Meeting Minutes 6-12-2023

MINUTES OF REGULAR MEETING OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday, June 12, 2023

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 and Trustee called the meeting to order.  Trustee Brennan Murphy was present.  Also present were Carla Lankster, District Clerk and Joe Urban, Operations, and Rob Clarkson, new General Manager.  Attending the meeting by phone, was Jeff Hebenstreit.

OPEN FORUM

Mr. Jeffrey Hebenstreit was in attendance by phone.  After a discussion at the May 2023 meeting, Mr. Murphy made a motion to appoint Mr. Hebenstreit as the new Trustee to fulfill the remaining term of Ms. Julie Romano, who resigned, effective April 21, 2023.  Mr. Hayes seconded the motion and all trustees voted “Aye”.

Ms. Lankster, District Clerk swore in Mr. Jeffrey Hebenstreit as the new, appointed Trustee.  Then the Trustees elected officers.  Mr. Murphy made a motion for Mr. Richard D. Hayes to remain as President.  Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye”.  Mr. Hayes made a motion for Mr. Brennan Murphy to remain as the Vice President.  Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye’.  Mr. Hayes made a motion for Mr. Jeffrey Hebenstreit to be the new Treasurer/Secretary.  Mr. Murphy seconded the motion and all Trustees voted “Aye”.

A special meeting was held on Wednesday, May 17, 2023 to interview and hire the new General Manager.  After several resumes and interviews the Trustees made the decision to hire Mr. Robert Clarkson.  In this regular session, Mr. Hayes made a motion to verify hiring Mr. Robert Clarkson as the new General Manager, effective today June 12, 2023.  Mr. Murphy seconded the motion and Mr. Hebenstreit abstained, due to not attending the special meeting on May 17, 2023.  Motion carries.

Mr. Rob Clarkson was in attendance and was introduced as the new General Manager.

APPROVAL OF MINUTES

The minutes of May 8, 2023 regular meeting were submitted for approval.  Mr. Murphy made a motion to approve the minutes for the May 8, 2023 meeting.  Mr. Hayes seconded the motion and Mr. Hebenstreit abstained.  Motion carries.

The minutes of the May 17, 2023 special meeting were submitted for approval.  Mr. Murphy made a motion to approve the minutes for the special meeting held May 17, 2023.  Mr. Hayes seconded the motion and Mr. Hebenstreit abstained.  Motion carries.

FINANCIAL                                                                                                                                                                   

The Summary of Accounts and Statement of Revenues and Expenses were reviewed for the month-end balances on May 31, 2023.  Mr. Murphy made a motion to approve the May 31, 2023 Summary of Accounts.  Mr. Hayes seconded the motion and Mr. Hebenstreit abstained.  Motion carries.

DISBURSEMENTS

Accounts Payable disbursements were reviewed for May 2023.  Mr. Murphy made a motion to approve the May 2023 disbursements.  Mr. Hayes seconded the motion and Mr. Hebenstreit abstained.  Motion Carries.

Certop, Inc. Invoice #06012023.05, dated 6/1/2023 for $5,000.00, for May 2023 Class A Water Operator services was submitted for payment.  Mr. Murphy made a motion to approve Certop Inc. Invoice #06012023.05, for May 2023 services.  Mr. Hayes seconded the motion and Mr. Hebenstreit abstained.  Motion carries.

There were several invoices over the amount of $500.00 that were signed by Mr. Hayes including Vadim Municipal for printing and mailing of the April 30, 2023 water and sewer bills, Tri-Tech Software for the Accounting software annual maintenance fees and the invoice for MSD Mowing, for May 2023, the IEPA Water Tower loan payment, Carrollton Bank for Water Plant loan payment, Quarterly Cincinnati Insurance premiums and All Type Compressor for repair at water plant.

APPROVAL OF APPLICATIONS                                                                                                                                              

The water and sewer applications for May 2023 were reviewed.  Mr. Murphy made a motion to approve the May 2023 applications.  Mr. Hayes seconded the motion and Mr. Hebenstreit abstained.  Motion carries.

OTHER

UNFINISHED BUSINESS

Mr. Urban brought up a discussion to take on-line classes for Class A Water license training, for both him and Mr. Chris Murphy.  The classes would cost about $360.00 per person.  Mr. Hayes made a motion to approve the fees for on-line Class A Water license training.  Mr. Murphy seconded the motion and all Trustees voted “Aye”.

There has been some recent discussion regarding hiring an entry level Water and Sewer operations tech.  Mr. Hayes stated that Mr. Rob Clarkson, as General Manager should evaluate the operations and make a decision as to where a new-hire would be most beneficial.  Tabled for this month.

NEW BUSINESS

The Budget Adjustments for the Fiscal Year 2022-2023 Budget were presented for approval.  The adjustments are to move appropriations for line items within each Fund, due to higher expenses in one area and lower expenses in another area.  Mr. Murphy made a motion to approve the FY 2022-2023 Budget Adjustments.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.

A preliminary budget was presented, but is currently showing a large amount of expenses over projected revenues.  We were basing the revenues on 4400 gallons per month average, per household, but over the past few years, that average has gone down to 3500 gallons per month, per household. Therefore, revenues are being budgeted at a lower amount than last year.  Ms. Lankster will work with Mr. Clarkson to revise the budget over the next month, before being written into the FY 2023-2024 Budget Ordinance.

Resolution No. 20230612 was submitted for approval.  The Resolution is a description and benefits of the new General Manager position.  Mr. Murphy made a motion to approve and sign Resolution No. 20230612.  Mr. Hayes seconded the motion, and all Trustees votes “Aye”.

Amendment C to Ordinance #90-07 was submitted for approval.  The Amendment is to state that there is an exception to the Vacation policy for the General Manager position.  Vacation will be negotiable.  Mr. Murphy made a motion to approve Amendment C to Ordinance #90-07.  Mr. Hayes seconded the motion, and Mr. Hebenstreit abstained.  Motion carries.

OPERATIONS

Mr. Urban has talked to Flo-Systems regarding a Grinder Pump Control Panel that is available.  It would track more information regarding use and surges that occur.  It would be installed on new construction connections and replacements.

The CCR (Consumer Confidence Report) for Water Quality has been published in the June Holiday Times, and it has been posted on our website.

We have not increased the Water Tap-on fees in at least 16 years, and Sewer Tap-on fees have only increased with the direct costs of concrete and pumps.  Mr. Urban and Mr. Clarkson will review and calculate material & labor expenses related to the tap-on fees and determine if there should be increases.

ADJOURN TO EXECUTIVE SESSION

Move to close to executive meeting pursuant to Statute 5ILCS 120/2 (C)(1), to discuss employee compensation.  Mr. Hayes made a motion to move to Executive Session.  Mr. Murphy seconded the motion and all Trustees voted “Aye”.

ADJOURNMENT OF REGULAR MEETING

Returning from the Executive session, Mr. Hayes stated that it was decided to approve a 4% increase in pay for the employees of the District.  Mr. Murphy made a motion to approve a 4% payrate increase.  Mr. Hayes seconded the motion, and all Trustees voted “Aye”.

Mr. Hayes made a motion to adjourn the regular meeting.  Mr. Murphy seconded the motion and all Trustees voted “Aye”.

Respectfully submitted, Carla Lankster, District Clerk