Meeting Minutes 7-10-2023

MINUTES OF REGULAR MEETING OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday, July 10, 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.  Trustees Brennan Murphy and Jeff Hebenstreit were present.  Also present were Carla Lankster, District Clerk and Rob Clarkson, General Manager.

OPEN FORUM

The customer at 1411 Biscay did not attend the meeting, so there was no discussion.

There was a house fire at 1179 Tampico on July 4, 2023.  There are no leaks in the water lines so the water is still turned on.  There was a discussion that we normally stop billing if the water needs to be turned off for a house fire, however the water is still on at this time.  There will be further discussion if it is turned off.

APPROVAL OF MINUTES

The minutes of June 12, 2023 regular meeting were submitted for approval.  Mr. Murphy made a motion to approve the minutes for the June 12, 2023 meeting.  Mr. Hebenstreit 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 June 30, 2023.  No motion necessary.

DISBURSEMENTS

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

Certop, Inc. Invoice #07012023.25, dated 7/1/2023 for $5,435.00 for June 2023 Class A Water Operator services was submitted for payment.  This invoice included an 8.5% increase, per the contract.  Mr. Murphy made a motion to approve Certop Inc. Invoice #07012023.25, for June 2023 services.  Mr. Hebenstreit seconded the motion and all Trustees voted “Aye”.

There were several invoices over the amount of $500.00 that were signed by Mr. Hayes including Vadim Municipal for printing and mailing of the May 31 and June 30, 2023 water and sewer bills, and the invoice for MSD Mowing, HMG Engineers for Lagoon project planning, and the Cincinnati Insurance Audit for policy ended 3/17/2023.  Mr. Hayes also signed the journal entry for the bad debt write-off for 720 Riviera Circle, previously approved.

Mr. Hebenstreit discussed the process for approving Accounts Payable checks and Payroll.  He wants Mr. Clarkson to review and sign off on the checks and payroll, prior to sending the email to the Trustees for approval.

APPROVAL OF APPLICATIONS                                                                                                                                              The water and sewer applications for June 2023 were reviewed.  Mr. Murphy made a motion to approve the June 2023 applications.  Mr. Hebenstreit seconded the motion and all Trustees voted “Aye”.

OTHER

The Water Meter reading equipment cost, that was ordered in June of 2022 has to be rolled into the 2023-2024 Budget.  It has partially been delivered to United Systems and Software.  The actual handheld equipment is expected to be delivered in late August.  They will keep the equipment until it is all delivered and will bring it when they set up a time for the training.  We will not pay for it until delivered.

Accounting software bid for set-up has doubled over the bid received last year.  We will have to get at least 2 more bids to see what is available for the same type of services. 

UNFINISHED BUSINESS

Two Operations employees will be signing up for the on-line training for the Class A water license test this month.  Mr. Hebenstreit said it is important for anyone working in the water plant should work towards passing the Class A test.  Mr. Hebenstreit requested a monthly update.

NEW BUSINESS

The FY 2023-2024 Budget Ordinance is not complete for approval and is tabled until the August meeting.  It must be completed, approved and published by the end of the first quarter of the fiscal year, which is September 30, 2023.  Mr. Hebenstreit was appointed as the new Trustee at the June meeting, and has not had time to go through the budget line-by-line and obtain the necessary details which are not included in the current budget, as presented, in order to understand what he is approving.  In addition, Mr. Hebenstreit indicated that he believes that Ms. Lankster, the District Clerk is the only person completely familiar with and understands the current budget that has been presented.  Mr. Hebenstreit indicated that more than one person should know all of the specifics and details that went into the budget and mistakes can be made.  Therefore, he presented a proposal to create a Finance Committee to review and have more eyes on it, and come up with the final Budget, to be approved by the Trustees.  The discussion ensued and Mr. Hayes asked General Manager, Rob Clarkson for his thoughts.  Mr. Clarkson indicated that he also spent some time looking at the budget, and was still in the process of understanding all of it.  He agreed that it would be good to have more eyes on it.  Mr. Hebenstreit would be the chair of the committee, since he is the current Treasurer and Mr. Clarkson, General Manager and Ms. Lankster, District Clerk would attend.  Mr. Hebenstreit suggested that Ms. Julie Romano be on the committee, since she was a Trustee for several months and is familiar with some of the financial information.  Several other names were mentioned to fill a second community member to the committee, and Mr. Shaun Diltz was chosen. Mr. Murphy made a motion to form a Finance Committee to review the budget. Mr. Hayes seconded the motion and all Trustees voted “Aye”. Then Mr. Murphy made a motion that Mr. Hebenstreit be named as the chair of the Finance Committee. Mr. Hayes seconded the motion and all Trustees voted “Aye”.

The Tax Levy Ordinance No. 2023-2024T was presented for approval.  It is a request for a 4.99% increase over the 2022-2023 tax levy.  Mr. Hayes made a motion to approve Tax Levy ordinance No. 2023-2024T.  Mr. Murphy seconded the motion, and all trustees voted “Aye”.  The Ordinance was signed by Mr. Hayes and Ms. Lankster, and it will be published in the Edwardsville Intelligencer.

OPERATIONS

Only six pumps were changed out in June, because several were worked on in the field.

We need to increase our labor and equipment fees when a customer requests a pump or meter to be moved.  Mr. Clarkson said we have all of the PPE equipment necessary for the Water plant.  Mr. Murphy asked if we need Hazmat Suits, but Mr. Clarkson responded that we would call 911 and then, the Fire Department makes the call as to whether Hazmat needs to respond, and they would be fully equipped to take care of the situation.

ADJOURNMENT OF REGULAR MEETING

Mr. Murphy made a motion to adjourn the regular meeting.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.

Respectfully submitted, Carla Lankster, District Clerk