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Meeting Agenda 03/06/2025

HOLIDAY SHORES SANITARY DISTRICT

MEETING AGENDA

March 6, 2025

6:00 P.M. AT OFFICE

 

  1. INTRODUCTION 
  1. OPEN FORUM
  • Customers in attendance requesting sewer/water credits for pool fills or leaks.
  • Other Open Forum. 
  1. APPROVAL OF MINUTES
  • February 10, 2025 Meeting Minutes of the regular meeting. 
  1. OFFICE
  • FINANCIAL:
  • February 2025 Summary of Accounts and Statement of Revenues & Expenses.

DISBURSEMENTS:

  • Approve Invoice for legal fees for February 04, 2025 thru February 20, 2025, submitted by Unsell, Schattnik & Phillips.

APPROVAL OF APPLICATIONS – January, 2024

  1. 5. UNFINISHED BUSINESS
  • Monthly Review of Action Items list. 
  1. 6. NEW BUSINESS
  • Review and vote on revised sewer credit policy. Resolution #20241209.1CR
  • Review bids for Lagoon mowing. 
  1. OPERATIONS
  • WATER & SEWER: Discussion of Operations Manager’s report for February 2025.
  1. ADJOURN TO CLOSED EXECUTIVE SESSION
  • Adjourn to Executive session, pursuant to Statute 5ILCS 120/2 (C)(1), to discuss Employee personnel issues and pursuant to Statute 5ILCS 120/2 (C)(11) to discuss possible litigation.
  1. ADJOURNMENT OF REGULAR SESSION

March Meeting Date Change

PUBLIC N O T I C E

 

NOTICE IS HEREBY GIVEN OF A PUBLIC HEARING AND MEETING OF THE HOLIDAY SHORES SANITARY DISTRICT BOARD OF TRUSTEES, TO BE HELD ON THURSDAY, MARCH 06, 2025, AT 6:00 P.M., AT THE OFFICE, LOCATED AT 97 HOLIDAY DAM ROAD.  This will be a Re-schedule of the monthly Board of Trustees Meeting, originally scheduled for March 10, 2025.

Meeting Minutes 01/13/2025

 MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday, January 13, 2025

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.

Brennan Murphy, President and Trustee called the meeting to order.  Trustees Jeff Hebenstreit and Richard Hayes were present.  Rob Clarkson, General Manager, Rick Skiff, District Clerk and Erin Phillips, District Council were also present. 

OPEN FORUM

Aubrey Linck, 1685 Su Twan Dr, stated she had a broken lid on her grinder pump tank since the last drawdown and called when it was broken  to get it replaced.  Mrs. Linck then stated that they were told by Holiday Shores Sanitary District (HSSD)  that she needed to move heavy machinery before it could be repaired. The equipment has been gone for about four years and they call every year to have it replaced and HSSD tells her they are on the list but still have not had it fixed.  HSSD has now quoted that it is going to be $400.00 for the lid and $300.00 for the labor to replace the top of the tank. Mrs. Linck acknowledged that they broke the lid and is asking that the price be reduced because it has taken so long.  Discussion ensued.  Mr. Murphy proposed reverting the price of the tank section to the 2020 price and no labor.  Mr. Murphy made a motion to approve changing the quote to reflect 2020 pricing without labor.  Mr. Hebenstreit seconded the motion and all Trustees voted “Aye”.

Neal & Nancy Adams, 97 Shore Dr SW, requesting a sewer credit for a large leak outside of the home.  The amount of the request is for 32178 gallons.  After discussion, Mr. Hayes made a motion to approve the sewer credit and optional water credit.  Mr. Hebenstreit seconded the motion and all Trustees voted “Aye”.

APPROVAL OF MINUTES

The minutes of the December 9,2024 regular meeting were submitted for approval, with the November Manager’s Report for Operations attached.  Mr. Hayes made a motion to approve the minutes for the December 09, 2024 meeting.  Mr. Hebenstreit seconded the motion and all Trustees voted “Aye”.

FINANCIAL

The Summary of Accounts and Statement of Revenues and Expenses were reviewed for the month-end balances on December 31, 2024.  No Motion necessary.

DISBURSEMENTS

Unsell, Schattnik and Phillips did not submit an invoice at this meeting.

There were 1 invoice submitted for Mr. Murphy to sign.  Certop Inc. for monthly service for Wastewater Operator, for the month of December 2024.  The invoice is in the amount of $425.00, as per the contract,

APPROVAL OF APPLICATIONS                                                                                                                                                                       Water/Sewer applications list for November 2024 was submitted for approval.  Mr. Hayes made a motion to approve the applications for December 2024.  Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye”.

OTHER

Update on UPM Software.  Mr. Skiff stated that we have a working demo and started training with both the accounting and utility billing software.  The early impression is that it will be more user friendly.  The expected go live date is in June 2025.

UNFINISHED BUSINESS

Continuing the discussion of the Action Items list.  Action item 1 is regarding grant opportunities, Mr. Clarkson stated no change at this time. Mr. Hebenstreit requested that a document is created showing the grants that have been applied for and the results of the application, in a one-page document.  Mr. Clarkson is working on the list and should have for February meeting.  Item 2 regarding Ordinance review and electronic availability is tabled until the new software is ready.  It will remain on the Action Item List.  Item 3 regarding PFAS, Mr. Clarkson stated that the results of the testing for PFAS were well below the current limits or nondetectable in the second set of samples that were submitted at the end of November.  The third set of samples will be submitted in February. This item should remain on the list.  Item 4 Document an Emergency Water System Plan and Item 5 Document a Emergency Sewer System Plan, Mr. Clarkson stated that the plans are in progress and he and Joe are still working on them.  The three AWWA conference items there is no new developments at this time.

Update on Class 4 Wastewater Operator –  Mr. Clarkson stated that Kyle is scheduled to take the test in April.

NEW BUSINESS

Review and Sign renewal for services from Midwest Turf Management Mr. Skiff stated that there was no change in pricing from the previous year. Mr. Hayes made a motion to approve the renewal for Midwest turf Management.  Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye”.

Review and Sign renewal for services from MSD Mowing Service Inc.  Mr. Skiff stated that there was no change in pricing from the previous year. Mr. Hebenstreit made a motion to approve the renewal for MSD Mowing Service Inc.  Mr. Hayes seconded the motion, and all Trustees voted “Aye”.

