Meeting Minutes 12-12-2022

MINUTES OF REGULAR MEETING OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday, December 12, 2022

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.  Erin Phillips of Unsell, Schattnik & Phillips, Attorney for the Sanitary District, was also in attendance.

OPEN FORUM

APPROVAL OF MINUTES

The minutes of November 14, 2022 regular meeting were submitted for approval.  Mr. Murphy made a motion to approve the minutes for the November 14, 2022 regular meeting.  Ms. Romano seconded the motion and all Trustees voted “Aye”.

FINANCIAL                                                                                                                                                                    The Summary of Accounts was reviewed for the month-end balances on November 30, 2022.  No motion necessary.

DISBURSEMENTS

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

Certop, Inc. Invoice #12012022.06, dated 12/1/2022 for $5,000.00 was submitted for payment.  This invoice is for a contracted Class A Water Operator and is for the month of November 2022.  Mr. Murphy made a motion to approve Certop Inc. Invoice #12012022.06, for November 2022 Class A Water Operator services.  Ms. Romano seconded the motion and all Trustees voted “Aye”.

There were two invoices for Vadim Municipal over the amount of $500.00, that needed Trustee signature this month.  Also, two quarterly invoices for Cincinnati Insurance for Workers’ Comp and Liability insurance, as well as an invoice from Williams Office Products for a prepaid block of time for IT Services.  All of the invoices were signed by Mr. Hayes.

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

OTHER

The Trustee quarterly pay has always been by manual check.  Trustees signed off on approval to begin Direct Deposit payments, for any Trustee who wants to participate.

UNFINISHED BUSINESS

NEW BUSINESS

The election of officers was done at the August 9, 2022 meeting, when Julie Romano was appointed as the new Trustee.  Therefore, the positions will remain the same through 2023.  Mr. Rich Hayes is  President, Mr. Brennan Murphy is Vice President and Ms. Julie Romano is Treasurer.

The Schedule of 2023 Monthly Meetings was approved.  Mr. Murphy made a motion to approve the 2023 Schedule of Monthly Meetings.  Ms. Romano seconded the motion and all Trustees voted “Aye”.

The Schedule of 2023 Employee Holidays was approved.  Mr. Murphy made a motion to approve the 2023 Employee Holiday Schedule.  Ms. Romano seconded the motion and all Trustees voted “Aye”.

OPERATIONS

There was a Chlorine gas leak at the Water Plant on the evening of November 22, 2022.  The leak was minimal in comparison to what could happen in a similar situation.  Mr. Urban assessed the situation and immediately exited the building and called 911 which is required in any type of chemical leak.  The HS Fire Department responded and determined after a discussion with Mr. Urban, to also have the Madison County HazMat department respond.  Nothing like this has ever happened, and the situation was quickly resolved.  Because of the incident, it was determined that there are some necessary upgrades for safety.  The panic button that shuts down the Chlorine system is currently located directly outside of the Chlorine room.  To have one wired and programmed, located just inside the main entrance would probably cost about $4,200.00.  Also, the Masks and Air Packs need to be upgraded, at a cost of approximately $3,000.00 each.  Mr. Murphy asked if there is any other safety concern?  Ms. Romano asked Mr. Urban if there is a need for the white hazmat suits.  He responded that he does not think there is a need for them, but he will look into it further.  Ms. Romano also asked if there is someone who can evaluate the plant and make any suggestions.  Mr. Urban said that someone from HazMat would be a good source.

There were 11 grinder pump changes and 23 after hours call-outs in the month of November.

Mr. Hayes was approached by the Holiday Shores Safety Committee over concerns of recent incidents in the community, and inquired about security cameras being installed on the outside of the water plant, and if HSSD would be interested.  Mr. Hayes told the committee that they should contact whoever is the current President of the board of Trustees with questions, and they will get back with an answer.

ADJOURN TO EXECUTIVE SESSION

Mr. Murphy made a motion to move to Executive Session pursuant to Statute 5ILCS 120/2 (C)(1) and (C)(2).  To discuss employee compensation schedules and responsibilities.  Also pursuant to Statute 5ILCS 120/2 (C)(11).  To discuss possible litigation.  Ms. Romano seconded the motion, and all Trustees voted “Aye”.

ADJOURNMENT OF REGULAR MEETING

Returning from Executive Session, 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