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, Mark Koehler, Jack Bonewits, Rosa Ritchie, Bob Hookman
Cullen Reece (arrived at 6:17pm)
Absent: n/a
WELCOME BOB HOOKMAN
Robert (Bob) Hookman was welcomed to the Board. Bob was appointed by the County Commissioners on December 23, 2024 to fill the vacancy created by Joe Cleland’s resignation. Bob’s term runs until Apriil 2028.
ELECTION OF 2025 OFFICERS
Motion by Rosa Ritchie to nominate Jim Haney to continue to serve as President. No other nominations. Mike DeWald seconded the motion nominating Jim Haney to serve as President.
Motion carried by voice vote of: 6 Yeas; 0 Nays; 0 Abstain
Motion by Jim Haney to nominate Mark Koehler to serve as Vice President/Assistant Secretary. No other nominations. Mike DeWald seconded the motion nominating Mark Koehler to serve as Vice President/Assistant Secretary.
Motion carried by voice vote of: 6 Yeas; 0 Nays; 0 Abstain
Motion by Jim Haney to nominate Mike DeWald to continue to serve as Treasurer. No other nominations. Jack Bonewits seconded the motion nominating Mike DeWald to serve as Treasurer.
Motion carried by voice vote of: 6 Yeas; 0 Nays; 0 Abstain
Motion by Jim Haney to nominate Rosa Ritchie to serve as Secretary. No other nominations. Mike DeWald seconded the motion nominating Rosa Ritchie to serve as Secretary.
Motion carried by voice vote of: 6 Yeas; 0 Nays; 0 Abstain
PUBLIC COMMENT PERIOD
None
APPROVAL OF PREVIOUS GENERAL MEETING MINUTES
A draft of the December 18, 2024 regular meeting minutes was submitted to all Board members via email on December 23, 2024. The final version was posted on Boardable.
Motion to approve by Mike DeWald with second by Jack Bonewits.
Motion carried by voice vote of: 5 Yeas; 0 Nays; 1 Abstain
COMMITTEE APPOINTMENTS FOR 2025
Finance Committee
The Bylaws reference a Finance Committee which the District has never formally had before, but will create for 2025.
Motion by Jim Haney for Mike DeWald, Mark Koehler, Bob Hookman to be appointed to serve as the representatives for the Finance Committee for 2025; second by Jack Bonewits.
Motion carried by voice vote of: 6 Yeas; 0 Nays; 0 Abstains
Independent Contractor Committee
During 2024 Jim Haney, Mark Koehler, and Joe Cleland served on the Independent Contractor committee and Jim recommended those same individuals being reappointed in 2025. Even though Joe Cleland is no longer a Board member, he can still serve on committees, as written in the Bylaws.
Motion by Jim Haney to reappoint Mark Koehler, Jim Haney, and Joe Cleland to serve as the representatives for the Independent Contractor Committee for 2025.; second by Jack Bonewits.
Motion carried by voice vote of: 6 Yeas; 0 Nays; 0 Abstains
Salary Ordinance Committee
In 2024, Jack Bonewits, Mark Koehler and Jim Haney served on the Salary Ordinance Committee.
Motion by Jim Haney for Jack Bonewits, Mark Koehler, and Jim Haney to be reappointed to serve on the Salary Ordinance Committee for 2025; second by Mike DeWald.
Motion carried by voice vote of: 6 Yeas; 0 Nays; 0 Abstain
TREASURER’S REPORT AND OTHER FINANCIAL MATTERS
Mike Dewald overviewed the Cash and Funds Balance Matrix – December 31, 2024 denoting the funds grand total of $2,601,344.
Mike DeWald overviewed: Management Cash Budget of January 1, 2024 through December 31, 2024
The financial reports prepared by Krohn & Associates for December 31, 2024 were not yet available to be reviewed during the meeting. As Mike was reviewing the drafted reports this past Sunday, he found an item that needed corrected, so they will be reviewed at the next meeting.
Mike provided and reviewed a summary of the largest contributors to favorable and unfavorable 2024 budget items. Overall, 2024 was a good year and Mike recommends transferring $150,000 from the O&M fund to the Asset Replacement Fund. Jim noted that several years ago, they estimated what the District’s long-term replacement costs might be and to try to fund the asset replacement fund appropriately. He feels it would be beneficial to refresh this analysis, now that the District has more history, to identify if the prior assumptions are on point or need adjusting.
Motion by Jim Haney to transfer funds as recommended by Mike; second by Mark Koehler.
Motion carried by voice vote of: 7 Yeas; 0 Nays; 0 Abstain
The Monthly Claims Approval form of December 2024 was reviewed by Lichelle Parker. There were several invoices received from Astbury today, which will be added to next month’s claim form. So, the total of this month’s claim form is low.
