MINUTES OF REGULAR MEETING OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday, June 10, 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 meeting.

Richard Hayes, President and Trustee called the meeting to order.  Trustee Brennan Murphy was present.  Trustee, Jeff Hebenstreit was unable to attend.  Carla Lankster, District Clerk and Rob Clarkson, General Manager were also present.  Attorney, Erin Phillips was in attendance.  There were also six members of the Holiday Shores community present for a discussion in Open Forum.

OPEN FORUM

There was one resident in attendance, Mr. Don Wiemers, who submitted a pool credit for the month of May.  Mr. Hayes made a motion to approve the pool sewer credit in the amount of $90.37.  Mr. Murphy seconded the motion and all Trustees voted “Aye”.

Mr. Wiemers also asked about the rate increase, and if joining up with Fosterburg Water had anything to do with it?  Did their increase have anything to do with the increase here.  Mr. Clarkson clarified that the connection with Fosterburg was for emergency purposes only.  Our increase is due to increases in our expenses.

Attorney, Erin Phillips stated that those in attendance can voice a question today, then the answer will be brought forward to the next meeting as unfinished business.  Immediate answers are not available at this meeting.

Jennifer Halverson, lot 1829 attended, and she had several questions:

• The IEPA has no record of the Class A test being taken by two employees in December 2023.  Also, it is not showing one employee taking the test in February 2024.  Did they take the test?
• The Class A test can be taken up to four times a year.  Are they taking the test that often?
• What position is showing a job description including the Class A Certification?
• Why  is the CCR report, the drinking quality report, not published in the Holiday Times this year?  There is only a URL published for the website.  There is a violation listed on the report.  Is that a violation that we should have been notified about?
• The Cross Connection survey included the material line survey.  It does not list lead as an option, so will the material line survey be mailed again?

Julie Romano, lot 1065 attended, and she had several questions:

• Studying for Class A testing is being done on work time.  Two employees have taken the test multiple times, and have not passed.  Should the District be paying for them to study on District time, when they have taken it multiple times?  Did they take the test in December 2023 and February 2024?
• Why was the CCR report not published in full, in the Holiday Times, as in previous years?  Why is there only a URL for the website, and there was a violation listed?  It says public notice required, and says she did not receive notice.  It should be direct mail.
• The material line survey was not submitted by the due date in April, and no extension was filed.  Are there fines?  Why was the question regarding the Material Line survey added to the Cross Connection survey, instead of a separate mailing?  One survey is mandatory, and the other is not.  Why did the material line survey not list all types of possible service lines?
• According to Illinois 65ILCS 5/8/10.5, the HSSD website is required to have certain postings that are not included.  A related Public Notice 98-0738 was also noted, regarding the posting of financial information and the previous year’s audit report on the website.  Also, the IEPA noted that the Class A operator should be listed on the website.
• What kind of penalties for violations could we be assessed?  Ms. Erin Phillips answered that we are not the IEPA, so we would not have that information.  We do not assess the penalties.  Is there exposure to penalties?

Karla Suttles, lot 1113 had a question about the new Pool credit form this year.  She wanted to know if it is only a one-time credit, and there would not be credit given for topping off?  Mr. Murphy answered that yes, it is only a one-time credit for the initial filling.  A second one can be submitted, for approval if something would happen, and the pool would have to be re-filled.  They are going to have to replace the liner, later in the summer, so she wanted to know if she should wait to submit a request for credit?

Patty Davenport, lot 1815, asked if the rate increase was due to the lagoon project?  Mr. Murphy stated that it was not.  It was from our increased costs in supplies and services and chemicals.  Ms. Davenport also asked why a job description was requested prior to this meeting, and was not provided?  Erin Phillips asked her if this was in a FOIA request or was it brought up at the previous meeting?  These are two different processes.  This was just now brought up at a meeting of the Board of Trustees to review, and will be addressed at the next meeting.

APPROVAL OF MINUTES

The minutes of May 13, 2024 regular meeting were submitted for approval, with Grant Opportunities, and the Manager’s Report for Operations attached.  Mr. Hayes made a motion to approve the minutes for the May 13, 2024 meeting.  Mr. Murphy seconded the motion and all Trustees voted “Aye”.

The minutes of the May 13, 2024 executive meeting were submitted for approval.  Mr. Hayes made a motion to approve the minutes for the May 13, 2024 executive 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 May 31, 2024.  The Water Plant loan was paid on May 31, 2024, because it was due Sunday, June 2, 2024.  No Motion necessary.

DISBURSEMENTS

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

Mr. Hayes signed invoices over $500.00.  The quarterly loan payment to Carrollton Bank for the water plant, and an invoice from HMG Engineers included in the original contract, were signed.

APPROVAL OF APPLICATIONS                                                                                                                                              Water/Sewer applications for May 2024 were submitted for approval.  There were 14 property transfers and 1 new water and sewer connections.   Mr. Hayes made a motion to approve the May 2024 Applications.  Mr. Murphy seconded the motion and all Trustees voted “Aye”.

OTHER

UNFINISHED BUSINESS

There is nothing new for grant opportunities, therefore it is tabled.

The Class A certification test is being taken by both Chris and Joe tomorrow, June 11, 2024.

Electronic Availability of Ordinances was tabled for this meeting.

NEW BUSINESS

Resolution No. 20240610 regarding an exception to the vacation policy. Mr. Hayes made a motion to approve Resolution No. 20240610.  Mr. Murphy seconded the motion and all Trustees voted “Aye”.

Ms. Phillips presented a draft of an ordinance to allow remote access for meetings, when a Trustee cannot be in attendance.  There are still limitations that will apply to when this can be allowed.  During the Covid emergency, it was allowed without the ordinance, but once the emergency was lifted, an ordinance is now required.  The ordinance will be written up for approval at the July Meeting.

Mr. Murphy made a suggestion to write up a letter to Holishor Association, asking them to notify the District prior to any digging.  Mr. Clarkson stated that is done in a JULIE request.  However, there was a discrepancy during the sewer by-pass project, due to the collapsed culvert.

