MINUTES OF REGULAR MEETING OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT, MONDAY, JUNE 12, 2010

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.  Gregory Christakos, President, called the meeting to order.  Trustees present were Jeff Sedlacek and Dennis VanSandt.  Also present were Donna Kinder and Carla Lankster from the office, Kevin Dulle from Du-Con,  and Charles Meyer observing the meeting.

APPROVAL OF MINUTES  - The minutes of May 10, 2010, were submitted for approval.  Mr. Van Sandt made a motion that we approve the minutes for May 10, 2010.  Mr. Sedlacek seconded the motion and all the Trustees voted “Aye”.

APPROVAL OF APPLICATIONS - After review of the water and sewer applications for May, 2010, Mr. Christakos made a motion to approve the water and sewer applications.  Mr. Sedlacek seconded the motion and all the Trustees voted “Aye”.

DISBURSEMENTS - After reviewing the disbursements for the month of May, 2010, Mr. Christakos made a motion that we approve the disbursements for May, 2010.  Mr. Van Sandt seconded the motion and all the Trustees voted “Aye”.

Du-Con submitted Invoice No. 06-14 for the month of May for approval of managing and operating water and wastewater treatment.  Mr. Van Sandt made a motion to accept invoice No. 06-14.  Mr. Sedlacek seconded the motion and all the Trustees voted “Aye”.  Du-Con submitted Invoice No. 10-505 for the construction billing of the Water Treatment Plant dated May 28, 2010.  After discussion, Mr. Van Sandt made a motion to approve invoice No. 10-505.  Mr. Sedlacek seconded the motion and all the Trustees voted “Aye”.

OTHER - Mr. Christakos signed the acknowledging letter from Scheffel & Co to do our audit this year at a cost of $11,900.  The Trustees would like the office to go out for bid next year for our audit.  The Trustees would like something in the Holiday Times about the progress of our water plant.  The Trustees discussed what we can do with the old water plant. 

UNFINISHED BUSINESS - The Trustees examined the spread sheets that Carla prepared on the twenty year rate plan for sewer and water.  After a lengthy discussion, the Trustees stated they want to review this spread sheet again at the end of the year and every year thereafter.  We have to make sure the new water plant is covered by the debt service.  The Trustees want us to check if grant money is available for any sewer projects in the future.    

After discussion on the FY’10-11 budget, Mr. Christakos made a motion to approve the FY’10-11 budget as submitted.   Mr. Sedlacek seconded the motion and all the Trustees voted “Aye”.

NEW BUSINESS - Kevin Dulle submitted a change order from Korte & Luitjohan for geofabric underneath the rock in the roadway around the building.  The rock price is to change the 8” base course layer from CA6 to 3” minus rock.  Mr. Christakos made a motion to approve this change order for the base of the roadway at the new site.  Mr. Van Sandt seconded the motion and all the Trustees voted “Aye”.   Mr. Dulle stated we will be ready for all the equipment to be delivered the week of June 21, 2010.  The floor is completed on the new water plant.  Hopefully, we will start building construction the week of June 28.  Now that the floor is poured, we should be able to work around the rain if there is any and start the piping.

After discussion, the Trustees decided on the United Health Care Plan 7AA with a 2% increase from last year for the employee insurance.

After review of the FY’09-10 budget adjustments (approval needed from Trustees to make these adjustments), Mr. Christakos made a motion to approve the budget adjustments.  Mr. Sedlacek seconded the motion and all the Trustees voted “Aye”. 

ADJOURN TO CLOSED EXECUTIVE SESSION - Per Closed Meeting Statute 5 ILCS 120/2(c)1, Mr. Christakos made a motion to go to closed session to discuss employee salary review.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

Coming back from closed executive session, Mr. Van Sandt made a motion that we adjourn this meeting.  Mr. Christakos seconded the motion and all the Trustees voted “Aye”.

Respectfully submitted, 

Donna Kinder, District Clerk

MINUTES OF REGULAR MEETING OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT, MONDAY, JULY 12, 2010 

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.  Gregory Christakos, President, called the meeting to order.  Trustees present were Jeff Sedlacek and Dennis VanSandt.  Also present were Donna Kinder and Carla Lankster from the office, Kevin Dulle and Ken Dulle from Du-Con, and Greg Holt.

