MINUTES OF REGULAR MEETING
OF BOARD OF TRUSTEES
HOLIDAY SHORES SANITARY DISTRICT
Monday May 13, 2019
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.
Jeff Sedlacek, President called the meeting to order. Trustees, Richard Hayes and Brennan Murphy were present. Also present were Carla Lankster, District Clerk and Ken Dulle of Restoration Resources.
APPROVAL OF MINUTES
The minutes of April 8, 2019 regular meeting were submitted for approval. Mr. Murphy made a motion to approve the minutes for the April 8, 2019 regular meeting. Mr. Hayes seconded the motion and all Trustees voted “Aye”.
The Summary of Accounts was reviewed for the month of April, 2019. There will have to be future discussions regarding how much is available in Water Trust Reserves to use for the Water Plant loan payments. Ms. Lankster discussed using the excess Water Tower reserves specifically to transfer into Water Supply to pay for the quarterly Water Plant loan. However, this will have to be studied to determine how much is actually available and how long the reserves will last. That money must be used for the Water Tower loan first. No motion necessary.
After reviewing the Accounts Payable disbursements for the month of April, 2019, Mr. Hayes made a motion to approve the April 2019 disbursements. Mr. Murphy seconded the motion and all Trustees voted “Aye”.
The Central Square-USTI e-printing bills for February and March 2019 were finally received. Mr. Murphy made a motion to approve the February 2019 and March 2019 invoices for USTI Bill e-print. Mr. Hayes seconded the motion and all Trustees voted “Aye”. Mr. Sedlacek signed the invoices.
Restoration Resources submitted Invoice 646, dated May 5, 2019, for water and wastewater operations management for April 2019. Mr. Murphy made a motion to approve Restoration Resources Invoice 646, dated May 5, 2019. Mr. Hayes seconded the motion and all Trustees voted “Aye”.
APPROVAL OF APPLICATIONS
The water and sewer applications for April, 2019 were reviewed, and included 7 customer transfers in Holiday Shores and 1 transfer in Deerfield. Mr. Hayes made a motion to approve the April, 2019 applications. Mr. Murphy seconded the motion and all the Trustees voted “Aye”.
A previously approved bad debt write-off for 1337 Caribbean was signed for authorization by Mr. Sedlacek. Three other small bad debt write-offs were also signed by Mr. Sedlacek. They were for $60.00, $40.80 and $133.00. Mr. Murphy asked if the District has considered a collection agency. Ms. Lankster explained that it has just been in the past two or three years that some changes have occurred in foreclosed homes being sold at auction, with no way for the District to collect at the closing. There is a state agency that has contacted us a few times that we may consider using for collections.
GFI Digital is the company out of St. Louis that handles the sales and maintenance for the RICOH Copy machines for smaller business now, instead of direct sales from RICOH. They submitted a bid earlier today for a lease on a new machine. The current lease is maturing in September, but if we stay with GFI we can get a new copier anytime and the remaining old lease will be wiped out. The bid is for a 60 month lease at $155.00 per month for a new machine, or $140.00 per month for a used and refurbished machine.
Williams Office Products gave a bid of $80.03 rent plus $22.50 for maintenance for a new Sharp copy machine, which the district would own at the end of the lease. They gave a second option or purchasing the machine for $3,739.50, and pay Williams direct for the maintenance contract of $22.50 per month. So the District would own it either way. The decision will be tabled this month to get more information regarding the GFI bid, since it was just received this morning.
First National Bank was wanting a letter signed by all of the Trustees and the District Clerk regarding on-line transfers. However, Ms. Lankster was told that it is not necessary at this time.
A new bid for painting was received from Robert Davis in the amount of $3,288.00, which is higher than the bid that was approved at the April meeting. Therefore, since the bid was higher and was submitted late, the Trustees agreed that the decision made at the April meeting will stand.
The bids for flooring were discussed again, however the painting must be completed first and then make a decision on what type of flooring is best suited to certain areas of the office. The type of flooring must be decided and which rooms to install it in. The Trustees do not like the idea of carpet, and do not feel the carpet squares are a good idea at all. When we make the decision, we will ask all of the vendors resubmit bids that are all comparative.
A preliminary Budget for the Fiscal Year 2019-2020, beginning 7/1/2019 was presented. Ms. Lankster asked the Trustees to look over the budget and ask any questions regarding the revenues and expenses. There will be adjustments before the June 10 meeting. Mr. Dulle is considering changing out older grinder pumps with new pumps instead of rebuilt, and he thinks we would need about 50 of them. Therefore $100,000.00 has been allocated for Current Year Replacement Grinder Pumps. Also, $10,000.00 will be included for the flooring.
Mr. Dulle stated that there are no current problems with water or sewer. The IEPA is going to do an inspection of the water plant, but he does not foresee any issues.
Mr. Hayes made a motion to adjourn the regular meeting. Mr. Murphy seconded the motion, and all Trustees voted “Aye”.
Respectfully submitted, Carla Lankster, District Clerk