Latest Agenda / Meeting Minutes

Meeting Minutes 3-13-2017

MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday, March 13, 2017

 

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.

Richard Hayes, President called the meeting to order. Trustees, Jeff Sedlacek and Dennis Van Sandt were present.  Also present were Carla Lankster, District Clerk and Ken Dulle of Du-Con.  Also in attendance were Joe Devary of Country Financial, John Everett of Dimond Bros. Insurance and Denise Beavers and Chris R. of Insurance Partners.

OPEN FORUM

Three insurance companies were in attendance to bid on the Property, Umbrella, Auto and Workers’ Compensation insurance policies. Mr. Joe Devary of Country Financial is the current carrier and was the first presentation.  There were some changes made since the evaluation of the properties.   A few valuations changed and Employee Benefits Liability of $2,000,000 and Employment Practices liability were added.  Errors and Omissions for $500,000 is something that is already in the policy.  Computer coverage for the Itrons and MC Lite for meter reading is for $20,000 with a $250 deductible.  Property has a $1,000 deductible.  Each piece of property is covered separately, not on a blanket, and includes earthquake coverage.  Two fences were added to the policy that were not previously covered.  The Umbrella is $2,000,000 limit above the work comp policy.  Workers’ Comp is based on the current payroll.  The total Premium is $33,191.00 annually.  If the deductible is changed to $2,500 the total premium would be lowered to $30,042.00.

John Everett of Dimond Bros. Insurance was the next to present a bid, with two different options. Cincinnati Insurance is one of the largest insurance companies for utilities and water and sewer districts in Illinois and A+ rated.  There is an option of “Legal Shield” for legal counseling involving sub-contractors and other contracts.  The bid includes Cyber Liability endorsement, when clients have the option to pay on line or automatic withdrawals, a cyber breech could put them at risk.  It provides sufficient limits for data and ID recovery.  The property would be covered under a blanket policy, which avoids a co-insurance penalty, and you know you have sufficient limits at any one location.  The policy also includes, up to $100,000 in the event that The District would have to rent a space for a couple of months to continue normal business if there was a total loss of the Office.  The Earthquake coverage has a 15% deductible, and flood has a $25,000 deductible.  The Umbrella is $3,000,000.  The Inland marine only lists the Backhoe, so it will be $250.00 added to the policy to add the Vacuum Excavator.  The property deductible is $1,000.  This bid is for $28,594.00 plus the $250 to add the Vacuum Excavator.

The second bid from John Everett, of Dimond Bros. was from Bliss-McKnight does not provide an Umbrella and they do not provide Cyber Liability, but other limits will cover that. This bid includes a $2,500 deductible on property.  They show 100% full valuation, not on a blanket.  However it covers the full limit at each location, avoiding a co-insurance penalty.  There are full limits on earthquake, with a 5-10% deductible.  This bid is $30,726.00 annually.

Denise Beavers and Chris R. of Insurance Partners presented a bid from Travelers Insurance. Chris is the Director of Sales and is familiar with Municipalities.  Travelers is the No. 1 insurance company in the country for insuring Municipalities. Workers’ Comp is through Illinois Public Risk Fund.  The Errors and Omissions is $1,000,000, and Employment Practices liability is $100,000, General Liability is $1,000,000 per occurrence/$2,000,000 aggregate.  Property is a blanket across the board so you don’t have to worry about being under insured, and they will send someone out to check all of the values.  Umbrella of $2,000,000, which goes over any of the liability except Work Comp, because it is with a different carrier.  Workers’ Comp, with Illinois Public Risk offers $3,000,000 aggregate.  With the Blanket coverage on the Property, Co-insurance is waived, but you must meet a 90% value, so you want a current valuation to be done on all of the property.  There is a 72 hours waiting period on a major claim, like a tornado.  There is $25,000 pollution clean-up coverage and Inland Marine has a $1,000 deductible for the two large items, covered for $50,000.  The Workers’ Comp is based on payroll, so if there is any major change during the year, HSSD needs to let them know, so it gets adjusted in a timely manner.  The total premium bid for Travelers and Illinois Public Risk is $34,063.00.

The Trustees discussed the bids. Mr. Hayes stated that the insurance bids were presented in very different ways and it is difficult to compare.  Mr. Sedlacek said he thinks we should choose the lowest bid, because they all have similar coverage, just stated differently.  The Work Comp for Illinois Public Risk, is a separate company so they cover $3,000,000, because the Umbrella cannot be applied to a separate company.  Both Country and Cincinnati have lower work comp coverage, but the Umbrella can cover anything over that coverage, if necessary.  Bliss McKnight was ruled out right away, because the Cincinnati bid was better coverage for a lower bid.  Jeff feels that unless something is really in conflict, we should go with the cheapest, because it is over $4,000.00 less.  Mr. Sedlacek made a motion to go with the cheapest bid.  Mr. Van Sandt seconded the motion, and all Trustees voted “Aye”.  So Cincinnati Insurance is the approved Bid, at $28,844.00.

