Meeting Minutes 8-14-2017
MINUTES OF REGULAR MEETING
OF BOARD OF TRUSTEES
HOLIDAY SHORES SANITARY DISTRICT
Monday August 14, 2017
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 called the meeting to order. Trustees, Jeff Sedlacek and Dennis Van Sandt were present. Also present were Carla Lankster, District Clerk and Ken Dulle of Du-Con.
OPEN FORUM
An excessive leak was discovered when drive-by readings were done for the July bills. The house at 671Z Monaco Drive used over 130,000 gallons, so Brennan and Robin Murphy were in attendance to request a credit. Mr. Hayes discussed that if the customer takes the time to come to the meeting to request a credit, we give them that consideration. Therefore, he made a motion to give a credit towards the July 2017 bill and the August 2017 bill, which had residual water use from the time the leak was found, until the water was shut off several days later. The amount they will pay for the two months will be $481.22. Mr. Hayes made a motion to give credit for the excessive water use at 671Z Monaco Drive. Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.
APPROVAL OF MINUTES
The minutes of July 10, 2017 regular meeting were submitted for approval. Mr. Van Sandt made a motion to approve the minutes for the July 10, 2017 regular meeting. Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.
FINANCIAL
The Summary of Accounts was reviewed for the month of July, 2017. Last month Mr. Van Sandt asked what our interest rates are on the checking accounts. For the month of July the rates on the checking accounts ranged from .30% to .41%, depending on the balance in the account. No motion necessary.
DISBURSEMENTS
After reviewing the disbursements for the month of July, 2017, Mr. Sedlacek made a motion to approve the July 2017 disbursements. Mr. Van Sandt seconded the motion and all Trustees voted “Aye”.
Du-Con submitted Invoice No. 8-06, dated August 9, 2017, for the month of July, 2017 for managing and operating water and wastewater treatment. Mr. Van Sandt made a motion to approve Du-Con invoice No. 8-06, dated August 9, 2017. Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.
APPROVAL OF APPLICATIONS
The water and sewer applications for July, 2017 were reviewed, and included 10 customer transfers, one Paddock Creek transfer. Mr. Sedlacek made a motion to approve the July, 2017 applications. Mr. Van Sandt seconded the motion and all the Trustees voted “Aye”.
OTHER
The house at 667 Monaco Drive is being demolished this month, and they have requested the water to be disconnected. Mike Parker is doing the demolition, and will contact the District before he begins, so that the water meter and ERT and the Grinder Pump can be disconnected and removed. Ms. Lankster asked if the billing should stop immediately, or be billed one more month. The Trustees agreed to stop the billing immediately.
Ms. Lankster informed the Trustees that the Holiday Shores Sanitary District Website has not been updated for several months, because software updates have not been done by Green Apples Webs. They were the host for the website and were responsible for keeping it up to date. We tried multiple times to contact them by phone and email and received no response. The hosting has now been switched back to Go Daddy and with the help of Laser Pace Technologies is now working and up to date.
UNFINISHED BUSINESS
Last month, the Trustees approved new Gutters to be installed on the office building by Clinton Seamless Guttering. When they removed the old gutters, they found rotten wood, which will not hold the new gutters. Therefore we have two bids to replace the fascia and soffits. Express Kitchens and More bid $3,800.00 and JNT Development bid $3.995.00. Mr. Sedlacek made a motion to accept the low bid of $3,800.00 from Express Kitchens and More. Mr. Van Sandt seconded the motion, and all Trustees voted “Aye”.
NEW BUSINESS
We have a bid from Garden Kingdom to do Landscaping clean-up, mulch and trimming. They will also clean the weedy trees trying to grow out of the cedar tree by the road, and trim it up. The Cedar tree currently blocks the road, when pulling out of the driveway. The Trustees agree that the trimming needs to be done, and the $1,400.00 bid is reasonable.
Holiday Shores Sanitary District is in receipt of a letter from Mr. Kevin Dulle of Du-Con, Inc. He is going to retire and is requesting that the contract for Du-Con be terminated 8/31/2017. Mr. Ken Dulle will continue managing the Water and Sewer Operations for HSSD, but not as a sub-contractor of Du-Con. This will be discussed further at the September meeting.
OPERATIONS
Mr. Ken Dulle discussed an offer for HSSD to purchase all of the Memcor Membranes at the water plant. There are a total of 96 membranes needed and the cost would be $700.00 each for a total of $65,000.00. Mr. Dulle said this was not budgeted for and he does not feel that all of them need to be replaced at this time. The membranes must be kept moist, therefore they cannot be stored for a long period of time. He said we will just purchase them as needed for $850.00 each.
The SCADA computer system at the water plant needs to be replaced. It is still running off of Windows XP and will not continue to work properly if it is not upgraded soon. The engineer is suggesting to upgrade to Windows 7. This was included in the Fiscal Year 2018 budget.
ADJOURNMENT
Mr. Van Sandt made a motion to adjourn the regular meeting. Mr. Sedlacek seconded the motion, and all Trustees voted “Aye”.
Respectfully submitted, Carla Lankster, District Clerk