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, Mike DeWald, Joe Cleland, Rich Dan, Cullen Reece, Rich Dan,
Absent: Jack Bonewits
WELCOME MARK KOEHLER and JACK BONEWITS
In line with Kosciusko County Commissioners and Council appointments, new Board trustees
Mark Koehler and Jack Bonewits are now active Board members. The Board welcomes their
voluntary donation of membership and time. All Board members look forward to working with
them regarding service opportunities.
PUBLIC COMMENT PERIOD
Per established process, no individual(s) petitioned to comment.
APPROVAL OF PREVIOUS GENERAL MEETING MINUTES
The final version of the November 15, 2023 Regular Meeting Minutes were submitted to all
Board members via email.
Motion to approve by Rich Dan with second by Cullen Reece. Motion carried via voice vote
as follows: 5 Yea; 0 Nay; 1 Abstain
As noted in the meeting, Lichelle Parker, Administrator, shall keep and distribute monthly
regular meeting minutes commencing in January, 2024.
TREASURER’S REPORT, AUDIT UPDATE, 2024 BUDGET,
AND OTHER FINANCIAL MATTERS
Mike Dewald overviewed the Cash and Funds Balance Matrix – November 30, 2023 denoting
the funds grand total of $2,224,086.
Mike DeWald overviewed and provided clarifying feedback regarding the following two reports:
Management Cash Budget of January 1, 2023 through November 30, 2023; and, Monthly Claim
Approval Form of December 2023.
Motion to approve the payment of monthly claims grand total of $96,105.25 by Jim Haney
with second by Mike DeWald. Motion carried via voice vote as follows: 6 Yea; 0 Nay; 0
The following financial reports, prepared by O. W. Krohn & Associates – 12/12/23, were
presented and clarified by Mike DeWald: Unaudited Schedule of Cash Receipts and
Disbursements; Monthly Analysis of Funds Balances; and, Monthly Analysis of Cash and
Motion to accept the O. W. Krohn & Associates reports by Jim Haney with second by Mike
DeWald. Motion carried via voice vote as follows: 6 Yea; 0 Nay; 0 Abstain
Mike DeWald provided an overview and clarifying feedback for the completed 01/01/18-
12/31/22 State Board of Accounts Compliance Examination Report of the Lakeland Regional
Sewer District, filed on 12/01/23 by the Deputy State Examiner. Findings (minimal with
expedient resolution) summarized in the report were presented in and discussed at the 11/21/23
Exit Conference attended by James R. Haney, President, Michael R. DeWald, Treasurer, and
Stephen Carter, Consultant. LRSD will issue a standard reply.
ASTBURY MONTHLY REPORT
PUMP/PANEL INVENTORY, CUSTOMER PROTOCOL REMINDER
The LRSD Treatment System Operations Treatment System Operations Report of December
18, 2023 was emailed to Board members by Astbury Water Technology, Inc. Thomas Astbury
reviewed key aspects of the report and provided clarifications to Board members’ inquiries.
For a second time in the past handful of months, Board members specified an adamant
expectancy that the Astbury Treatment System Operations Report to be released by no later
than 5:00 PM Friday prior the upcoming Wednesday meeting.
Brief overview of discussions included but was not limited to:
Air relief valves
Preventative maintenance (e.g., art vs science comment ?)
Fine screen (Haskins effort)
Lift station #1 pump failure
Seal leak/cut which may/will impact expensive pump warranty coverage (near $30,000)
even though cut has zero to do with expected functionality of pump
DLZ/Astbury to continue working with manufacturer re warranty coverage
Question lack of removal procedure to prohibit/minimize cut issue
Copy of warranty to be sent to Carson LLP for review and comment
Lift station #2 power surge
Both pumps simultaneously tripped
Operated normally after being reset
Check valve failures
Astbury prior requested to identify alternative vendors at upcoming monthly meeting(s)
along with RFQ expectations
Currently running $3000 to $4000 per event versus prior $1000
Schedule for drum scrubbers / media may be more often than prior expected
Availability of PM documents to interested Board members
Astbury to provide updated expectation for next meeting
11/08/23 reading high at 124 mg/L
Failure to respond to multiple requests (i.e., verbal and email) re grease pit cleaning
LRSD to request response from Barbee Hotel including specification of consequences
for lack of required proactive feedback
Blower enclosure painting
Discussed at many prior sessions
United Blower was recently on-site to look at the paint on the blower building.
