Meeting Minutes 8-12-2024

 MINUTES OF REGULAR MEETING OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday, August 12, 2024

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 meetings.

Richard Hayes, President and Trustee called the meeting to order.  Trustees Brennan Murphy and Jeff Hebenstreit were present.  Carla Lankster, District Clerk, and Rob Clarkson, General Manager were also present.  Attorney, Bradley Young was in attendance.  There were also several members of the Holiday Shores community present for a discussion in Open Forum.

OPEN FORUM

Ms. Barbara Bruce of lot 7285 submitted a pool credit request for the months of June and July. Mr. Hebenstreit made a motion to approve the pool sewer credit in the amount of $52.96. Mr. Murphy seconded the motion and all Trustees voted “Aye”.

Mr. Craig Wright of lot 605 submitted a Leak credit request for the month of July for a hose left running for several days.  Mr. Hebenstreit made a motion to approve the leak sewer credit in the amount of $187.99 for 24,606 gallons.  Mr. Murphy seconded the motion and all Trustees voted “Aye”.

Mr. Louis Ravetta and Mrs. Karen Ravetta of lot 851 submitted pool credit request for the months of June and July, in the amount of $101.90. They filled the pool, then found a leak at the filter and had to drain below the leak to repair it and then re-fill the pool. Mr. Hebenstreit made a motion to approve the pool sewer credit in the amount of $101.90. Mr. Murphy seconded the motion, and all Trustees voted “Aye”.

Mr. Sid Smith of lot 774 submitted a sewer credit request for filling the pool in June and July.  Mr. Hebenstreit made a motion to approve a sewer credit in the amount of $140.54 for 18,395 gallons.  Mr. Murphy seconded the motion, and all Trustees voted “Aye”.

Mr. James Lack of lot 1055 submitted a pool credit request for the months of May and June, after installing a new liner.  Mr. Hebenstreit made a motion to approve the pool sewer credit in the amount of $128.72 for 16,848 gallons.  Mr. Murphy seconded the motion and all Trustees voted “Aye”.

Mr. Craig Phelps of lot 1838 submitted a sewer credit request for watering new sod at a remodeled home that is vacant and for sale.  Nobody is living there and no other water was used.  Mr. Hebenstreit made a motion to approve a sewer credit in the amount of $192.31 for 25,170.6 gallons.  Mr. Murphy seconded the motion and all Trustees voted “Aye”.

Mr. Clarkson of lot 603 submitted a pool credit request for the month of July.  Mr. Hebenstreit made a motion to approve the pool sewer credit in the amount of $101.10 of 13,233 gallons.  Mr. Murphy seconded the motion and all Trustees voted “Aye”.

Ms. Freeman of lot 130 was not able to attend, but submitted a pool credit request for the months of June and July, in the amount of $107.42 and $142.18.  They filled the pool, then the liner ripped and they had to drain and re-fill the pool.  Mr. Murphy made a motion to approve the pool Sewer credit in the total amount of $249.60.  Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye”.

Ms. Ruthie Brown of lot 1757 was not able to attend, but submitted a pool credit request for the month of June.  Mr. Murphy made a motion to approve the pool sewer credit in the amount of $134.11 for 17,553 gallons.  Mr. Hebenstreit seconded the motion and all Trustees voted “Aye”.

Ms. Sandra Hall of lot 1952 was not able to attend, but submitted a leak sewer credit request for the month of June for a hose left running over night.  Mr. Hebenstreit made a motion to approve the leak sewer credit in the amount of $45.84 for 6,000 gallons.  Mr. Murphy seconded the motion and all Trustees voted “Aye”.

Continuing with the open forum, Ms. Jennifer Halverson of lot 1829 had a request for a review of the audio of the June 10, 2024 meeting, for accurate representation.  It was written in the published minutes that Mr. Clarkson made a statement regarding JULIE utility markings, during a conversation regarding a letter to be drafted to Holishor Association for future projects. She is asking for the statement to be corrected, because Ms. Halverson made the comment about a JULIE being called in.

Ms. Julie Romano of lot 1065 had two questions during open forum.  She also commented on the June 10, 2024 meeting minutes having a misrepresentation of the facts.  Ms. Romano is also asking for the audio to be reviewed and a correction to be made regarding the statement about utility markings.

Ms. Romano also asked if the detailed budget will be available on-line after it is complete and approved, so it can be reviewed by the public.  If the entire, detailed budget is not available on-line, would it have to be requested in the form of a FOIA request, and does the public have access to it.  Mr. Hayes commented that we would have to get with legal counsel.

Mr. Hebenstreit requested that both of the items requested above be added to the Action Item list to be reviewed and answered at the next meeting.

APPROVAL OF MINUTES

The minutes of July 8, 2024 regular meeting were submitted for approval, with the Manager’s Report for Operations attached.  Mr. Murphy made a motion to approve the minutes for the July 8, 2024 meeting.  Mr. Hebenstreit seconded the motion and all Trustees voted “Aye”.