Discuss EPA Proposed Wastewater Effluent Contamination-Rule 22.  Mr. Clarkson stated that the EPA is considering testing lagoon and sewage treatment facilities for PFAS leaving those facilities.  He does not know how it might affect Holiday Shores Sanitary District at this time.  The list of chemicals being tested for has not been released yet.  Mr. Hebenstreit suggested that if any testing of lagoon effluents for PFAS are going to be conducted for preliminary testing purposes, this be tabled until after the lagoon project is complete since this may impact the results. 

OPERATIONS REPORT

Mr. Clarkson presented the Operations reports for December 2024, and it is attached to these meeting minutes.  Mr. Clarkson also presented information from Sarah Tebbe of HMG Engineers, regarding the lagoon project and the operations report also includes information regarding grants.

ADJOURN TO EXECUTIVE SESSION

Adjourn to executive session, pursuant to Statute 5ILCS 120/2 (C)(1), to discuss employee personnel issues, and pursuant to Statute 5ILCS 120/2 (C)(11), to discuss possible litigation.  Hayes  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

Mr. Murphy  stated that, nothing discussed in executive session required a vote.  Mr. Clarkson informed the board of his intent to resign from the position of General Manager.  He provided a letter of resignation indicating his last day will be March 7, 2025.  This was acknowledged by the board.  The board intends to discuss the future organization structure at the next board meeting.

ADJOURNMENT OF REGULAR MEETING

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

Respectfully submitted, Rick Skiff, District Clerk

Operations Report December 2024

Water

2nd round of PFAS samples results included with packet. Results show levels well under the standards currently set by EPA. Will continue monitoring quarterly to gather data.

Repairs to Water/Plant Equipment:

Static Mixer was delivered. Waiting on price and schedule from contractor to install.

Trident filter media update: We received a bid from vendor with hard pricing to replace media $23,326.87 per unit, so this is X2. This is media only and does not include the labor to remove and replace the media. Joe researched ways to possibly clean the media through vendor. Joe and I discussed it and decided to move forward with an attempt to clean the media using 31.45% Hydrochloric acid. Joe and I spent 8 hours at plant cycling this chemical through the media bed in which each time we were able to see more improvement. End of day we are back to normal operations and estimate the savings to water plant in the neighborhood of $50K. I would like to recognize Joe for a job well done.  Plan going forward is to repeat same procedure for the remaining trident unit and put this into an annual rotation as preventative maintenance.

Sewer

Total call outs for month were 8. We changed out 11 grinder pumps in the month. Yearend call outs totaled 124 and pump changes totaled 130. Pump rebuilds are being conducted in house.

Lift station at 159 and Moro Rd has piping deterioration causing extended run times of pumps. Work has not been started on this project.  Scheduled for January 2025 as weather permits.

Lift station at Deerfield Subdivision entrance has deteriorated electrical post. Work to repair is underway. Currently waiting on Ameren to inspect new meter support structure. Estimate completion by mid-January.

We are waiting on Electrical design permit for Lagoon project. The land application permit has been awarded and we are moving forward with bid process to begin Lagoon work.  We will have bid packets once these are completed.

No word from EPA on fine or litigations dates for Lagoon.

Meeting Agenda 02/10/2025

HOLIDAY SHORES SANITARY DISTRICT

MEETING AGENDA

February 10, 2025

6:00 P.M. AT OFFICE

 

  1. INTRODUCTION 
  1. OPEN FORUM
  • Other Open Forum. 
  1. APPROVAL OF MINUTES
  • January 13, 2025 Meeting Minutes of the regular meeting. 
  1. OFFICE
  • FINANCIAL:
  • January 2025 Summary of Accounts and Statement of Revenues & Expenses.

DISBURSEMENTS:

  • Approve Invoice for legal fees for December 03, 2024 thru January 13, 2025, submitted by Unsell, Schattnik & Phillips.
  • Approve Invoiced from HMG Engineers for the lagoon project.

APPROVAL OF APPLICATIONS – January, 2024

OTHER:   Update on progress of software change to UPM. 

  1. 5. UNFINISHED BUSINESS
  • Monthly Review of Action Items list. 
  1. 6. NEW BUSINESS
  • Need to purchase 10 new grinder pumps for new construction as soon as possible.
  • Discuss a possible agreement with Yates & Sons for easier access to the lift station located at IL 159 and Moro Rd. 
  1. OPERATIONS
  • WATER & SEWER: Discussion of General Manager’s report for January 2025.
  1. ADJOURN TO CLOSED EXECUTIVE SESSION
  • Adjourn to Executive session, pursuant to Statute 5ILCS 120/2 (C)(1), to discuss Employee personnel issues and pursuant to Statute 5ILCS 120/2 (C)(11) to discuss possible litigation.
  1. ADJOURNMENT OF REGULAR SESSION

Meeting Minutes 12/09/2024

 MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday, December 9, 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, and Rick Skiff, District Clerk in training were also present.  Attorney, Erin Phillips was in attendance.

OPEN FORUM

Mr. Cody Henson of 1602 Waikiki submitted a leak sewer credit request for approval.  The amount of the request is for 86,220 gallons. After discussion, Mr. Murphy made a motion to approve the sewer credit request for 1602 Waikiki.  Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye”.

A list of 5 additional Sewer credit requests was submitted to the District office and the Trustees.  We are still going to approve the new policy on Water/Sewer credits, to be effective January 1, 2025, therefore, these credit requests should be approved, as they have been at recent meetings.  Mr. Hebenstreit made a motion to approve the list of the credits.  Mr. Murphy seconded the motion, and all Trustees voted “Aye”.

Ms. Carla Lankster is retiring at the end of the year, and Mr. Rick Skiff will be the new District Clerk.  Mr. Murphy made a motion to approve the appointment of Mr. Rick Skiff as District Clerk, effective January 1, 2025.  Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye”.  Mr. Skiff was sworn in as the District Clerk of Holiday Shores Sanitary District, effective January 1, 2025.

APPROVAL OF MINUTES

The minutes of the November 12, 2024 regular meeting were submitted for approval, with the October Manager’s Report for Operations attached.  Mr. Hebenstreit made a motion to approve the minutes for the November 12, 2024 meeting.  Mr. Murphy seconded the motion and all Trustees voted “Aye”.

FINANCIAL

The Summary of Accounts and Statement of Revenues and Expenses were reviewed for the month-end balances on November 30, 2024.  No Motion necessary.

DISBURSEMENTS

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

Unsell, Schattnik and Phillips submitted an invoice for legal fees from November 9, 2024 through November 30, 2024.  Mr. Murphy made a motion to approve the November invoice for legal fees.  Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye”.

