Meeting Minutes 7-11-2022

MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday July 11, 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 were Carla Lankster, District Clerk and Joe Urban, Operations.  Erin Phillips, the attorney for the District was also present.

OPEN FORUM

Daniel Brown of United Systems & Software works with Itron to provide meter reading equipment.  He attended the meeting to answer questions regarding the equipment that needs to be replaced and the cost.  The total cost for equipment, set-up and training is $28,549.50.  The equipment is compatible with the current meters and ERT’s that allow drive-by meter reading, and the current equipment is no longer covered by maintenance service contracts, because the parts are no longer available.  The most expensive piece of equipment is the MC4Core, which picks up all of the drive-by readings, and comes with a rugged tablet.  The equipment can sync with wireless back to the office with an app.

There was a discussion regarding the contract with Certop, Inc.  The contract was entered into on June 9, 2022, to have someone in place as a Class A Water Operator.  The contract states that it is for three years, however there is a clause that allows for a 30-day written notice to terminate the contract at any time.  Erin Phillips has read through the agreement, and stated that she is reading it the same way.  She stated that it is good that we verbally clarified it during the June 9, 2022 meeting minutes.

Mr. Jeff Sedlacek informed the District that he will no longer be a resident of Holiday Shores.  He will be selling his house on July 22, 2022, therefore he will be resigning his position as a Trustee of Holiday Shores Sanitary District.  Ms. Phillips consulted on the residency requirements for Sanitary Districts, and concluded that he would have to be a resident, and not just own a lot within Holiday Shores.  Julie Romano would be interested in assuming the remainder of his term through November 2024.  She can be present at the August meeting, to be appointed and sworn in as the new Trustee.

APPROVAL OF MINUTES

The minutes of June 6, 2022 regular meeting were submitted for approval.  Mr. Hayes made a motion to approve the minutes for the June 6, 2022 regular meeting.  Mr. Murphy seconded the motion and all Trustees voted “Aye”.

The minutes for the special meeting on June 9, 2022 were submitted for approval.  Mr. Murphy made a motion to approve the minutes for the June 9, 2022 special meeting.  Mr. Hayes seconded the motion and all trustees voted “Aye”.

FINANCIAL                                                                                                                                                                   The Summary of Accounts was reviewed for the month-end balances on June 30, 2022.  This is also the fiscal year-end balances that will be reported on the annual audited financial statements.  There is no motion necessary.

DISBURSEMENTS

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

Certop, Inc. Invoice #07012022.22, for June 2022 for $2,500.00 was submitted for payment.  This was the first invoice for a contracted Class A Water operator, and is for two weeks in the month of June 2022.  Mr. Murphy made a motion to approve Certop Inc. Invoice #07012022.22, for June 2022 Class A Water Operator services.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.

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

OTHER

Ms. Lankster presented the Letter of Engagement from Scheffel Boyle for the upcoming Audit services for Fiscal Year Ending June 30, 2022.  Mr. Sedlacek signed the letter.

UNFINISHED BUSINESS

There was a continued discussion of the water meter reading equipment, which needs to be replaced with compatible equipment.  After speaking with Mr. Daniel Brown, and getting some questions answered, Mr. Hayes made a motion to approve the proposal to order new Itron equipment from United Systems & Software, in the amount of $28,549.50.  Mr. Murphy seconded the motion and all Trustees voted “Aye”.

NEW BUSINESS

Mr. Murphy has a scheduling conflict for the August 8, 2022 meeting, and requested a change the meeting to Tuesday, August 9, 2022.  Mr. Murphy made a motion to change the August 8, 2022 meeting to Tuesday August 9, 2022.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.

The Budget Ordinance No. 2022-2023 was presented for approval.  The total budgeted expenses are $1,605,977, with an additional $30,000.00 for Unanticipated Expenses.  Total Budgeted revenues are $1,610,877.   Mr. Hayes made a motion to approve Budget Ordinance No. 2022-2023.  Mr. Murphy seconded the motion and all Trustees voted “Aye”.  President, Jeff Sedlacek  and District Clerk, Carla Lankster signed the Ordinance.

The Tax Levy Ordinance No. 2022-2023T was presented for approval.  Mr. Murphy made a motion to approve Tax Levy Ordinance No. 2022-2023T.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.  President, Jeff Sedlacek and District Clerk, Carla Lankster Signed the Ordinance.  Mr. Sedlacek also signed the Truth in Taxation form that states we are not requesting more than a 4.99% increase over last year.

OPERATIONS

Mr. Joe Urban discussed operations.  The US-EPA sent a notice requesting an Emergency Response to be submitted.  Mr. Urban has completed the form and has sent it to US-EPA.  It has not been submitted since 2007.  The Water Tower #1 was due on the Maintenance Agreement to be painted.  It was completed in June and the Water Tower is back on line.  In regards to Grinder Pump maintenance, there were 12 grinder pumps replaced in the month of June, and there have been 74 total so far this year.  That amount is about average for recent years.

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