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Meeting Minutes 10-5-2017

MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Thursday October 5, 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. The meeting date was changed from Monday October 9, 2017 to Thursday October 5, 2017.  This was discussed and approved with a vote at the April 10, 2017 meeting and has been posted on the website and the front door since the decision.

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.

OPEN FORUM

Holishor Association was listed on the Agenda for both a request for a list of Water Customers, and a request for help paying for the Sustainability Grant. There was a short discussion, however since there was no representative from Holishor in attendance, the matters were tabled.

APPROVAL OF MINUTES

The minutes of September 11, 2017 regular meeting were submitted for approval. Mr. Sedlacek made a motion to approve the minutes for the September 11, 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 September, 2017. No motion necessary.

DISBURSEMENTS

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

Restoration Resources submitted Invoice No. 624, dated October 4, 2017, for the month of September, 2017 for managing and operating water and wastewater treatment. Mr. Sedlacek made a motion to approve Restoration Resources invoice No. 624, dated October 4, 2017.  Mr. Van Sandt seconded the motion and all Trustees voted “Aye”.

The three-year contract with Restoration Resources, dated September 1, 2017 was approved. Mr. Sedlacek made a motion to approve the Contract dated September 1, 2017.  Mr. Van Sandt seconded the motion and all Trustees voted “Aye”.  Mr. Hayes signed the contract.

APPROVAL OF APPLICATIONS

The water and sewer applications for September, 2017 were reviewed, and included 7 customer transfers in Holiday Shores. Mr. Van Sandt made a motion to approve the September, 2017 applications.  Mr. Sedlacek seconded the motion and all the Trustees voted “Aye”.

OTHER

UNFINISHED BUSINESS

Dimond Brothers and Cincinnati Insurance were supposed to re-calculate the rate adjustment on the property insurance. It was to be based on discussions between Mr. Dulle, Ms. Lankster and John from Dimond Brothers.  However, no new information has been received by the HSSD office at the time of this meeting.

NEW BUSINESS

December 1, 2017 is the renewal date for the Employee Health Insurance plan with BlueCross BlueShield. The current plan, which is not an affordable care act plan, would have a 27% increase.  There are three other plans, one with BCBS and two with United Healthcare, which the District can choose to switch to.  We have only had the information for a few days, and the Trustees want to discuss it further with the employees.  The way the premiums keep going up, it could affect the pay raises or other benefits, if we stay with the same plan.  So there will be a special meeting posted before November 1, 2017.

There was a sewer backup at 1999 Treasure in late August. The district has not been contacted by the contractor, Pride Cleaning and Restoration, with the final bill.  They did not communicate additional charges over the original quote and have not shown any detail of what has been done.

OPERATIONS

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 and Mr. Dulle looked at the lift station yesterday, and Mr. Van Sandt said it will probably be best to replace the whole panel.  It was not done properly when it was originally built.  Mr. Dulle will get bids on the different options, but it could cost as much as $10,000.00.

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 Special 10-19-2017

MINUTES OF SPECIAL MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Thursday, October 19, 2017

 

The Board of Trustees of the Holiday Shores Sanitary District met on the above date in Special session pursuant to laws and rules of said Board of Trustees and in accordance with the terms of the notice of a special meeting.

Richard Hayes, President called the meeting to order. Trustees present were Jeff Sedlacek and Dennis Van Sandt.  Also present were Carla Lankster, District Clerk, and Ken Dulle of Restoration Resources.

Trustee, Mr. Van Sandt made a motion to Adjourn to Executive Session. Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

Executive session pursuant to Statute 5 ILCS 120/2 (C)(1). To discuss Employee Compensation.

Returning to regular session, a decision was made on which health insurance plan to go with, starting December 1, 2017. Mr. Van Sandt made a motion to go with the BlueCross BlueShield Gold Plan, G515PPO.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

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 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