Meeting Minutes 7-8-2019

MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday July 8, 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

APPROVAL OF MINUTES

The minutes of June 10, 2019 regular meeting were submitted for approval.  Mr. Hayes made a motion to approve the minutes for the June 10, 2019 regular meeting.  Mr. Murphy seconded the motion and all Trustees voted “Aye”.

FINANCIAL

The Summary of Accounts was reviewed for the month of June, 2019.  No Motion necessary

DISBURSEMENTS

After reviewing the Accounts Payable disbursements for the month of June, 2019, Mr. Murphy made a motion to approve the June 2019 disbursements.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.

The Central Square-USTI e-printing invoices for April, May and June 2019 were all received and reviewed.  The amounts were $549.52, $549.36 and $548.10 respectively.   Mr. Hayes made a motion to approve the April, May and June 2019 e-printing invoices from Central Square-USTI.  Mr. Murphy seconded the motion and all Trustees voted “Aye”.  Mr. Sedlacek signed the invoices.

The annual ASYST Software Maintenance invoice from Central Square-USTI was reviewed.  It includes quarterly updates and customer service help-line calls for the year.  The amount is $4,652.61.  Mr. Sedlacek signed the invoice.

Restoration Resources submitted Invoice 648, dated July 1, 2019, for water and wastewater operations management for June 2019.  Mr. Murphy made a motion to approve Restoration Resources Invoice 648, dated July 1, 2019.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.

APPROVAL OF APPLICATIONS

The water and sewer applications for June, 2019 were reviewed, and included 9 customer transfers in Holiday Shores and two new connections. Mr. Hayes made a motion to approve the June, 2019 applications.  Mr. Murphy seconded the motion and all the Trustees voted “Aye”.

OTHER

A bad debt write-off will be necessary for 2049 Tamarach in the near future.  HSSD has a lien on the property and was served with foreclosure paperwork, due to the owner being deceased.  There will be no way to collect without excessive lawyer fees.  Our attorney, Bob Perica advised that it would be better to write it off.  Therefore it will be written off, and the Trustees agree that the billing should be terminated until the foreclosure is settled, to avoid future write-offs.

GFI Digital gave another lower bid for a new copy machine lease of $135.00 per month.  Also a company out of St. Louis, by the name of Sumner One gave a bid $130.00 per month or $140.00 per month for two different copy machines.  Williams Office Supplies still has the lowest bid, at $102.00 per month, so the Trustees agree that is the bid they want to stay with.  A letter will have to be sent to Wells Fargo to cancel the existing lease, at least 30 days prior to the September 11, 2019 maturity date, or it will go month to month.

The Audit firm for the District, Scheffel Boyle, presented a Letter of Engagement for Audit Services for the Fiscal Year ended June 30, 2019.  The amount they expect to bill for the audit is $14,965.00, which is about a 2 percent increase over last year.  Mr. Murphy made a motion to approve the Letter of Engagement for the Fiscal Year 2019 audit.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.  President, Mr. Sedlacek signed the letter.

UNFINISHED BUSINESS

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.  Laser Pace sent a detailed bid, via email.  The Trustees said to go forward with the changes.

The Threshold for purchases to be recorded as Fixed Assets has been $500.00 for many years.  The Auditors suggested increasing it to as much as $2,500.00.  After some discussion, including the Budget for Fiscal Year 2020, which has already been processed, it was decided to increase it to $1,500.00.  There will be more discussion in the next couple of years for further increases.  Mr. Sedlacek made a motion to increase the threshold for Fixed Assets from $500.00 to $1,500.00.  Mr. Murphy seconded the motion and all Trustees voted “Aye”.

NEW BUSINESS

The 2019 Prevailing Wage Ordinance No. 2019-01 was presented for approval.  Mr. Murphy made a motion to approve Ordinance No. 2019-01 for 2019 Prevailing Wages.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.

The Budget for the Fiscal Year 2019-2020, beginning 7/1/2019 was written into an Ordinance.  Ms. Lankster made some adjustments to both revenues and expenses before writing the Budget Ordinance.

Budget Ordinance No. 2019-2020 was presented for approval.  Mr. Hayes made a motion to approve Budget Ordinance No. 2019-2020.  Mr. Murphy seconded the motion and all Trustees voted “Aye”.

The Fiscal Year 2020 Tax Levy Ordinance for tax collected for the year 2019, Ordinance No. 2019-2020T was presented for approval.  Mr. Murphy made a motion to approve Tax Levy Ordinance No. 2019-2020T.  Mr. Hayes seconded the motion and all Trustee voted “Aye”.

The three ordinances were signed by Mr. Sedlacek and Ms. Lankster.

OPERATIONS

Mr. Dulle stated that two houses are going to be connected for water and sewer in the near future.  The houses are located at 35 Shores Drive SW and 3 Cedar Court.  There are no other current issues for operations.

ADJOURNMENT

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

Respectfully submitted, Carla Lankster, District Clerk