The line-item adjustments for the FY 2023-2024 budget were presented for approval.  It was decided to table this until the July meeting, when all of the Trustees will be present.

There was a short discussion of the preliminary budget for fiscal year 2024-2025.  Ms. Lankster will be making some adjustments to the budget that was presented at the May 2024 meeting, after more calculations, and will present an updated budget at the July 2024 meeting.

OPERATIONS REPORT

Mr. Clarkson presented his Manager’s Report he prepared, for the month of May.  The report was discussed and is an attachment to the meeting minutes.

A quote from Schulte Supply was submitted for an AML Pro Series locator, with GPS subsurface, for locating unmarked water and sewer lines.  This item was tabled until the July meeting when all of the Trustees will be present.

Two bids were submitted for Check Valve replacement at the Deerfield lift station.  One bid was from Municipal Equipment Company in the amount of $4,253.12.  The second bid was from GRP Wegman, in the amount of $4,860.60.  After some discussion, Mr. Hayes made a motion to approve the bid from Municipal Equipment Company, for $4,253.12.  Mr. Murphy seconded the motion and all Trustees voted “Aye”.

The remaining residents in attendance left the meeting prior to the executive session.

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

ADJOURNMENT OF REGULAR MEETING

Returning out of executive session, 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

Operations Report May 2024

Water

OSHA Inspection performed on May 2, 2024 at approximately 10:30 am. I accompanied the Inspector through our pump room, garage area, pump storage area, and then to Water Plant to inspect all aspects of our operation. Minimal findings… OSHA 300 log not displayed on information board (even though we do not have any recordables we still have to display the log), Bench grinder in Pump rebuild room guarding out of compliance (fixed on spot) Haz-Com Program (copy in MSDS Book as required just not dated). Overall, the Inspector was very impressed with our operation and the employee (Joe) who accompanied us on the Plant Inspection. Knowledge of Hazards, Risk Assessments, Computer based training, and Communication with Management was commended.  

Cross connection/Service Line Material survey reminders sent out on current bill and posted on Association FB page. Moving forward we will begin to contact homeowners and request time to inspect.

Repairs to Water/Plant Equipment:

Memcor 2 controller malfunctioning. Plant operating at half capacity from May 2 to May 8th

Parts obtained, calibrated and system back to full production

Lightning strike at tower 2 on May 26 took out communication with Water Plant. Diagnostics performed and found fuse blown and transtector did their intended jobs and saved communication equipment from being damaged. Fuse replaced and Transtector ordered.

Bulkhead fitting installed at Water Plant to allow Vac Trailer utilization in cleaning of Trident units. This will allow more efficiency while maintaining these units increases due to hot weather.

Sewer

Total call outs for month were 13. We changed out 9 grinder pumps in the month. Pump rebuilds continue in house.

New pump installed at Deerfield lift station. Warranty replacement. Check valves determined to be bad which causes pumps to run extended times. Check valves need replaced. Bids from GRP and Municipal Equipment Company are provided in Board Packets.

We had Sub Surface Instruments come to Demonstrate a locating device on Wednesday May 15^th. We spent almost 2 hours in the field locating services, we had prior knowledge of their locations, and then one where we only had a general idea. Equipment was very impressive and I believe will help us tremendously with locating our services. Currently we have maps which are outdated and approximate measurements from roadways which has been subject to change. Equipment has GPS capabilities which will benefit us with updating our maps too. Unit will cost $7995.00 to purchase and includes 2 employees off site training. Training is 2-8 hour days of classroom and hands on activities at the Company HQ in Green Bay WI.

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

Unfinished business

Cross connection/Service line material survey in progress. Electronic and paper copies to be filed and report filed to IEPA for compliance. Currently have received 335 forms back.

Class A testing Chris and Joe taking test June 11th will forward results.

HOLIDAY SHORES SANITARY DISTRICT MEETING AGENDA

MONDAY JULY 8, 2024, 6:00 P.M. AT OFFICE

1.   INTRODUCTION

2.  OPEN FORUM

• Customers attending the meeting to request sewer credits for pool filling.

3.   APPROVAL OF MINUTES

• June 10, 2024 Meeting Minutes of the regular session.

4.   OFFICE

• FINANCIAL:
• June 2024 Summary of Accounts and Statement of Revenues & Expenses.

            DISBURSEMENTS:

• Approve Accounts Payable checks-June 2024.
• Approve Invoice for legal fees 4/26/24-6/21/24, submitted by Unsell, Schattnik & Phillips.
• President to Sign other invoices previously approved, including adjustment to quarterly Cincinnati Insurance.

           APPROVAL OF APPLICATIONS – June 2024

           OTHER –  Approve and sign the Letter of Engagement for Scheffel Boyle to perform the Audit of the Fiscal Year 2023-2024 financial records.

5.    UNFINISHED BUSINESS

• Questions from Jennifer Halverson at the June 10, 2024 meeting.  See attachment A.
• Questions from Julie Romano at the June 10, 2024 meeting.  See Attachment A.
• Question from Patty Davenport at the June 10, 2024 meeting.  See Attachment A.
• President to sign agreement for Class A Operator.
• Approval of Budget Adjustments for FY 2023-2024.
• Discuss letter to Holishor Association regarding notification of digging.
• Grant Opportunities for the District.  Webinar available from Central Square.
• Status of Class A Water License for the HSSD Staff.
• Ordinance Review and Electronic Availability.

6.   NEW BUSINESS

• Approve and sign 2024-2025 Tax Levy Ordinance No. 2024-2025T.
• Discuss and approve proposed ordinance for Electronic Attendance at Meetings.
• Continue discussion of Fiscal Year 2024-2025 annual budget.
• Discuss CCR report process.
• Discussion regarding the AWWA Conference.
• Discuss an Open House of the District operation.

