CALL MEETING TO ORDER / REPORT OF MEETING NOTICE PROVIDED
Lakeland Regional Sewer District (LRSD) Board of Trustees met at the District’s Administration Office, 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 6:03PM by Jim Haney.
Present: Jim Haney, Mike DeWald, Joe Cleland, Cullen Reece, Mark Koehler (left meeting at 7:30pm), Jack Bonewits, Rosa Ritchie
Absent: N/A
WELCOME BACK ROSA RITCHIE
Rosa Ritche was appointed to the LRSD Board at the Kosciusko County Commissioner’s meeting on June 4, 2024.
CONSIDER AND ACT ON THE AMENDMENT TO THE CHARGES ASSOCIATED WITH THE ENCROACHMENT VARIANCE RESOLUTION
Motion by Jim Haney to approve Resolution 2024-07 as written; second by Joe Cleland.
Motion carried by voice vote of: 7 Yeas; 0 Nays; 0 Abstains
PUBIC COMMENT PERIOD
None
APPROVAL OF PREVIOUS GENERAL MEETING MINUTES
An initial draft of the May 15, 2024 Regular Meeting Minutes was submitted to all Board members via email on May 21, 2024, and the final version was posted on Boardable.
Motion by to approve May 15, 2024 Regular Meeting Minutes as written by Joe Cleland; second by Jack Bonewits.
Motion carried by voice vote of: 6 Yeas; 0 Nays; 1 Abstains
TREASURER’S REPORT AND OTHER FINANCIAL MATTERS
Mike Dewald overviewed the Cash and Funds Balance Matrix – May 31, 2024 denoting the funds grand total of $2,392,895.
Mike DeWald overviewed the Management Cash Budget of January 1, 2024 through May 31, 2024.
The following financial reports, prepared by Krohn & Associates 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 by Mike Dewald to accept the financial reports prepared by the outside accountants; second by Mark Koehler.
Motion carried by voice vote of: 7 Yeas; 0 Nays; 0 Abstains
The Monthly Claims Approval form was reviewed by Lichelle Parker.
Motion to approve the payment of monthly claims grand total of $58,019.99 by Jim Haney with second by Joe Cleland.
Motion carried by voice vote of: 7 Yeas; 0 Nays; 0 Abstains
Board members affixed their signature approval to the Monthly Claim Approval Form.
ASTBURY MONTHLY REPORT
PUMP/PANEL INVENTORY, CUSTOMER PROTOCOL REMINDER
The LRSD Treatment System Operations Treatment System Operations Report of June 16, 2024 was emailed to Board members by Astbury Water Technology, Inc. Dan Fox provided clarifications to Board members’ inquiries.
Joe Cleland posed a couple questions about a couple of the work orders; Dan Fox clarified the issues.
Joe also questioned that since customers can discharge certain amounts of grease, how will the District know when that is an excessive amount? Dan clarified that there are enzymes in the wastewater that will eat some of the grease in small amounts over a period of time. However, when customers are discharging a lot of grease continuously, it will cake up on the sides and on the top of the water. All stations will have a little ring and the operators have a feel for what should be there and what is excessive.
After reinstallation of the fine screen, it was found that it will not run in automatic mode and Eberle electric diagnosed that it needs a new PLC controller. A quote has been included with the operations report, but Dan is also looking into a second quote.
Jim Haney requested that Astbury vary the day and time that samples are being taken from the two restaurants.
There are still lots of questions surrounding the potential use of Ferris Chloride versus Ferric Chloride. Jim requested seeing a cost analysis to verify what the potential benefits may be to determine if it is worth continuing to consider the idea.
One of the work orders noted that the pump pulled was a Kester’s rebuilt pump. Jim questioned how long the rebuilt pump had been in service to determine if rebuilding pumps is money well spent.
Six check valves have been replaced so far this year.
Five complete grinder stations arrived today, 6/19/24, putting the inventory of available stations back up to eight.
It was clarified that all pumps being ordered do not have capacitors in them. The capacitors are in the panel, however, there are three (3) pumps in inventory that have capacitors in them. It was questioned why we have those and what are we going to do with them.
