Re-scheduled Meeting Minutes 4-21-2023
MINUTES OF RESCHEDULED REGULAR MEETING OF BOARD OF TRUSTEES
HOLIDAY SHORES SANITARY DISTRICT
Friday, April 21, 2023 at 8:00 AM At the Office
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. The meeting was originally scheduled to be held on April 10, 2023, but was canceled, due to a lack of a quorum, and was rescheduled.
Richard Hayes, President and Trustee called the meeting to order. Trustees Brennan Murphy and Julie Romano were present. Also present were Carla Lankster, District Clerk, Joe Urban, Operations and Erin Phillips, Council for the District.
OPEN FORUM
APPROVAL OF MINUTES
The minutes of March 13, 2023 regular meeting were submitted for approval. Mr. Murphy made a motion to approve the minutes for the March 13, 2023 regular meeting. Ms. Romano seconded the motion and all Trustees voted “Aye”.
The minutes of a special, executive meeting, held on March 22, 2023 were submitting for approval. Mr. Murphy made a motion to approve the minutes for the March 22, 2023 special, executive meeting. Ms. Romano seconded the motion and all Trustees voted “Aye”.
The minutes of a special meeting, including an executive session that was held on March 31, 2023 were submitted for approval. Mr. Murphy made a motion to approve the minutes for the March 31, 2023 special meeting. Ms. Romano 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, 2023. Ms. Romano has been working with Ms. Lankster to create a report format for the Statement of Revenues and Expenses that would be easier to look at. The new report does agree with the bottom-line balances on the Statement of Revenues and Expenses report from our software. The report is in early stages, and we are refining it so the report will tie back to the cash. There is also a spreadsheet to assist in better figures for the annual budget. Ms. Romano would also like to form a finance committee with a Holiday Shores resident to help oversee the finances, since there is currently nobody in the office to take a second look at the finances.
Ms. Romano is concerned that working with Ms. Lankster on Excel Spreadsheets to arrive at better numbers than reports off of the accounting software could be in violation of micro-managing. Therefore, attorney, Erin Phillips stated that there is no violation by asking questions and assisting. If there is a concern on the financials, and it is not cost prohibitive, Ms. Phillips mentioned asking for assistance from the auditors, Scheffel Boyle.
DISBURSEMENTS
Accounts Payable disbursements were reviewed for March 2023. Mr. Murphy made a motion to approve March 2023 disbursements. Ms. Romano seconded the motion and all Trustees voted “Aye”.
Certop, Inc. Invoice #04012023.06, dated 5/1/2023 for $5,000.00 was submitted for payment. This invoice is for a contracted Class A Water Operator and is for the month of March 2023. Mr. Murphy made a motion to approve Certop Inc. Invoice #04012023.06, for March 2023 Class A Water Operator services. Ms. Romano seconded the motion and all Trustees voted “Aye”.
There was an invoice from Vandevanter Engineering for repairs on a lift station and an invoice from Logicon Group for Computer updates at the water plant that were over the amount of $500.00, that needed Trustee signatures this month. There was also one invoice for the pre-approved quarterly Liability/Commercial insurance from Cincinnati Insurance in the amount of $7,547.00. The invoices were signed by Mr. Hayes.
APPROVAL OF APPLICATIONS
The water and sewer applications for March 2023 were reviewed. Mr. Murphy made a motion to approve the March 2023 applications. Ms. Romano seconded the motion and all the Trustees voted “Aye”.
OTHER
There was a discussion of the amount of funds to transfer from the Sewer Reserves to the Sewer Supply cash. The transfer would be to cover capitalized expenses for the Wastewater/Lagoon project, paid to HMG Engineering, in the current amount of $28,000.00. It would also cover excess capitalized expenses, in the amount of $20,000.00 that have been incurred this fiscal year, to replace aging grinder pumps. These expenses as of the end of March total approximately $50,000.00. Mr. Murphy stated that we should go over the current amount. Mr. Hayes stated to increase the actual current amount by 15%, and use that amount for the Resolution to be approved and signed at the May meeting.
