Meeting Minutes 12/09/2024
MINUTES OF REGULAR MEETING
OF BOARD OF TRUSTEES
HOLIDAY SHORES SANITARY DISTRICT
Monday, December 9, 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 meetings.
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, and Rick Skiff, District Clerk in training were also present. Attorney, Erin Phillips was in attendance.
OPEN FORUM
Mr. Cody Henson of 1602 Waikiki submitted a leak sewer credit request for approval. The amount of the request is for 86,220 gallons. After discussion, Mr. Murphy made a motion to approve the sewer credit request for 1602 Waikiki. Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye”.
A list of 5 additional Sewer credit requests was submitted to the District office and the Trustees. We are still going to approve the new policy on Water/Sewer credits, to be effective January 1, 2025, therefore, these credit requests should be approved, as they have been at recent meetings. Mr. Hebenstreit made a motion to approve the list of the credits. Mr. Murphy seconded the motion, and all Trustees voted “Aye”.
Ms. Carla Lankster is retiring at the end of the year, and Mr. Rick Skiff will be the new District Clerk. Mr. Murphy made a motion to approve the appointment of Mr. Rick Skiff as District Clerk, effective January 1, 2025. Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye”. Mr. Skiff was sworn in as the District Clerk of Holiday Shores Sanitary District, effective January 1, 2025.
APPROVAL OF MINUTES
The minutes of the November 12, 2024 regular meeting were submitted for approval, with the October Manager’s Report for Operations attached. Mr. Hebenstreit made a motion to approve the minutes for the November 12, 2024 meeting. Mr. Murphy 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 November 30, 2024. No Motion necessary.
DISBURSEMENTS
The November, 2024 Accounts Payable disbursements were reviewed for approval. Mr. Murphy made a motion to approve the November 2024 disbursements. Mr. Hebenstreit seconded the motion and all Trustees voted “Aye”.
Unsell, Schattnik and Phillips submitted an invoice for legal fees from November 9, 2024 through November 30, 2024. Mr. Murphy made a motion to approve the November invoice for legal fees. Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye”.
There were 4 invoices submitted for Mr. Hayes to sign. The invoices are as follows. Certop Inc. for monthly service for Wastewater Operator, for the month of December 2024. The invoice is in the amount of $425.00, as per the contract, HMG Engineers agreement, Cincinnati Insurance Companies for Workers Compensation insurance, and Cincinnati Insurance Companies for Commercial Property insurance.
APPROVAL OF APPLICATIONS Water/Sewer applications list for November 2024 was submitted for approval. Mr. Murphy made a motion to approve the applications for November 2024. Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye”.
OTHER
Update on UPM Software. Ms. Lankster stated that United Systems will have a demo model to start training on soon.
UNFINISHED BUSINESS
Continuing the discussion of the Action Items list. Action item 1 is regarding grant opportunities, will remain on the list, and updated monthly, Mr. Hebenstreit requested that a document is created showing the grants that have been applied for and the results of the application, in a one-page document. Mr. Clarkson is working on the list. Item 2 regarding the pool and water and sewer credit policy will be discussed later in the meeting when the resolution is reviewed and voted on. Item 3 regarding Ordinance review and electronic availability is tabled until the new software is ready. It will remain on the Action Item List. Item 4 regarding PFAS, Mr. Clarkson stated that the second set of samples were submitted at the end of November. This item should remain on the list. The three AWWA conference items should be changed, but remain on the list. Mr. Hebenstreit requested that two new items be added to the list. One item is to document an emergency water plan and the second item is to document an emergency sewer plan.
NEW BUSINESS
Resolution No. 20241209CR, to approve the Water and Sewer Credit Policy, was presented for review and approval. Mr. Murphy made a motion to approve Resolution No. 20241209CR. Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye”.
Presented proposed meeting schedule for 2025 for review and approval. Mr. Hebenstreit made a motion to approve. Mr. Murphy seconded the motion, and all Trustees voted “Aye”.
