CALL MEETING TO ORDER
Lakeland Regional Sewer District Board of Trustees met at the District’s Administration Office, located at 5002 East 100 North, Warsaw, Indiana. The monthly general meeting date and time were posted and advertised as required; and, was called to order at 6:00 PM by Jim Haney.
Present: Jim Haney, Mike DeWald, Joe Cleland, Emily Shipley, Rich Dan
Absent: Seats vacated by Bob Marcuccilli and Rosa Ritchie resignation
PUBLIC COMMENT PERIOD
None
APPROVAL OF PREVIOUS GENERAL MEETING MINUTES
The final version of the July 19, 2023 Regular Meeting Minutes were issued to all Board members via email by the Board Secretary, Rich Dan.
Motion to approve by Mike DeWald with second by Joe Cleland
Motion carried via voice vote as follows: 5 Yeas; 0 Nays; 0 Abstains
TREASURER’S REPORT, AUDIT UPDATE, AND OTHER FINANCIAL MATTERS
The following financial reports, prepared by O. W. Krohn & Associates – 08/11/23, were presented by Mike DeWald: Unaudited Schedule of Cash Receipts and Disbursements; Monthly Analysis of Funds Balances; and, Monthly Analysis of Cash and Investment Accounts.
Motion to approve by Jim Haney with second by Joe Cleland
Motion carried via voice vote as follows: 5 Yeas; 0 Nays; 0 Abstains
Mike DeWald presented the: Management Cash Budget of January 1, 2023 through July 31, 2023; and, Monthly Claim Approval Form – August 2023.
Motion to approve the payment of monthly claims totaling $57,246.71by Rich Dan with second by Emily Shipley
Motion carried via voice vote as follows: 5 Yeas; 0 Nays; 0 Abstains
Board members affixed their signature approval to the Monthly Claim Approval Form – August 2023 for the grand total amount of $57,246.71
BANKING RESOLUTION
Resolution No. 2023-06 was presented by Jim Haney to add Emily Shipley and Rich Dan as authorized LCB account signers. LCB requested that all four people be added to the resolution.
Motion to approve by Jim Haney with second by Joe Cleland
Motion carried via voice vote as follows: 5 Yeas; 0 Nays; 0 Abstains
Board members affixed their signature approval to Resolution No. 2023-06.
AMEND USE ORDINANCE SECTION 5.4 REGARDING PORTABLE TOILETS
Board agreed that Legal/Carson LLP will draft an amendment to Use Ordinance Section 5.4 to address the LRSD concerns regarding the usage of portable toilets.
WRITE OFF UNCOLLECTABLE ACCOUNTS
On advice of counsel and pursuant to Indiana Code 36-9-23-32(b), Jim Haney presented a motion to approval a write-of the following accounts as bad debt: (a) Gillaspie (259798) $313.20; (b) Bryant (259911) $215.64; (c) Trier (295522) $148.21; (d) Yarbrough (260015) $ 91.61; and, (e) Watson/Bruner (260200) $159.30 The total write-off is $927.96
Motion to approve by Mike DeWald with second by Joe Cleland
Motion carried via voice vote as follows: 5 Yeas; 0 Nays; 0 Abstains
ASTBURY MONTHLY REPORT
PUMP/PANEL INVENTORY, CUSTOMER PROTOCOL REMINDER
The Lakeland Regional Sewer District Treatment System Operations Report of August 13, 2023 was issued to all Board members via email by Astbury Water Technology, Inc. Clarifications to Board members questions were provided by Thomas Astbury.
Multiple callouts were made by Astbury to a customer with an internal electrical distribution panel piggy-back breaker with one leg connected to their grinder station. A motion was made to issue this customer with a letter stating that additional service calls resulting from electrical issues relating to breaker can subject the customer to be accountable for expenses resulting from the service call.
Motion to approve by Jim Haney with second by Joe Cleland
Motion carried via voice vote as follows: 5 Yeas; 0 Nays; 0 Abstains
A few property owners connected to LRSD have not transferred ownership of their grinder stations back to LRSD. Letters have been sent to these property owners, and a number of them have not responded. If these property owners request LRSD to work on their failed grinder stations, LRSD must have both documented authority and easement access. For example, if an emergency situation exists (e.g., external leakage), does LRSD have the right to give Astbury authorization to handle? Legal/Carson LLP will draft a letter for Board consideration, which will be sent to such property owners noting how such situations will be handled by LRSD.
Haskins needs to provide detail (e.g., hours, rate, materials, etc) specifics on invoices.
ENGINEERING UPDATE – FERRIC CHLORIDE PROJECT – DLZ
DLZ provided an August 16, 2023 email update to Board members, and addressed contents at the meeting (e.g., Punch-List A / B / C). LRSD is seeking a response regarding when filling can commence. Item A3, electrical line and chemical feed line erroneously installed in same conduit; and, necessary corrective actions (i.e., fix as designed) need to be addressed. For completion of items C1 (additional support strut/bracket to be placed on fill pipe) and C2 (concrete apron at the discharge piping), a motion was made to expend, via change order signed by Jim Haney, up to $3200.
Motion to approve by Jim Haney with second by Joe Cleland
Motion carried via voice vote as follows: 5 Yeas; 0 Nays; 0 Abstains
Motion was amended to $2600 later in the meeting
Motion to approve by Jim Haney with second by Joe Cleland
Motion carried via voice vote as follows: 5 Yeas; 0 Nays; 0 Abstains
INDEPENDENT CONTRACTOR COMMITTEE
No items to discuss
PURCHASING UPDATE – COATING QUOTES
The third company will do an inspection next week so as to provide a quote.
PROPERTY OWNER CONNECTION STATUS
On August 11, 2023, Lichelle Parker emailed the monthly connection report to Board members, and review contents at the board meeting.
RESCIND CHARGE FOR DAMAGES (48 EMS B40B)
Property owner requests that LRSD rescind a $94 charge for damage to curb stop, which resulted in a motion to rescind. Following discussion, a motion was made to deny the request.
Motion to approve by Jim Haney with second by Rich Dan
Motion carried via voice vote as follows: 5 Yeas; 0 Nays; 0 Abstains
POWER SUPPLY TO SHARE GRINDER (27 & 33 EMS B56 LANE)
It was recently discovered that the shared grinder station only have one electrical feed by the customer who owns both shared properties. Following Board discussion, a motion was established for Legal/Carson LLP to draft a letter informing the property owner that LRSD will establish the 2nd property’s electrical connection given that the property owner now provides necessary access to a LRSD selected electrical contractor.
Motion to approve by Jim Haney with second by Joe Cleland
Motion carried via voice vote as follows: 5 Yeas; 0 Nays; 0 Abstains
OTHER ITEMS THAT MAY COME BEFORE THE BOARD
None
ADJOURNMENT
Motion to adjourn the meeting was made at 8:02 PM
Motion to approve by Jim Haney with second by Joe Cleland
Motion carried via voice vote as follows: 5 Yeas; 0 Nays; 0 Abstains
Submitted ~ Rich Dan, Secretary (revised as necessary)