7.   OPERATIONS

• WATER & SEWER:  Discussion of General Manager’s report, including any updates regarding the lagoon project.
• Quote from Schulte Supply for AML Pro Series (Locator), with GPS.

8.   ADJOURN TO CLOSED 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.

9.   ADJOURNMENT OF REGULAR SESSION

HOLIDAY SHORES SANITARY DISTRICT

ATTACHMENT A TO MONDAY 7-8-2024 AGENDA

QUESTIONS FROM THE 6-10-2024 MEETING

Jennifer Halverson, lot 1829 questions.

1.  The IEPA has no record of class A test being taken by two employees in December 2023.  They are also not showing one employee taking the test in February 2024.  Did they take the test?
2. The Class A test can be taken up to four times a year.  Are they taking the test that often?
3. What position is showing a job description including the Class A Certification?
4. Why is the CCR report not published in the Holiday Times this year?  There is only a URL published for the Website.  There is a violation listed on the report.  Was there a notification?
5. The Cross Connection Survey includes the Material Line survey.  It does not list lead as an option.  Will the Material Line Survey be mailed again?

Julie Romano, lot 1065 questions.

1. Studying for Class A testing is being done on work time.  The test has been taken multiple times, and should we be paying for that?  Did they take the test in December and February?
2.  Why was the CCR report not published in full, in the Holiday Times?  Why is there only a URL for the website, when there was a violation?
3. Why was the question regarding the Material Line survey added to the Cross Connection Control Survey, instead of a separate mailing?  Why did the Material line survey not list all types of possible service lines? The survey was not submitted by the April due date, and no extension was filed.  Will there be a fine?
4. According to Illinois 65ILCS 5/8/10.5, the HSSD website is required to have certain postings that are not included.  A related Public notice 98-0738 was also noted, regarding the posting of Financial information and the previous year’s audit report.  Also, the IEPA noted that the Class A operator should be listed on the website.
5. What kind of penalties for violations could we be assessed?  Is there exposure to penalties?

Patty Davenport, lot 1815 Question:

1. A job description was requested prior to this meeting, and was not provided.  Erin Phillips asked Ms. Davenport if this was a FOIA request or was it brought up at the previous meeting?  This was just now brought up at a meeting of the board of Trustees to review, and will be answered at the next meeting.

MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday, May 13, 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 meeting.

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 were also present.  There were also eight members of the Holiday Shores community present for a discussion in Open Forum.

OPEN FORUM

The residents who submitted pool credits for the month of April did not attend the meeting.

Ron Green is a resident and attended to listen.  He stated that he has been working for 30 years in the wastewater services.

Jennifer Halverson attended, and she began with questions about the individual charges on the bills.  Ms. Lankster responded to all of her questions, with the descriptions, and stated that the fees are listed on the HSSD website.

Mr. Halford was another resident in attendance, who asked if there has been a change to the way water usage is being determined.  His bills used to be in the $100.00 range, and recently have been in the $200.00 range, and he is concerned about the rate increase.  Mr. Hebenstreit explained how the periods vary month to month, depending on when the readings are done.  That will cause a difference in the bill amounts.  Mr. Hebenstreit also stated that in order to balance the budget, we had to increase the rates.  It was not a light decision to raise the bills, and the rates are determined using an average of 3,600 gallons per month, per customer.

Ms. Halverson asked if there would be a rate increase for the upcoming project.  Mr. Hebenstreit responded that we do not know at this time.  The project is not expected to be complete until spring, 2025, but it would show on the bill as a debt service fee.  Then Mr. Hebenstreit continued to explain that we did a detailed analysis for the budget and found that the sewer has been under billed, and needed a larger increase.  The increase was not related to the sewer project.

There was a question from two of the residents, asking why they cannot put the water and sewer on hold for an extended vacation?  It was explained that these charges are part of the District’s maintenance and paying for debt.  It is figured into the detailed budget revenue, and we are a small community and have to pay the expenses, based on the total expected revenues.  We continue to maintain the system and the grinder pumps throughout the year.

Mr. & Mrs. Davenport were in attendance, and asked why their bill went from $75.00 to $150.00?  Ms. Lankster requested their names and address to look up their account.  Their bills since the January 2024 rate increase ranged from $107.00 to $151.00.  Three months prior to January ranged from $93.00 to $101.00.  It was explained that the differences were from the dates of the meter readings and a different number of days in the periods, and changes in water use.  Then Mrs. Davenport asked if there was a rate increase last year?  Yes there was, in April 2023, but it was a smaller increase, and was not enough to keep up with the increased expenses that the district has experienced in recent years.  It was prior to the April 2023 increase that they had a bill of $75.00.

There were questions regarding other money that may be available to the community, such as grants.  Another question was raised, regarding the Class A water license requirements, and if an employee has passed the test.  Also, who is providing the Class A services?  Mr. Hebenstreit and Mr. Clarkson answered that it is James White, who is a contracted employee of the District.  It was stated that both of these topics are included in the agenda, and that the residents are encouraged to stay for the remainder of the meeting.  Jennifer Halverson and Ron Green, as well as Mr. & Mrs. Davenport, chose to remain for the entire open meeting.

APPROVAL OF MINUTES

The minutes of April 8, 2024 regular meeting were submitted for approval, with the Manager’s Report for Operations attached.  Mr. Murphy made a motion to approve the minutes for the April 8, 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 April 30, 2024.  No Motion necessary.

DISBURSEMENTS

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

A renewal order was submitted for approval from Central Square for the annual maintenance fee for the Asyst software, beginning 8/1/2024.  There was a 7% increase over last year, and it is for $6,351.32.  It will be for the entire year. However, we may cancel the service when the new software is implemented.  Mr. Hebenstreit suggested asking for a partial billing.  Ms. Lankster stated that we do not know the date when the new software will be implemented, and there could be a decrease in service if we let them know early.  Mr. Murphy agreed that the service could be affected.  Therefore, Mr. Murphy made a motion to approve the Central Square maintenance renewal in the amount of $6,351.32.  Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye”.