There were 4 invoices submitted for Mr. Hayes to sign.  The invoices are as follows.  Certop Inc. for monthly service for Wastewater Operator, for the month of December 2024.  The invoice is in the amount of $425.00, as per the contract,  HMG Engineers agreement,  Cincinnati Insurance Companies for Workers Compensation insurance, and Cincinnati Insurance Companies for Commercial Property insurance.

APPROVAL OF APPLICATIONS                                                                                                                                              Water/Sewer applications list for November 2024 was submitted for approval.  Mr. Murphy made a motion to approve the applications for November 2024.  Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye”.

OTHER

Update on UPM Software.  Ms. Lankster stated that United Systems will have a demo model to start training on soon.

UNFINISHED BUSINESS

Continuing the discussion of the Action Items list.  Action item 1 is regarding grant opportunities, will remain on the list, and updated monthly, Mr. Hebenstreit requested that a document is created showing the grants that have been applied for and the results of the application, in a one-page document.  Mr. Clarkson is working on the list.  Item 2 regarding the pool and water and sewer credit policy will be discussed later in the meeting when the resolution is reviewed and voted on.  Item 3 regarding Ordinance review and electronic availability is tabled until the new software is ready. It will remain on the Action Item List.  Item 4 regarding PFAS, Mr. Clarkson stated that the second set of samples were submitted at the end of November.  This item should remain on the list.  The three AWWA conference items should be changed, but remain on the list.  Mr. Hebenstreit requested that two new items be added to the list.  One item is to document an emergency water plan and the second item is to document an emergency sewer plan.

NEW BUSINESS

Resolution No. 20241209CR, to approve the Water and Sewer Credit Policy, was presented for review and approval.  Mr. Murphy made a motion to approve Resolution No. 20241209CR.  Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye”.

Presented proposed meeting schedule for 2025 for review and approval.  Mr. Hebenstreit made a motion to approve.  Mr. Murphy seconded the motion, and all Trustees voted “Aye”.

Presented proposed employee holiday schedule for 2025 for review and approval.  Mr. Hebenstreit made a motion to approve.  Mr. Murphy seconded the motion, and all Trustees voted “Aye”.

Discussed Trustee election of officers.  Mr. Hayes stated that in the past the Trustees rotated positions, and suggested that Mr. Murphy would become President, Mr. Hebenstreit would become Vice-President, and Mr. Hayes would become Treasurer. Mr. Hebenstreit agreed with Mr. Hayes.  Therefore, Mr. Hebenstreit made a motion to accept Mr. Hayes’ recommendation to appoint Mr. Murphy as President, Mr. Hebenstreit as Vice-President,  Mr. Hayes as Treasurer, also to approve Ms. Erin Philips as District Council.  Mr. Murphy seconded the motion, all Trustees voted “Aye”.

Mr. Hebenstreit was sworn in as Trustee for Holiday Shores Sanitary District after being re-elected in November 2024.

Mr. Murphy was sworn in as Trustee for Holiday Shores Sanitary District after being re-elected in November 2024.

OPERATIONS REPORT

Mr. Clarkson presented the Operations reports for November 2024, and it is attached to these meeting minutes.  Mr. Clarkson also presented information from Sarah Tebbe of HMG Engineers, regarding

permit approval from the IEPA and going out for bids for the Lagoon. We are also waiting for the final approval for the IEPA loan.  The operations report also includes information regarding grants.

ADJOURN TO EXECUTIVE SESSION

Adjourn to executive session, pursuant to Statute 5ILCS 120/2 (C)(1), to discuss employee 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

Mr. Hayes stated that, as discussed in Executive Session, the annual Christmas Bonus will be similar to in the past.  Mr. Murphy made a motion to approve the Christmas Bonus as in the past.  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, Retiring District Clerk and Rick Skiff, District Clerk

 

Operations Report November 2024 

Water

No new service connections

Water main flushing completed. We found 3 hydrants needing replaced. We replaced the hydrant at clubhouse due to failure to operate. Club house isolated and placed on boil order for 24 hours. Samples came back passing and boil order lifted. Remaining hydrants will be addressed as weather allows. Stop valves to be installed at same time.

2nd round of PFAS samples taken and awaiting results.

Repairs to Water/Plant Equipment:

Static Mixer was delivered. Waiting on price and schedule from contractor to install.

Trident filter media showing signs of end of life. Joe has contacted vendor to get pricing to replace. Early estimate is 16K for media on one unit. Currently researching alternate vendors to compare pricing. Media is original to plant 12 years of service. Vendor said our sister plant at Ren Lake replaced theirs last year. Plants were put in service in the same year.

Pre Chlorine pump showing signs of wear. Need to purchase pump to have on shelf for when it does fail. Exact replacement lead time 1 week and $2731.24. Update: Pump ordered and ready for pick up

Sewer

Total call outs for month were 21. We changed out 9 grinder pumps in the month. Pump rebuilds are being conducted in house.

We tapped (1) moved sewer service which required excavations at street and new grinder tank location.

Lift station at 159 and Moro Rd has piping deterioration causing extended run times of pumps. Work has not been started on this project.  Scheduled for Dec 12, 2024

Lift station at Deerfield Subdivision entrance has deteriorated electrical post. Work to repair is underway.

We are waiting on Electrical design and the land application permit for Lagoon project. We will have bid packets once these are completed. Update: Sludge permit fee check cut $2500.00

No word from EPA on fine or litigations dates for Lagoon.

Meeting Agenda 01-13-2025

HOLIDAY SHORES SANITARY DISTRICT

MEETING AGENDA

January 13, 2025

6:00 P.M. AT OFFICE

  1. INTRODUCTION
  2. OPEN FORUM
  • Customers in attendance requesting sewer/water credits for pool fills or leaks.
  • Other Open Forum.
  1. APPROVAL OF MINUTES
  • December 9, 2024 Meeting Minutes of the regular meeting.
  1. OFFICE
  • FINANCIAL:
  • December 2024 Summary of Accounts and Statement of Revenues & Expenses.

DISBURSEMENTS:

  • Approve Accounts Payable checks-December 2024.
  • Approve Invoice for legal fees for December 2024, submitted by Unsell, Schattnik & Phillips.
  • President to Sign other invoices previously approved, including invoice from Certop Inc. for Wastewater operator services.

APPROVAL OF APPLICATIONS – December, 2024

OTHER:   Update on progress of software change to UPM.

