4-11-2016 Meeting Minutes
MINUTES OF REGULAR MEETING
OF BOARD OF TRUSTEES
HOLIDAY SHORES SANITARY DISTRICT
Monday, April 11, 2016
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.
Jeff Sedlacek, President called the meeting to order. Trustees, Richard Hayes and Dennis Van Sandt were present. Also present were Carla Lankster, District Clerk, and Ken Dulle of Du-Con.
OPEN FORUM
APPROVAL OF MINUTES
The minutes of March 14, 2016 regular meeting were submitted for approval. Mr. Hayes made a motion to approve the minutes for the March 14, 2016 regular meeting. Mr. Van Sandt seconded the motion and all Trustees voted “Aye”.
FINANCIAL
The Summary of Accounts was reviewed for the month of March, 2016. No motion necessary.
DISBURSEMENTS
After reviewing the disbursements for the month of March, 2016, Mr. Van Sandt made a motion to approve the March 2016 disbursements. Mr. Hayes seconded the motion and all Trustees voted “Aye”.
Du-Con submitted Invoice No. 4-11, dated April 7, 2016, for the month of March, 2016 for managing and operating water and wastewater treatment. Mr. Van Sandt made a motion to approve Du-Con invoice No. 4-11, dated April 7, 2016. Mr. Hayes seconded the motion and all Trustees voted “Aye”.
APPROVAL OF APPLICATIONS
The water and sewer applications for March, 2016 were reviewed, and included 8 customer transfers and 2 New Construction customers. Mr. Hayes made a motion to approve the March, 2016 applications. Mr. Van Sandt seconded the motion and all the Trustees voted “Aye”.
OTHER
UNFINISHED BUSINESS
NEW BUSINESS
There was a discussion regarding one of the old computers that has been sitting in the office for over a year, not being used. It has already been written off of the books as fully depreciated and needs to be disposed of. The hard drive can be removed from the PC tower and kept in the locked safe until it is properly destroyed and disposed of. The IT Technician for the HSSD can remove the information from the hard drive for about $120.00, but he said it is okay to just destroy it if there is no further use for the drive. The tower can then be disposed of or given away safely, since it is of no value and no information will remain if the hard drive is removed.
The 2017 Fiscal Year Budget will be drafted for the next meeting. The year-to-date Statement of Revenues and Expenditures for FY 2016 was given to the Trustees to look over and see if there are any concerns about the FY 2017 budget, based on the current year actuals. There are some possible expenses coming up in the next year. One will be to replace the 2003 F-350 pick-up that Dallas is driving. The repairs continue to get more expensive. Mr. Dulle also mentioned the two computers in the office used by Mr. Dulle and Joe Urban, as well as the SCADA computer system at the water plant that may need some upgrading. The fibers in the Memcors at the water plant will also need to be replaced in the next couple of years. Mr. Dulle said they are rated to last about 5 years, based on 500,000 gallons of water per day. We don’t run that much through the plant and there is no indication for the need to replace them at this time, so they may last another two or three years. The cost will be approximately $25,000.00 each and two of them will be needed.
OPERATIONS
Ken Dulle discussed the Deerfield and Midway area where the work is now complete, installing fiber optic lines by Madison Communications. Many of the clay tile sewer lines were not installed by The District, therefore we were not able to locate all of the main lines in that area, due to the lack of tracer wires. The contractor hit our sewer lines ten times, as well as hitting other utility lines, because the fiber optics were being installed about 48” deep. All of those sewer main breaks had to be repaired immediately, therefore we had to hire B & R Excavating to help locate the line breaks, so they could be repaired. Since the lines were not be marked, the contractor for Madison Communications will not be responsible for paying for the repairs on the sewer main breaks.
Mr. Van Sandt was in the Montgomery County Illinois area and read about water and sewer rate increases in Litchfield and Mt. Olive. They upgraded their water and sewer, including adding a membrane system for the water plant, and they published ordinances for 8 percent rate increases for the next three to five years. Mt. Olive has water and sewer bills of approximately $80.00 per month based on 4800 gallons of water used. Mr. Van Sandt noted that the amount is higher than Holiday Shores, and that we are not out of range on our rates. Even the St. Louis area is experiencing much higher rates, especially for sewer.
ADJOURNMENT
Mr. Van Sandt made a motion to adjourn the regular meeting. Mr. Hayes seconded the motion and all the Trustees voted “Aye”.
Respectfully submitted,
Carla Lankster, District Clerk