An invoice from Unsell, Schattnik & Phillips was submitted for approval, for legal services December 28, 2023 through March 31, 2024, in the amount of $1,335.00.  Mr. Hebenstreit made a motion to approve the invoice for legal services. Mr. Murphy seconded the motion, and all Trustees voted “Aye”.

Mr. Hayes signed invoices over $500.00.  The adjusted invoice from HMG Engineers that was presented at the April meeting was signed.  Mr. Hayes also signed the Cincinnati Insurance quarterly invoices, as well as an invoice for mowing the flat surfaces at the lagoon for Michael Schaefer, and an invoice for Unsell, Schattnik & Phillips for legal services

APPROVAL OF APPLICATIONS                                                                                                                                              Water/Sewer applications for April 2024 were submitted for approval.  There were 10 property transfers and 2 New sewer connections.   Mr. Murphy made a motion to approve the April 2024 Applications.  Mr. Hebenstreit seconded the motion and all Trustees voted “Aye”.

OTHER

UNFINISHED BUSINESS

Holishor Association is refusing to pay a portion of the Sewer Main By-pass that was required when the Culvert collapsed at Biscay and Waikiki, and they do not want to attend our meeting.  Mr. Hebenstreit wants to attend the next Holishor Association Board meeting, next Wednesday, to discuss why they will not pay.  The Trustees agree that Mr. Hebenstreit can attend the meeting, and no motion is necessary.

There was a discussion regarding grant opportunities that will continue to be researched.  Our community has a much higher median household income than most communities that do receive grant funding.  Mr. Clarkson prepared a list of grant information that he researched in April, which is attached to these minutes.  Mr. Hebenstreit would like to see an ongoing report put on our website, to update monthly, to keep the community informed on any progress.

Mr. Hebenstreit stated that the operations staff does a great job on what they are doing, but he said it is unacceptable that it has been two years and they have not passed the test.  We need to brainstorm on how to help the staff study to pass the test.  Mr. Ron Green, resident, asked if the tests are specific to the type of water plant within the District?  Mr. Clarkson answered, no, there are not specific tests, and that all types of water processing are included.  Mr. Green has a Class 1 wastewater license and is familiar with the system.  He made some suggestions on how to study after taking the test.  There are sections to the test that do not apply to the Holiday Shores water plant, but are included, due to different types of water plants.  Holiday Shores is a surface water plant, and ground water plants require different filtration methods.  Mr. Hebenstreit said it is unacceptable that they have not passed the test, and they need to come up with a plan to study.  He asked Mr. Clarkson if they have looked into the tutoring at SIUE, and Mr. Clarkson said that SIUE is not providing in-person tutoring, so they are looking at several options on-line.

Electronic Availability of Ordinances was tabled for this meeting.

NEW BUSINESS

Skidsteer Hauling submitted a proposal for mowing the slopes at the lagoon.  They will be increasing from $1,500.00 per mow to $1,800.00 to mow.  They are only mowing company that has the equipment to mow the berms.  Mr. Hebenstreit made a motion to approve the proposal from Skidsteer Hauling, in the amount of $1,800.00 per mow.  Mr. Murphy seconded the motion, and all Trustees voted “Aye”.

There was a short discussion of the preliminary budget for fiscal year 2024-2025.  Ms. Lankster submitted a list of questions and concerns on the budget, to be reviewed by the Trustees for the next meeting.   No rate increases are planned for this budget.  Detailed calculations have not been done yet.  Ms. Lankster added the new software implementation and partial monthly software maintenance to the budget.  Mr. Hebenstreit would like the fixed asset portion to come from the reserve funds.

Ms. Lankster will be preparing the line-item adjustments to the fiscal year 2023-2024 budget, to be presented at the June Meeting.  These are only adjustments within each fund, with no increase to the total budget.

There will be a discussion in executive session of employment applications that have been received.

OPERATIONS REPORT

Mr. Clarkson presented his Manager’s Report he prepared, for the month of April.  The report was discussed and is an attachment to the meeting minutes.  Ms. Halverson asked about the 700 or more homes that have not responded to the Cross Connection survey.  Mr. Clarkson stated that we have it on our website and we have put it on the bills.  Ms. Lankster stated that we mailed out the surveys to all houses, and Ms. Halverson stated that she probably threw it away, because she thought it was marketing.  Ms. Lankster responded that HSSD does not send out any marketing materials.  Ms. Halverson asked if she could copy the notice that was placed in the Holiday Times and place it on the other Holiday Shores Facebook pages, because she believes more people would see it.  If it is placed on the Holishor Facebook page, Ms. Halverson could share it on the other Facebook pages.  The Trustees agreed that it would be an option to reach more customers.

The remaining residents in attendance left the meeting prior to the executive session.

ADJOURN TO EXECUTIVE SESSION

Adjourn to executive session, pursuant to Statute 5ILCS 120/2 (C)(1), to discuss employee compensation and responsibilities.  Mr. Hebenstreit made a motion to adjourn to Executive session.  Mr. Murphy seconded the motion and all Trustees voted “Aye”.

ADJOURNMENT OF REGULAR MEETING

Returning out of executive session, Mr. Hayes stated that there were no decisions voted on in executive session.  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

Grants

AVAAP Funding:

 This Grant was available to compensate essential workers due to revenue losses from the Covid Pandemic. Funding is not available to HSSD

ARPA Infrastructure Grant:

This grant directs you to the specific state you are looking for Grant Monies from. You are directed to apply, in our case to the IEPA and it states it is a loan once you navigate to the appropriate channel. We have an application under review by the IEPA for funding of our Lagoon project.

National Clean Investment Fund:

This immediately directs you to the SAM.gov web site and asks for an Entity number. HSSD has never been registered as an Entity in the system. The process has been submitted and we have received our Entity Number so if funding comes available in the future we can apply. Currently application dates have expired.

