Meeting Minutes 11-5-2018

MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday November 5, 2018

 

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, Vice President called the meeting to order.  Trustee, Richard Hayes was present.  Also present were Carla Lankster, District Clerk and Ken Dulle of Restoration Resources, Brennan Murphy and Attorney for the District, Bob Perica.  Also in attendance were Julie Billeter, Chris Sobrino and Steve Pembrook of Scheffel Boyle.

OPEN FORUM

Mr. Dennis Van Sandt resigned as Trustee, effective November 1, 2018.  Therefore a new Trustee was appointed to assume the remaining term through December 2020.  Mr. Jeff Sedlacek Nominated Mr. Brennan Murphy as the appointed Trustee to replace Mr. Van Sandt.  Mr. Hayes seconded the nomination and all Trustees voted “Aye”.

Ms. Carla Lankster, District Clerk swore in Mr. Brennan Murphy as the new Trustee, and Mr. Murphy signed the written statement.

With the appointment of the new Trustee, the election of officers was held, effective immediately.  Mr. Hayes nominated Mr. Sedlacek as President.  Mr. Murphy seconded the nomination and all Trustees voted “Aye”.  Mr. Sedlacek nominated Mr. Hayes as the Vice President.  Mr. Murphy seconded the nomination and all Trustees voted “Aye”.  Mr. Hayes nominated Mr. Murphy as the Treasurer.  Mr. Sedlacek seconded the nomination and all Trustees voted “Aye”.  Mr. Hayes will continue to sign checks through the month of December.

Mr. John Gorzny of 938 Catalina was on the agenda regarding a sewer back-up on 10/26/2018.  He was not in attendance, so there was no discussion.

Ms. Donna Hawkins was on the agenda, representing the estate of Mr. Donald Felts regarding a second sewer line leaving the house.  She was not in attendance, so there was no discussion.

Ms. Julie Billeter, auditor for Scheffel Boyle presented the audit for the Fiscal Year End 6/30/2018.  Ms. Billeter said the audit went very smooth this year and Carla and Marian answered all questions and were very cooperative.  The audit has a clean opinion of the auditors and the numbers have been presented fairly.  The numbers in both the General Fund and the Business-like Water and Sewer Funds are all similar and comparable to last year.  The Water and Sewer funds both had a profit for the year.  However the cash flow shows what the cash coming in is actually spent on.  Mr. Steve Pembrook stated that the Cash Flow schedule on page 13 of the audit is a good one to look at for the District.  It shows that the District is making money but the depreciation and loan payments come out of that cash, and there is a lot of debt service and depreciation.  Mr. Dulle mentioned that we have to keep looking at is a wastewater treatment plant, because we have a lagoon and if the IEPA comes up with new regulations, monitoring the Cahokia Creek, we will not be able to meet those regulations.  So we try to put money in reserves, so we do not end up with another $5,000,000.00 loan.

APPROVAL OF MINUTES

The minutes of October 8, 2018 regular meeting were submitted for approval.  Mr. Hayes made a motion to approve the minutes for the October 8, 2018 regular meeting.  Mr. Sedlacek seconded the motion, and all Trustees voted “Aye”.

FINANCIAL

The Summary of Accounts was reviewed for the month of October, 2018.  No motion necessary.

DISBURSEMENTS

After reviewing the Accounts Payable disbursements for the month of October, 2018, Mr. Hayes made a motion to approve the October 2018 disbursements.  Mr. Murphy seconded the motion and all Trustees voted “Aye”.

The Aptean – USTI invoice #USTI-004188 was presented for signature, for postage and postcard bill printing for September, 2018 in the amount of $548.52.  Mr. Sedlacek made a motion to approve.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.  Mr. Sedlacek signed his approval of the invoice.  The invoice for the October 2018 bill printing has not yet been received.

Restoration Resources submitted Invoice #640, dated November 1, 2018, for managing and operating water and wastewater treatment in October 2018.  Mr. Hayes made a motion to approve Restoration Resources Invoice #640, dated November 1, 2018.  Mr. Murphy seconded the motion and all Trustees voted “Aye.”

Restoration Resources submitted invoice #639, dated October 29, 2018, for reimbursement of professional liability insurance.  Mr. Hayes made a motion to approve invoice #639, dated October 29, 2018.  Mr. Murphy seconded the motion, and all Trustees voted “Aye”.

APPROVAL OF APPLICATIONS

The water and sewer applications for October, 2018 were reviewed, and included 5 customer transfers in Holiday Shores, and 1 customer transfer in Paddock Creek.  There were also 5 New Connections in Holiday Shores paid in the month of October.  Mr. Hayes made a motion to approve the October, 2018 applications.  Mr. Murphy seconded the motion and all the Trustees voted “Aye”.

OTHER

UNFINISHED BUSINESS

There was no unfinished business to discuss.

NEW BUSINESS

There was no new business to discuss.

OPERATIONS

Mr. Dulle discussed the Water Tower 1 being put back into service after it was sandblasted and re-painted on the inside.  While they were inside of the water tower, they did an inspection on the stand pipe and found pitting that they were concerned with.  They did fill some of the pitting and put epoxy over it, but they may need to cut out a section of the stand pipe and replace sometime in the next two to five years.

Mr. Dulle also discussed a manifold that will need to be replaced in one of the Memcor units.  The part will cost approximately $1,000.00.  The computer at the water plant will also need to be replaced sometime after the first of the year, with an updated software package.  The computer and software configuration will cost about $3,000 to $4,000.  We have a $3,000 budget in Fiscal Year 2019.

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