  1. 5. UNFINISHED BUSINESS
  • Monthly Review of Action Items list.
  • Update on Class 4 Wastewater Operator Status
  1. 6. NEW BUSINESS
  • Review and sign renewal for services from Midwest Turf Management.
  • Review and sign renewal for MSD Mowing Services Inc. 2025 mowing season.
  • Discuss Wastewater Effluent Contamination-Rule 22 a proposed US EPA rule
  1. OPERATIONS
  • WATER & SEWER: Discussion of General Manager’s report for December 2024.
  1. ADJOURN TO CLOSED EXECUTIVE SESSION
  • Adjourn to Executive session, pursuant to Statute 5ILCS 120/2 (C)(1), to discuss Employee personnel issues and pursuant to Statute 5ILCS 120/2 (C)(11) to discuss possible litigation.
  1. ADJOURNMENT OF REGULAR SESSION

Meeting Minutes 11/12/2024

 MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Tuesday, November 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, and Rick Skiff, District Clerk in training were also present.  Attorney, Erin Phillips was in attendance.  Auditors, Jessica Smith and Robin, of Scheffel Boyle, were also in attendance.

 OPEN FORUM

Ms. Lankster submitted three single-fill pool, sewer credits requests, for approval.  After review, Mr. Hebenstreit made a motion to approve the three single-fill pool, sewer credit requests.  Mr. Murphy seconded the motion, and all Trustees voted “Aye”.

A list of other Sewer credit requests was submitted to the District office, and the list was submitted to the Trustees for review.  Mr. Hebenstreit stated that we are still making changes to the new policy, and these credit requests should be approved, as they have been at recent meetings.  A resolution will be written up for the December meeting, with the new policy attached, and will be effective January 1, 2025.  Mr. Hebenstreit made a motion to approve the list of the credits.  Mr. Murphy seconded the motion, and all Trustees voted “Aye”.

Jessica Smith and Robin Klingler of Scheffel Boyle presented the Audit Report for the Fiscal Year 2023-2024, ending June 30, 2024.  In the opinion of Scheffel Boyle, the report is presented fairly and is a clean report.  Ms. Smith went through the report, explaining the statements for General Fund and the Water and Sewer Proprietary Funds.  Some changes were made throughout the year, and are being shown differently on the report, than in previous years.  All earned interest is now being transferred into the General Fund.  There are also monthly transfers from the water and sewer funds to the General Fund, to cover overhead expenses.  These are shown as due to and due from on the report.  The lagoon project is mentioned in the report, and Mr. Hebenstreit asked about using sewer reserves for the loan payments, once it is in place.  Robin Klingler answered that the reserves have been accumulated for the overall sewer system, so the reserves can be used for the sewer loan payments.  She stated that it is a good audit report, and that Ms. Lankster does a good job with the records, and the office staff provided all information when requested, that was necessary to complete the annual audit report.

APPROVAL OF MINUTES

The minutes of the October 14, 2024 regular meeting were submitted for approval, with the September Manager’s Report for Operations attached.  Mr. Murphy made a motion to approve the minutes for the October 14, 2024 meeting.  Mr. Hebenstreit seconded the motion and all Trustees voted “Aye”.

FINANCIAL

The Summary of Accounts and Statement of Revenues and Expenses were reviewed for the month-end balances on October 31, 2024.  There was a short discussion regarding the movement of excess water tower reserves to water plant debt service, once the water tower loan is paid off.  No Motion necessary.

DISBURSEMENTS

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

Unsell, Schattnik and Phillips submitted an invoice for legal fees from October 4, 2024 through November 8, 2024.  Mr. Murphy made a motion to approve the invoice for legal fees.  Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye”.

There was one invoice submitted for Mr. Hayes to sign.  The invoice was from Certop Inc. for the first monthly service for Wastewater Class 1 Operator, for the month of November 2024.  The invoice is in the amount of $425.00, as per the contract.

APPROVAL OF APPLICATIONS                                                                                                                                              Water/Sewer applications for October 2024, including three new service connections, was submitted for approval.  Mr. Murphy made a motion to approve the applications for October 2024.  Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye”.

OTHER

The water and sewer Pool/Leak credit policy has been updated.  A few changes were made after a discussion at the October 14, 2024 meeting.  Ms. Lankster and Ms. Erin Phillips discussed having a Resolution written up for the December meeting, with the new policy attached.  Ms. Phillips stated that the Resolution should state that the policy has been updated and will be effective 1/1/2025, and would include any requests submitted after 1/1/2025.  The resolution should include a statement that it benefits the community as a whole.  It should be posted on the website and on the door.

UNFINISHED BUSINESS

A question had been carried over from the June 2024 meeting, regarding public notification of the CCR paperwork violation.  This question was addressed and answered at the September and October meetings, and will now be removed from the Agenda.

A question was presented by a community member regarding the Risk and Resilience Assessment and the Emergency Response Plan.  The question was if the RRA should be certified by an official of the District, since it includes cyber security and financial infrastructure?  Mr. Clarkson stated “I investigated the certification of the RRA specifically who can certify it.  My findings were that any employee can do so.  The circumstances surrounding our last certification made sense as the senior management position was vacant at the time.  Moving forward when recertification comes in 2026, we will have this accomplished by the General Manager.  I would like to thank Julie for bringing it to our attention”.

Mr. Hebenstreit stated that the grant information should be removed from the monthly meeting agenda, but should remain on the Action Items list.

During the discussion of the Action Items list, Mr. Joe Urban is now listed on the IEPA website as a Class A Operator for Holiday Shores Sanitary District.  He is also being shown as the Responsible Operator in Charge.  Items 1 and 2 can be removed from the list.  Item 4 regarding reviews will be discussed in executive session and will be completed and can be removed. Continuing the discussion of the Action Items list.  Action item #3 is regarding grant opportunities, will remain on the list, and updated monthly, as a document written up showing the grants that have been applied for and the results, in a one-page document.  Number 5 regarding the pool and water and sewer credit policy should be changed to say the final version will be approved at the December meeting, in the form of a Resolution.  Item 6 regarding the RRA can be removed.  Item 7 should be changed to explore ideas of getting all ordinances into electronic format, so they can all be backed up.  Item 8 regarding PFAS, should remain on the list.  The three AWWA conference items should be changed, but remain on the list.

Three bids were presented for repairs to the Moro Road lift station.  The first bid is from Kane Mechanical in the amount of $11,624.76.  Due to a lot of unknowns, this bid is the highest.  The second bid is from Concept Plumbing, in the amount of $7,800.00.  The third bid is from Loellke Plumbing, in the amount of $5,764.00.  Loellke is the lowest bid, and Mr. Clarkson recommends them, because they are well known, and they do good quality work.  Mr. Murphy made a motion to approve the bid from Loellke Plumbing, in the amount of $5,764.00.  Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye”.