APPROVAL OF MINUTES

The minutes of February 13, 2017 regular meeting were submitted for approval. Mr. Sedlacek made a motion to approve the minutes for the February 13, 2017 regular meeting.  Mr. Van Sandt seconded the motion and all Trustees voted “Aye”.

FINANCIAL

The Summary of Accounts was reviewed for the month of February, 2017.

DISBURSEMENTS

After reviewing the disbursements for the month of February, 2017, Mr. Sedlacek made a motion to approve the February 2017 disbursements. Mr. Van Sandt seconded the motion and all Trustees voted “Aye”.

Du-Con submitted Invoice No. 3-05, dated March 8, 2017, for the month of February, 2017 for managing and operating water and wastewater treatment. Mr. Van Sandt made a motion to approve Du-Con invoice No. 3-05, dated March 8, 2017.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

APPROVAL OF APPLICATIONS

The water and sewer applications for February, 2017 were reviewed, and included 6 customer transfers, one new hook-up in Holiday Shores and one new Sewer hook-up to an existing house in Moro. Mr. Van Sandt made a motion to approve the February, 2017 applications.  Mr. Sedlacek seconded the motion and all the Trustees voted “Aye”.

OTHER

UNFINISHED BUSINESS

No Unfinished Business.

NEW BUSINESS

There has been an adjustment to the May, 2012 contract with Utility Service. The original contract was set up to start paying the higher rate to paint the Possum Hill Water Tower.  Ken Dulle feels that it only needs to be cleaned right now, so Mr. Dulle and Utility Service came to an agreement to push back the higher payments by two years.  To paint the Water Tower, the payments would have changed to $10,770 per quarter starting May, 2016, but that has been moved to a start date of May, 2018.  So the quarterly payments from May, 2016 through February 2018 will be $375.00.  So the Fiscal Year 2018 will be three quarterly payments of $375.00 and the first payment of $10,770.00 for a total of $11,895.00.  The Trustees said that Ken Dulle can sign the adjusted document.  Mr. Dulle signed the original contract.

OPERATIONS

No other discussions for Operations.

ADJOURNMENT OF THE REGULAR MEETING

Mr. Sedlacek made a motion to adjourn the regular meeting. Mr. Van Sandt seconded the motion, and all Trustees voted “Aye”.

Respectfully submitted,

Carla Lankster, District Clerk

Meeting Minutes 2-13-2017

MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday, February 13, 2017

 

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.

Richard Hayes, President called the meeting to order. Trustees, Jeff Sedlacek and Dennis Van Sandt were present.  Mr. Van Sandt joined the meeting in progress.  Also present was Carla Lankster, District Clerk and Ken Dulle and Kevin Dulle of Du-Con.  Also in attendance was Joe Devary of Country Financial.

OPEN FORUM

Mr. Joe Devary of Country Financial discussed the March 17, 2017 renewal of the Insurance policies for Commercial, Umbrella, Auto and Workers’ Compensation. Mr. Devary and a field underwriter from the Country Financial home office did an on-site review and evaluation of the Sanitary District properties about three weeks ago, and adjusted the renewal based on the review.  There were some corrections made to address locations and values.  Also, there were two fences and two sheds and one piece of equipment that were not previously listed on the policy.  The Trustees agreed that coverage should be added for Employment Practice Liability and Employer Benefits Liability.   Mr. Devary also mentioned that all of the adjustors for Country Financial are local and are employees of the company.  A final and complete bid will be provided later this month or at the March meeting.

APPROVAL OF MINUTES

The minutes of January 9, 2017 regular meeting were submitted for approval. Mr. Sedlacek made a motion to approve the minutes for the January 9, 2017 regular meeting.  Mr. Van Sandt seconded the motion and all Trustees voted “Aye”.

FINANCIAL

The Summary of Accounts was reviewed for the month of January, 2017. The only note is that the loan payment for the Water Tower was made and the funds were from the Water Tower reserves.

DISBURSEMENTS

After reviewing the disbursements for the month of January, 2017, Mr. Van Sandt made a motion to approve the January 2017 disbursements. Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

Du-Con submitted Invoice No. 2-07, dated February 2, 2017, for the month of January, 2017 for managing and operating water and wastewater treatment. Mr. Sedlacek made a motion to approve Du-Con invoice No. 2-07, dated February 2, 2017.  Mr. Van Sandt seconded the motion and all Trustees voted “Aye”.

