Meeting Minutes 6-10-2019
MINUTES OF REGULAR MEETING
OF BOARD OF TRUSTEES
HOLIDAY SHORES SANITARY DISTRICT
Monday June 10, 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.
OPEN FORUM
Dana of Dana’s Cleaning Service was on the Agenda, but did not attend the meeting. Mr. Hayes stated that if there is a difference in cleaning costs on new snap lock flooring, we will pay it.
APPROVAL OF MINUTES
The minutes of May 13, 2019 regular meeting were submitted for approval. Mr. Murphy made a motion to approve the minutes for the May 13, 2019 regular meeting. Mr. Hayes seconded the motion and all Trustees voted “Aye”.
FINANCIAL
The Summary of Accounts was reviewed for the month of May, 2019. Mr. Hayes made a motion to approve the Summary of Accounts. Mr. Murphy seconded the motion and all Trustees voted “Aye”.
DISBURSEMENTS
After reviewing the Accounts Payable disbursements for the month of May, 2019, Mr. Murphy made a motion to approve the May 2019 disbursements. Mr. Hayes seconded the motion and all Trustees voted “Aye”.
The Central Square-USTI e-printing bills for April and May 2019 have not been received yet.
Restoration Resources submitted Invoice 647, dated June 4, 2019, for water and wastewater operations management for May 2019. Mr. Murphy made a motion to approve Restoration Resources Invoice 647, dated June 4, 2019. Mr. Hayes seconded the motion and all Trustees voted “Aye”.
APPROVAL OF APPLICATIONS
The water and sewer applications for May, 2019 were reviewed, and included 9 customer transfers in Holiday Shores. Mr. Hayes made a motion to approve the May, 2019 applications. Mr. Murphy seconded the motion and all the Trustees voted “Aye”.
OTHER
A bad debt write-off for 1086 Barbados in the amount of $660.19 was signed for authorization by Mr. Sedlacek. Mr. Hayes made a motion to approve the write-off for 1086 Barbados. Mr. Murphy seconded the motion and all Trustees voted “Aye”.
Approval of funds being moved from Water Tower reserves to Water Supply to make the payment for the Water Plant loan. Mr. Murphy made a motion to approve the transfer. Mr. Hayes seconded the motion and all Trustees voted “Aye”.
Ms. Lankster has been talking with Laser Pace Technologies regarding the HSSD website. Go Daddy is the host of the website, and they have informed us that the updates on the Word Press format may not be compatible with the outdated theme that was used when the website was originally set up. Laser Pace will set up a staging site with a new theme to look at before going live. Would probably cost about $500 – $1,000. Mr. Hayes asked that they give us an official bid for the project.
UNFINISHED BUSINESS
A bid for flooring and painting was submitted from Scheffel Builders. The painting has already been approved and has begun. The bid for the flooring was $11,715, which is similar to the other bids so far. The type of flooring must be decided and which rooms to install it in. We will ask all of the vendors to resubmit bids that are all comparative. Mr. Hayes feels we should replace the entire office, front and back, except the areas that are currently concrete. It was discussed to use a less expensive option, but still durable. Also, the carpet must be removed, not just install new flooring over the top of it.
GFI Digital submitted a lower bid for replacing the old Ricoh copy machine. Last month, the bid for a new machine was at $155.00 per month, but they lowered it to $135.00 per month. Williams is still lower than GFI, at $80.03 per month, plus $22.50 for monthly maintenance for a new Sharp copy machine. So the Trustees agree that we should switch to Williams Office Products for the Sharp copier. Williams will help return the Ricoh copier. A letter will have to be sent to Wells Fargo with our intentions, before 30 days prior to the lease maturing.
NEW BUSINESS
The Budget Adjustments for the Fiscal Year 2018-2019 Budget were presented for approval. Amounts are moved from one line item to another within each of the three funds. It moves from items that were over budget to items that were under budget for the year. The total budget does not change. Mr. Hayes made a motion to approve the FY 2018-2019 Budget Adjustments. Mr. Murphy seconded the motion and all Trustees voted “Aye”. Mr. Sedlacek signed his approval.
The Budget for the Fiscal Year 2019-2020, beginning 7/1/2019 was presented. Ms. Lankster will make a few adjustments to both revenues and expenses before writing the Budget Ordinance to be approved at the July 8, 2019 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, and $8,000.00 is included for four new computers in the office. With some minor adjustments to be made, Mr. Hayes approved the Fiscal Year 2019-2020 Budget to be written into the Budget Ordinance. Mr. Murphy seconded the motion and all Trustees voted “Aye”.
Ms. Lankster discussed the Tax Levy Ordinance, asking if HSSD will request the 4.99% increase again this year. The Trustees said to request that amount again.
The auditors of Scheffel Boyle have suggested a change to the $500.00 threshold for fixed assets, which has been in place for many years. They have suggested as much as $2,500.00, but it is up to the Trustees where to set it. Ms. Lankster will talk with auditor Chris Sobrino when he comes for the Billing audit June 28.
OPERATIONS
Mr. Dulle stated that there are no current issues with water or sewer.
ADJOURN TO EXECUTIVE SESSION
Mr. Sedlacek stated to move to closed meeting pursuant to Statute 5ILCS 120/2 (C)(1), to discuss Employee Compensation. Mr. Hayes made a motion to adjourn to closed executive session. Mr. Murphy seconded the motion, and all Trustees voted “Aye”.
ADJOURNMENT
Returning from Executive session, 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