Below is the latest correspondence from the clean energy audit performed in March. I phoned the auditor and asked for an update and this was the response given. He indicated he has performed 27 other audits since he was at our Plants. His information will be vital to how we apply for energy related funding allowances and whether or not we qualify for energy funding or credits.

Rob,

Thank you once again for taking the time and participating in our program.  I do apologize, but we are in the midst of “busy season,” and it may be a bit until we complete the report.  We try to be thorough in analyzing potential opportunities. I will reach out if any issues come up.

Regards,

Bill

From: Auksel, Bill
Sent: Thursday, March 21, 2024 10:35 AM
To: Rob Clarkson <hssdkd@sbcglobal.net>
Subject: RE: Coordinating PWI site visit – Holiday Shores Sanitary District

Rob,

Just to verify, are we starting at water plant?:

97 Holiday Dam Road, Edwardsville, IL

Regards,

BILL AUKSEL
Program Manager– Public Water Infrastructure

Technical Assistance Engineer, Sustainability I have been in contact with three Madison County officials Mick Madison, Dave Tanzyus, and Marc Hohlt searching for any help that may be out there. All Federal monies lead you back to the State offices which in our case is IEPA and we already have an application filed with them. USDA has a program that at first glance looked hopeful. After digging in I found the road ends with underprivileged communities, tribal councils, and we don’t fit either of these characteristics. On the plus side we can continue to search the USDA grant/loan opportunities to possibly obtain monies to paydown more principle at a quicker rate in the future. Having an established loan seems to be a positive in applying for assistance from the USDA (RD).

Operations Report April 2024

Water

Club house meter has been repaired with new register. Tests performed using 5-gallon buckets to verify accuracy while monitoring meter.

Cross connection survey It is becoming apparent that we will need to allocate labor to inspect homes to comply with EPA regulations.

Repairs to Water/Plant Equipment:

Gate access box working intermittently. Had service company come to diagnose and received quote to replace, $885.87. Located replacement parts on line, $229.00, and installed in house.

Control actuator and 24-volt power supply went out on Memcor 2. We had a rebuilt actuator on shelf and made the repair at valve. Ordered power supply from Grainger and will install when it arrives. By-Passed power supply in meantime to remain running at half capacity.

Sewer

Total call outs for month were 24. We changed out 6 grinder pumps in the month and repaired 18 on service calls. We had one call out to Deerfield for a gravity main suspected blockage. Customer had water backing up into basement at 1:00 am. Investigated and found customers lateral had blockage not our main. Pump rebuilds continue in house.

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

We received Project Summary and Notice of Categorical Exclusion from Detailed Environmental Review from the IEPA for the Lagoon Project via USPS on April 22 2024. Our IEPA Loan Project Number is L176598. A Copy of this document is on display at the district office and accessible to be viewed by the public during normal working hours. This is what was published for public comment, which we did not receive any comments in the 10-day window, and the IEPA has forwarded to us for our records.

Unfinished business

Email sent to Angie Webster (HOA Manager) informing her we intend to bill Association for portion of By-Pass on Sept 28^th. Letter received in HSSD office Thursday March 28^th requesting John, Angie, and Ty to attend Board of Trustees meeting. An email was also sent to John. Invitation includes all board members that wish to attend.

Cross connection survey in progress. Electronic and paper copies to be filed and report filed to IEPA for compliance. Currently have received 324 forms back leaving roughly 900 +- homes to inspect.

Class A testing:  Chris contacted SIUE to obtain test specific training. No in person tutoring is available. Course specific study guide has been obtained based on course offered through SIUE. Joe and Chris have been working on absorbing this information and will retake test on June .

If we do not pass this round of testing Chris will begin Zoom classes starting in August at night. This is a 12-week course a few evenings a week. On Call will have to be adjusted to allow his participation. Joe and Kyle are aware and will work schedules to accommodate.

See attached document for Grant updates

JUNE 11, 2024

N O T I C E

NOTICE IS HEREBY GIVEN OF A SPECIAL MEETING OF THE HOLIDAY SHORES SANITARY DISTRICT BOARD OF TRUSTEES TO BE HELD ON SATURDAY, JUNE 15, 2024 AT 8:00 AM, AT THE HOLIDAY SHORES SANITARY DISTRICT OFFICE.

AGENDA

1. INTRODUCTION

• ADJOURN TO EXECUTIVE SESSION
• Executive session pursuant to Statute 5ILCS 120/2 (C)(1), to discuss personnel matters and Statute 5ILCS 120/2 (C)(11) to discuss possible litigation.
• Introduction of attendance into the Executive Session.

• RETURNING TO REGULAR SESSION
• Statement of whether or not any decisions were made during the executive session.

• ADJOURNMENT

DATED THIS 11th DAY OF JUNE 2024 AT EDWARDSVILLE, MADISON COUNTY, ILLINOIS.

HOLIDAY SHORES SANITARY DISTRICT

CARLA A LANKSTER

DISTRICT CLERK

HOLIDAY SHORES SANITARY DISTRICT

MEETING AGENDA

MONDAY JUNE 10, 2024

6:00 P.M. AT OFFICE

1.   INTRODUCTION

2.  OPEN FORUM

• Customers attending the meeting to request sewer credits for pool filling.

3.   APPROVAL OF MINUTES

• May 13, 2024 Meeting Minutes of the regular session.
• May 13, 2024 Meeting Minutes of the Executive session.

4.   OFFICE

• FINANCIAL:
• May 2024 Summary of Accounts and Statement of Revenues & Expenses.

            DISBURSEMENTS:

• Approve Accounts Payable checks-May 2024.
• President to Sign other invoices over $500.00, including Cincinnati Insurance quarterly Liability/Work Comp invoices, Carrollton Bank, and HMG Engineers.

           APPROVAL OF APPLICATIONS – May 2024

           OTHER –  

5.    UNFINISHED BUSINESS

• Grant Opportunities for the District
• Status of Class A Water License for the HSSD Staff.
• Ordinance Review and Electronic Availability.