There was a discussion to obtain information on IMRF for employees. In order to obtain the information an administrator must be named. It was suggested to name the IMRF administrator as Christine Sterett, assistant office manager, to fill out the paperwork. There is also a fee for five employees in the amount of $752.00, to obtain the information. This fee is just to obtain information on benefits and costs, not to join the fund. After some discussion, Mr. Murphy made a motion to name Christine Sterett as the administrator for IMRF and approve the $752.00 fee to obtain information on IMRF. Ms. Romano seconded the motion. Mr. Hayes stated that he is opposed. With two “Ayes” and one “Nay”, the motion carries. Mr. Brennan Murphy, Vice President signed the paperwork.
UNFINISHED BUSINESS
NEW BUSINESS
Attorney, Ms. Phillips wants to address open and closed meetings. She has some recommendations for the future, regarding some resolutions for meeting minutes. The amount of time needed is only 48 hours to post a notice before a special meeting, not 48 business hours. So, it can even be done on a weekend, if necessary.
The Decennial Committees on Local Government Efficiency Act is a state of Illinois requirement that was passed in June of 2022, and must be in place by June 10, 2023. It is meant to get involvement by the community, and the committee is to be in place by June 10. Ms. Phillips or her assistant will be available to answer questions on steps to form the committee.
The Bradford Pear tree in front of the office was badly damaged in the wind storm on March 31, 2023. Arbor Masters has already removed the two large sections that fell, as well as the cedar tree that was uprooted. They said it would be an additional $1,100.00 to remove the tree completely, and grind the stump. Mr. Hayes stated that is the best option, considering the damage. Mr. Urban is also looking into the cost of a new flag pole, sign and lamp post that were also damaged by the tree.
OPERATIONS
Mr. Urban informed the Trustees of the project contracted by AT&T to install fiber optics in both Holiday Shores and Lake James, and will be doing the entire subdivision. The crew has hit our lines seven times already, but it is not their fault, they are calling in JULIE Locates. Our lines only had foil tape for tracing, which has deteriorated, so locates are done by maps, not tracer wire. The crew has called in 25 locates and they are working with us however it is taking time to do the locates and repairs from the lines being hit. In addition, there are 20 grinder pumps to be rebuilt, and a full rebuild takes 2-3 hours to complete, and Chris and Kyle are working 3 hours overtime each week to try to catch up. Also, water meters need to be replaced, grinder pump wires need to be buried, we have a full-service water plant to run and with only three guys, we are struggling to keep up with everything, It would help to have even a part time person to work on pumps. It would not solve all of the problems, but it would help, if the Trustees would consider a part time person.
Our Bore Machine is not being used. The batteries are shot on the locator, so we have to contract it out. Mr. Urban looked up prices on this type of boring machine, and it ranges anywhere $8,000 – $12,000. This person has offered $9,000, and I want to know where the Trustees want to go with it. Mr. Hayes said counter at $10,000. Mr. Murphy said yes. Mr. Urban said, That is what I was thinking, and it is just sitting there not being used because a new locater would cost $18,000. Someone should use it, and it is taking up space, so we should just sell it and make some money on it. Josh Krontz is the one who is interested in it.
ADJOURN TO EXECUTIVE SESSION
Move to closed, executive meeting pursuant to Statute 5ILCS 120/2 (C)(1) and (C)(2), to discuss personnel matters and employee compensation. Mr. Murphy made a motion to move to Executive Session. Ms. Romano seconded the motion and all Trustees voted “Aye”.
ADJOURNMENT OF REGULAR MEETING
This is Attorney, Erin Phillips, council for Holiday Shores Sanitary District. With me is Clerk, Carla Lankster. It is Friday April 21st at 9:20 AM, and after the executive session ended abruptly, we are coming back into open session, only with myself and Carla to confirm that the executive session has ended. During that time, Julie Romano, Trustee has tendered her resignation. The other two trustees are aware that she has tendered her resignation. We are coming back into open session to verify that the meeting, for April 21st has concluded.
Respectfully submitted, Carla Lankster, District Clerk