APPROVAL OF APPLICATIONS

The water and sewer applications for January, 2017 were reviewed, and included 7 customer transfers. Mr. Van Sandt made a motion to approve the January, 2017 applications.  Mr. Sedlacek seconded the motion and all the Trustees voted “Aye”.

OTHER

UNFINISHED BUSINESS

No Unfinished Business.

NEW BUSINESS

MSD Mowing submitted the annual bid for Mowing, Trimming and Fertilizing. All amounts are the same as last summer.  Mr. Van Sandt made a motion to approve the summer of 2017 Bid from MSD Mowing.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

The Trustees reviewed the Resolution to support Holishor Association making an application for a sustainability grant in the amount of $15,000.00 from Madison County. The grant would help pay for rip rap to improve the drainage of the watersheds feeding Holiday Lake.  Resolution 20170125 is a Resolution that the Holiday Shores Sanitary District approves and supports the Holiday Shores Association project plan submitted under the Madison County Sustainability Program to improve water quality in Holiday Lake.  Mr. Van Sandt made a motion to approve signing Resolution 20170125.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

Resolution 20170125 was unanimously adopted on February 13, 2017 by the Board of Trustees of Holiday Shores Sanitary District and signed by all Trustees and the District Clerk.

OPERATIONS

Mr. Dulle said that Vandevanter Engineering will start the repairs on the Moro Road lift station this week. The floor of the lift station collapsed and the pump is not able to line up properly with the sewer lines and it is leaking.  Steel plates will have to be added to the bottom.

There was a water main break that was discovered in January on Shore Drive SW, behind Behme’s Market. The line was at a depth of 6’ and was difficult to find and repair.  A lot of the PVC and the connectors had to be replaced and several tons of rock had to be poured on top, so the expense was more than expected.

ADJOURNMENT OF THE REGULAR MEETING

Mr. Van Sandt made a motion to adjourn the regular meeting. Mr. Sedlacek seconded the motion, and all Trustees voted “Aye”.

Respectfully submitted, Carla Lankster, District Clerk

Meeting Minutes 1-9-2017

MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday, January 9, 2017

 

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.

Richard Hayes, President called the meeting to order. Trustees, Jeff Sedlacek and Dennis Van Sandt were present.  Also present was Carla Lankster, District Clerk and Ken Dulle of Du-Con.

OPEN FORUM

APPROVAL OF MINUTES

The minutes of December 12, 2016 regular meeting were submitted for approval. Mr. Van Sandt made a motion to approve the minutes for the December 12, 2016 regular meeting.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

FINANCIAL

The Summary of Accounts was reviewed for the month of December, 2016. Mr. Sedlacek made a motion to approve.  Mr. Van Sandt seconded the motion and all Trustees voted “Aye”.

DISBURSEMENTS

After reviewing the disbursements for the month of December, 2016, Mr. Van Sandt made a motion to approve the December 2016 disbursements. Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

Du-Con submitted Invoice No. 1-3, dated January 9, 2017, for the month of December, 2016 for managing and operating water and wastewater treatment. Mr. Sedlacek made a motion to approve Du-Con invoice No. 1-3, dated January 9, 2017.  Mr. Van Sandt seconded the motion and all Trustees voted “Aye”.

APPROVAL OF APPLICATIONS

The water and sewer applications for December, 2016 were reviewed, and included 4 customer transfers. Mr. Van Sandt made a motion to approve the December, 2016 applications.  Mr. Sedlacek seconded the motion and all the Trustees voted “Aye”.

OTHER

The District was approached by Dimond Bros. Insurance, and they are going to give us some quotes on our Property, Umbrella and Workers’ Comp insurance. Babcock & Associates is looking into a quote from Traveler’s insurance.  The current policies are through Country Financial, and the renewal date is March 17, 2017.  Our new representative, Joe Devary will be coming to the office to review everything and look at all of the properties for accuracy, then we will receive a renewal notice with any changes.

Mr. Hayes also wants to contact an agent, Denise Beavers that he believes may be able to give the District a good insurance quote and save money. He will give the contact information to Ms. Lankster.

Holishor Association has contacted the HSSD office regarding the possibility of sharing information with them when we receive a new application. They plan to submit a formal letter requesting that we share application information with them.  The District did not receive a letter prior to this meeting.  Mr. Van Sandt wants to put it on hold until he gets a better understanding of the rules that Holishor goes by for rental property, and the legal aspects of giving that information to Holishor.

UNFINISHED BUSINESS

No Unfinished Business.

NEW BUSINESS

No New Business to discuss.