6.   NEW BUSINESS

• Discuss and approve Resolution No. 20240610 regarding exception to vacation policy.
• Discuss proposed ordinance for remote meeting access.
• Discuss a letter to Holishor Association requesting notification of digging that may affect HSSD.
• Present for approval, the Budget Adjustments within each fund for FY 2023-2024.
• Continue preliminary discussion of Fiscal Year 2024-2025 annual budget.

7.   OPERATIONS

• WATER & SEWER:  Discussion of General Manager’s report.
• Bids for Check valve replacement at Deerfield Lift Station.
• Quote from Schulte Supply for AML Pro Series (Locator), with GPS.
• Lagoon Project – Discuss any updates from HMG Engineers.

8.   ADJOURN TO CLOSED 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.

9.   ADJOURNMENT OF REGULAR SESSION

MINUTES OF REGULAR MEETING OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday, April 8, 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 meeting.

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 were also present.

OPEN FORUM

A reporter from the Edwardsville Intelligencer called the office, requesting information on the Wastewater Lagoon project.  He was informed that there was nobody in the office, authorized to answer the questions. He was told that he is welcome to come to this meeting, and he was given the date and time, but he did not attend.  He wrote an article, which included the information that was stated in a publication by HMG Engineering, in the Intelligencer, regarding the wastewater project.

There was also a short discussion regarding hiring someone to replace Ms. Lankster, when she retires.  The position would start as part-time, but would become a full-time position.  Mr. Hebenstreit requested that the Trustees are involved in the process, to ensure that it is included in the budget.  An ad was placed in the Holiday Times, and it was discussed to place an ad in the Alton Telegraph and the Intelligencer.

APPROVAL OF MINUTES

The minutes of March 11, 2024 regular meeting were submitted for approval, with the Manager’s Report for Operations attached.  Mr. Murphy made a motion to approve the minutes for the March 11, 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 March 31, 2024.  As per the resolution No. 20240311SE signed at the March meeting, $70,000 was transferred from Sewer Reserves to Sewer Supply in February.  No Motion necessary.

DISBURSEMENTS

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

Certop, Inc. did not submit an invoice for April 1, 2024 Class A Water Operator services.  A Class A certified Water Operator was hired and started March 18, 2024.

Mr. Hayes signed invoices over $500.00.  There was an invoice from HMG Engineers, however there is a question on the amount billed.  Ms. Lankster sent an email to Sarah, and she said that we should not pay this invoice, at this time.  She will be moving part of the amount to be included in the loan, and will re-issue this invoice.

APPROVAL OF APPLICATIONS                                                                                                                                              Water/Sewer applications for February 2024 and March 2024 were submitted for approval.  There were only 2 transfers in February and there were 8 transfers in March.  Mr. Murphy made a motion to approve the February and March 2024 Applications.  Mr. Hebenstreit seconded the motion and all Trustees voted “Aye”.

OTHER

Two letters have been submitted for summer sewer credits for 2024 and there have been discussions at several meetings regarding policy changes.  The new policy created at the February meeting, states that sewer credits will be given for a one-time pool filling, and the customer must provide start and end dates.  Some Instances that will not be eligible for the sewer credits are for Watering grass, washing vehicles, boats and home exteriors.  The HSSD staff spends a lot of time managing the sewer credits that can often be very small.  Any questions on the new policy should be directed to the Board of Trustees, and customers should attend the meeting to discuss the changes.  A new form will be created with name, address and size of pool, with specific dates when the pool was filled.  This form must be filled out when requesting a sewer credit, and the customer must attend a meeting for approval.  Major Water leaks outside of the house will be reviewed on a case-by-case basis at a meeting.

UNFINISHED BUSINESS

There was a short discussion regarding grant opportunities that will continue to be researched.  Mr. Hebenstreit is suggesting that Mr. Clarkson review a grant that was awarded to another community for a water plant.  He wants to know if there can be a parallel request for a grant and the low-interest loan being pursued from the IEPA.

The two employees who are testing for the Class A Certification have not yet passed the test.  There are sections to the test that do not apply to the Holiday Shores water plant, but are included, due to different types of water plants, and the tests are changed up every time.  Holiday Shores is a surface water plant, and ground water plants require different filtration methods.  There is test specific tutoring available from a professor at SIUE for the sections that are problem areas that do not apply to the Holiday Shores water plant that the employees will take prior to the next test.  Mr. Hebenstreit wants a written plan going forward, for passing the test.

Electronic Availability of Ordinances was tabled for this meeting.

NEW BUSINESS

A letter has been received from Holishor Association regarding the invoice that was sent to them for a portion of the cost for the temporary by-pass of the sewer main on Biscay Drive.  They are stating that they are not going to pay the invoice, and they were not told that we were going to bill them for the by-pass.  However, Angie Webster and Ty Van Ryswyck attended our September 18, 2023 Trustee meeting, and there was a discussion asking Holishor for a portion of the cost.  There was also a reminder during the meeting that HSSD paid half of the cost to repair the Morning Glory several years ago.  Mr. Clarkson also sent an email to Holishor on September 28, 2023 that the by-pass work was started and HSSD would be sending them a bill for the by-pass work, due to the culvert failure.  Mr. Hebenstreit feels that we should invite Holishor to one of our board meetings to discuss the invoice. If they do not come to our meeting, we will consider attending a Holishor meeting.  We did the by-pass to help them out and we made it clear that we did not think we should pay the entire amount.  Mr. Clarkson will send Holishor Association a letter to invite them to attend the next regular Board of Trustees meeting to discuss this in more detail

Amendment K to Ordinance 2006-04 was submitted for approval.  This amendment was due to an increase in the cost of concrete tanks for the grinder pumps, for new construction or a new tap-on.  There has also been an increase in the number of bores needed to access the main lines across roads.  This amendment increases sewer connection fees for each size of the concrete tank.  It also adds a $700.00 fee if a bore is needed to access the main line across the road.  Mr. Murphy made a motion to approve Amendment K to Ordinance 2006-04.  Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye”.

