Lakeland Regional Sewer District – November 20, 2024 Regular Meeting Minutes
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 6:00 PM by Jim Haney.
Present: Jim Haney, Mark Koehler, Jack Bonewits, Rosa Ritchie
Absent: Mike DeWald, Joe Cleland, Cullen Reece
PUBLIC COMMENT PERIOD
None
APPROVAL OF PREVIOUS GENERAL MEETING MINUTES
A draft of the October 18, 2024 Executive Session meeting minutes was submitted to all Board members via email on October 22, 2024. The final version of each was posted on Boardable.
A draft of the October 18, 2024 regular meeting minutes was submitted to all Board members via email on October 22, 2024. The final version of each was posted on Boardable.
Motion by Jim Haney to approve both the regular meeting minutes and executive meeting minutes; second by Mark Koehler.
Motion carried by voice vote of: 4 Yeas; 0 Nays; 0 Abstains
TREASURER’S REPORT AND OTHER FINANCIAL MATTERS
Jim Haney overviewed the Cash and Funds Balance Matrix – October 31, 2024 denoting the funds grand total of $2,455,805.
Jim Haney overviewed the Management Cash Budget of January 1, 2024 through October 31, 2024.
The following financial reports, prepared by Krohn & Associates, were presented by Jim Haney: 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 Rosa Ritchie.
Motion carried by voice vote of: 4 Yeas; 0 Nays; 0 Abstains
The Monthly Claims Approval form of November 2024 was reviewed by Lichelle Parker.
Motion by Jim Haney to approve the payment of monthly claims grand total of $111,121.71, with a note on the first Astbury invoice listed on the claim $6,840.32–that while approved, to not be paid until Astbury provides some additional information; second by Mark Koehler.
Motion carried by voice vote of: 4 Yeas; 0 Nays; 0 Abstains
Board members affixed their signature approval to the Monthly Claim Approval Form.
EASEMENT VARIANCE REQUEST – 253 EMS B61 (GOODING)
The property owner of 253 EMS B61, Chad Gooding, is requesting an Easement Encroachment Variance for the encroachment created by the new paved parking lot and a portion of the parking lot’s retaining wall. The sewer lateral runs at a curve from the force main to the grinder station and creates an encroachment until approximately 10’ west along the retaining wall. Astbury has reviewed the situation and does not feel the encroachment creates any issues with their ability to service or maintain the system.
Motion by Jim Haney to approve Easement Variance Request for 253 EMS B61 with second by Jack Bonewits.
Motion carried by voice vote of: 4 Yeas; 0 Nays; 0 Abstains
EASEMENT VARIANCE REQUEST – 4373 N SULLIVAN (BRANKLE)
The property owner of 4373 N Sullivan, Dean Brankle, removed a side wall that was failing and now the grinder station control panel is somewhat exposed in the parking area. Mr. Brankle is requesting a sewage works modification to move the control panel closer to the home, within approximately one to two feet, which would cause an easement encroachment. Astbury has reviewed the property and encourages moving the control panel as requested to remove it from the parking area. The grinder station already has a traffic rated lid.
Motion by Jim Haney to approve Easement Variance Request for 4373 N Sullivan with second by Rosa Ritchie.
Motion carried by voice vote of: 4 Yeas; 0 Nays; 0 Abstains
ASTBURY MONTHLY REPORT
PUMP/PANEL INVENTORY, CUSTOMER PROTOCOL REMINDER
The LRSD Treatment System Operations Treatment System Operations Report of November 15, 2024 was emailed to Board members by Astbury Water Technology, Inc. Thomas Astbury, Aaron Burris, and Matt Rippey were present to review key aspects of the report and provide clarifications to Board members’ inquiries.
Service callouts were down last month with only about eight since the last meeting. Aaron and his team have identified several stations where the run capacitors were hooked up incorrectly, so they have been correcting those and testing capacitors.
Jim noticed that the most recent maintenance fund reconciliation payment, for Q3, paid 10/18/2024, was not reflected on the Annual Maintenance Fund sheet provided with the operations report. Tom will look into this discrepancy and email the Board members an updated worksheet as needed.
The pump currently in Lift Station #1 is the original pump. It had to be reinstalled because the Wilo pump purchased in 2023, that was recently reworked by HP Thompson, failed last Saturday. HP Thompson is trying to work on a resolution for the pump. Jim asked Chris Nusbaum (Carson LLP) to review if there is any additional recourse with Wilo for the original warranty. The pump currently installed has some issues and Astbury would like it to be replaced; they are working on obtaining three quotes, but have only received one back so far. They would prefer not to go with a Wilo pump again and are considering Barnes, Flight, or Grundfos pumps instead. Astbury suggested Lakeland reaching out to Gasvoda for a quote on a Barnes pump.
The Independent Contractor Committee will be meeting next week to discuss the Astbury ARV replacement quote.
Aaron contacted a solar company in Nappanee about the solar lights on the facility sign, and they advised him to wire it differently which has resolved the issue.
INDEPENDENT CONTRACTOR COMMITTEE
Nothing to report.
ENGINEERING UPDATE
Nothing to report.
PURCHASING UPDATE
No open POs.
Lichelle will be preparing a purchase order before the end of the year for pumps, to capitalize on the current price list, and requested input on the quantity to purchase. The prior minimum on- hand of 20 may be high for current lead times and use. During a 12-month period, the average use of pumps has been between 20-30. Jim suggested purchasing between 10-15, but asked to confirm that the cost on the price list is applicable for a quantity less than 25 first.
