Meeting Minutes 3-11-2024
MINUTES OF REGULAR MEETING OF BOARD OF TRUSTEES
HOLIDAY SHORES SANITARY DISTRICT
Monday, March 11, 2024
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. Trustees Brennan Murphy and Jeff Hebenstreit were present. Carla Lankster, District Clerk and Rob Clarkson, General Manager were also present.
OPEN FORUM
A letter was submitted by Michelle Kannmacher of 1695 Fountainbleu Drive, requesting a credit consideration for a very large outside leak. By the time it was discovered, 97,620 gallons over their normal water use had gone through the meter. In being consistent with recent similar situations and in a policy that was written up, the Trustees made a decision to credit the sewer for the 97,620 gallons, in the amount of $745.82. They will also allow 25% credit for the water in the amount of $219.65. Mr. Murphy made a motion to approve these sewer and water credits for the outside water leak at 1695 Fountainbleu Drive. Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye”.
There was a short discussion of the Open Meetings Act, when an email is being sent. This will be discussed during New Business.
APPROVAL OF MINUTES
The minutes of February 12, 2024 regular meeting were submitted for approval, with the Manager’s Report for Operations attached. Mr. Murphy made a motion to approve the minutes for the February 12, 2024 meeting. Mr. Hebenstreit seconded the motion and all Trustees voted “Aye”.
FINANCIAL
The Summary of Accounts and Statement of Revenues and Expenses were reviewed for the month-end balances on February 29, 2024. As per the resolution signed at the February meeting, $40,000 was transferred from Water Reserves to Water Supply in February. No Motion necessary.
DISBURSEMENTS
The February 2024 Accounts Payable disbursements were reviewed for approval. Mr. Murphy made a motion to approve the February 2024 disbursements. Mr. Hebenstreit seconded the motion and all Trustees voted “Aye”.
Certop, Inc. Invoice #03012024.05, dated 3/1/2024 for $5,435.00 for February 2024 Class A Water Operator services was submitted for payment. Mr. Murphy made a motion to approve Certop Inc., Invoice #03012024.05, for February 2024 services. Mr. Hebenstreit seconded the motion and all Trustees voted “Aye”.
Mr. Hayes signed invoices over $500.00, including an invoice from Scheffel Boyle for the Audit services for the Fiscal Year 2022/2023.
APPROVAL OF APPLICATIONS Water/Sewer applications for February 2024 were not prepared for the meeting. There was very little activity in February, so they will be included at the April 2024 meeting with March 2024 Applications.
OTHER
The invoice that was sent to Holishor Association in December 2023, to pay for a portion of the Sewer By-pass at the North end of the lake has not been paid. The road collapsed at the culvert, and Holishor Association informed HSSD that the Sewer Main was on top of the culvert and had to be moved in order for a larger culvert to be installed, as soon as possible. Two representatives of Holishor, Ms. Webster and Mr. Van Ryswyk, attended the September 18, 2023, and were asked to pay a portion of the cost to install a temporary Sewer Main by-pass. It was brought up that HSSD paid for half of the repairs to the Morning Glory, several years ago.
Mr. Clarkson was told that a letter will be sent to HSSD stating that they will not pay the invoice and why they will not pay, but we have not received this letter yet. Since the invoice has not been paid, and there has been no response of any kind to HSSD why they have not paid, Mr. Clarkson and Mr. Murphy will go to the Holishor office and request to listen to the recording of the January 10, 2024 Board of Director’s meeting. They stated in the meeting minutes that they will not pay HSSD for any of the expense, but did not state in the posted meeting minutes why they will not pay. A special meeting may be called prior to the April Trustee Meeting, to discuss the next steps to be taken.
UNFINISHED BUSINESS
Mr. Clarkson stated that the Madison County environmental grant for lighting to be installed in the garage has been awarded to HSSD. The amount of the grant is $900.00. GRP Wegman will install the lighting. The District will continue to explore other grant opportunities.
An employee took the test for Class A certification at the IRWA conference on February 22, 2024. There were a lot of people sitting for this test, so the results will take at least two weeks. Mr. Hebenstreit is requesting Mr. Clarkson and the operations staff to put in the effort to make this the #1 priority to study and pass the test. Mr. Clarkson stated that an employee has been hired to replace Certop as the Class A operator. This will result in a substantial cost savings.