OPERATIONS REPORT

Mr. Clarkson presented his Manager’s Report he prepared, for the month of March.  The report was discussed and is an attachment to the meeting minutes.  There are almost 900 homes that have not responded to the Cross Connection survey.  If we do not receive these surveys, our operations staff will have to make appointments with these homeowners to enter their homes to look at the shut-off valves and determine the material of the service line entering the homes.  This will be very time consuming and costly.  This is an IEPA mandated requirement.

ADJOURN TO EXECUTIVE SESSION

There was no Executive Session necessary at this meeting.

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 March 2024

Water

Club house meter needs to be changed as it isn’t registering accurately, very low water usage. New meter has been ordered ETA is 3 weeks. We will install ASAP.

Cross connection survey reminders sent out on current bill. It is becoming apparent that we will need to allocate labor to inspect homes in order to comply with EPA regulations.

Repairs to Water/Plant Equipment:

Sewer

Total call outs for month were 20. We changed out 13 grinder pumps in the month. Pump rebuilds continue in house.

New control panels wired and installed in pump repair room. These will help us with diagnostics on pumps we bring in from field. The industry is going to these new panels which will benefit us long term with diagnostics in the field and protection form Brown-outs. New services will have these panels and old panels will be replaced as issues arise.

No word from EPA on fine or litigations dates for Lagoon, but we have had correspondence through Sarah regarding Public notice, and Loan application. Notice was published in Paper announcing our plan to improve Lagoon and no responses received from public in the 10-day window. Loan paperwork signed by Rich and submitted to be reviewed by IEPA and await award of funding with terms.

Unfinished business

Email sent to Angie Webster (HOA Manager) informing her we intend to bill Association for portion of By-Pass on Sept 28^th. Letter received in HSSD office Thursday March 28th

Cross connection survey in progress. Electronic and paper copies to be filed and report filed to IEPA for compliance. Currently have received 324 forms back leaving roughly 900 +- homes to inspect.

Class A testing Chris took test still waiting on results. Website says In Progress.

HOLIDAY SHORES SANITARY DISTRICT

MEETING AGENDA

MONDAY MAY 13, 2024, 6:00 P.M. AT OFFICE

1.   INTRODUCTION

2.  OPEN FORUM

• Customers attending the meeting to request sewer credits for pool filling.

3.   APPROVAL OF MINUTES

• April 8, 2024 Meeting Minutes.

4.   OFFICE

• FINANCIAL:
• April 2024 Summary of Accounts and Statement of Revenues & Expenses.

            DISBURSEMENTS:

• Approve Accounts Payable checks-April 2024.
• Asyst/Central Square annual maintenance renewal 8/1/2024.
• President Sign other invoices over $500.00, including HMG Engineering, Unsell, Schattnik & Phillips and Michael Schaefer.

           APPROVAL OF APPLICATIONS – April 2024

           OTHER –  

5.    UNFINISHED BUSINESS

• Discuss invoice to Holishor Association for sewer by-pass, and how we should proceed.
• Grant Opportunities for the District
• Status of Class A Water License for the HSSD Staff.
• Ordinance Review and Electronic Availability.

6.   NEW BUSINESS

• Discuss and approve estimate for mowing lagoon/wastewater treatment plant.  Skidsteer Hauling & Outdoor Service.
• Preliminary discussion of Fiscal Year 2024-2025 annual budget.
• Discuss budget line-item adjustments within each fund for FY 2023-2024.
• Discuss employment applications received in Executive Session.

7.   OPERATIONS

• WATER & SEWER:  Discussion of General Manager’s report.
• Lagoon Project – Discuss any updates from HMG Engineers.

8.   ADJOURN TO CLOSED EXECUTIVE SESSION

• Adjourn to Executive session, pursuant to Statute 5ILCS 120/2 (C)(1), to discuss Employee compensation and responsibilities.

9.   ADJOURNMENT OF REGULAR SESSION

MINUTES OF REGULAR MEETING OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday, March 11, 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 meeting.

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 were also present.

OPEN FORUM

A letter was submitted by Michelle Kannmacher of 1695 Fountainbleu Drive, requesting a credit consideration for a very large outside leak.  By the time it was discovered, 97,620 gallons over their normal water use had gone through the meter.  In being consistent with recent similar situations and in a policy that was written up, the Trustees made a decision to credit the sewer for the 97,620 gallons, in the amount of $745.82.  They will also allow 25% credit for the water in the amount of $219.65.  Mr. Murphy made a motion to approve these sewer and water credits for the outside water leak at 1695 Fountainbleu Drive.  Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye”.

There was a short discussion of the Open Meetings Act, when an email is being sent.  This will be discussed during New Business.

APPROVAL OF MINUTES

The minutes of February 12, 2024 regular meeting were submitted for approval, with the Manager’s Report for Operations attached.  Mr. Murphy made a motion to approve the minutes for the February 12, 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 February 29, 2024.  As per the resolution signed at the February meeting, $40,000 was transferred from Water Reserves to Water Supply in February.  No Motion necessary.

DISBURSEMENTS

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

Certop, Inc. Invoice #03012024.05, dated 3/1/2024 for $5,435.00 for February 2024 Class A Water Operator services was submitted for payment.  Mr. Murphy made a motion to approve Certop Inc., Invoice #03012024.05, for February 2024 services.  Mr. Hebenstreit seconded the motion and all Trustees voted “Aye”.

Mr. Hayes signed invoices over $500.00, including an invoice from Scheffel Boyle for the Audit services for the Fiscal Year 2022/2023.

APPROVAL OF APPLICATIONS                                                                                                                                              Water/Sewer applications for February 2024 were not prepared for the meeting.  There was very little activity in February, so they will be included at the April 2024 meeting with March 2024 Applications.

