MINUTES OF REGULAR MEETING OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT,  MONDAY, November 14, 2011 

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. Dennis Van Sandt, President called the meeting to order.  Trustees present were Jeff Sedlacek and Rich Hayes.  Also present were Donna Kinder, District Clerk, Carla Lankster, Ken Dulle and Kevin Dulle from Du-Con. 

OPEN FORUM

Joe Schoppet from Scheffel & Co was present to recap the audit report for the fiscal year ending June 30, 2011.  He reviewed the profits and losses, and he stated that no irregularities were found.  Mr. Schoppet stated that Holiday Shores Sanitary District has good governmental accounting practices.

APPROVAL OF MINUTES

The minutes of October 17, 2011 were submitted for approval.  Mr. Hayes made a motion that we approve the minutes for October 17, 2011.  Mr. Sedlacek seconded the motion and all the Trustees voted “Aye”.

DISBURSEMENTS

After reviewing the disbursements for the month of October, 2011, Mr. Van Sandt made a motion that we approve the disbursements for October, 2011.  Mr. Hayes seconded the motion and all the Trustees voted “Aye”.

Du-Con submitted Invoice No. 11-18 for the month of October for managing and operating water and wastewater treatment.  Mr. Van Sandt made a motion to accept invoice No. 11-18.  Mr. Sedlacek seconded the motion and all the Trustees voted “Aye”.  Du-Con submitted Invoice No. 10-522 for the construction billing of the Water Treatment Plant dated 11/10/11 for the month of October.   After discussion, Mr. Hayes made a motion to accept invoice No. 10-522.  Mr. Sedlacek seconded the motion and all the Trustees voted “Aye”. 

APPROVAL OF APPLICATIONS

After review of the water and sewer applications for October, 2011, Mr. Sedlacek made a motion to approve the water and sewer applications.  Mr. Hayes seconded the motion and all the Trustees voted “Aye”.

We have two CD’s coming due next week and the rates have stayed the same.  The Trustees want to renew for another three months. 

UNFINISHED BUSINESS

Mr. Dulle stated that we have not received a reply from Caldwell regarding the outstanding $7,025.64 for the warranty work done on our new water tower.  We will probably proceed with the bond insurance.  Kevin Dulle suggested maybe we can work something out with them on servicing the water towers. Ken Dulle has spoken to an architect who has done work for Du-Con before and hopefully this week she will see what can be done with the old water plant.After review of the Wilson letter and suggestions made, the Trustees want the letter sent registered mail with a receipt. 

NEW BUSINESS 

Mr. Van Sandt made a motion to Adopt Resolution No. 20111114 – A Resolution Authorizing the Issuance of General Obligation (limited tax) Debt Certificates, Series 2011 to Refinance Capital Facilities for Holiday Shores Sanitary District, Madison County, Illinois, and Providing the Details of Such Certificates, and Related Matters.   Mr. Hayes seconded the motion and all the Trustees voted “Aye”. This is for refinancing the new water treatment plant for 18 years with an interest rate of 3.5% compared to 4.62%. 

Mr. Hayes stated that he is going to get information on purchasing solar panels for our water treatment building.  The PNC Banks had a program that whatever it costs to install solar panels they would lower the cost of the loan and keep the payments the same as the savings on your electric bill.   Mr. Kevin Dulle suggested that we make sure the roof on the new water treatment plant is strong enough for the solar bills.  The solar panels are guaranteed for 40 years.

OPERATIONS 

We are all set up for the Open House on Saturday, November 19, 2011.  We will furnish cookies, donuts, coffee, juice, etc.  We also received a letter from the Illinois Rural Water Association that Holiday Shores Sanitary District has been nominated for consideration of the Illinois Rural Water Association’s award for Water Plant of the Year. 

We are looking at a cast/bronze sign for the entrance to the new water treatment plant, a 20 x 30.  Southwest Construction has allowed us money for that sign through the project.  We are having another sign made in honor of Roger Murphy, 1989 – 2008.  This will be a wooden plaque. 