Presented proposed employee holiday schedule for 2025 for review and approval. Mr. Hebenstreit made a motion to approve. Mr. Murphy seconded the motion, and all Trustees voted “Aye”.
Discussed Trustee election of officers. Mr. Hayes stated that in the past the Trustees rotated positions, and suggested that Mr. Murphy would become President, Mr. Hebenstreit would become Vice-President, and Mr. Hayes would become Treasurer. Mr. Hebenstreit agreed with Mr. Hayes. Therefore, Mr. Hebenstreit made a motion to accept Mr. Hayes’ recommendation to appoint Mr. Murphy as President, Mr. Hebenstreit as Vice-President, Mr. Hayes as Treasurer, also to approve Ms. Erin Philips as District Council. Mr. Murphy seconded the motion, all Trustees voted “Aye”.
Mr. Hebenstreit was sworn in as Trustee for Holiday Shores Sanitary District after being re-elected in November 2024.
Mr. Murphy was sworn in as Trustee for Holiday Shores Sanitary District after being re-elected in November 2024.
OPERATIONS REPORT
Mr. Clarkson presented the Operations reports for November 2024, and it is attached to these meeting minutes. Mr. Clarkson also presented information from Sarah Tebbe of HMG Engineers, regarding
permit approval from the IEPA and going out for bids for the Lagoon. We are also waiting for the final approval for the IEPA loan. The operations report also includes information regarding grants.
ADJOURN TO EXECUTIVE SESSION
Adjourn to executive session, pursuant to Statute 5ILCS 120/2 (C)(1), to discuss employee personnel issues, and pursuant to Statute 5ILCS 120/2 (C)(11), to discuss possible litigation. Mr. Murphy made a motion to adjourn to Executive session. Mr. Hebenstreit seconded the motion and all Trustees voted “Aye”.
BACK IN REGULAR MEETING FROM THE EXECUTIVE SESSION
Mr. Hayes stated that, as discussed in Executive Session, the annual Christmas Bonus will be similar to in the past. Mr. Murphy made a motion to approve the Christmas Bonus as in the past. Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye”.
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, Retiring District Clerk and Rick Skiff, District Clerk
Operations Report November 2024
Water
No new service connections
Water main flushing completed. We found 3 hydrants needing replaced. We replaced the hydrant at clubhouse due to failure to operate. Club house isolated and placed on boil order for 24 hours. Samples came back passing and boil order lifted. Remaining hydrants will be addressed as weather allows. Stop valves to be installed at same time.
2nd round of PFAS samples taken and awaiting results.
Repairs to Water/Plant Equipment:
Static Mixer was delivered. Waiting on price and schedule from contractor to install.
Trident filter media showing signs of end of life. Joe has contacted vendor to get pricing to replace. Early estimate is 16K for media on one unit. Currently researching alternate vendors to compare pricing. Media is original to plant 12 years of service. Vendor said our sister plant at Ren Lake replaced theirs last year. Plants were put in service in the same year.
Pre Chlorine pump showing signs of wear. Need to purchase pump to have on shelf for when it does fail. Exact replacement lead time 1 week and $2731.24. Update: Pump ordered and ready for pick up
Sewer
Total call outs for month were 21. We changed out 9 grinder pumps in the month. Pump rebuilds are being conducted in house.
We tapped (1) moved sewer service which required excavations at street and new grinder tank location.
Lift station at 159 and Moro Rd has piping deterioration causing extended run times of pumps. Work has not been started on this project. Scheduled for Dec 12, 2024
Lift station at Deerfield Subdivision entrance has deteriorated electrical post. Work to repair is underway.
We are waiting on Electrical design and the land application permit for Lagoon project. We will have bid packets once these are completed. Update: Sludge permit fee check cut $2500.00
No word from EPA on fine or litigations dates for Lagoon.