Meeting Minutes 8-14-2023

MINUTES OF REGULAR MEETING OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday, August 14, 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 was not able to attend the meeting, so there was no discussion.  Mr. Murphy said he talked to him, and he should be able to attend the September meeting.

The Customer at 2035 Treasure was not in attendance.  He was concerned about roots in his grinder pump tank.  There was a short discussion that roots in the tank would not be our fault.  Mr. Hebenstreit said we need a written guideline as to how to handle various situations.

Mr. Lubben of 351 Wanda submitted a letter, because he could not attend the meeting.  His water line, going down to the dock broke and was flowing down the hill, into the lake.  Over 100,000 gallons went through.  After a discussion, the Trustees decided to give only sewer credit for the water leak, in the amount of $636.05.  Mr. Hayes made a motion to give a Sewer Credit in the amount of $636.05 to 351 Wanda Drive.  Mr. Murphy seconded the motion and all Trustees voted “Aye”.

APPROVAL OF MINUTES

The minutes of July 10, 2023 regular meeting were submitted for approval.  Mr. Murphy made a motion to approve the minutes for the July 10, 2023 meeting.  Mr. Hebenstreit seconded the motion and all Trustees voted “Aye”.

The meeting minutes of the special meeting to approve Scheffel Boyle to proceed with the annual audit on July 17, 2023 were submitted for approval.  Mr. Murphy made a motion to approve the July 17, 2023 special meeting minutes.  Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye”.

The meeting minutes of the Finance Committee were not complete.  Ms. Lankster will talk to the attorney for the District about the process, and if they should be approved by The Committee or the Trustees, or both.

FINANCIAL                                                                                                                                                                    The Summary of Accounts and Statement of Revenues and Expenses were reviewed for the month-end balances on July 31, 2023.  Mr. Murphy made a motion to approve the July, 2023 summary of accounts.  Mr. Hebenstreit seconded the motion and all Trustees voted “Aye”.

DISBURSEMENTS

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

Certop, Inc. Invoice #08012023.07, dated 8/1/2023 for $5,435.00 for July 2023 Class A Water Operator services was submitted for payment.  Mr. Murphy made a motion to approve Certop Inc., Invoice #08012023.07, for July 2023 services.  Mr. Hebenstreit seconded the motion and all Trustees voted “Aye”.

There was one invoice over the amount of $500.00 that was signed by Mr. Hayes from Unsell, Shattnik, Phillps for legal fees, in the amount of $1,035.00.

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

OTHER Approve the sewer credits and miscellaneous credits list for Fiscal Year 2022-2023.  Mr. Hayes signed the list, which will be scanned and sent to the auditors.

UNFINISHED BUSINESS

Two Operations employees are taking on-line training for the Class A water license certification.  They plan to take the test in September or October.  Mr. Hebenstreit wants to continue a monthly update, until one of them becomes a Class A Certified Operator.

NEW BUSINESS

The FY 2023-2024 Budget Ordinance is not complete for approval and is tabled until the September meeting.  It must be completed, approved and published by the end of the first quarter of the fiscal year, which is September 30, 2023. The Finance Committee is meeting several times to come up with necessary expenses and the revenues to cover the expenses. Mr. Hebenstreit is tentatively looking at completing the budget by August 25, 2023. He is expecting two more Committee meetings. One item on the budget that may be tabled for this year’s budget is the Accounting Software. It would be $50,000-$70,000, and we need a lot more information on several bids and presentations. Therefore, we need to gather more information, and move the expense to the next fiscal year budget.

Mr. Hebenstreit wants to start looking at the Sanitary District Ordinances for outdated information and changes that need to be made.  He suggested starting with some old ordinances that have never been updated, but are in need of updating.  The District also needs to look at how to make some of the ordinances available electronically.  Policies need to be in writing, what has happened in the past, and how to handle what happens in the future, based on the past.  Address anything new that comes up.  Mr. Hebenstreit asked Ms. Lankster to pick an old ordinance to circulate to the Trustees, so they can review it and discuss if it needs to be changed.  One concern is outdated charges for labor and equipment used when a customer requests to move a grinder pump or meter, or if there are damages.  Those fees need to be included in a rate ordinance.

There are no updates at this time for the Fiscal Year 2022-2023 Financial Audit from Scheffel Boyle.  Ms. Lankster stated that the auditors gather the information when they are here in the Sanitary District office, and then analyze the information to compile the Financial Report.  If they need additional information, they will contact our office.

OPERATIONS

The Raw water vault is in need of repairs and maintenance.  Mr. Clarkson said that the Pump Shop will be coming to check on the two raw water pumps to see if they need to remove them to make repairs, or if it can be done on site. The Pump Shop did pull one of the pumps and took it back to the shop for repairs.  Mr. Clarkson also had Arbor Junkies remove the tree and other brush around the Pump shed.  They charged $1,200.00.  Mr. Murphy said he will start to spray for the weeds, since he lives right there, and keep it from growing up again.

Mr. Hebenstreit asked about the lab equipment that needed Calibration.  The Counter-top lab equipment has been sent to Hach for Maintenance and Repairs.  We have calibrated loaners until our equipment is returned.  Also, two pH probes have been ordered.

Mr. Clarkson discussed a bubble test on the Memcor units at the water plant.  Each of the two units has 98 filters to be tested for leaks.  If leaks are found, they are pinned.  If pinning does not work, we would have to consider replacing the individual filters that are leaking.

Mr. Clarkson has evaluated the safety equipment for operations and has determined that everything has been updated as necessary.  The only item he wanted changed was the lab apron that was white and hanging on a white wall.  He asked Joe to order a green apron, so it can be easily visible.

ADJOURN TO EXECUTIVE SESSION

Move to closed Executive Session pursuant to Statute 5ILCS 120/2 (C)(1), to discuss employee compensation.  Also 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”.

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