from Restoration Resources was submitted for Professional Liability Insurance for the annual premium. Mr. Van Sandt made a motion to approve the invoice for Professional Liability Insurance from Restoration Resources.  Mr. Sedlacek Seconded the motion and all Trustees voted “Aye”.

APPROVAL OF APPLICATIONS

The water and sewer applications for October, 2017 were reviewed, and included 4 customer transfers in Holiday Shores and 1 customer transfer in Moro. The list also included payments for 3 new home construction fees for Water and Sewer Connections.  Mr. Sedlacek made a motion to approve the October, 2017 applications.  Mr. Van Sandt seconded the motion and all the Trustees voted “Aye”.

OTHER

UNFINISHED BUSINESS

NEW BUSINESS

The Moro Road Lift Station is in need of some major repairs to the Power Panel. If Southwestern Electric would replace the Transformer with 3-phase power it would cost a minimum of $5,000.00, and it would double the current electric bill for that lift station.  There is hydrogen sulfite that is leaking, which is able to melt copper, and can be very dangerous.  The price to replace the entire panel would be approximately $19,000.00, and Mr. Van Sandt stated that it needs to be done soon.

OPERATIONS

Mr. Dulle stated that the District has received a violation notice from the IEPA, and a notice will have to be published in the December 2017 Holiday Times, which is mailed to all Holiday Shores residents. The maximum contaminant level for total trihalomethanes has been exceeded by 1.1 parts per billion, and all residents must be notified.  One possible cause could be the carbon filter at the water plant, which is six years old, so it will be inspected and tested.  The filter could cost $50,000.00 to replace.

There was a sewer back-up at 890 Malibu Way, which HSSD may have to pay for some of the damages.

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