LAKELIFE GREASE SAMPLE – 10/22/2024
The Lakelife grease sample from October 22, 2024 was 132 mg/l, which is over the permissible limit of 100 mg/l. Discussion ensued on whether to fine Lakelife and the best action going forward to hold Lakelife accountable for ongoing issues. At one point last year, Lakelife obtained an engineering firm and there was an engineering plan developed, however, Lakelife has not instilled those changes. Currently, Astbury is performing weekly test samples to monitor the grease levels. The District is going to review alternate outside firms to perform the weekly testing and Carson LLP is going to review the appropriate mechanism to receive reimbursement from Lakelife for the ongoing testing.
Motion by Jack Bonewits to assess LakeLife a $250 fine for the October 22, 2024 exceedance; second by Mark Koehler.
Voice vote of: 3 Yeas; 0 Nays; 1 Abstain
Motion to assess fine did not carry. The issue will be tabled until next month.
Jim noted that the Lakelife owner had complained to Jim about not being emailed all correspondence. Jim informed him that because he had engaged an attorney, correspondence from our lawyer is required to go through his attorney. Chris (Carson LLP) is going to follow up with LakeLife’s attorney to try to obtain authorization to copy LakeLife on all Carson LLP communications sent to LakeLife’s attorney.
The question arose whether the District should send all weekly sample results to Lakelife, or only the exceedances? Andy Boxberger (Carson LLP) suggested only sending the exceedances, but Jim circulated the question to all the Board members and received mixed reaction from three Board members. This question will be tabled until next month when additional Board members are present.
The District does not assess late payment fees on penalties and with the timing of the previous LakeLife $500 and $5000 fines and the reversal of those fines, Jim suggested rescinding $50 of the late fees assessed to LakeLife.
Motion by Jim Haney to rescind $50 of late fees assessed to LakeLife’s account; second by Jack Bonewits.
Motion carried by voice vote of: 4 Yeas; 0 Nays; 0 Abstain
44 EMS B44 LANE – BREAKER ISSUE
Carson LLP sent a letter to the property owner of 44 EMS B44 Lane on October 28, 2024, notifying them they had until November 15, 2024 to correct an electrical issue with their property. Aaron visited the property and confirmed on November 18, 2024, that no correction had been made.
Motion by Jim Haney to assess a fine of $2,500; second by Jack Bonewits.
Motion carried by voice vote of: 4 Yeas; 0 Nays; 0 Abstain
TEMPORARY DISCONNECT & PERMANENT VACATE REVISED PERMITS
Casey Erwin (DLZ), Matt Rippey (Astbury), Andy Boxberger (Carson LLP), and Lichelle have been working on revisions to the former Infrastructure Vacate permit. The permit has been separated into two different permits: a Temporary Disconnect permit and a Permanent Vacation Permit. The changes to the permits are highlighted.
Motion by Jim Haney to approve the Temporary Disconnect and Permanent Vacate revised permits as provided; second by Rosa Ritchie.
Motion carried by voice vote of: 4 Yeas; 0 Nays; 0 Abstain
PROPERTY OWNER CONNECTION STATUS
Lichelle Parker reviewed the Property Owner Connection Status report, updated through November 15, 2024.
ADOPTION OF ORDINANCE NO. 2024-11 – 2025 SALARY ORDINANCE
The Salary Ordinance Committee met towards the end of October to discuss a potential increase effective January 1, 2025. The committee is proposing a 5% increase in both base pay and benefit compensation pay.
Motion by Jim Haney to adopt Ordinance No. 2024-11; second by Mark Koehler.
Motion carried by voice vote of: 4 Yeas; 0 Nays; 0 Abstain
2025 BOARD MEETING SCHEDULE
Proposed dates for the 2025 Board meetings were provided to the Board members for review. The proposed dates continue to be the third Wednesday of every month.
Motion by Jim Haney to approve the 2025 Board Meeting Schedule; second by Jack Bonewits.
Motion carried by voice vote of: 4 Yeas; 0 Nays; 0 Abstain
2025 OBSERVED HOLIDAYS
Proposed dates for the 10 District holidays for 2025 were provided to the Board members for review.
Motion by Jim Haney to approve the 10 holidays as listed for 2025 ; second by Mark Koehler.
Motion carried by voice vote of: 4 Yeas; 0 Nays; 0 Abstain
OTHER ITEMS THAT MAY COME BEFORE THE BOARD
In September’s meeting there was a brief discussion about a “grease dump” occurrence in August at the Barbee Hotel. Astbury cleaned the grinder station in response to the excessive grease on the pumps, floats, and in the station. Jim asked if the District should require the hotel to pay for the premature cleaning and/or assess a fine? Aaron suggested adding the restaurants to the bi-annual caustic flushing process.
- Astbury is to review their records and verify when the last cleaning, prior to April 2024, occurred and if there were photos taken.
- Jim and Lichelle will formulate a letter and maybe make a site visit to the hotel.
Jim questioned Chris (Carson LLP) what actions we have against properties with outstanding balances whose owners have moved out. Sometimes the collection process gets complicated when transfer of ownership is occurring by quit claim deeds and/or property owner deaths. Chris suggested sending the bill to a collection agency or using the small claims process. Historically the collection agency route has not netted any results for the District. Carson can walk Lichelle through the Small Claims process the next time there is an outstanding balance worth going through that process.
ADJOURNMENT
Motion to adjourn meeting was made at 7:48 PM by Jim Haney with second by Rosa Ritchie.
Motion carried by voice vote of: 4 Yeas; 0 Nays; 0 Abstains
Submitted to Board by Lichelle Parker, District Administrator
Reviewed by Board Secretary, Mark Koehler