Meeting Minutes 12-11-2023
MINUTES OF REGULAR MEETING OF BOARD OF TRUSTEES
HOLIDAY SHORES SANITARY DISTRICT
Monday, December 11, 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 Jeff Hebenstreit were present. Carla Lankster, District Clerk and Rob Clarkson, General Manager were also present, as well as Julie Romano, resident and Finance Committee member.
OPEN FORUM
Mr. Daniel Brown of United Systems and Software attended the meeting to discuss the UPM Cloud-based Software. Mr. Brown gave the Trustees an overview of the benefits of upgrading from our current Premise-based software to UPM. The software would allow customers more options to pay, such as Credit and Debit cards, and to be able to pay directly through the website and have the payments post the same day. Customers could also go through a portal to access their bills and look at details on their accounts, and be notified by text that they have a bill due. There would also be more easily accessible information on accounts for the office, such as notifications of any problems, or a list of other Properties the customer has owned. It would be more customer based instead of property based. Mr. Brown said that Fosterburg Water has been on the UPM4 software for several years and upgraded to the UPM5 a few months ago, and we could contact them to see how they like the software.
Mr. Brown said that if a contract was signed soon, it will be about a year lead-time on setting up the software. The District will not need the upgrade in the budget until the Fiscal year beginning 7/1/2024, and will not be billed for anything until installation and initial training is complete.
Mr. Daniel Brown also gave us a quote to purchase a second Handheld IMR (Itron Mobile Radio). When we signed the contract for the new Itron meter reading equipment, we only received one IMR. We recently received the new equipment and were trained on using it. Rather than relying on the old FC300 handheld as a backup, it has been decided that it would be better to have a second IMR. When doing monthly re-reads, they are capable of reading multiple meters at one time, and from further away. The cost has not changed from the original contract, and is still $2,795.00. Mr. Hebenstreit made a motion to approve the purchase of the second IMR. Mr. Murphy seconded the motion, and all Trustees voted “Aye”.
APPROVAL OF MINUTES The minutes of November 13, 2023 regular meeting were submitted for approval. Mr. Hebenstreit requested that the Manager’s Report for Operations be an attachment to the Meeting Minutes, instead of a summary re-typed in the Minutes. Mr. Murphy made a motion to approve the minutes for the November 13, 2023 meeting. Mr. Hebenstreit 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 November 30, 2023. Transfers are being made from Water and Sewer to General Fund for overhead expenses. Also, the interest on all accounts is being transferred to General Fund. No Motion necessary. Mr. Hebenstreit asked about Capitalized Water Treatment being over budget. It is due to the expense of one of the Raw Water Pumps needing to be rebuilt. Water reserves can be used if necessary.
DISBURSEMENTS November 2023 Accounts Payable disbursements were reviewed. Mr. Murphy made a motion to approve the November 2023 disbursements. Mr. Hebenstreit seconded the motion and all Trustees voted “Aye”.
Certop, Inc. Invoice #12012023.04, dated 12/1/2023 for $5,435.00 for November 2023 Class A Water Operator services was submitted for payment. Mr. Murphy made a motion to approve Certop Inc., Invoice #12012023.04, for November 2023 services. Mr. Hebenstreit seconded the motion and all Trustees voted “Aye”.
Mr. Hayes signed several invoices that were previously approved. He signed the invoice from United Systems and Software for the Itron Meter reading equipment that was received in October. It was for the contracted amount of $22,790.00. Mr. Hayes also signed the invoice from Korte and Luitjohan for the emergency sewer line by-pass at the north end of the lake, that was completed in October, for the amount of $37,650.00. The quarterly invoices from Cincinnati Insurance for Liability and Workers’ Compensation were signed. Also, the 12/2/2023 Water Plant loan payment invoice was signed.
APPROVAL OF APPLICATIONS Water/Sewer applications for November 2023 were reviewed. Mr. Murphy made a motion to approve the November 2023 applications. Mr. Hebenstreit seconded the motion and all Trustees voted “Aye”.
OTHER
UNFINISHED BUSINESS
Ms. Julie Romano has been researching Grant Opportunities for the District. She stated that there are Energy Efficiency Grants available. They can be used for projects such as more energy efficient LED lighting or solar energy. The grant would have to be applied for by 1/26/2024, but the District could also look into this grant for 2025. Ms. Romano also mentioned getting on a list for left over COVID Funds. There are funds available at the County, State and Federal levels. Ms. Romano asked Mr. Rob Clarkson to contact Mick Madison of Madison County for information on grants that could be available. Mr. Clarkson said he will check into the environmental grants. He will also ask Sarah Tebbe of HMG Engineering to attend the January 2024 meeting to discuss more about the grants and the Lagoon Project.
Two Operations employees have been taking on-line training for the Class A water license certification. The District does not currently have a Class A Water Operator on staff. The test is tomorrow, December 12. A monthly update will be given, until one of them becomes a Class A Certified Operator.
