Meeting Minutes 6-6-2022

MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday June 6, 2022

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 was Carla Lankster, District Clerk.

OPEN FORUM

APPROVAL OF MINUTES

The minutes of May 9, 2022 regular meeting were submitted for approval.  Mr. Hayes made a motion to approve the minutes for the May 9, 2022 regular meeting.  Mr. Murphy seconded the motion and all Trustees voted “Aye”.

FINANCIAL                                                                                                                                                                   

The Summary of Accounts was reviewed for the month-end balances on May, 2022.

DISBURSEMENTS

Accounts Payable disbursements were reviewed for May 2022.  Mr. Hayes made a motion to approve the May 2022 disbursements.  Mr. Murphy seconded the motion and all Trustees voted “Aye”.

Restoration Resources Invoice #687, for May 2022 Operations Management was submitted for payment.  Mr. Ken Dulle passed away Sunday June 5, 2022, and was unable to give us this invoice prior to his passing.  He was in the office, performing his duties through the entire month of May, 2022.  Mr. Murphy made a motion to approve Restoration Resources Invoice #687, for May 2022 Operations Management.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

APPROVAL OF APPLICATIONS                                                                                                                                              

The water and sewer applications for May 2022 were reviewed.  Mr. Murphy made a motion to approve May 2022 applications.  Mr. Hayes seconded the motion and all the Trustees voted “Aye”.

OTHER

There was a short discussion of upgrading to a different Accounting software in the future.  The cost of set-up of an I-cloud system is approximately $20,000.00 and an annual maintenance fee of $35,000.00.  our current software has an annual fee of less than $10,000.00.  The Trustees all agree that we need to look into this further, because they feel the cost is too high, and we have too much going on right now to be spending that kind of money.

UNFINISHED BUSINESS

There was a continued discussion of the water meter reading equipment, which needs to be replaced, due to the FC300 handhelds and the MC Lite equipment no longer being covered under a maintenance contract.  Many parts are no longer available for repairs, and any repairs could be costly.  United

Systems and Software submitted a proposal to replace the equipment, including setup and training.  The total is $28,549.50.  The Trustees would like to speak with the salesman from United Systems, so Ms. Lankster will check to see if he can come to the July meeting.  Mr. Murphy stated that we should table the decision until the July 2022 meeting.

NEW BUSINESS

Prevailing Wage Ordinance No. 2022-01 was presented for approval.   Mr. Murphy made a motion to approve Prevailing Wage Ordinance No. 2022-01.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.  President, Jeff Sedlacek  and District Clerk, Carla Lankster signed the Ordinance.

The year end line-item Budget Adjustments for the Fiscal Year 2021-2022 Budget were submitted for approval.  Mr. Murphy made a motion to approve the FY 2021-2022 Budget Adjustments.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.

There was a brief discussion of the Budget for Fiscal Year 2022-2023.  There will be some changes before July, when the Budget Ordinance will be approved and signed.  Mr. Murphy made a motion for the Budget Ordinance for Fiscal Year 2022-2023 to be written up for the July 11, 2022 meeting.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.

The Fiscal Year 2022-2023 Tax Levy Ordinance will be written up for the July 2022 meeting.  After a short discussion, the Trustees agreed to request the annual increase of 4.99% over the 2021-2022 levy.

OPERATIONS

There was a discussion of some possible options to replace Mr. Ken Dulle as the District operations manager and Class A Water Licensed operator.  Mr. Hayes knows someone who works for another water department and has the Class A license, who may be interested.  Joe Urban also spoke to John Horstmann of Certop, Inc. about a temporary contract until there is a permanent solution.  Mr. Horstmann sent a contract, but there was not enough time to review it before the meeting.  We do not know what the time constraints are with the IEPA, in order to be able to have someone in place to sign water reports at the beginning of July 2022.   No decision was made tonight.

ADJOURMENT 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 the regular meeting to enter a closed executive session to discuss annual employee compensation.  Mr. Murphy seconded the motion and all Trustees voted “Aye”.

ADJOURNMENT OF REGULAR MEETING

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