Meeting Minutes 1-9-2023

MINUTES OF REGULAR MEETING OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday, January 9, 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.  Trustees Brennan Murphy and Julie Romano were present.  Also present were Carla Lankster, District Clerk and Joe Urban, Operations.

OPEN FORUM

APPROVAL OF MINUTES

The minutes of December 12, 2022 regular meeting were submitted for approval.  Mr. Murphy made a motion to approve the minutes for the December 12, 2022 regular meeting.  Ms. Romano 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 December 31, 2022.  Mr. Murphy made a motion to approve the Summary of Accounts.  Ms. Romano seconded the motion and all Trustees voted “Aye”.  Ms. Romano had several questions on the Statement of Revenues an Expenses, regarding items that have reached the budget or are already over.  The new grinder pump budget has reached the budget, due to supply issues at the end of the 2022 fiscal year.  Many pumps were not received until this fiscal year.  The chemicals budget is getting close, due to some price increases and the timing of when the chemicals were needed.  Meters and lids expenses have been high so far, but Mr. Urban said we should not have to order more this year.  Mr. Hayes noted that he read an article in the Intelligencer that Glen Carbon will soon be increasing their water rates significantly, and we need to look at our increasing expenses, and increase our rates soon.

DISBURSEMENTS

Accounts Payable disbursements were reviewed for December 2022.  Mr. Murphy made a motion to approve the December 2022 disbursements.  Ms. Romano seconded the motion and all Trustees voted “Aye”.

Certop, Inc. Invoice #01012023.08, dated 1/1/2023 for $5,000.00 was submitted for payment.  This invoice is for a contracted Class A Water Operator and is for the month of December 2022.  Mr. Murphy made a motion to approve Certop Inc. Invoice #01012023.08, for December 2022 Class A Water Operator services.  Ms. Romano seconded the motion and all Trustees voted “Aye”.

There was one invoice for Vadim Municipal over the amount of $500.00 for printing and mailing of the October 31, 2022 water and sewer bills, that needed Trustee signature this month. The invoice was signed by Mr. Hayes.  There was also an invoice from Central Square for printing the IEPA required notice on the back of the January 31, 2023 water and sewer bills.  This will replace another mailing of the three page letter regarding the lead and the drinking water.  Instead of $1,400.00 for each mailing, they will only charge $585.00.

APPROVAL OF APPLICATIONS                                                                                                                                              

The water and sewer applications for December 2022 were reviewed.  Mr. Murphy made a motion to approve the December 2022 applications.  Ms. Romano seconded the motion and all the Trustees voted “Aye”.

OTHER

There was a short discussion regarding an increase in the cost of concrete at Kienstra Pipe & Precast.  The price for the concrete tank has increased from $195.00 to $215.00 per vertical foot. The Aluminum hatch has increased from $425.00 to $480.00.  So the price of a 7’ tank was $1,951.85 and will now be $2,162.45.  An amendment to the ordinance will have to be approved to raise sewer connection fees.

UNFINISHED BUSINESS

New drive-by Meter Reading Equipment was ordered in June 2022.  At the time, the equipment was expected to arrive around December 2022.  However, United Systems and Software has informed us that due to the recent supply issues, the District will not receive the equipment until June 2023.  They will let us know if they think it will arrive sooner.

NEW BUSINESS

In the past several years, Holishor Association has been working on projects to significantly reduce erosion and to protect the Holiday Lake riparian barrier in the watersheds, and improve the water quality.  Holishor Association is, again, asking for the support of the Holiday Shores Sanitary District for the project to continue.  The Trustees voted to Adopt and sign Resolution No. 20230109 to support the Holishor Association Project Plant with the Madison County Sustainability Program.  Mr. Murphy made a motion to approve Resolution No. 20230109.  Ms. Romano seconded the motion and all Trustees voted “Aye”.

OPERATIONS

There were 5 grinder pump changes and 25 after hours call-outs in the month of December.  Of the 25 call-outs, 19 were during the extreme cold temperatures at Christmas time.  The Water tower also froze up, and the water plant called Joe Urban because tower #2 was overflowing.

There is a water main leaking at Shore Drive SW and Christmas Tree Point.  It will need to be repaired later this week.

Ms. Romano spoke with Erin Phillips, the District’s attorney, and she has agreed to attend a special meeting for an executive session.  After some discussion, it was decided to have the special meeting on January 26, 2023.  A notice will be posted.

ADJOURNMENT OF REGULAR MEETING

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

Respectfully submitted, Carla Lankster, District Clerk