OPEN FORUM

Greg Holt, Lot 2085 is in attendance regarding the purchase of 2083 Jolly Roger.  Mr. Holt bought the house in December, 2009.  He contacted the office regarding sewer service and found we had a lien on the property.  The property had been bought for taxes in 2007.  There is still a $258.61 debt service balance remaining on the sewer tap from 1990.  Every house in the subdivision has paid the sewer debt service.  After much discussion, the Trustees and Mr. Holt came to an amiable agreement regarding the outstanding bill at that house and reinstalling the pump in the grinder pump casing.

APPROVAL OF MINUTES

The minutes of June 14, 2010, were submitted for approval.  Mr. Christakos made a motion that we approve the minutes for June 14, 2010.  Mr. Sedlacek seconded the motion and all the Trustees voted “Aye”.

APPROVAL OF APPLICATIONS

After review of the water and sewer applications for June, 2010, Mr. Christakos made a motion to approve the water and sewer applications.  Mr. Sedlacek seconded the motion and all the Trustees voted “Aye”.

DISBURSEMENTS

After reviewing the disbursements for the month of June, 2010, Mr. Christakos made a motion that we approve the disbursements for June, 2010.  Mr. Van Sandt seconded the motion and all the Trustees voted “Aye”. Du-Con submitted Invoice No. 07-19 for the month of June for approval of managing and operating water and wastewater treatment.  Mr. Van Sandt made a motion to accept invoice No. 07-19.  Mr. Sedlacek seconded the motion and all the Trustees voted “Aye”.  Du-Con submitted Invoice No. 10-506 for the construction billing of the Water Treatment Plant dated June 25, 2010.  After discussion, Mr. Van Sandt made a motion to approve invoice No. 10-506.  Mr. Sedlacek seconded the motion and all the Trustees voted “Aye”.

UNFINISHED BUSINESS

The Trustees discussed the water plant loan and how we are going to increase the water plant debt service revenue that will be needed.  The Trustees want Carla to crunch some more numbers with an increase of $2.50 now, $2.50 July 2011, and $2.50 July 2012 to the Water Plant Debt Service monthly billing  charge ($5.00 now).  In addition they wanted Carla to add a 3% increase to the water usage and sewer charge effective October, 2010.

NEW BUSINESS

The FY’2010-2011 Budget Ordinance for FY’10-11 was presented to the Trustees for approval.  This will be published in a newspaper and then forwarded to the Madison County Clerk.   Mr. Christakos made a motion to approve the FY’10-11 Budget Ordinance.  Mr. Van Sandt seconded the motion and all the Trustees voted “Aye”. The FY’2010-2011 Tax Levy and Assessment Ordinance for FY’10-11 was presented to the Trustees for approval.  This will be published in the newspaper and then forwarded to the Madison County Clerk.  Mr. Van Sandt made a motion to approve the FY’10-11 Tax Levy and Assessment Ordinance.  Mr. Christakos seconded the motion and all the Trustees voted “Aye”.   The President signed the Truth-in-Taxation Certificate of Compliance which will be sent to Madison County Clerk.

We had a customer who came in who owned Lot 632 that monies had been paid in 1990 for the sewer system project in advance of building. The customer wanted to make sure that the money would be transferred over to a new owner if they decided to sell the lot.    The Trustees agreed that the money should stay with the lot whoever owned it.

OPERATIONS

Kevin Dulle stated that the walls should be going up Wednesday or Thursday at the new water plant.  Right now we are locating all utility lines along Elm Street so we can install the water lines and boring under driveways.   The building should be up in 4 – 6 weeks and the piping at the Marina should be installed shortly. The County is going to be installing culverts on St. James when the lake is lowered this fall.   We will be boring our sewer main under the lake at that time to get our mains away from the county’s culvert and other utilities.  The last estimate to have this done was $9,000.  The County does not have the funds to help us on the cost of moving the main.  Kevin Dulle stated that Du-Con’s three year contract ends in September.  He will be submitting another three year contract with no increase this year, an increase in 2011 with the option in the contract stating the contract can be cancelled at any time. 

ADJOURNMENT

Mr. Christakos made a motion to adjourn the meeting.  Mr. Sedlacek seconded the motion and all the Trustees voted “Aye”.

Respectfully submitted,

Donna Kinder

District Clerk