Meeting Minutes 11-4-2019

MINUTES OF REGULAR MEETING OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday November 4, 2019

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 Brennan Murphy were present.  Also present were Carla Lankster, District Clerk and Ken Dulle of Restoration Resources.  Four auditors from Scheffel Boyle were also present.

OPEN FORUM

Steve Pembrook, Josh Andre, Julie Billeter and Chris Sobrino from Scheffel Boyle presented the Annual Audit for Fiscal Year 2019, ending June 30, 2019.  Mr. Pembrook, a partner of Scheffel Boyle, introduced Josh Andre as his replacement, when he retires, possibly at the end of December.  Mr. Sobrino did the presentation of the audit this year.  Mr. Sobrino and Ms. Billeter stated that it was another good audit and all documents that were requested, were provided in a timely manner.  Mr. Sobrino went over the statement of revenues and expenses, depreciation and cash flow.

APPROVAL OF MINUTES

The minutes of October 14, 2019 regular meeting were submitted for approval.  Mr. Hayes made a motion to approve the minutes for the October 14, 2019 regular meeting.  Mr. Murphy seconded the motion and all Trustees voted “Aye”.

FINANCIAL

The Summary of Accounts was reviewed for October, 2019.  No Motion necessary.

DISBURSEMENTS

After reviewing the Accounts Payable disbursements for the month of October, 2019, Mr. Murphy made a motion to approve the October 2019 disbursements.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.

USTI-Central Square invoice for e-printing service for the monthly bills has not been received.

Restoration Resources submitted Invoice 654, dated November 2, 2019, for water and wastewater operations management for October, 2019 Operations.  Mr. Hayes made a motion to approve Restoration Resources Invoice 654, dated November 2, 2019.  Mr. Murphy seconded the motion and all Trustees voted “Aye”.

The invoice from Vallow Floor Coverings, for one half of the amount for the flooring to be installed, was submitted for signature.  The bid amount was previously approved at the October 14, 2019 meeting.  Mr. Sedlacek signed the invoice.  Installation to begin December 12, 2019.

APPROVAL OF APPLICATIONS                                                            

The water and sewer applications for October, 2019 were reviewed, and included 7 customer transfers in Holiday Shores.  Mr. Murphy made a motion to approve the October, 2019 applications.  Mr. Hayes seconded the motion and all the Trustees voted “Aye”.

OTHER

The water meter at 3 B Waikiki had been buried by dirt during renovations.  The bill had to be estimated for several months, and the house was empty during part of that time.  With the help of the homeowner, the meter was found.  However, the estimation was over by 19,000 gallons, and a credit must be given for water and sewer.  Mr. Sedlacek signed his approval for the credits.

UNFINISHED BUSINESS

NEW BUSINESS

Two proposals were presented from Attorneys’ offices to be selected as new legal counsel for the Holiday Shores Sanitary District.  The law office of Byron, Carlson, Petri & Kalb submitted a proposal that quoted an hourly rate of $175.00 per hour.  The law office of Unsell, Schattnik & Phillips submitted a proposal that quoted an hourly rate of $150.00 per hour.  Since both attorneys are equally qualified to give legal advice for Municipalities, the decision was made on the hourly rates.  Mr. Murphy made a motion to approval of the proposal of Unsell, Schattnik & Phillips to provide legal counsel to HSSD.  Mr. Sedlacek seconded the motion and Mr. Hayes abstained from the vote.  Board Majority of two out of three Trustees.  Motion carries to hire Attorneys, Unsell, Schattnik & Phillips.

A sample lease/contract was submitted by Ameren Illinois to place a wireless telecommunications device on the HSSD water towers.  The devices are for an Advanced Metering Infrastructure for gas meters.  The sample was a 30 Year lease, beginning at one annual rate for the first five years, increasing every five years.  The Trustees do not want a 30 Year lease and they want to be sure the contract does not restrict the District from signing other future contracts with other companies that could approach HSSD.  Mr. Dulle will talk to Ameren Illinois for more details of the contract.

OPERATIONS

Mr. Dulle discussed the DBP violation from the IEPA.  HMG Engineering is helping to investigate solutions to the DBP problem.  Mr. Dulle submitted paperwork to be sent to the IEPA by the middle of November, letting them know how we are going to correct the issue.  Mr. Sedlacek, President of the Board signed the paperwork.

ADJOURNMENT

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