Special Meeting Minutes 9-25-2023

MINUTES OF SPECIAL MEETING
OF BOARD OF TRUSTEES
HOLIDAY SHORES SANITARY DISTRICT
Monday, September 25, 2023 at 9:00 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 called the meeting to order. Trustee also present was Brennan Murphy. Also present was Carla Lankster, District Clerk, and Rob Clarkson, General Manager. Trustee, Mr. Jeff Hebenstreit was not able to attend, however a quorum is present.

Mr. Hayes brought up prior to starting, that he is concerned with the cost of this project, and feels that since Holishor Association made the decision to replace the culvert, they should have to pay for this by-pass. However, Mr. Clarkson said that Holishor has a franchise agreement with all utilities, which Angie Webster was supposed to look for, but we have not heard from her yet. Mr. Murphy stated that either way, the residents of Holiday Shores will ultimately pay for it. But he does not like that Holishor Association did not contact us prior to starting the culvert project. They will be asked to pay at least part of the by-pass. If the by-pass is not done, the results could be devastating.

This meeting was called to review bids from three contractors for an emergency situation at the north end of the lake. A culvert at the north end of the lake collapsed, causing the road to cave in. It is the only road around the north end of the lake, and the contractor for Holishor Association, Stutz Excavating said the sewer main is sitting on top of the culvert. They are installing a larger culvert, and they do not want to break our sewer main in the process. It has been determined by Joe Urban and Rob Clarkson that a temporary by-pass will need to be installed.

A bid was submitted by IMCO Utility Supply to purchase two shut-off valves, in the amount of $14,600.00. However, they would not install the valves or the bypass. The second bid was from Loellke Plumbing, in the amount of $43,385.00. It includes the installation of the line stops and the By-pass. After the culvert is complete, they would remove it and reconnect the portion of the forced main. If it is in place longer than 14 days, they will charge an additional $400.00 per day. The third bid from Korte & Luitjohan, in the amount of $37,650.00. It includes the installation of two valves, and the by-pass. They will remove the by-pass and re-connect the forced sewer main, when the culvert is complete.

The Trustees discussed the three bids, and since IMCO would not include the installation, that bid will not be considered. The two other bids are comparable. Therefore, the decision is to go with the lower cost. Mr. Hayes made a motion to approve the bid from Korte & Luitjohan, in the amount of $37,650.00 to install the sewer main bypass. Mr. Murphy seconded the motion. All Trustees voted “Aye”.

ADJOURNMENT OF THE SPECIAL MEETING
Mr. Hayes made a motion to adjourn the special meeting. Mr. Murphy seconded the motion, and all Trustees voted “Aye”.

Respectfully submitted, Carla Lankster, District Clerk