Meeting Minutes 2-9-2015

MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday, February 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.

Richard Hayes, President called the meeting to order.  Trustees present were Jeff Sedlacek and Dennis Van Sandt.  Also present were Carla Lankster, District Clerk, and Ken Dulle and Kevin Dulle of Du-Con.

OPEN FORUM

A request was submitted by Tim Bennett of 11 Shore Drive SW for reimbursement of labor involved in the placement of the Grinder Pump concrete casing.  After review, the trustees determined that the labor done by the contractor was for normal labor on a new house.  Mr. Hayes made a motion to deny the requested reimbursement.  Mr. Van Sandt seconded the motion.  Mr. Sedlacek abstained from the motion.  Two Votes of “Aye” represent the majority of the three trustees, therefore the motion carries, to deny the request for reimbursement.

APPROVAL OF MINUTES

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

FINANCIAL

The Summary of Accounts was reviewed for the month of January, 2015.  There were no new connection fees paid in January.  The Statement of Revenues and Expenses for the 2015 Fiscal Year through January 31, 2015 was also presented for review.  It shows a picture of where the Sanitary District is on the FY2015 Budget and helps determine future revenues and expenses for the FY2016 Budget.  The Budget process for FY 2016 will begin in March and April.  No motion necessary.

DISBURSEMENTS

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

Du-Con submitted Invoice No. 02-9, dated February 7, 2015, for the month of January, 2015 for managing and operating water and wastewater treatment.  Mr. Sedlacek motioned to approve Du-Con invoice No. 02-9, dated February 7, 2015.  Mr. Van Sandt seconded the motion and all Trustees voted “Aye”.

APPROVAL OF APPLICATIONS

The water and sewer applications for January, 2015 were reviewed, and included 9 customer transfers.  Mr. Sedlacek made a motion to approve the January, 2015 applications.  Mr. Van Sandt seconded the motion and all the Trustees voted “Aye”.

OTHER

A list of Customer accounts which are at least 90 Days past due was presented for discussion.  As of January 31, 2015 there are 9 customer accounts with balances over 90 days past due.

UNFINISHED BUSINESS

The discussion was continued from the January meeting regarding the bids for the Itron radio-read system for water meter reading.  About 370 meters will need to be replaced, and Midwest Meter gave a cost of $176.89 each.  Some meters have had over 1,000,000 gallons transferred through and if they are not replaced, they will not work with the Itron 100W+ERT kit required for the radio reading.  The new M-25 Badger meters include the kits.  The remaining meters will be able to have a splicing kit attached, at a cost of $76.50 each.  There are 800 existing meters that will require the kits, at a total of $61,200.00.  The upgrade to the G5R handhelds for the two existing units will be included in this price.

An outside company will probably be used to install the antennas, at an additional cost, due to the difference in the time involved.  They would be able to install all of the meters and splice kits in about 2-3 weeks.  If HSSD employees would install them, it would take much longer and would often be done after hours.  The outside company would also have the capability to download the new meter information automatically to the Billing software, saving administrative time to key in the information on 1170 meters.

The Sanitary District is currently using meter reading equipment made by Itron.  It is compatible with the billing software, and the Itron MVRS software needed for the new handheld readers will already be updated with the purchase of the new office computers this month.  However, the MVRS software could become obsolete in a few years, so there is an upgraded software that can be purchased for $1,800.00.  The on-site training for two days would be $2,000.00, and the annual maintenance charge for both hardware and software would be $1,731.00.  The final piece of equipment to be purchased, after all other equipment is in place will be the MC Lite mobile system that will allow Drive-by reading.  That will be at a cost of $8,150.00.

United Systems gave another bid on the splicing kits and the G5R handhelds.  They would not provide the meters, only the splicing kits.  The bid came in slightly lower, however the G5R handhelds are at a cost of over $5,000.00 a piece, which are included in the total bid from Midwest Meter at no additional cost.  Midwest Meter was also very knowledgeable on the equipment and use of the software, and transferring information to the existing Billing software.

Mr. Sedlacek made a motion to accept the bid from Midwest Meter for the water meter, Radio-Read system.  Mr. Van Sandt seconded the motion and all trustees voted “Aye”.

NEW BUSINESS

OPERATIONS

The IEPA has an agreement with HSSD to monitor the progress of correcting violations since the THM’s were in violation in September, 2014.  In the process of correcting the THM’s, there was another violation, which the District will consult an engineer who specializes in water purification to help in the process.

ADJOURNMENT

Mr. Van Sandt 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