Meeting Minutes 6-8-2020

MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday June 8, 2020

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 Brennan Murphy were present.  Also present were Carla Lankster, District Clerk and Mr. Ken Dulle of Restoration Resources, Operations.

OPEN FORUM

APPROVAL OF MINUTES

The minutes of March 9, 2020 regular meeting were submitted for approval.  Mr. Murphy made a motion to approve the minutes for the March 9, 2020 regular meeting.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

The April and May Meetings were canceled due to the Illinois COVID-19 mandated state shut-down.  There were no time sensitive issues to be discussed, so it was decided to cancel those two meetings.

FINANCIAL

The Summary of Accounts was reviewed for March, 2020, April, 2020 and May, 2020.  The Water Plant loan payment was due 6/2/2020, therefore $82,000.00 was transferred out of Water Reserves and the balance of $5,000.00 was paid from Water Supply at the end of May.  Mr. Murphy made a motion to approve the March, April and May Summaries of Accounts.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

DISBURSEMENTS

After reviewing the Accounts Payable disbursements for the month of March, 2020, Mr. Murphy made a motion to approve the March 2020 disbursements.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

After reviewing the Accounts Payable disbursements for the month of April, 2020, Mr. Murphy made a motion to approve the April 2020 disbursements.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

After reviewing the Accounts Payable disbursements for the month of May, 2020, Mr. Sedlacek made a motion to approve the May 2020 disbursements.  Mr. Murphy seconded the motion and all Trustees voted “Aye”.

Restoration Resources submitted Three Invoices for water and wastewater operations management for March, April and May, 2020 Operations.  Mr. Murphy made a motion to approve Restoration Resources Invoice 659, dated April 3, 2020 for March operations Management.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

Mr. Sedlacek made a motion to approve Restoration Resources Invoice 660, dated May 4, 2020 for April operations management.  Mr. Murphy seconded the motion and all Trustees voted “Aye”.

Mr. Murphy made a motion to approve Restoration Resources Invoice 661, dated June 6, 2020 for May operations management.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

Mr. Hayes signed approval of invoices over $500.00.  The invoices were for Quarterly insurance premiums from Cincinnati Insurance.  They were for March 17, 2020 Work Comp and Commercial premiums and June 17, 2020 premiums.  All were previously approved.

APPROVAL OF APPLICATIONS                                                                                                                                              

The water and sewer applications for March, April and May, 2020 were reviewed.  Mr. Murphy made a motion to approve the March, 2020 applications.  Mr. Sedlacek seconded the motion and all the Trustees voted “Aye”.

Mr. Sedlacek made a motion to approve the April, 2020 applications.  Mr. Murphy seconded the motion and all Trustees voted “Aye”.

Mr. Murphy made a motion to approve the May, 2020 applications.  Mr. Sedlacek seconded the motion, and all trustees voted “Aye”.

OTHER

There was a discussion regarding the Illinois Commerce Commission’s order to stop late fees and shut offs of Utilities during the COVID-19 state mandated public health emergency shut-down.  The ICC does not regulate municipalities, however they asked all utilities to follow the guidelines.  We have not charged late fees, or sent shut-off delinquent notices since March, 2020.  The Trustees feel it is the right thing to do, so we will continue for the month of June, even though the Illinois has been partially re-opened.  The ICC was considering extending the ruling, but have not made it official yet.  We will discuss the issue at the July meeting, again.

NEW BUSINESS

Resolution No. 20200501 for a special change to the vacation policy was presented for approval and to be signed.  An employee had a special situation in which he was unable to take some vacation time after a long-time employee quit.  The resolution addresses the issue and he will be paid for excess vacation time prior to the fiscal year end at June 30, 2020.  Mr. Murphy made a motion to approve Resolution No. 20200501.  Mr. Sedlacek seconded the motion, and all Trustees voted “Aye”.

The 2020 Prevailing Wage Ordinance No. 2020-01 was submitted for approval.  Mr. Sedlacek made a motion to approve Prevailing Wage Ordinance No. 2020-01.  Mr. Murphy seconded the motion and all Trustees voted “Aye”.

The Budget Adjustments for the Fiscal Year 2019-2020 Annual Budget were presented for approval. 

These are line-item adjustments only, not an increase in Budget amounts.  Mr. Murphy made a motion to approve the Fiscal Year 2019-2020 Budget Adjustments.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

 The Budget for Fiscal Year 2020-2021 was presented for discussion.  There will be some adjustments prior to the final budget ordinance is approved.  Mr. Sedlacek made a motion for the 2020-2021 Budget Ordinance to be written for the July meeting.  Mr. Murphy seconded the motion and all Trustees voted “Aye”.

OPERATIONS

Mr. Dulle discussed a contract with the Logicon Group to install VFP’s on the High Service Pumps and Raw Water Pumps.  The total will be approximately $32,000.00.  This would decrease the sudden surges in electric when the pumps come on, that can cause a high demand charge on the electric bill.

Mr. Dulle also discussed a contract with Arbor Masters to remove trees that have grown up at the Lagoon Property.  If we continue to let them grow it could compromise the lagoon dam.  The initial bid for the removal of the trees is $3,200.00.  However, there will probably be additional costs for more removal and clean-up.

ADJOURNMENT TO EXECUTIVE SESSION

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

ADJOURNMENT

Returning from Executive Session, Mr. Murphy made a motion to adjourn the regular meeting.  Mr. Sedlacek seconded the motion, and all Trustees voted “Aye”.

Respectfully submitted, Carla Lankster, District Clerk