Motion by Jim Haney to approve the payment of monthly claims grand total of $33,670.17; second by Jack Bonewits.
Motion carried by voice vote of: 7 Yeas; 0 Nays; 0 Abstains
Board members affixed their signature approval to the Monthly Claim Approval Form.
With the changes to some of the Board Officers for 2025, the Banking Resolution also needs updated. Carson LLP provided an Amended and Restated Banking Resolution with this updated information.
Motion by Jim Haney to approve the Amended and Restated Banking Resolution as written; second by Mike DeWald.
Motion carried by voice vote of: 7 Yeas; 0 Nays; 0 Abstains
Resolution of the Board of Trustees of the Lakeland Regional Sewer District No. 2025-01 signed by present board members.
EASEMENT VARIANCE REQUEST – 285 EMS B1 LANE
Property owners, Nicholas and Elizabeth Koon, would like to construct an addition to the house on their property at 285 EMS B1 Lane. A portion of the addition will encroach on the easement for the sewer lateral line running from the grinder station to the force main, however, not any more than the current structure already encroaches. Astbury reviewed the property and did not have any issues with the proposed addition.
Motion by Jim Haney to grant the easement variance as submitted for 285 EMS B1 Lane; second by Mark Koehler.
Motion carried by voice vote of: 7 Yeas; 0 Nays; 0 Abstain
ASTBURY MONTHLY REPORT
PUMP/PANEL INVENTORY, CUSTOMER PROTOCOL REMINDER
The LRSD Treatment System Operations Treatment System Operations Report of January 10, 2025 was emailed to Board members by Astbury Water Technology, Inc. Thomas Astbury, Matt Rippey, Josh Denlinger, and Aaron Burris reviewed key aspects of the report and provided clarifications to Board members’ inquiries.
Astbury is proposing a temporary containment berm kit to utilize when trucks deliver Ferric Chloride one to two times per year.
Motion by Jim Haney to allow Astbury to proceed in procuring the berm materials, however, because this is not a maintenance fund item, the District will issue a PO to Astbury. The total cost not to exceed $1600; second by Mike DeWald.
Motion carried by voice vote of: 7 Yeas; 0 Nays; 0 Abstain
Jim questioned a couple items on the inventory report which are below the minimum quantity on hand. Aaron clarified that the maintenance guys all have a set of contactors in their trucks, so there are 10 total in inventory counting those. Lichelle confirmed that there is an open PO for a quantity of (5) three-float float trees.
On Monday of this week (1/13/2025), a boring company hit the District’s force main along B33. Astbury had marked the location properly and have very good documentation of that. Astbury reached out to the boring company to let them know they hit the main and notify them of their liability for the issue. Astbury will put together a narrative of the situation and forward it to the District. Aaron called in SiteWorx to excavate the area so he could identify what repair parts were needed. Jim asked Astbury to find out who contracted the boring company and provide that information to the District. Andy Boxberger (Carson LLP) directed the District to send the invoice(s) along with a letter, to the boring company and copy the party which contracted them. The letter should indicate that they hit and damaged the District’s force main and they are liable for the associated costs. If they deny it, then Andy will get involved.
The property owner of 119 EMS B61i Lane previously requested a utility locate, however, Astbury was unable to find the tracer wire. Casey Erwin (DLZ) provided a picture from the original installation that a tracer wire was installed. Astbury has proposed a plan, not to exceed $1000 to pothole the property to find the lateral. They will start at the curb stop to look for a broken tracer wire. If this is the only hole needed, the cost will be $500.
Motion by Jim Haney to allow Astbury to proceed in potholing at the property to find the lateral, with the cost not to exceed $1000.00; second by Mike DeWald.
Motion carried by voice vote of: 7 Yeas; 0 Nays; 0 Abstain
PLANS TO MONITOR GREASE LEVELS AT BARBEE HOTEL AND LAKELIFE
Regarding LakeLife, Carson LLP received an email from their attorney (Jack Birch) today at 5:14pm. He requested to be added to the February Board meeting agenda to update the District on LakeLife’s plans.
Barbee Hotel has submitted a grease maintenance plan which includes seven cleanings per year, as well as measuring the grease level in the trap prior to each cleaning. Jim recommends the District consider to start weekly testing towards spring, however, also requested that if Astbury notices any significant buildup before then, to alert the Board. While Astbury has been performing the testing samples, the District is considering to outsource that process. A unique lock can be placed on the lid with a key provided to the vendor if needed.
