Meeting Minutes 5-8-2023

MINUTES OF REGULAR MEETINGOF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday, May 8, 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.  Trustee Brennan Murphy was present.  Also present were Carla Lankster, District Clerk and Joe Urban, Operations.

OPEN FORUM

APPROVAL OF MINUTES

The minutes of April 10, 2023 canceled, regular meeting, due to lack of a quorum, were submitted for approval.  Mr. Murphy made a motion to approve the minutes for the April 10, 2023 canceled meeting.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.

The minutes of the April 21, 2023 re-scheduled regular meeting were submitted for approval.  Mr. Murphy made a motion to approve minutes of the re-scheduled April 21, 2023 meeting. Mr. Hayes 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 April 30, 2023.  Mr. Murphy made a motion to approve the April 30, 2023 Summary of Accounts.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.

DISBURSEMENTS

Accounts Payable disbursements were reviewed for April 2023.  Mr. Murphy made a motion to approve the April 2023 disbursements.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.

Certop, Inc. Invoice #05012023.07, dated 5/1/2023 for $5,000.00, for April 2023 Class A Water Operator services was submitted for payment.  Mr. Murphy made a motion to approve Certop Inc. Invoice #05012023.07, for April 2023 services.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.

There was one invoice for Vadim Municipal over the amount of $500.00 for printing and mailing of the March 31, 2023 water and sewer bills, and the invoice for MSD Mowing, for April 2023.  The invoices were signed by Mr. Hayes.

APPROVAL OF APPLICATIONS                                                                                                                                              

The water and sewer applications for April 2023 were reviewed.  Mr. Murphy made a motion to approve the April 2023 applications.  Mr. Hayes seconded the motion and all the Trustees voted “Aye”.

OTHER

The Fiscal Year 2023-2024 Budget is in early stages of discussion.  The annual maintenance renewal invoice for the Asyst software has increased 10% this year and will be included in the new budget.  There have also been discussions regarding changing to a new accounting software that would offer more options to customers that would be all-inclusive in a cloud-based format.  The current software would

require separate modules to be purchased with annual maintenance fees, to increase customer options.  The advantages and cost savings will be compared over the new two or three months.

UNFINISHED BUSINESS

The Decennial Committees on Local Government Efficiency Act requires meetings to be planned prior to June 10, 2023.  Mr. Hayes will plan and execute the process with two Holiday Shores residents.

NEW BUSINESS

A new Trustee will be appointed to replace and fulfill the remaining term for Ms. Julies Romano, who resigned her position, effective April 21, 2023.  After reviewing seven Holiday Shores residents for the position, the Trustees decided to appoint Mr. Jeff Hebenstreit at the June 12, 2023 meeting.

Resolution No. 20230331 was submitted for approval.  The Resolution is a statement that the District has chosen to utilize the services of HMG Engineering to proceed with the IEPA required upgrades to the Wastewater Lagoon and submit paperwork to obtain a low-interest loan with the IEPA.  Mr. Hayes made a motion to approve and sign Resolution No. 20230331.  Mr. Murphy seconded the motion, and all Trustees voted “Aye”.

Resolution No. 20230508 was submitted for approval.  The Resolution approves the transfer of funds from the Sewer Reserve Trust account to the Sewer Supply Fund account for Capital Improvement Expenses.  There will be a transfer of $60,000.00 to cover Capitalized expenses for the cost of the Wastewater/Lagoon project and the cost of Grinder Pumps purchased to replace aging pumps.  Mr. Hayes made a motion to approve Resolution No. 202305808.  Mr. Murphy seconded the motion, and all Trustees voted “Aye”.

OPERATIONS

Mr. Urban stated that there were 16 grinder pump change-outs in the month of April, and 49 year-to-date.  Also there have been 18 hours of overtime in May to rebuild the older pumps.

Mr. Urban presented prices to replace items damaged by the Bradford Pear tree that fell during the wind storm last month.  A new sign would cost $400.00 for the same type of sign, or $700.00 for a sign with raised lettering.  Since the old sign lasted 30 years, the Trustees said to get the $400.00 sign.  Two solar lamp posts would cost $200.00 to $300.00.  A replacement flag pole with a solar light on top would cost about $500.00.  The Trustees agreed to proceed with the purchases.

ADJOURN TO EXECUTIVE SESSION

Move to close to executive meeting pursuant to Statute 5ILCS 120/2 (C)(1) and (C)(2), to discuss personnel matters and employee compensation.  Mr. Murphy made a motion to move to Executive Session.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.

ADJOURNMENT OF REGULAR MEETING

Returning from the Executive session, Mr. Hayes stated that no decisions were made.  Therefore, 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