The minutes of the July 8, 2024 executive session were submitted for approval.  Mr. Hebenstreit requested this to be tabled until the September 9, 2024 meeting.  He would like to have the time to read them before approving the minutes.  Mr. Bradley Young, attorney, stated that normally copies of the  executive minutes are handed out at the meeting and returned by the end of the meeting, to be shredded, since they are not made public and are to remain in the office.  He will discuss with Erin Phillips prior to the next meeting.  To be added to the Action Items list.

FINANCIAL                                                                                                                                                                  

The Summary of Accounts and Statement of Revenues and Expenses were reviewed for the month-end balances on July, 2024.  No Motion necessary.

DISBURSEMENTS

The July 2024 Accounts Payable disbursements were reviewed for approval.  Mr. Murphy made a motion to approve the July 2024 disbursements.  Mr. Hebenstreit seconded the motion and all Trustees voted “Aye”.

Unsell, Schattnik and Phillips submitted an invoice for legal fees from June 24, 2024 through July 30, 2024.  Mr. Murphy made a motion to approve the invoice for legal fees.  Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye”.  Mr. Hebenstreit asked Ms. Lankster how the charges are distributed.  She responded that if an item listed is specifically for water or sewer, that is where it will be charged.  All other items are distributed to the general fund.

Mr. Hayes signed invoices over $500.00.  The invoices include the previously approved invoice for the HMG Engineering agreement, and an invoice from Flo-Systems for 40 grinder pumps which are included in the Fiscal Year 2024-2025 budget.

APPROVAL OF APPLICATIONS                                                                                                                                               Water/Sewer applications for July 2024 were not completed.  They will be presented at the September meeting, with the August Applications.

OTHER

There was a discussion regarding changes to the current Pool/Leak credit policy.   The form must be filled out and submitted to the office prior to the meeting.  Mr. Hebenstreit suggested that there should be a minimum amount requested, both for dollar amount and number of gallons.  After discussion the board agreed on 6,500 gallons for a minimum number of gallons which is approximately $50.00 minimum per request.  It was also discussed to allow the first pool filling request to be presented at the meeting, without the customer attending the meeting.  However, if a second request is submitted, they must attend.  Any other request, such as an outside water leak or new sod watering, the customer must attend the meeting.  An update to the written policy is to be added to the action items list.

There was a short discussion regarding a change to the September 9 meeting date.  Mr. Hebenstreit has a business conflict, and will not be able to attend in person.  However, dates that were discussed would be a conflict for other Trustees or the District Clerk.  It was decided to leave the date as Monday September 9, 2024.  Mr. Hebenstreit will attempt to attend virtually.

UNFINISHED BUSINESS

Ms. Erin Phillips was not able to attend, therefore the questions presented at the June meeting, and were not yet answered will be tabled until the September meeting, to allow more time for legal counsel to respond.

Mr. Hebenstreit wants HSSD staff to  review the CCR (Consumer Confidence Report) in detail with the board and review how it is to be published.  It will be presented at a Board of Trustees meeting prior to being published, going forward.  He also wants HSSD Staff to review the 2023 report in detail with the Board of Trustees, which has already been published,  at the September meeting.  This is to be added to the Action Items list.

The next item on the agenda is to notify Holishor Association, in writing about notification of digging before a project is started.  After this meeting, Mr. Hebenstreit suggested to to remove this from the agenda at it to the Action Items list.  Mr. Clarkson will send a letter to the president of the Holishor Association board.

After a discussion, it was decided by the Trustees that the District will no longer pursue payment of the invoice that was sent to Holishor Association for the Sewer Main By-pass.  The Trustees stated that they think Holishor should have been responsible for at least a portion of the cost since they were notified we intended to bill them and never indicated they disagreed until they received the bill.  However, the Trustees decided to no longer pursue this. Therefore, Mr. Hebenstreit made a motion to no longer pursue payment from Holishor Association for the Sewer Main By-pass.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.

Mr. Clarkson that there was a study of the energy efficiency and grants at both the lagoon and the water plant.  There could be lighting replaced, but it would not be worth it until the lights fail.  Mr. Hebenstreit discussed other possible grant opportunities, and he has been asking for a list of each grant that could be available.  Each grant should have an explanation if we can apply for the grant, or why it is not available to the District.  We should also reach out to state representatives for our district to request information on possible grant opportunities, then report back on what they say.  This is also to be added to the Action Item list, to be updated monthly.

There was also a comment regarding an $800,000.00 grant for the sewer system, rewarded to Staunton.  There could be grants available for the lagoon, but time may be running out.  The Illinois Municipal League has a link with information on their website for grants.

There was a class A Water operator test taken in June, but it was not a passing grade.  The next test will be taken on August 13, 2024.  Mr. Hebenstreit asked Mr. Clarkson what he has done to help staff pass the Class A test over the past year.  Mr. Hebenstreit indicated that he offered to work with Joe to create a plan to Study and Joe indicated he would appreciate the help.  Mr. Hebenstreit indicated he spent time analyzing Joe’s last 3 tests and developed a study plan for Joe.  He indicated that he and Joe had spent several hours reviewing a study plan and reviewing materials together.  He stated that he knows Joe put in a good effort on studying this last month.  There also needs to be effort for staff to pass the Wastewater Class 4 test..