OTHER

The invoice that was sent to Holishor Association in December 2023, to pay for a portion of the Sewer By-pass at the North end of the lake has not been paid.  The road collapsed at the culvert, and Holishor Association informed HSSD that the Sewer Main was on top of the culvert and had to be moved in order for a larger culvert to be installed, as soon as possible.  Two representatives of Holishor, Ms. Webster and Mr. Van Ryswyk,  attended the September 18, 2023, and were asked to pay a portion of the cost to install a temporary Sewer Main by-pass.  It was brought up that HSSD paid for half of the repairs to the Morning Glory, several years ago.

Mr. Clarkson was told that a letter will be sent to HSSD stating that they will not pay the invoice and why they will not pay, but we have not received this letter yet.  Since the invoice has not been paid, and there has been no response of any kind to HSSD why they have not paid, Mr. Clarkson and Mr. Murphy will go to the Holishor office and request to listen to the recording of the January 10, 2024 Board of Director’s meeting.  They stated in the meeting minutes that they will not pay HSSD for any of the expense, but did not state in the posted meeting minutes why they will not pay.  A special meeting may be called prior to the April Trustee Meeting, to discuss the next steps to be taken.

UNFINISHED BUSINESS

Mr. Clarkson stated that the Madison County environmental grant for lighting to be installed in the garage has been awarded to HSSD.  The amount of the grant is $900.00.  GRP Wegman will install the lighting.  The District will continue to explore other grant opportunities.

An employee took the test for Class A certification at the IRWA conference on February 22, 2024.  There were a lot of people sitting for this test, so the results will take at least two weeks.  Mr. Hebenstreit is requesting Mr. Clarkson and the operations staff to put in the effort to make this the #1 priority to study and pass the test.  Mr. Clarkson stated that an employee has been hired to replace Certop as the Class A operator.  This will result in a substantial cost savings.

There was a discussion regarding the increased cost of concrete for Grinder Pump tanks, which are installed during new construction.  There must be an increase in the Sewer Connection Fees, due to this increase, as well as a consideration for some other increases in the cost of parts and services involved in a new connection.  We will also include an extra fee if a bore is required.  An Amendment to the Sewer Connection rate will be written up to be approved at the April 2024 meeting. 

Electronic Availability of Ordinances was tabled for this meeting.

NEW BUSINESS

There was a discussion at the February meeting, regarding recent expenses for a shipment of Grinder Pumps that was paid from the Sewer Supply Fund account.  A Resolution No. 20240311SE was presented to transfer $70,000.00 from Sewer Trust Reserves, to Sewer Supply to be approved and signed.  All Trustees and the District Clerk signed the Resolution.  Mr. Murphy made a motion to approve Resolution No. 20240311SE.  Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye”.

An ordinance for special one-time fees was not prepared for this meeting.  These fees may be included as an amendment to the water and sewer rate ordinances.  The one-time fees would include the amount to charge to disconnect water for extended vacations and for repairs to water lines or emergencies, that were discussed at previous meetings.  Emergency disconnects would only be charged if it is after hours.

The Liability and Workers Compensation insurance renewal will be March 17, 2024.  Dimond Bros. Insurance presented quotes from Cincinnati Insurance for a 1-year term or a 3-year term, including both Workers’ Compensation and General Liability.  The 1-year quote was $45,022, and the 3-year quote was $45,619 per year.  The 3-year quote would not change during the term, with the exception of changes in payroll and equipment.  A one-year quote was submitted by Bliss McKnight for $37,876.  A quote from Encova was submitted for Work Compensation only, for $6,227.  After some discussion, the Trustees decided to lock in the rate for three years, due to recent increases everyone is seeing in insurance rates.  Mr. Murphy made a motion to approve the 3-year term offered by Cincinnati Insurance, in the amount of $45,619 per year.  Mr. Hebenstreit seconded the motion, and all Trustees voted “Aye”.

Mr. Hebenstreit started a discussion regarding the Open Meetings Act when sending emails.  After some discussion, the Trustees agreed that if a Trustee just sends out information to be discussed at the next meeting, there is no violation to the OMA.  However, there should never be a reply to that original email.

OPERATIONS REPORT

Mr. Clarkson presented his Manager’s Report he prepared, for the month of February.  The report was discussed and is an attachment to the meeting minutes.  One item was not included in the operations report.  Mr. Clarkson is checking into a possible new tool that has recently become available.  The tool would be able to locate up to 4” PVC, up to 12’ deep, that is not marked with tracer wire.  It is offered by “Sub Surface Instruments”, for under $10,000, including training.  It would be very beneficial when performing water and sewer JULIE locates, and would result in a substantial savings over time.

ADJOURN TO EXECUTIVE SESSION

There was no Executive Session at this meeting.

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 February 2024

Water

Repair on Castle has been completed. Boil order was put in place as a precautionary measure in case we went under 20 PSI. Lab testing performed as usual and sample passed as suspected. Boil order lifted after roughly 24 hours.

We have come to an agreement with a former employee who is a Class A water operator. We will employ him starting March 18^th and eliminate any gap in coverage between certified operators and eliminate the need for Certop’s services. Substantial cost savings. We will continue to push for Joe and Chris to obtain certification as a priority.

21.3% difference in water produced vs water sold for the month is a combination of water leak on castle and the register failure at clubhouse. Water leak has been repaired and register changed on club house meter.

Cross connection survey returned now at 296

Service connections completed on Barbados and Bermuda New Construction. Utilities on Barbados connection and trees on Bermuda connection made completion more difficult than usual.

Repairs to Water/Plant Equipment:

Sewer

Total call outs for month were 9. We changed out 7 grinder pumps in the month. Pump rebuilds continue in house.

Service connections made on Barbados and Bermuda new construction. Both had to be bored as sewer main is across street from houses.

 Erosion issue has been completed at Midway lift station.

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

Unfinished business

Cross connection survey in progress. Electronic and paper copies to be filed and report filed to IEPA for compliance. Currently have received 296 forms back leaving roughly 1000 homes to inspect.

Class A testing Chris took test will be February 22^nd awaiting results