Meeting Minutes 11-9-2015

MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday, November 9, 2015

 

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.

Dennis Van Sandt, Treasurer called the meeting to order. Trustee, Jeff Sedlacek was present and Richard Hayes attended by phone, due to an emergency out of town.  Also present were Carla Lankster, District Clerk, and Ken Dulle and Kevin Dulle of Du-Con.  Julie Billeter of the Auditing firm Scheffel Boyle was also in attendance.

OPEN FORUM

Ms. Julie Billeter of the auditing firm Scheffel Boyle presented the audit for the Fiscal Year ended June 30, 2015. She stated that the audit went smooth and that the requested records were provided.  The records are cleanly and fairly presented according to the information provided.  The General Fund is comparable to prior years, with the exception of two extra pages regarding the purchase of a fixed asset, which is shown differently in the Governmental Fund than in the business type funds for Water & Sewer.  Fixed assets are immediately expensed in General Fund, but still depreciated within the audit.  The General Fund was slightly over budget due to higher than expected legal expenses, but not enough to require a budget amendment.

The water fund showed an extra bottom line loss due to the old water plant property being sold and the tangible items that were still on the books, being written off through depreciation expense.

APPROVAL OF MINUTES

The minutes of October 12, 2015 regular meeting were submitted for approval. Mr. Sedlacek made a motion to approve the minutes for the October 12, 2015 regular meeting.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.

The minutes of the Special Meeting of October 5, 2015 were submitted for approval. The meeting was in conjunction with the Holishor Association Board of Directors, regarding the lowering of the lake for seawall repairs.  Mr. Hayes made a motion to approve the minutes of the October 5, 2015 Special Meeting.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

FINANCIAL

The Summary of Accounts was reviewed for the month of October, 2015. There are several new homes being built.  One of those homes paid the connection fees in October, therefore increasing the trust reserves slightly.  However, the water plant loan payment is due 12/2/15.  No motion necessary.

DISBURSEMENTS

After reviewing the disbursements for the month of October, 2015, Mr. Sedlacek made a motion to approve the October 2015 disbursements. Mr. Hayes seconded the motion and all Trustees voted “Aye”.

Du-Con submitted Invoice No. 11-9, dated November 9, 2015, for the month of October, 2015 for managing and operating water and wastewater treatment. Mr. Hayes made a motion to approve Du-Con invoice No. 11-9, dated November 9, 2015.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

APPROVAL OF APPLICATIONS

The water and sewer applications for October, 2015 were reviewed, and included 10 customer transfers and 1 new connection. Mr. Sedlacek made a motion to approve the October, 2015 applications.  Mr. Hayes seconded the motion and all the Trustees voted “Aye”.

OTHER

Ms. Lankster said that the Accounts Receivable Aging has improved in recent months with several payoffs for old foreclosed homes. The accounts that are over 90 days old have decreased from $6,700.00 at 6/30/15, down to $3,400.00 at 10/31/15.  So that figure is going in the right direction.

UNFINISHED BUSINESS

NEW BUSINESS

An estimate was submitted by Schmidt & Son Heating & Cooling, for the replacement of the second of two furnace and air conditioning units at the Sanitary District office. The unit is over 24 years old and has had issues of not cooling and heating properly and has had several repairs in recent years.  The estimate is in the amount of $6,300.00 to replace the entire unit with a more efficient unit.  Mr. Hayes made a motion to accept the estimate from Schmidt & Son to replace the furnace & air conditioning unit.  Mr. Sedlacek seconded the motion and all trustees voted “Aye”.

OPERATIONS

A water leak was repaired near Prairietown Road and Holiday Dam Road.

Visu-Sewer will be repairing the main lift station at the office and the Moro Road lift station. It must be done before it starts to freeze.  This was previously approved.

Mr. Hayes asked that we include a discussion of a letter to Holishor at the next meeting, regarding the lowering of the lake. We need to submit a letter soon, in order to have it added to the agenda at the Holishor annual meeting.

ADJOURNMENT

Mr. Hayes made a motion to adjourn the regular meeting. Mr. Sedlacek seconded the motion and all the Trustees voted “Aye”.

Respectfully submitted,

Carla Lankster, District Clerk