It was recommended to remove Electronic Availability of Ordinances from the agenda and added to the Action Items list.

There was a discussion of the Action Items list.  The list will be updated monthly and items will be removed as they are completed.  Anything new that is discussed at a meeting will be added.  The locator equipment comparison will be removed this month, because bids are being presented later in the meeting.  Mr. Clarkson discussed the analysis of the raw and finished water for PFA’s, which is an item on the Action List. He stated that it is not free to test for the chemicals.  The cost would be about $800-$1,000 for lab tests.  Mr. Hebenstreit indicated he thinks it would be good to go ahead and analyze the water for these contaminants.  Mr. Murphy stated that the cost would be worth it to get ahead of the game.  The Trustees agreed, and Mr. Hebenstreit made a motion to spend the $800-$1,000 for the testing.  Mr. Murphy seconded the motion, and all Trustees voted “Aye”.

NEW BUSINESS

The second agreement, for the next portion of the lagoon project, was presented for HMG Engineers.  Brad Young, legal counsel with Erin Phillips’ office, stated that there was a review of the contract, and they only commented on two items.  We should be sure to request both CGL and Professional Certificates of insurance from HMG Engineers.  Also in paragraph 27, it states a limit on fees on liability amount charged, or $50,000.00, but Erin’s office is not concerned, they just wanted to bring it to the District’s attention.  Mr. Rob Clarkson will be listed as the Primary Contact on the agreement. After the discussion with legal counsel, Mr. Hebenstreit made a motion to approve and sign the agreement with

HMG Engineers.  Mr. Murphy seconded the motion, and all Trustees voted “Aye”.  Mr. Young directed all three Trustees to sign the agreement.

There was a discussion of the budget for fiscal year 2024-2025.  After reviewing the Water Consumption report, Mr. Hebenstreit noted that the monthly average number of gallons used per household has decreased from 3,600 to 3,500 gallons.  He asked Ms. Lankster to be sure to change the calculation number for revenues on the FY 2024-2025 budget.  Some expenses were also discussed.  There is $20,000 in capitalized Water Treatment Plant for rebuild of the second raw water pump.  There is $10,000 in capitalized maintenance equipment for a new truck bed for 2012 F250.  Certop is no longer contracted, therefore the outside contractor-Operations Mgmt. has nothing in the budget.  It was noted that the Legal expense in General Fund needs to be increased.  The new UPM cloud software agreement includes training expense of approximately $16,000, as per email from Daniel at United Systems and Software.  This will be expensed in General Fund.  Also, in General Fund, Ms. Lankster will do some more calculations for the General Fund payroll figure.  The budget Ordinance must be approved at the September 9 meeting.  Therefore, a special meeting will be held before the end of August to approve the detailed budget to be summarized into the Budget Ordinance.

Mr. Hebenstreit discussed the hiring of staff.  The Board of Trustees should be involved in the hiring process.  After the interview process, the Trustees should be informed of the intent to hire an applicant, and why that person was chosen.  Then discuss the pay rate for the position.  It should be a collaboration between management and the Trustees.

OPERATIONS REPORT

Mr. Clarkson presented the Operations reports for both June 2024 and July 2024.  The reports are attachments to the minutes.

Two quotes were submitted for line locators.  Edenbros, LLC provided a quote for Aquaphon A-200 equipment, which is used more for locating leaks, and was quoted at $11,740.00.  Schulte Supply provided a quote for the AML Pro Series-with subsurface GPS for $7,995.00.  Mr. Clarkson recommended the quote from Schulte Supply.  It detects density in the soil and is more efficient and will save time.  Mr. Hebenstreit made a motion to accept the quote from Schulte for the AML Pro Series in the amount of $7,995.00.  Mr. Murphy seconded the motion, and all Trustees voted “Aye”.

Ms. Romano requested to go back to Open Forum, before we adjourn.  Mr. Hayes allowed it.  She asked why the new operations employee was hired without a Class A certification.  Mr. Hebenstreit stated that we did not need to hire another senior level staff employee at a senior level salary.  The two senior level employees should be Class A certified.  We needed an entry level employee, which makes more sense for the budget.

ADJOURN TO EXECUTIVE SESSION

Adjourn to executive session, pursuant to Statute 5ILCS 120/2 (C)(1), to discuss employee compensation and other personnel issues, and pursuant to Statute 5ILCS 120/2 (C)(11), to discuss possible litigation.  Mr. Murphy made a motion to adjourn to Executive session.  Mr. Hebenstreit seconded the motion and all Trustees voted “Aye”.

BACK IN REGULAR MEETING FROM THE EXECUTIVE SESSION

A vote was taken during executive session to approve Rob’s off work request.  Mr. Murphy made a motion to approve Rob’s off work request.  Mr. Hebenstreit seconded the motion and all Trustees voted “Aye”.

ADJOURNMENT OF REGULAR MEETING

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

Respectfully submitted, Carla Lankster, District Clerk