ADJOURNMENT 

Mr. Van Sandt made a motion to adjourn.  Mr. Hayes 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, December 12, 2011

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.

Dennis Van Sandt, President called the meeting to order.  Trustees present were Jeff Sedlacek and Rich Hayes.  Also present were Donna Kinder, District Clerk, Carla Lankster, Ken Dulle and Kevin Dulle from Du-Con. 

APPROVAL OF MINUTES

The minutes of November 14, 2011 were submitted for approval.  Mr. Hayes made a motion that we approve the minutes for November 14, 2011.  Mr. Sedlacek seconded the motion and all the Trustees voted “Aye”.

DISBURSEMENTS

After reviewing the disbursements for the month of November, 2011, Mr. Van Sandt made a motion that we approve the disbursements for November, 2011.  Mr. Sedlacek seconded the motion and all the Trustees voted “Aye”.

Du-Con submitted Invoice No. 12-23 for the month of November for managing and operating water and wastewater treatment.  Mr. Van Sandt made a motion to accept invoice No. 12-23.  Mr. Hayes seconded the motion and all the Trustees voted “Aye”.  Du-Con submitted Invoice No. 10-523 for the construction billing of the Water Treatment Plant dated 12/9/11 for the month of November and the final payment.   After discussion, Mr. Van Sandt made a motion to accept invoice No. 10-523.  Mr. Hayes seconded the motion and all the Trustees voted “Aye”.

APPROVAL OF APPLICATIONS

After review of the water and sewer applications for November, 2011, Mr. Sedlacek made a motion to approve the water and sewer applications.  Mr. Hayes seconded the motion and all the Trustees voted “Aye”.

The office needed to know how the Trustees wanted to handle the medical reimbursement for the two employees who will be on the insurance policy effective January 1, 2012.  The Trustees advised to use the $250.00 reimbursement. 

UNFINISHED BUSINESS

We will try once more in regards to the $7,000 Caldwell invoice to get it cancelled.  If it does not work, we will proceed to the bonding company in regards to the water tower. 

Mr. Hayes made a motion to approve Brendel Architects to prepare drawings, preliminary design and design drawings, floor plan, and a 3-D drawing of the proposed exterior of the old water plant.   Mr. Sedlacek seconded the motion and all the Trustees voted “Aye”.

NEW BUSINESS

As of January 1, 2012, Mr. Van Sandt made a motion to elect Rich Hayes as President and Jeff Sedlacek as Secretary-Treasurer.  Mr. Sedlacek seconded the motion and all the Trustees voted “Aye”.  Mr. Hayes made a motion to elect Denny Van Sandt as Vice President.   Mr. Sedlacek seconded the motion and all the Trustees voted “Aye”.

Mr. Van Sandt made a motion to accept the Employee’s Holiday Schedule for 2012.   Mr.  Hayes seconded the motion and all the Trustees voted “Aye”.

Mr. Van Sandt made a motion to accept the schedule of the Monthly Meetings for 2012.  Mr. Hayes seconded the motion and all the Trustees voted “Aye”.

Mrs. Kinder swore in Carla Lankster as District Clerk effective January 1, 2012.   The Trustees welcomed Carla Lankster as the District Clerk and thanked Donna Kinder for her 19 plus years of service.

OPERATIONS

Mr. Ken Dulle gave a little account of what happened at the water tower on Saturday night, a computer glitch that was corrected.  We will be getting the bronze plaque that goes inside the water treatment plant after the first of the year.  We should have a dedication ceremony of the plaques that will be hung in the new building but not until after the first meeting in January.

EXECUTIVE SESSION

Mr. Van Sandt made a motion to move to closed executive session pursuant to Statue 5 ILCS 120/2(C)(11).  Mr. Sedlacek seconded the motion and all the Trustees voted “Aye”.

ADJOURNMENT

Coming back from closed executive session, Mr. Hayes made a motion to adjourn the meeting.  Mr. Sedlacek seconded the motion and all the Trustees voted “Aye”.

Respectfully submitted,

Donna Kinder

District Clerk