COST OF REPLACED CONTROL PANEL AT 201 EMS B1
At last month’s meeting, Astbury was directed to replace the damaged control panel at 201 EMS B1 because of the concern that the damage could impact the functionality of the equipment with determination of cost responsibility to be reviewed later. At that meeting, the property owners also indicated they were unaware how the damage occurred. Board members reviewed the pictures of the damage, discussed past practice, and the Use Ordinance stipulation.
Motion by Jack Bonewits to charge the property owners of 201 EMS B1 for the damage costs; second by Jim Haney.
Motion carried by voice vote of: 7 Yeas; 0 Nays; 0 Abstains
AMEND SMALL PURCHASE POLICY RESOLUTION
As part of the Small Purchase Policy, in the past, three (3) Board Members have been designated as purchasing agents with $16,666 of signing authority each to facilitate purchases under $50,000. There is currently one vacancy for a purchasing agent, and the current two purchasing agents, Jim Haney and Joe Cleland, suggested to amend the policy to add Lichelle Parker, District Administrator, as the third purchasing agent. The amendment proposes giving Lichelle signing authority up to $9,999.99, with Joe and Jim $20,000 signing authority each.
Motion by Jim Haney to approve Resolution 2024-08 an amendment to the Small Purchase Policy; second by Mike DeWald.
Motion carried by voice vote of: 7 Yeas; 0 Nays; 0 Abstains
AMEND 2024 SALARY ORDINANCE
The Salary Ordinance committee proposed an increase to the District Administrator’s annual salary, compensation for benefits, and five additional vacation days effective June 5, 2024. The committee also discussed the desire to have the Salary Ordinance align with the fiscal year going forward, so the committee may propose additional change in December 2024 to be in effect for the full 2025 calendar year.
Motion by Jim Haney to approve Resolution 2024-09 Amended Salary Ordinance; second by Mark Koehler.
Motion carried by voice vote of: 7 Yeas; 0 Nays; 0 Abstains
INDEPENDENT CONTRACTOR COMMITTEE
Nothing to report.
ENGINEERING UPDATE
A committee consisting of Casey Erwin (DLZ), Josh Koontz, Lichelle Parker, and Andy Boxberger (Carson LLP) have been reviewing the District’s permits to consider what clarifications and updates would be beneficial. A revised draft of the New Service Form was presented for the Board to review. Casey highlighted the proposed changes and made notes of additional suggestions to incorporate. The team will have additional meetings to continue the review of the New Service form and the Vacate form as well; revised drafts will be available for review at the next Board meeting.
PURCHASING UPDATE – Cleland/Astbury
Nothing to report.
PROPERTY OWNER CONNECTION STATUS (Parker/Carson LLP)
Lichelle Parker reviewed the Property Owner Connection status report updated through June 13, 2024.
The timeline for the property connection at 62 EMS T8 was reviewed. The property owner had called for final inspection and when starting to perform that inspection on May 28, 2024, the Astbury operator noticed water leaking within the basin; the leak appeared to be a loose nut or bolt, but the manufacturer was contacted to verify. The manufacturer sent a technician on June 5, 2024 to go into the basin and tighten the flange bolts which resolved the leak. The District also had the technician inspect and correct any issues with the basins in inventory at the District plant, as well as at two other properties who had recently set basins. The property owner had a deadline to connect by May 30, 2024, however, because of the manufacturing defect in the basin, was unable to meet that deadline.
Motion by Jim Haney to not assess any failure to connect penalties to Jeff Wenger at 62 EMS T8; second by Joe Cleland.
Motion carried by voice vote of: 7 Yeas; 0 Nays; 0 Abstains
Jim Haney continues to follow up with the County Commissioners to pursue action on the two nonconnected properties.
The property at 29 EMS T9 has a septic exemption that will be expiring on June 24, 2024. A reminder letter was sent certified mail to the property owners in February (delivered on February 12, 2024), however, the property owners have not obtained an extension. If they do not do so before June 24, 2024, when their exemption expires, a letter will be issued notifying them they have 90 days to connect to the District’s sewer. Carson LLP will draft the letter.
OTHER ITEMS THAT MAY COME BEFORE THE BOARD
None.
ADJOURNMENT
Motion to adjourn meeting was made at 7:48PM by Jim Haney with second by Joe Cleland.
Motion carried by voice vote of: 6 Yeas; 0 Nays; 0 Abstains
Submitted to Board by Lichelle Parker, District Administrator
Reviewed by Board Secretary, Mark Koehler