OPERATIONS

Mr. Dulle stated that there are no issues currently.

ADJOURNMENT OF THE REGULAR MEETING

Mr. Hayes made a motion to adjourn the regular meeting. Mr. Van Sandt seconded the motion, and all Trustees voted “Aye”.

Respectfully submitted, Carla Lankster, District Clerk

Meeting Minutes 12-12-2016

MINUTES OF REGULAR MEETING

OF BOARD OF TRUSTEES

HOLIDAY SHORES SANITARY DISTRICT

Monday, December 12, 2016

 

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.

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

OPEN FORUM

APPROVAL OF MINUTES

The minutes of November 14, 2016 regular meeting were submitted for approval. Mr. Hayes made a motion to approve the minutes for the November 14, 2016 regular meeting.  Mr. Van Sandt seconded the motion and all Trustees voted “Aye”.

FINANCIAL

The Summary of Accounts was reviewed for the month of November 14, 2016. Transfer was made from Water Plant and Water Trust reserves to Water Supply for the Water Plant Loan.  No motion necessary.

DISBURSEMENTS

After reviewing the disbursements for the month of November, 2016, Mr. Hayes made a motion to approve the November 2016 disbursements. Mr. Van Sandt seconded the motion and all Trustees voted “Aye”.

Du-Con submitted Invoice No. 12-09, dated December 11, 2016, for the month of November, 2016 for managing and operating water and wastewater treatment. Mr. Van Sandt made a motion to approve Du-Con invoice No. 12-09, dated December 11, 2016.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.

APPROVAL OF APPLICATIONS

The water and sewer applications for November, 2016 were reviewed, and included 10 customer transfers and one new sewer connection for an existing house on North State Route 159. Mr. Van Sandt made a motion to approve the November, 2016 applications.  Mr. Hayes seconded the motion and all the Trustees voted “Aye”.

OTHER

Prairie Wind LLC, the company that had antennas on both Water Towers, came into the office to turn in the Water Tower Keys and let us know that all of their antennas and equipment have been removed and they will no longer be renting the spaces from HSSD. So Ms. Lankster was making the Trustees aware of this, in case there would be another company interested in renting the towers for a similar reason.

UNFINISHED BUSINESS

No Unfinished Business.

NEW BUSINESS

The 2017 Schedule of Monthly Meetings was presented for approval. Mr. Van Sandt may have a conflict with the July 10, 2017.  If there is a change, a notice will be posted at least 10 days prior to the meeting.  Mr. Van Sandt made a motion to approve the 2017 Schedule of Monthly Meetings.  Mr. Hayes seconded the motion and all Trustees voted “Aye”.

The 2017 Employees’ Holiday Schedule was presented for approval. Mr. Hayes made a few suggestions for some changes.  There was one change made prior to the vote.  A change was made to show the Friday before New Year’s Eve 2017 as a half day.  Mr. Hayes made a motion to approve the 2017 Employees’ Holiday Schedule, including the addition of Friday, December 29, 2017 closing the office at Noon.  Mr. Van Sandt seconded the motion and all Trustees voted “Aye”.

The Trustees nominated and voted on Election of Officers for 2017. Mr. Van Sandt Nominated Mr. Richard Hayes as the President for 2017, and Nominated Mr. Jeff Sedlacek as the Vice President for 2017.  Mr. Van Sandt made a motion to elect Mr. Richard Hayes as President of the Sanitary District and Mr. Jeff Sedlacek as the Vice President beginning January 1, 2017.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

Mr. Hayes Nominated Mr. Dennis Van Sandt as Treasurer for 2017. Mr. Hayes made a motion to elect Mr. Dennis Van Sandt as Treasurer of the Sanitary District beginning January 1, 2017.  Mr. Sedlacek seconded the motion and all Trustees voted “Aye”.

OPERATIONS

Over two years ago, the by-products in the finished water were tested as being too high. Since that time, changes were put in place and multiple testing has been done.  After a more than a year of Good Test Results, a report was filled out for the IEPA. The IEPA sent a letter stating that they are completely satisfied with the report and accept the conclusions presented.

The Moro Road Lift station floor has settled, causing the discharge piping and pump discharge connections to crack and leak. Vandevanter Engineering provided a quote to make the necessary repairs, including the labor to install steel plates and new PVC discharge piping and elbows being replaced.  The quote is for $6,858.00.  Mr. Ken Dulle will sign and accept the quote for the repairs.

ADJOURNMENT OF THE REGULAR MEETING

Mr. Hayes made a motion to adjourn the regular meeting. Mr. Van Sandt seconded the motion, and all Trustees voted “Aye”.

Respectfully submitted, Carla Lankster, District Clerk