NEW BUSINESS

Resolution No. 20241112WT, to approve the payoff of the IEPA Water Tower loan by electronic funds transfer, was presented for review and approval.  Mr. Murphy made a motion to approve Resolution No. 20241112WT.  Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye”.

Resolution No. 20241112WA, to Transfer District Debt Service Reserve Funds, to pay off the IEPA Water Tower Loan, was presented for review and approval.  Mr. Murphy made a motion to approve Resolution No. 20241112WA.  Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye”.

Amendment K to Ordinance 2006-02 was presented for review and approval.  The Amendment is a revision to the Water Service rates.  The Debt Service Fee, shown as WT, will be removed and added to WPDS, after the Water Tower loan is paid off.  The amount of $6.19 will be added to the Water Plant Debt Service fee, shown as WPDS.  The new amount will be $18.19, effective for the bills due December 25, 2024.  Mr. Murphy made a motion to approve Amendment K to Ordinance 2006-02.  Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye”.

A renewal of the Pace Analytical drinking water program for January 1, 2025 – December 31, 2025 was presented for review and approval.  The program includes required IEPA Water lab testing and Guard Dog project management.  Mr. Hebenstreit asked if there are other options, and Mr. Clarkson and Ms. Lankster said there is a program offered through the IEPA, but they do not provide the Guard Dog project management, and have drop off sites that are out of the area.  Teklab would be another option, but there are some tests that they don’t do.  Teklab is cheaper for the PFAS, and we use them for Sewer lab testing.  Mr. Hebenstreit said we should check into other options for next year.  Mr. Hebenstreit made a motion to approve the Pace Analytical Drinking water program for 2025.  Mr. Murphy seconded the motion, and all Trustees voted “Aye”.

OPERATIONS REPORT

Mr. Clarkson presented the Operations reports for October 2024, and it is attached to these meeting minutes.  Mr. Clarkson also presented information from Sarah Tebbe of HMG Engineers, regarding permit approval from the IEPA and going out for bids for the Lagoon. We are also waiting for the final approval for the IEPA loan.  The operations report also includes information regarding grants.

ADJOURN TO EXECUTIVE SESSION

Adjourn to executive session, pursuant to Statute 5ILCS 120/2 (C)(1), to discuss employee 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

There was nothing discussed in executive session to be recorded in regular session.

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

 

Operations Report October 2024 

Water

Joe is listed as only water operator on IEPA site and as our RONIC

New service connections

BACT/TOC sampling completed with passing results

Repairs to Water/Plant Equipment:

Static Mixer on order. Bid for installation in process

Post chlorine actuator valve failed. By-pass installed in house temporarily and new valve ordered/installed. Pre Chlorine pump showing signs of wear. Need to purchase pump to have on shelf for when it does fail. Exact replacement lead time 1 week and $2731.24. We have a post pump on shelf for when that pump fails.

Sewer

Total call outs for month were 19. We changed out 12 grinder pumps in the month. Pump rebuilds are being conducted in house and externally to avoid getting behind.

We replaced 3 valves inside tanks.

Lift station at 159 and Moro Rd has piping deterioration causing extended run times of pumps. Bids included in packets to repair.

Lift station at Deerfield Subdivision entrance has deteriorated electrical post. Work to repair is underway.

We are waiting on Electrical design and the land application permit for Lagoon project. We will have bid packets once these are completed.

No word from EPA on fine or litigations dates for Lagoon. 

Unfinished business

Cross connection survey on file at office

Service line material survey Submitted.

Sub surface instruments bid of $7995.00 for locating equipment approved order has been placed.

RRA Question: I investigated the certification of the RRA specifically who can certify it. My findings were that any employee can do so. The circumstances surrounding our last certification make sense as the senior management position was vacant at the time. Moving forward when recertification comes in 2026 we will have this accomplished by the General Manager. Thank you for bringing this concern to our attention Julie

Grants

We applied and received a grant from Madison County (Environmental Grant 2024). This grant was utilized to replace outdated lighting in our garage area located at main office. The grant amount was $3880.00. Work was completed and funds awarded.

Further discussion with HMG Engineering about Grant opportunities. See attached Email

I was informed also that the cleaning of the lagoon is a maintenance item and generally would not be financed by the state. In our circumstance however it is being wrapped into the project to bring us into compliance.

It is important to note that we have to have a plan for any money before applying for a grant. For instance, if we were to upgrade our water mains to have fire services we would have to have an engineered plan, an estimated cost, and timeframe as to when the work would be completed.

Meeting Agenda 12/09/2024

HOLIDAY SHORES SANITARY DISTRICT

MEETING AGENDA

MONDAY DECEMBER 9, 2024

6:00 P.M. AT OFFICE

  1. INTRODUCTION
  2. OPEN FORUM
  • Customers requesting sewer/water credits for pool fills or leaks.
  • Other Open Forum.
  • Swear in Rick Skiff as the new District Clerk, effective January 1, 2025.
  1. APPROVAL OF MINUTES
  • November 12, 2024 Meeting Minutes of the regular meeting.
  1. OFFICE
  • FINANCIAL:
  • November 2024 Summary of Accounts and Statement of Revenues & Expenses.

DISBURSEMENTS:

  • Approve Accounts Payable checks-November 2024.
  • Approve Invoice for legal fees for November 2024, submitted by Unsell, Schattnik & Phillips.
  • President to Sign other invoices previously approved, including invoice from Certop Inc. for Wastewater operator services and Payment to IEPA for Wastewater/Sludge removal permit fee, invoice to pay off Water Tower loan and quarterly Water Plant loan invoice.

APPROVAL OF APPLICATIONS – November, 2024

OTHER:   Update on progress of software change to UPM.

  1. UNFINISHED BUSINESS
  • Monthly Review of Action Items list.
  1.  NEW BUSINESS
  • Review and approve Resolution No. 20241209CR, establishing Sewer/Water credit policy.
  • Approve 2025 Schedule of Monthly Meetings.
  • Approve 2025 Schedule of Employee Holidays.
  • Discuss election of Officers, effective January 1, 2025. Decide if Trustee positions will remain the same for 2025, or nominate for changes.
  • Discuss annual Christmas Bonus checks for employees, in Executive Session.
  1. OPERATIONS
  • WATER & SEWER: Discussion of General Manager’s report for November 2024.
  1. ADJOURN TO CLOSED EXECUTIVE SESSION
  • Adjourn to Executive session, pursuant to Statute 5ILCS 120/2 (C)(1), to discuss Employee personnel issues and pursuant to Statute 5ILCS 120/2 (C)(11) to discuss possible litigation.
  1. ADJOURNMENT OF REGULAR SESSION

Meeting Minutes 10-14-2024

 MINUTES OF REGULAR MEETING OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday, October 14, 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, and Rick Skiff, District Clerk in training were also present.  Attorney, Erin Phillips was in attendance.  There were also members of the Holiday Shores community present for a discussion in Open Forum.

