Meeting Minutes 9-9-2019

MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday September 9, 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

A request was made by Karen Eberhardt of 977 Holiday Point Parkway, to temporarily stop billing sewer charges due to a house fire.  There is no electric to the house and the grinder pump will not operate.  However she wants to have water service so they can take care of outside plants and landscaping.  We have stopped billing for house fires in the past, so all trustees said they agree that it is OK to stop billing sewer until they get electric service restored.

APPROVAL OF MINUTES

The minutes of August 12, 2019 regular meeting were submitted for approval.  Mr. Hayes made a motion to approve the minutes for the August 12, 2019 regular meeting.  Mr. Murphy seconded the motion and all Trustees voted “Aye”.

FINANCIAL

The Summary of Accounts was reviewed for August, 2019.  Mr. Murphy made a motion to approve the August, 2019 Summary of Accounts.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.

DISBURSEMENTS

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

Restoration Resources submitted Invoice 651, dated September 9, 2019, for water and wastewater operations management for August, 2019.  Mr. Murphy made a motion to approve Restoration Resources Invoice 651, dated 9/9/2019.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.

Two other invoices over $500.00 each were submitted for Mr. Sedlacek to sign his approval to pay.  Cincinnati Insurance and Dimond Brothers billed for Quarterly Workers’ Compensation and Commercial insurance premiums.  The premiums were approved in March 2019 at the time of the annual renewal.

APPROVAL OF APPLICATIONS

The water and sewer applications for August, 2019 were reviewed, and included 7 customer transfers in Holiday Shores and one Sewer Only customer transfer. There was also a Sewer Connection fee paid for a house in the Lake James area.  Mr. Murphy made a motion to approve the August, 2019 applications.  Mr. Hayes seconded the motion and all the Trustees voted “Aye”.

OTHER

There was a short discussion regarding the changes at First National Bank after the merger with Associated Bank.  Since the bank in Holiday Shores will be closing in February 2020, Ms. Lankster will have to drive to the bank location in Hamel or in Bethalto.  Deposits will not be done every day, but they will have to be taken during business hours and mileage will have to be reimbursed.  In the past this was done by leaving a few minutes before lunch every day, which will not be possible anymore.  The Trustees understand and are in agreement with the changes.

We have the paperwork for the new Sharp copy machine, and Williams sent two different documents to lease the machine or to purchase the machine up front.  Either way, we will own the copier.  Mr. Hayes feels it is better to lease, in case something happens to it and it needs to be replaced.  Also a purchase amount up front was not figured into the current budget.  So the decision was made to lease, and the Trustees told Ms. Lankster to sign the paperwork.

UNFINISHED BUSINESS

The District is purchasing four new Dell Computers through the government pricing.  A decision will then be made on who to have set up the four computers.  JX2 is our current IT service provider, but we have had issues contacting them in recent months.  Scott Ballah of Logitech would be willing to do the set-up, but he may have higher rates due to his expertise.  Williams Office Supply also offers IT support and they will provide us with a bid on service.

The flooring for the office is still being discussed.  Mr. Hayes suggested having The Floor Store in Bethalto recommend the best flooring for commercial property.  Then we will request other bids, and tell the contractors to give a bid on that type of flooring or equivalent quality.

NEW BUSINESS

Mr. Sedlacek is the contractor building at 1879 Sextant Drive.  The Sewer line is 17 feet into the property and a deep hole had to be dug and includes the area where the driveway will be placed.  B&R Excavating did the work, and had to place a rock bed under the driveway to avoid sinking and cracking in the future.  Therefore Mr. Sedlacek is asking for reimbursement of $240.00 for the load of rock, since the sewer line on his property and had to be re-routed.  Mr. Dulle will approve as the operations manager.

OPERATIONS

Mr. Dulle stated that the valves on the two Memcor units at the water plant have both been replaced.  The cost of each valve was $1,400.00.

We received notice from the IEPA that there has been a DBP violation.  The four-quarter average was 82 parts per billion, and it should be 80 parts per billion.  It will be published in the Holiday Times, but it will not be distributed until October 1 which will be past the 30-day requirement, so the District will receive a violation notice for being late publishing it.  That is the only way to have it delivered to all Holiday Shores residents, except a mailing, which would cost is excess of $1,500.00.

ADJOURNMENT

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

Respectfully submitted, Carla Lankster, District Clerk