There was a discussion regarding the increased cost of concrete for Grinder Pump tanks, which are installed during new construction. There must be an increase in the Sewer Connection Fees, due to this increase, as well as a consideration for some other increases in the cost of parts and services involved in a new connection. We will also include an extra fee if a bore is required. An Amendment to the Sewer Connection rate will be written up to be approved at the April 2024 meeting.
Electronic Availability of Ordinances was tabled for this meeting.
NEW BUSINESS
There was a discussion at the February meeting, regarding recent expenses for a shipment of Grinder Pumps that was paid from the Sewer Supply Fund account. A Resolution No. 20240311SE was presented to transfer $70,000.00 from Sewer Trust Reserves, to Sewer Supply to be approved and signed. All Trustees and the District Clerk signed the Resolution. Mr. Murphy made a motion to approve Resolution No. 20240311SE. Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye”.
An ordinance for special one-time fees was not prepared for this meeting. These fees may be included as an amendment to the water and sewer rate ordinances. The one-time fees would include the amount to charge to disconnect water for extended vacations and for repairs to water lines or emergencies, that were discussed at previous meetings. Emergency disconnects would only be charged if it is after hours.
The Liability and Workers Compensation insurance renewal will be March 17, 2024. Dimond Bros. Insurance presented quotes from Cincinnati Insurance for a 1-year term or a 3-year term, including both Workers’ Compensation and General Liability. The 1-year quote was $45,022, and the 3-year quote was $45,619 per year. The 3-year quote would not change during the term, with the exception of changes in payroll and equipment. A one-year quote was submitted by Bliss McKnight for $37,876. A quote from Encova was submitted for Work Compensation only, for $6,227. After some discussion, the Trustees decided to lock in the rate for three years, due to recent increases everyone is seeing in insurance rates. Mr. Murphy made a motion to approve the 3-year term offered by Cincinnati Insurance, in the amount of $45,619 per year. Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye”.
Mr. Hebenstreit started a discussion regarding the Open Meetings Act when sending emails. After some discussion, the Trustees agreed that if a Trustee just sends out information to be discussed at the next meeting, there is no violation to the OMA. However, there should never be a reply to that original email.
OPERATIONS REPORT
Mr. Clarkson presented his Manager’s Report he prepared, for the month of February. The report was discussed and is an attachment to the meeting minutes. One item was not included in the operations report. Mr. Clarkson is checking into a possible new tool that has recently become available. The tool would be able to locate up to 4” PVC, up to 12’ deep, that is not marked with tracer wire. It is offered by “Sub Surface Instruments”, for under $10,000, including training. It would be very beneficial when performing water and sewer JULIE locates, and would result in a substantial savings over time.
ADJOURN TO EXECUTIVE SESSION
There was no Executive Session at this meeting.
ADJOURNMENT OF REGULAR MEETING
Mr. Murphy made a motion to adjourn the regular meeting. Mr. Hebenstreit seconded the motion and all Trustees voted “Aye”.
Respectfully submitted, Carla Lankster, District Clerk
Operations Report February 2024
Water
Repair on Castle has been completed. Boil order was put in place as a precautionary measure in case we went under 20 PSI. Lab testing performed as usual and sample passed as suspected. Boil order lifted after roughly 24 hours.
We have come to an agreement with a former employee who is a Class A water operator. We will employ him starting March 18th and eliminate any gap in coverage between certified operators and eliminate the need for Certop’s services. Substantial cost savings. We will continue to push for Joe and Chris to obtain certification as a priority.
21.3% difference in water produced vs water sold for the month is a combination of water leak on castle and the register failure at clubhouse. Water leak has been repaired and register changed on club house meter.
Cross connection survey returned now at 296
Service connections completed on Barbados and Bermuda New Construction. Utilities on Barbados connection and trees on Bermuda connection made completion more difficult than usual.
Repairs to Water/Plant Equipment:
Sewer
Total call outs for month were 9. We changed out 7 grinder pumps in the month. Pump rebuilds continue in house.
Service connections made on Barbados and Bermuda new construction. Both had to be bored as sewer main is across street from houses.
Erosion issue has been completed at Midway lift station.
No word from EPA on fine or litigations dates for Lagoon.
Unfinished business
Cross connection survey in progress. Electronic and paper copies to be filed and report filed to IEPA for compliance. Currently have received 296 forms back leaving roughly 1000 homes to inspect.
Class A testing Chris took test will be February 22nd awaiting results