OPEN FORUM

Mr. Levi Halford of lot 455 submitted a sewer credit request at the September meeting.  It was not received prior to the meeting, so he was told that it would be approved at the October meeting, and he would not be required to attend again.  The request was due to a leak in the water line, which was discovered when he returned from vacation.  The gallons exceeding the average use was 14,512 gallons.  The sewer credit is $110.88 and 25% of the water loss, to be calculated.  Mr. Hayes made a motion to approve the water leak credit.  Mr. Murphy seconded the motion, and all Trustees voted “Aye”.

Mr. Poettgen and Ms. Votava of 674 Monaco submitted a request for a pool sewer credit for the months of April through September.  Mr. Hebenstreit explained that a new policy is being put into place, in which we will not allow multiple top offs of the pool, only a large one-time pool filling.  It will be approved this year.  The credit is for a total of 11,900 gallons, for a total sewer credit of $90.94.  Mr. Hebenstreit made a motion to approve the credit.  Mr. Hayes seconded the motion, and all Trustees voted “Aye”.

Mr. and Mrs. Phelps, the owners of lot 1838, submitted a second request for watering new sod at the house.  Nobody lives at the house, and they have been preparing it to be sold.  The amount of water used in September was 17,436 gallons.  So, a sewer credit was approved in the amount of $133.20.  Mr. Murphy made a motion to approve the sewer credit.  Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye”.

A list of other credits was submitted to the District office, and the list was submitted to the Trustees for review.  Mr. Hebenstreit stated that since we are still making changes to the policy, the credit requests should be approved, as they have been in past years.  We must communicate to the community what the policy is, and what will not be approved.  After some discussion, it was stated that a policy will be decided on, and an ordinance will be in place, effective January 1, 2025.  The list of sewer credits that was submitted, was approved.  Mr. Hebenstreit made a motion to approve all of the credits on the list.  Mr. Murphy seconded the motion, and all Trustees voted “Aye”.

Continuing with the Open Forum, Ms. Julie Romano of lot 1065 presented a question regarding the Risk and Resilience Assessment, and the Emergency Response Plan, from a FOIA request she submitted.  The FOIA response from the District was a document certified by Joe Urban, and it shows the information being changed on 10/2/2024.  Ms. Romano asked why it was changed, if it is not due until 2026?  That question was answered by Ms. Phillips, that she understood, when Joe signed into the site to print the information, he updated the information, because there have been several staff changes.  The District was already current on the report, and the next report will still be due in 2026.  Ms. Romano then asked why Joe is certifying the RRA?  The report includes information about cyber security and financial infrastructure.  She is asking why an official of the District did not certify the RRA, instead of a water operator?  Ms. Phillips said that we do not have an immediate answer on that.  It will be addressed at the November meeting in Unfinished Business.  Mr. Hebenstreit also wants this added to the Action Items list.  Ms. Phillips also addressed a question being asked on a FOIA request.  She said that a FOIA is not for asking questions.  It is a request for documents.

APPROVAL OF MINUTES

The minutes of September 9, 2024 regular meeting were submitted for approval, with the Manager’s Report for Operations attached.  Mr. Hebenstreit asked about a statement that was made on page 3, under Unfinished Business.  It was written that “Ms. Phillips said there is exposure to any penalties for combining the two surveys”.  Mr. Hebenstreit asked if this was correct.  Ms. Lankster and Ms. Phillips stated that it is not correct.  Ms. Phillips indicated that it should be changed to say, “there is not any known exposure”.  Ms. Phillips then stated that it will be ok to make the correct statement to be changed on the minutes.  Then approve the minutes with the change.  Ms. Lankster stated the correction as “Ms. Phillips said there is not any known exposure to any penalties for combining the two surveys”.  Mr. Murphy made a motion to approve the minutes for the September 9, 2024 meeting, as modified.  Mr. Hayes seconded the motion and the two Trustees voted “Aye”.  Mr. Hebenstreit abstained since he was not in attendance for the September 9 meeting.

FINANCIAL

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

DISBURSEMENTS

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

Unsell, Schattnik and Phillips submitted an invoice for legal fees from September 5, 2024 through October 3, 2024.  Mr. Murphy made a motion to approve the invoice for legal fees.  Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye”.

There was one invoice submitted for Mr. Hayes to sign.  The invoice was from Itron Inc. for the annual maintenance on the hardware and software for meter reading.  The hardware is out of warranty, so the maintenance is now picked up by Itron.  The total invoice is in the amount of $5,217.61.

APPROVAL OF APPLICATIONS                                                                                                                                              Water/Sewer applications for September 2024 was submitted for approval.  Mr. Hayes made a motion to approve the applications for September 2024.  Mr. Murphy seconded the motion, and all Trustees voted “Aye”.

OTHER

The water and sewer Pool/Leak credit policy has been updated.   The form must be filled out and submitted to the office prior to the meeting.  The changes were made after a discussion at the September 9, 2024 meeting.  A general rule, if it is approved, a major outside leak will receive the sewer credit and a 25% reduction on the water used, and this needs to be added to the policy for the November meeting.  Also add that the sewer credits will be given per single fill.  The bottom portion that lists circumstances that are not allowed, add that Multiple fills over multiple months will not be allowed.  Ms. Lankster asked Ms. Phillips if this should be written into an ordinance, and she responded that it should be, but wait until a final agreement is made on all of the changes.

UNFINISHED BUSINESS

There was a detailed discussion regarding the Consumer Confidence Report (CCR), for the calendar year 2023, which was published on the website in June 2024.  This is the most important report of the year, and Mr. Hebenstreit said the Trustees need to review and discuss the report. Mr. Hebenstreit asked about the violation that is listed on the CCR, on the last page.  Mr. Clarkson stated that it was a paperwork violation, because it was turned in 5 days late.  It was in response to the Lead and Copper exceedance from September, 2022.  The paperwork Certop was to turn in, was the proposed treatment, and we don’t change anything.

The discussion continued regarding the CCR report.  Mr. Hebenstreit went through the individual test results, and commented that over-all it was a good report.

