Meeting Minutes 2-8-2021

MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday February 8, 2021

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 called the meeting to order.  Trustees, Jeff Sedlacek and Brennan Murphy were present.  Also present were Carla Lankster, District Clerk and Mr. Ken Dulle of Restoration Resources, Operations.  This meeting includes three months.  The December 2020 and January 2021 meetings were cancelled, due to COVID-19.  The District office re-opened to the public February 1, 2021.

The election of officers would have been at the December 2020 meeting.  Therefore, effective immediately, the nominations for the positions are as follows for the calendar year 2021:  The President will be Brennan Murphy, the Vice President will be Jeff Sedlacek and the Treasurer will be Richard Hayes.  Mr. Hayes made a motion to approve Brennan Murphy for President, Jeff Sedlacek for Vice President and Richard Hayes for Treasurer.  Mr. Murphy seconded the motion, and all Trustees voted “Aye”.

OPEN FORUM

A proposal was presented to the Trustees by Mr. Nathan Gwin of Carrollton Bank.   The bank has been family owned for over 140 years, in Carrollton, IL and expanded in the 1990’s. There are now 11 locations in Illinois and Missouri.  The proposal included higher interest rates on deposit accounts, to 55 basis points, and lower interest rates with a similar term as the current Water Plant loan.  The current loan agreement has a maturity of December 2, 2029, with a balloon payment.  Carrollton Bank is offering a lower interest and payments, if the loan is extended by two quarterly payments, with no balloon at maturity.  The re-bonding fee would be approximately $15,000.00.  They are offering the normal business services at no fees, including fraud protection services.  The Trustees asked Ms. Lankster to compare and make a recommendation to the Trustees.

APPROVAL OF MINUTES

The minutes of November 9, 2020 regular meeting were submitted for approval.  Mr. Sedlacek made a motion to approve the minutes for the November 9, 2020 regular meeting.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.

There are no meeting minutes for the Cancelled meetings in December 2020 and January 2021.

FINANCIAL

The Summary of Accounts were reviewed for November, 2020, December, 2020 and January, 2020.  No motion necessary.  However, there was a short discussion that water rates may need an increase.   It has been a year since the last increase, and we want to  be sure there are funds to continue to pay the water plant loan in the future.

DISBURSEMENTS

After reviewing the Accounts Payable disbursements for the months of November 2020, December 2020 and January 2021, Mr. Hayes made a motion to approve the disbursements.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

Restoration Resources submitted Invoice #668, dated 12/8/2020 for November, Invoice #669, dated 1/6/2021 for December and Invoice #670, dated 2/2/2021 for January Operations Management.  Mr. Hayes made a motion to approve Restoration Resources Invoices #668, #669 and #670, for November through January Operations Management.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

APPROVAL OF APPLICATIONS                                                                                                                                              

The water and sewer applications for November 2020, December 2020 and January 2021 were reviewed.  Mr. Hayes made a motion to approve November 2020, December 2020 and January 2021 applications.  Mr. Sedlacek seconded the motion and all the Trustees voted “Aye”.

OTHER

Mark Franke of MSD Mowing submitted a proposal for the prices of mowing all properties and a 4-step fertilizing process for the lawn at the District office.  There was a slight increase due to the cost of gasoline and the fertilizer this year.  Mr. Hayes made a motion to approve the proposal from MSD Mowing for the 2021 mowing season.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye.”

There were three customers that experienced excessive water leaks, due to water line breaks at their properties, from November through January.  Mr. Ken Dulle and Ms. Carla Lankster followed previous situations to determine credits to be applied.  Mr. Simeon Thomas, Sr. of 1318 Carribean Drive had a leak of approximately 130,000 gallons.  Ms. Angela Wachowski of 726 Riviera Circle had a total leak of approximately 50,000 gallons.  Mr. Daryl Walker of 529 Cross Street had a total leak of approximately 27,000 gallons.  All three submitted letters that the leaks were repaired, requesting credits, as required by the District.  Sewer credits and partial water credits were applied to each account.

UNFINISHED BUSINESS

There was a short discussion of the proposals from four banks.  Mr. Dulle and Ms. Lankster spoke with Associated Bank prior to the meeting, and they want to propose changes to their rates and fees before we make a decision.  They Trustees will table the decision until the March 2021 meeting.

NEW BUSINESS

The schedules for the 2021 Employee Holidays and the 2021 Monthly Meetings were pre-approved via email in December 2020.  Mr. Hayes made a motion to approve the 2021 Employee Holiday Schedule.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.  Mr. Hayes, then made a motion to approve the 2021 Meeting Schedule.  Mr. Sedlacek seconded the motion, and all Trustees voted “Aye”.

There was a short discussion of Resolution No. 20210111 in Support of Holiday Shores Association 2021 Project Plan submitted under the Madison County Sustainability Program.  This is the 3rd phase of  project to improve storm water drainage and reduce erosion.  Phases 1 and 2 were submitted by

Holishor Association to Madison County in January 2017 and in January 2018.  The Resolution was signed by Mr. Jeff Sedlacek and Mr. Brennan Murphy.

The Workers’ Compensation insurance and Commercial Liability insurance will be up for renewal on March 17, 2021.  John Griffith of Dimond Bros. has stated that last year they locked in the rates for a three-year term guarantee, so the only increase this year will be a slight increase in Workers’ Compensation.  A formal proposal will be submitted before the 3/8/2021 meeting.

OPERATIONS

Mr. Dulle said the only thing going on recently was due to the extreme cold.  There were multiple grinder pumps that froze up, and had to be thawed with heaters.  Insulators were also installed, where necessary.  The two raw water pumps by the lake were also freezing up, so Joe placed heaters in the shed.

ADJOURNMENT TO EXECUTIVE SESSION

Mr. Hayes made a motion to move to a closed meeting pursuant to Statute 5ILCS 120/2 (C)(1), to Discuss Personnel.  Mr. Sedlacek seconded the motion, and all Trustees voted “Aye”.

ADJOURNMENT OF REGULAR MEETING

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

Respectfully submitted, Carla Lankster, District Clerk