INDEPENDENT CONTRACTOR COMMITTEE
Andy Boxberger provided the proposed Legal Services Agreement with Carson LLP for 2025. The agreement includes a $10 per hour increase to the hourly charge for legal services. The Independent Contractor Committee is recommending to approve the agreement as written.
Motion by Jim Haney to give Jim Haney authority to sign the Legal Service Agreement as written; second by Mike DeWald.
Motion carried by voice vote of: 7 Yeas; 0 Nays; 0 Abstain
An Amendment to Astbury Utility Billing Agreement is being presented for review and approval. The current agreement entered in 2019 allows (2) four-year extensions. The first change in the agreement extends the contract to 2027. The second change is to bring the lien filing in-house and no longer pay Astbury to do that. The third change is to bring the monthly reconciliation between the bank and Astbury postings in-house and no longer pay Astbury to do that.
Motion by Jim Haney approve the Amendment to the Astbury Utility Billing Agreement as written; second by Mark Koehler.
Motion carried by voice vote of: 7 Yeas; 0 Nays; 0 Abstain
Casey Erwin provided the proposed Engineering services Agreement with DLZ for 2025.The agreement includes a $5 per hour increase to Casey’s services and an increase to the agreement cap to $15,000.00. Additionally, the new connection reviews will not be applied towards the annual cap.
Motion by Jim Haney to approve the Engineering Service Agreement as written; second by Mike DeWald.
Motion carried by voice vote of: 7 Yeas; 0 Nays; 0 Abstain
INTRODUCE AMENDMENT TO RATE ORDINANCE
With the move to bring the lien filing in-house, is should be stated in the Rate Ordinance that the District is going to charge $100 for each lien that is filed. Additionally, Carson LLP recommended to update the verbiage for other costs. For example, if the District need to rent or be caused to have contractors rent equipment, that the fee charged to the customer will be the District’s cost plus “X” percent. This helps to cover increases in District costs without having to revise the Rate Ordinance each time. Jim is recommending these changes to the Rate Ordinance be introduced today. If approved, the District will need to have a Rate Hearing at the start of the February meeting to adopt the change. Notice of the Rate Hearing will need to be published twice with specific intervals in the local papers.
Motion by Jim Haney to introduce the amendments to the Rate Ordinance as presented; second by Jack Bonewits.
Motion carried by voice vote of: 7 Yeas; 0 Nays; 0 Abstain
ENGINEERING UPDATE
Casey is currently reviewing the Crane Barnes pump proposal for lift station #1. Casey has requested from Astbury some practical performance on the pump and has also asked Astbury to request a proposal for a cooling jacket on the pump. The motor is more efficient and he feels it would help the performance of the station.
PURCHASING UPDATE
As of early January 13, 2025 there were two open purchase orders: one to Astbury for (25) pumps and one to Gasvoda for (5) float tree assemblies (three floats). The pumps were received Monday afternoon, however, the pumps did not include power cords. Gasvoda has indicated they will expedite the power cords.
Joe Cleland served as one of the Purchasing Agents within Small Purchase Policy during 2024, however, with his resignation, he needs to be replaced. Rosa Ritchie is willing to rejoin as a Purchasing Agent.
Motion by Jim Haney for Rosa Ritchie, Jim Haney, and Lichelle Parker to serve as the purchasing agents within the Small Purchase Policy for 2025; second by Mark Koehler.
Motion carried by voice vote of 7 Yeas; 0 Nays; 0 Abstains
Resolution of the Board of Trustees of the Lakeland Regional Sewer District No. 2025-02 signed by present board members.
PROPERTY OWNER CONNECTION STATUS
Lichelle Parker reviewed the Property Owner Connection Status report, updated through January 10, 2025.
OTHER ITEMS THAT MAY COME BEFORE THE BOARD
Andy verified that the Wilo pump was picked up by HP Thomspon last month. Andy requested Astbury have Tim Hare follow up with HP Thompson about it because they do not normally respond to Andy.
Rosa questioned if the electrical issue was resolved at the property of the homeowner who was at last month’s meeting. Aaron confirmed that they met him at the property, confirmed there was an electrical issue, which the property owner subsequently corrected. Jim clarified that even though the problem was corrected, the District previously fined the property owner two separate fines for failure to correct the issue by two prior deadlines. Jim recommends no action be taken to rescind any fines at this time because of the outstanding liens on this and other properties owned by the same entity. It was also discussed that service can be stopped if the District would choose to go that route.
ADJOURNMENT
Motion to adjourn meeting was made at 7:24PM by Cullen Reece with second by Jim Haney.
Motion carried by voice vote of: 7 Yeas; 0 Nays; 0 Abstains
Submitted to Board by Lichelle Parker, District Administrator
Reviewed by Board Secretary, Mark Koehler