United Blower indicated a willingness to work with LRSD on a solution as warranty is
past the end-date
Astbury instructed to pursue their quote as outlined in their monthly report.
Lift station coating
Astbury to provide expected upcoming actions at next meeting
Customer/County easement access and/or blockage immediate impact on required
LRSD right to access and process (e.g., need to cut lock without accountability)
Administration to issue communication to County and customer(s) impacted
ENGINEERING UPDATE: BLOWER BUILDING WARRANTY
Included in above Astbury topic.
INDEPENDENT CONTRACTOR COMMITTEE
PURCHASING UPDATE – COATING QUOTES – CLELAND / ASTBURY
Included in above Astbury topic; and, to be completed in February – March, ’24.
RATE REDUCTION REQUEST: 204 EMS B60
Customer vacated property, and plans to rebuild summer ’24. The temporary infrastructure
vacation inspection report was completed 10/13/23; and, their notarized request was submitted
Motion to approve by Jim Haney with second by Mark Koehler. Motion carried via voice
vote as follows: 6 Yea; 0 Nay; 0 Abstain
Discussion followed regarding the temporary versus permanent rate reduction process, and how
to handle moving forward (i.e., lack of a clear rate reduction specification). Carson LLP (Andy)
provided an overview of practices used by other similar districts. Astbury provided a pictorial
overview of a typical grinder station location profile which aided discussion. Carson LLP
projected value in two (2) indemnify and hold harmless documents: (a) abandonment and future
customer ownership and two-party implications thereof; and, (b) ongoing required easement
access. Carson LLP will draft modified and sole permanent procedure for review. As
necessary, Board will address implications for existing temporary agreements.
PROPERTY OWNER CONNECTION STATUS (Parker/Carson LLP)
Reference below “other items” section.
LRSD EMPLOYEE HANDBOOK (Carson & Haney)
Following notable effort and useful feedback, the first version of the LRSD Employee Handbook
is completed. As such, the following three (3) documents are submitted for approval.
- Employee Handbook
- Employee Handbook Resolution
- Salary Ordinance
Motion by Jim Haney to adopt above as written by Carson LLP, with second by Rich Dan.
Motion carried via voice vote as follows: 6 Yea; 0 Nay; 0 Abstain.
Board members signed the following two documents: salary ordinance; and, employee
Board will establish a salary ordinance committee, which will also (initially) address the
2024 LRSD OBSERVED HOLIDAYS
Jim Haney presented the following 2024 LRSD holidays as follows.
- Monday January 1, 2024 New Year’s Day
- Friday March 29, 2024 Good Friday
- Monday May 27, 2024 Memorial Day
- Thursday July 4, 2024 Independence Day
- Monday September 2, 2024 Labor Day
- Thursday November 28, 2024 Thanksgiving Day
- Friday November 29, 2024 Day after Thanksgiving
- Tuesday December 24, 2024 Christmas Eve
- Wednesday December 25, 2024 Christmas Day
- Tuesday December 31, 2024 New Year’s Eve
Motion to approve by Jim Haney with second by Mark Koehler. Motion carried via voice
vote as follows: 6 Yea; 0 Nay; 0 Abstain.
USE OF DROPBOX FEATURES
To prepare for the January meeting, Board members should reference email sent regarding
future usage of Dropbox features to improve the process of information access and
communications. Administration will formulate a learning/onboarding example.
OTHER ITEMS THAT MAY COME BEFORE THE BOARD
Further discussed LRSD authority and process to access customer easements.
One customer connected to the LRSD system in July without formal district approval despite
communications. Customer is in the process of correcting this issue with an approved
connection. Board members should plan to discuss reparation potentials at next meeting.
Administration will contact customer and request a copy of their agreement with their contractor.
At the next meeting, Board members should plan to discuss Indiana changes regarding the
ability for Board member compensation.
Motion to adjourn meeting was made at 8:10 PM by Jim Haney with second by Mike
DeWald. Motion carried via voice vote as follows: 6 Yea; 0 Nay; 0 Abstain.
Submitted to Board by Rich Dan, Secretary