Ms. Romano asked about the public notification of the CCR paperwork violation.  Mr. Clarkson said that Joe has not received a response from the IEPA.  Ms. Phillips stated for clarification, that Joe has contacted the IEPA about the paperwork violation, and has not received a response.

Ms. Romano had a question during the September meeting, if the Class A operator is contracted or an employee.  Mr. Clarkson stated that Mr. Joe Urban is now a Class A Operator for the District, and he is an employee.  He is not on the IEPA website as the Responsible Operator in Charge (ROINC), but the paperwork has been mailed to the IEPA to make this change.  Joe is on the IEPA website as the Class A operator for the District.

Ms. Romano also had a question at the September meeting concerning JULIE locates not being completed in a timely manner, by the HSSD employees.  Mr. Clarkson said we do 99% of them on time.  If something comes up that we can’t make it on time, we get a call that we need to mark it.  Ms. Lankster noted that if the Contractor shows up, and it is not marked, they call it in as not being marked.  Mr. Clarkson said we then have two hours to get it marked.  Ms. Lankster said it is on a different level, if a contractor files a complaint.

Another question from the September meeting was regarding the IEPA mandatory requirement for HSSD to have a Class 4 Wastewater operator for the lagoon paperwork.  Chris White was qualified for this, and he has been taking care of entering the data.

The fourth question being carried forward from September is regarding the OSHA inspection.  There were 4 serious citations on the report from OSHA, and Ms. Romano was asking if these have been corrected?  Mr. Clarkson stated the reasons for the citations and what has been done to correct them.

There is no current information regarding grant information.  It will be discussed with the Action Items.

Mr. Joe Urban has passed the Class A test, and he is now listed on the IEPA website as a Class A Operator for Holiday Shores Sanitary District.  Mr. Hebenstreit requested that Rob should be sure Joe shows up on the IEPA website as the ROINC.

Ms. Lankster stated that we now have the funds to pay off the Water Tower loan.  During the discussion for the Water Tower loan to be paid off, Mr. Murphy was concerned about paying off a low interest loan.  Mr. Hebenstreit said that he feels it would be best to pay it off and move the water tower revenue to the water plant loan.  You might save a little bit by earning interest if we do not pay it off, but the amount earned from interest was not worth carrying the loan, in his opinion.  A resolution will have to be written up.  After the discussion, Mr. Hebenstreit made a motion to approve the payoff of the Water Tower loan.  Mr. Murphy seconded the motion and all Trustees voted “Aye”.  A resolution will be presented at the November meeting, as well as an ordinance to move the revenue to Water Plant Debt Service.

There was a discussion of the Action Item list.  Several items were completed and have been discussed at the September meeting and at this meeting, and the items will be removed from the list. For #1, Since Mr. Urban passed the Class A test, this item will be changed to confirm that he is listed as the ROINC on the IEPA website.  Number 2 is being worked on, and will remain on the list.  Action item #3 is regarding grant opportunities, will remain on the list.  Mr. Hebenstreit wants a document written up showing the grants that have been applied for and the results.  Number 4 is for employee performance reviews and will be discussed in Executive Session.  Numbers 5 – 7 will be removed.  Number 8 regarding the pool and sewer credit policy, and is in the process of being updated, and will remain on the list.  Numbers 9 – 11 will be removed. Number 12 regarding ordinance electronic availability does not have any updates at this time.

There were four other action items for the AWWA conference.  The Cyber security assessment for vulnerability is tabled until June, after the new office software is in place.  Number 2 is regarding the lab testing for PFAS in the water will remain on the list.  Mr. Clarkson has sent in the samples and the results will be discussed during operations.  Number 3, regarding Disaster Management training from FEMA/DHS. Mr. Clarkson has contacted Madison County EMA, and HSSD is on the list for the training.  The fourth item is regarding some type of an odor eliminator for the main lift station.  Mr. Clarkson has received quotes, and the amounts will require a public bid, if it is pursued further.

NEW BUSINESS

A contract from Certop, Inc. was presented for approval.  A minimum of a Class 4 wastewater operator is required for the District.  The contract is for Chris Horstmann, a Class 1 wastewater operator, beginning in October, 2024.  The amount will be $425.00 per month, for two visits a month. If additional time is necessary, there will be an additional $85.00 per hour.  After reviewing the contract, Mr. Hebenstreit made a motion to approve the contract from Certop, Inc. for a Class 1 Wastewater Operator.  Mr. Murphy seconded the motion, and all Trustees voted “Aye”.  Contract was signed by Mr. Richard Hayes.

A quote was presented by Norman Rhea for RJI Sales.  It was an additional quote for the odor control at the main lift station located at the HSSD Office.  The proposal was for a product called an Odor Beast.  It is a strong ionizing system, and it was quoted for $34,800.00.  It is used in hospitals and schools, and one is being installed at the Decatur Sanitary District.  It was asked if we have complaints about the smell, and Ms. Lankster said we do.  It is something to consider, but due to the amount of the quotes that have been received, the District would need to go out for a public bid before making a decision, because it is not an emergency situation.  Mr. Hebenstreit was asking if this project could come out of reserves?  Mr. Clarkson noted that there could be some type of environmental grant.  This product would be for both reducing corrosion and eliminating the odor.  Ms. Phillips mentioned that after Covid, Granite City wasable to get some type of grant, to do some air cleaning.  It was some type of Federal Economic grant, and she could ask the Risk Manager of Granite City about it.  Ms. Phillips also addressed the reserves being used.  It is for the sewer system, and more customers continue to be added, therefore the sewer reserves could be used.

Ms. Lankster submitted a Health Plan comparison, prepared by Babcock and Associates.  The current BlueCross BlueShield plan is up for renewal December 1, 2024.  The renewal of the same plan will be at a 20% increase over last year.  There was a discussion of the coverages and higher quotes of the other options listed from BCBS and United Healthcare.  Mr. Muphy asked if the employees are satisfied with the current plan?  Mr. Clarkson said he has no issues with the current plan.  Mr. Murphy said we need to take care of our employees.  Mr. Hebenstreit said he agrees, however, most companies have the employees pay a portion of the insurance. If the cost goes up again next year, we need to have a discussion that the employees may pay a portion.  Mr. Murphy made a motion to approve Option #1, which is a renewal of the current plan.  Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye”.

There were two different bids for a static mixer at the water plant, from Komax Systems.  They are a unique provider for our water plant, so no other bids are readily available.  This is just the cost of the part, so we need to hire a plumber to install it.  The higher bid includes an epoxy coating on internal wetted surfaces, and would be an additional $486.00.  It is stainless steel, so Mr. Clarkson feels the epoxy is not necessary, and could wear off over time.  The lower bid, in the amount of $10,490.00 was approved.  Mr. Hebenstreit made a motion to approve the Komax Systems bid in the amount of $10,490.00 for a static mixer without the epoxy coating.  Mr. Murphy seconded the motion, and all Trustees voted “Aye”.