Mr. Hebenstreit discussed the Ordinances being made available electronically. One of the older ordinances has been converted to electronic format, and more will be converted in the next several months, to be kept on a memory stick during the process.
The upgrade of the office accounting software was discussed during Open Forum. Three bids are necessary to compare options and make a decision. This can be done over the next several months, and include the software upgrade in the 2024-2025 Fiscal Year budget. Mr. Clarkson stated that we can speak to the other two companies that have given us bids, to see if they want to come to the January or February meeting to discuss their software.
Guidelines need to be created for Summer and Leak credits. The Trustees would like to see a list of the credits given this fiscal year to help make a decision on guidelines. Nothing new has been decided. Mr. Hebenstreit would like to keep this on the agenda, and form a policy by sometime next year.
NEW BUSINESS The Schedule of the 2024 Meetings, as discussed at the November meeting, was submitted for approval. All Meetings are the second Monday of the month, with the exception of November. Monday is Veteran’s Day, and therefore the meeting will be Tuesday, November 12, 2024. Mr. Murphy made a motion to approve the 2024 Meetings Schedule. Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye”.
The 2024 Employee Holiday Schedule was submitted for approval. As discussed at the November meeting, several half-days are being clarified this year. Mr. Murphy made a motion to approve the 2024 Employee Holiday Schedule. Mr. Hebenstreit seconded the motion, and all Trustee voted “Aye”.
Due to the appointment of Mr. Hebenstreit in July 2023, the Trustees will remain in the same positions for 2024. Mr. Hayes will continue to serve as the President, Mr. Murphy will remain Vice President and Mr. Hebenstreit will continue to serve as Secretary/Treasurer.
Amendment J to Ordinance 2006-04 was presented for approval. The ordinance calls for an increase in the Sewer Rate from $4.64 per 1,000 gallons to $7.64 per 1,000 gallons. Mr. Murphy made a motion to approve Amendment J to Ordinance 2006-04. Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye”.
Amendment J to Ordinance 2006-02 was presented for approval. The ordinance calls for an increase in the Water Rate from $7.50 per 1, 000 gallons to $9.00 per 1,000 gallons. Mr. Murphy made a motion to approve Amendment J to Ordinance 2006-02. Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye.” Both amendments were signed by the Trustees and the District Clerk.
There will be a discussion in Executive Session, regarding annual Christmas Bonus checks for employees.
OPERATIONS REPORT
Mr. Clarkson presented the Manager’s Report that he prepared, for the month of November. The report was discussed and is an attachment to the meeting minutes.
Operations Report November 2023
Water
IEPA Cross connection survey/service material survey in process to comply with IEPA regulations. Letter/Questionnaire sent to all water customers with a return date of January 25, 2024. We are hopeful for a favorable response from the customer so we do not have to physically inspect 1200 homes.
Repairs to Water/Plant Equipment:
Expired meter on Jamaica needs to be replaced. Meter pit is in driveway and currently very deep (6’). We will need to add risers to meter pit and extensions to yoke in order to adapt to current meter and reading equipment. Repairs to meter pit and meter will be made in house. We will need to sub out concrete replacement.
Sewer
We have 2 check valves failing at the Deer Creek lift station. Korte Luitjon has been contacted to bid replacement.
Pump failure at Main lift station (HSSD building) caused by rags/debris in system. White Sanitation contacted to pump down lift station vault and clean so to allow pump maintenance work to be completed. Clean up completed on 4 December 2023. Repair shop notified to schedule pump repairs.
Water Plant lift station part is ordered. Temporary jumper put in place to keep lift station operating in mean time. Awaiting status of electrician lead time to complete repair.
We changed out 6 Grinder pumps in the month. Some callout repairs were minor and completed on location. Total of 6 pumps repaired and/or rebuilt in house. Total pump changes for the year is currently 107.
Boring completed for 2 new sewer services at the Lake James subdivision. 1 connection made the other is for future use when home is completed (in progress).
No word from EPA on fine or litigations dates for Lagoon.
Unfinished business
Email sent to Angie Webster (HOA Manager) informing her we intend to bill Association for portion of By-Pass on Sept 28th. Invoice sent via USPS 6-December-2023
Raw water metering is awaiting contractor response
Software (Update at meeting)
Cross connection survey Mailed out
Class A testing Joe and Chris testing December 12th
ADJOURN TO EXECUTIVE SESSION Adjourn to Executive Session, pursuant to Statute 5ILCS 120/2 (C)(1) to discuss Employee Compensation, and Statute 5 ILCS 120/2 (C)(11) to discuss possible litigation. Mr. Hebenstreit made a motion to adjourn to Executive Session. Mr. Murphy seconded the motion, and all Trustees voted “Aye”.
ADJOURNMENT OF REGULAR MEETING Coming out of Executive Session, Mr. Hayes stated that the annual Christmas Bonus checks will be paid the same as previous years. Mr. Murphy made a motion to adjourn the regular meeting. Mr. Hebenstreit seconded the motion and all Trustees voted “Aye”.
Respectfully submitted, Carla Lankster, District Clerk