Meeting Minutes 9-8-2014

MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday, September 8, 2014

 

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.

Dennis Van Sandt, President called the meeting to order. Trustees present were Jeff Sedlacek and Rich Hayes. Also present were Carla Lankster, District Clerk, and Ken Dulle and Kevin Dulle of Du-Con. The HSSD attorney, Bob Perica was also in attendance.

OPEN FORUM

Three residents were in attendance to request permission to hunt on the property at the lagoon. The residents were Anthony Harrell of 560 Clover, Todd Thompson of 289 Deep Cove and Nathan Kane of 563 Clover. Anthony Harrell spoke first, requesting the opportunity to hunt on the lagoon property. Mr. Van Sandt voiced concerns of anyone hunting the property. Mr. Hayes stated that if anyone would be able to hunt the property with the intension of controlling unwanted wildlife, such as coyotes, it should be only employees of the district. There would be concerns of lawsuits if someone would fall out of a deer stand or be involved in an accidental shooting on the property. In addition, if someone would step in a hole or fall down a hill and get hurt, the District could be liable. Todd Thompson did not understand why the property would not be open to residents and members of Holiday Shores. It is private property of the Sanitary District and is not a part of the Holiday Shores Association. This issue has not been addressed in the past, so a decision must be made based on the information discussed, and a call will need to be made to our insurance agent.

APPROVAL OF MINUTES

The minutes of August 11, 2014 regular meeting were submitted for approval. Mr. Sedlacek made a motion to approve the minutes for the August 11, 2014 regular meeting. Mr. Hayes seconded the motion and all Trustees voted “Aye”.

FINANCIAL

The Summary of Accounts was reviewed for the month of August, 2014. The Water Plant loan payment came out of the reserves this month. Mr. Hayes made a motion to approve the Summary of Accounts, Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

DISBURSEMENTS

After reviewing the disbursements for the month of August, 2014, Mr. Hayes made a motion to approve the August 2014 disbursements. Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

Du-Con submitted Invoice No. 09-12, dated September 8, 2014, for the month of August, 2014 for managing and operating water and wastewater treatment. Mr. Hayes motioned to approve Du-Con invoice No. 09-12, dated September 8, 2014. Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

APPROVAL OF APPLICATIONS

The water and sewer applications for August, 2014 were reviewed, and included 18 transfers. Mr. Hayes made a motion to approve the August, 2014 applications. Mr. Sedlacek seconded the motion and all the Trustees voted “Aye”.

OTHER

The discussion of customer miscellaneous charges and credits was continued this month. An ordinance will need to be written up with new charges once a decision is made on the amounts. The area that needs the most change is delinquent notices, late fees and shut off fees. Other districts charge 10% late fees and HSSD only charges 2.5%, so it was discussed to increase to 5% or 10%. The fee to send out the notices and monitor the payments made is far too low at $2.00 per notice, so that could increase to as much as $10.00 per notice, because of the paper, the postage and the time involved. We had over 80 notices this month.

UNFINISHED BUSINESS

The employee health insurance is up for renewal 12/1/2014. After a review of Coventry and a different plan with BlueCross BlueShield which would be in accordance with the ACA (Affordable Care Act), it was decided that it would be best to renew the current plan. The current plan can be renewed for one more year since it was set up prior to January 1, 2014. Under the ACA plan, the cost would be over $2,000.00 per month for less coverage. The current plan renewal is up 19% over last year, however it is only $1,521.00 per month. Mr. Sedlacek made a motion to renew the current health insurance plan with BCBS on December 1, 2014, Mr. Hayes seconded the motion and all trustees voted “Aye”.

The RICOH copier is out of contract and we have a bid for rental of an upgraded copier for only a few dollars more each month. The total bid is $122.00 per month for rent and maintenance. Mr. Hayes made a motion to approve a new contract on a copier. Mr. Van Sandt seconded and all trustees voted “Aye”.

NEW BUSINESS

Holishor Association has given HSSD a quote on asphalt road patching in areas that were damaged from water and sewer line repairs. The bid for three locations from Rickie Brothers Construction was $2,400.00. After a discussion, it was decided that if HSSD did the damage, we will pay for it. Mr. Hayes made a motion to approve the asphalt road patching, Mr. Sedlacek seconded the motion and all trustees voted “Aye”.

OPERATIONS

In early August 2014, HSSD received a violation notice from the IEPA for a very small amount exceeded over the IEPA standard for an average in a quarterly test. Letters were sent to all Holiday Shores water customers on August 25, 2014, explaining the violation and what the district is doing to correct it. The water will be tested again in October and continuing on a quarterly basis in the future. The chlorine mixing with the organics in the water lines causes the increase in the chemical reaction, so the hotter summer months will have higher readings. HSSD will be flushing the lines more frequently, which will

decrease the amount of organics in the line. Any time the amounts are in violation, the District will send out another letter.

ADJOURN TO EXECUTIVE SESSION

Mr. Van Sandt requested a motion to move to a closed meeting pursuant to Statute 5ILCS 120/2 (C)(11), to discuss litigation. Mr. Hayes made a motion to move to executive session, Mr. Sedlacek seconded the motion and all trustees voted “Aye”.

ADJOURNMENT

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

Respectfully submitted,

Carla Lankster, District Clerk