There were three quotes presented for a 200-amp electric meter to be installed at one of the Deerfield lift stations.  The meter is mounted to a wooden post, and it is rotted off.  GRP Wegman quoted $12,850, but it included a lot of concrete for mounting.  A bid from Bickle electric was $3,000, but it was for a 100-amp meter.  Mr. Clarkson said the standard is 200-amp and we run two pumps out of that well.  The bid that was approved after a discussion was from Greco Electrical, in the amount of $3,200.  Mr. Hebenstreit made a motion to approve the quote from Greco Electrical, in the amount of $3,200.  Mr. Murphy seconded the motion, and all Trustees voted “Aye”.

The Moro lift station, at Moro Road and 159 needs a major repair, due to piping deterioration. There is recirculation of one of the two pumps, causing extended run times and it is spraying out when the lid is opened.  There are unknown factors, and the bid could go up. It will require the removal of one of the pumps to determine the extent of the damage.  Mr. Clarkson requested quotes from three vendors, but only received one back prior to the meeting.  The quote that was received was from Concept Plumbing, in the amount of $7,800.  If it is not an emergency, Ms. Phillips said it would be best to get three bids.  Mr. Clarkson said it is not an emergency now, but we want to have it completed as soon as possible.  If we attempt to get bids, and the company is not interested, get it in writing, so it is documented.  This is tabled until the November meeting, to allow for the other vendors to submit quotes.

OPERATIONS REPORT

Mr. Clarkson presented the Operations reports for September 2024.  He presented the lab results for the water samples for PFAS to the Trustees, for review.  The results show the levels are below the US EPA MCL or non-detectable.  Mr. Hebenstreit said he does not like to rely on a single data point and thinks we should sample quarterly for the next year, for multiple data points.  This was discussed, and it was agreed to take 3 additional samples, at 3-month intervals. The operations report is an attachment to the minutes.

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

BACK IN REGULAR MEETING FROM THE EXECUTIVE SESSION

There was nothing discussed in executive session that required a vote for approval.

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

Operations Report September 2024

Water

PFAS Samples submitted to TEK Lab. Results are in and look promising. See hand out

BACT/TOC sampling completed with passing results

Repairs to Water/Plant Equipment:

Static Mixer for Coagulant leaking. Found corrosion pin holes on bottom of mixer body.  Currently we have a Stainless-Steel mixer in place. We investigated a PVC model to possibly save some costs and increase life expectancy, not an option due to configuration. Vendor quoted 2 options that will meet our needs. First is exact replacement and second has an epoxy liner on inside. Quotes are $10,490.00 exact replacement, and $10,976.00 to have an epoxy liner added.

This is something we do not feel comfortable taking upon ourselves due to it affecting the entire plant operation.  Need approval to order mixer and then we will investigate mechanical companies to bid the installation. Lead time is 3-4 weeks.

Sewer

Total call outs for month were 17. We changed out 12 grinder pumps in the month. Pump rebuilds are being conducted in house and externally to avoid getting behind.

We repaired 2 sewer leaks at or around grinder tanks, replaced 2 valves inside tanks, and all required excavations.

Lift station at 159 and Moro Rd has piping deterioration causing extended run times of pumps. Bids included in packets to repair.

Lift station at Deerfield Subdivision entrance has deteriorated electrical post. Bids are in packet to install new structure, replace meter to current code, and upgrade older 200-amp service box.

No word from EPA on fine or litigations dates for Lagoon.

Unfinished business

Cross connection survey on file at office

Service line material survey Submitted.

Sub surface instruments bid of $7995.00 for locating equipment approved order has been placed.

Meeting Agenda 11-12-2024

HOLIDAY SHORES SANITARY DISTRICT

MEETING AGENDA

TUESDAY NOVEMBER 12, 2024

6:00 P.M. AT OFFICE

 

  1. INTRODUCTION
  2. OPEN FORUM
  • Customers attending the meeting to request sewer/water credits.
  • Other Open Forum – Including presentation of the annual Fiscal Year 2023-2024 Audit Report by Schefffel Boyle.
  1. APPROVAL OF MINUTES
  • October 14, 2024 Meeting Minutes of the regular meeting.
  1. OFFICE
  • FINANCIAL:
  • October 2024 Summary of Accounts and Statement of Revenues & Expenses.

DISBURSEMENTS:

  • Approve Accounts Payable checks-October 2024.
  • Approve Invoice for legal fees for period 10/4/2024-11/4/2024, submitted by Unsell, Schattnik & Phillips.
  • President to Sign other invoices previously approved, including invoice from Certop Inc. for Wastewater Class 1 operator services.

APPROVAL OF APPLICATIONS – October, 2024

OTHER:   Review and approve update of the Water/Sewer Credit policy.

  1.  UNFINISHED BUSINESS
  • Question carried over from June meeting. The original question was regarding public notification of the listed violation on the CCR Report.
  • Question presented at the October meeting regarding the Risk and Resilience Assessment and Emergency Response Plan. Should the RRA be certified by an official of the District, since it includes cyber security and financial infrastructure?
  • Grant Opportunities for the District.
  • Monthly Review of Action Items list.
  • Present 2 additional quotes for repairs to Moro Road Lift Station. A quote was submitted by Concept Plumbing at the October meeting.
  1.  NEW BUSINESS
  • Review and approve Resolution No. 20241112WT, to approve payoff of the IEPA Water Tower Loan.
  • Review and approve Resolution No. 20241112WA, to approve the transfer of funds from the Water Tower (WT) Reserves Fund to the Water Supply Fund, to pay off the IEPA Water Tower Loan.
  • Review and approve Amendment K to Ordinance 2006-02, regarding change in Water Tower and Water Plant Debt Service.
  • Review and approve Drinking Water Program Agreement with Pace Analytical for calendar year January 1, 2025 – December 31, 2025, for water lab testing.
  1. OPERATIONS
  • WATER & SEWER: Discussion of General Manager’s report for October 2024.
  1. ADJOURN TO CLOSED EXECUTIVE SESSION
  • Adjourn to Executive session, pursuant to Statute 5ILCS 120/2 (C)(1), to discuss Employee personnel issues and pursuant to Statute 5ILCS 120/2 (C)(11) to discuss possible litigation.
  1. ADJOURNMENT OF REGULAR SESSION