Meeting Minutes 8-9-2021

MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday August 9, 2021

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.

Brennan Murphy, President called the meeting to order.  Trustees, Richard Hayes and Jeff Sedlacek were present  Also present, was Carla Lankster, District Clerk and Mr. Ken Dulle of Restoration Resources.

OPEN FORUM

There was a fire at 1149 Bermuda over the weekend, and Ms. Lankster informed the Trustees of the normal procedure to shut off the water and final accounts until the house can be renovated or re-built.  We will bill for any water used through the date of the fire, August 8, 2021, and if there is an excessive amount due to the fire, there will be a discussion of possible credits.

Mr. Mike Schaefer attended the meeting regarding the lagoon.  He cuts the grass leading to the lagoon and along the roads up to the water tower.  He sprays for weeds and uses over 2 gallons, and he is informing the District that the cost of the chemical has gone up, so he will start to show it separately on the bill to mow the lagoon.  He also discussed the hill eroding along the road running next to the lagoon.  He is making the District aware of the fact that the road needs to be built up, maybe with rip rap to avoid it caving in.  He does not want to mow that section until it is repaired.  He also said he has been running into several piles of rock and clay, and he hit a stainless steal object in the weeds, about a foot off of the road with his mower, which he had not seen before.  Mr. Dulle and the Trustees looked at the object in Mr. Schaefer’s truck, and it appears to be a pump from an old aeration system, that may have been moved.  The Trustees agreed to pay for any repairs to the damage to his mower.

APPROVAL OF MINUTES                                                                                                                                           

The minutes of July 12, 2021 regular meeting were submitted for approval.  Mr. Sedlacek made a motion to approve the minutes for the July 12, 2021 regular meeting.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.

FINANCIAL                                                                                                                                                                   

The Summary of Accounts was reviewed for the month-end balances on July 31, 2021.  No motion necessary.

DISBURSEMENTS

After reviewing the Accounts Payable disbursements for the month of July 2021, Mr. Hayes made a motion to approve the July 2021 disbursements.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

Restoration Resources submitted Invoice #676, dated 8/2/2021 for July Operations Management.  Mr. Sedlacek made a motion to approve Restoration Resources Invoice #676, for July Operations Management.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.

The invoice for the Semi-Annual Water Tower Loan payment to the IEPA, check #14488, in the amount of $32,492.27, was presented for a signature from a Trustee, and was signed by Mr. Hayes.

APPROVAL OF APPLICATIONS                                                                                                                                              

The water and sewer applications for July 2021 were reviewed.  Mr. Hayes made a motion to approve July 2021 applications.  Mr. Sedlacek seconded the motion and all the Trustees voted “Aye”.

OTHER

UNFINISHED BUSINESS

NEW BUSINESS

Amendment H to Sewer Ordinance No. 2006-04 was presented for approval and signature.  The purpose of the amendment is an increase in the Sewer Connection fees for New Construction, due to the recent increase in the cost of Concrete for the tank and the aluminum hatch, as well as a 4 percent increase in the cost of the Grinder Pumps.  Mr. Hayes made a motion to approve Amendment H to Sewer Ordinance No. 2006-04.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.  The Amendment was signed by all Trustees and The District Clerk, Ms. Lankster.

There was a short discussion regarding the wastewater charges for Sewer-only customers in Midway, Lake James and Deerfield.  The rates have varied in the past depending on the area, and there needs to be a uniform billing for the base charges.  The only exception would be in the case of a temporary charge for a major lift station repair or replacement that is only used by a certain area.  There is currently a charge for Deerfield for such a replacement, and it is due to be removed after June 30, 2022.  The overall rate would probably increase by approximately $2.00 per customer, per month, and the only other permanent fee would be the SCAP, which is $2.00 which is charged to all customers who receive sewer service from the District.  An ordinance will be written up in the coming months.

Mr. Dulle discussed a bid received to seal the parking lots at the office and the water plant.  There is only one bid at this time for $9,200 – $9,500.  Mr. Dulle and the Trustees feel the bid is high, and we need at least one more bid, before a decision is made.

The Fiscal Year 2021-2022 Budget includes an amount for a new 2022 F250 Pickup truck to replace the 2012 F150, in the amount of $38,000.00.  However, with the increase in vehicle cost in recent months, the actual purchase price will be $45,970.00.  Mr. Sedlacek made a motion to approve the purchase of the F250 pickup.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.

OPERATIONS

Mr. Dulle presented the cost to treat the Lagoons in order to meet IEPA Standards.  There is too much sludge built up in the bottom of the lagoons, and it has been determined by HMG Engineering that special Bio-tablets can be installed to break down the solids.  The total cost of these chemicals and labor to install them would be $8,000.00.   Mr. Sedlacek made a motion to approve the process to install Bio-tablets to the lagoons.  Mr. Hayes seconded the motion, and all Trustees voted “Aye”.

Prior to adjournment, Mr. Hayes voiced his concern about the cost of everything going up by double digits, and that we may not have adjusted the FY 2021-2022 budget enough to cover the price increases.  We do have areas where we will probably be under the budget and can adjust it to other line items.  We also have $30,000.00 in the budget for unexpected expenses, in case of an emergency situation.  Mr. Hayes stated that we need to keep close watch to see where we are throughout the year.  

ADJOURNMENT OF REGULAR MEETING

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