Special Meeting Minutes 3-31-2023

MINUTES OF SPECIAL MEETING OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Friday, March 31, 2023 At 7:30 AM

The Board of Trustees of the Holiday Shores Sanitary District met on the above date in special session pursuant to laws and rules of said Board of Trustees and in accordance with the terms of the notice of a special meeting.

Richard Hayes, President and Trustee called the meeting to order.  Trustees Brennan Murphy and Julie Romano were present.  Carla Lankster, District Clerk and Joe Urban, Operations were present.  Sarah Tebbe, Project Engineer from HMG Engineering and Erin Phillips of Unsell, Schattnik & Phillips, Attorney for the Sanitary District, were also in attendance.

OPERATIONS – UNFINISHED BUSINESS

Sarah Tebbe of HMG Engineers is the Project Manager for the Wastewater/Lagoon project.  The project is a result of an IEPA violation notice, which requires upgrades to the Wastewater Treatment Lagoon.  Ms. Tebbe presented paperwork that must be submitted by today.  It includes a Funding Nomination form for a revolving loan fund with the state of Illinois, which is currently at an interest rate of 1.24%, but will soon go up to upper 2’s to lower 3’s.  HMG put together an updated project plan.  The plan must include projected district growth through the year 2045.  The district does not have a lot of growth recently, so it would not be required to build a full-scale wastewater plant, which could cost more than $7 million.

The project plan includes cleaning out the lagoons, stabilizing the banks, adding aeration, adding generators to be sure they continue to run during a power outage and a portable generator to use for the lift stations throughout the district.  The sludge must be removed and deposited on farmland, which is a large part of the total cost.  This project is not just quick fix, and will not be lost with future changes.  As the IEPA requirements change, this project can be built upon to meet those future requirements.

The total cost of the project is estimated to be $1.7 million, and will require a debt ordinance, which can be written up before the bidding process, or after all of the bids are completed.  If it is done prior to the bids, it should be written for an amount higher than the expected total necessary.

The paperwork was signed by President, Mr. Richard D. Hayes and was given to Ms. Sarah Tebbe to submit to the IEPA.

ADJOURN TO EXECUTIVE SESSION

Adjourn to Executive Session, Pursuant to Statute 5ILCS 120/2 (C)(1) and (C)(2), to discuss employee compensation schedules and responsibilities.  Also, Pursuant to Statute 5ILCS 120/2 (C)(11), to discuss possible litigation.  Ms. Romano made a motion to adjourn to executive session.  Mr. Murphy seconded the motion, and all Trustees voted “Aye”.

ADJOURN SPECIAL SESSION

Returning to the regular special session, Mr. Hayes stated that there was a decision to offer a contract to an outside consultant, with a class A, to work 8-10 hours weekly in both the office and the water plant.  He has run a water department before and knows finance.

Mr. Murphy made a motion to adjourn the special meeting.  Ms. Romano seconded the motion, and all Trustees voted “Aye”.

Respectfully submitted, Carla Lankster, District Clerk