COMMENCEMENT
The Lakeland Regional Sewer District Board of Trustees met at the District’s Administration Office, located at 5002 East 100 North, Warsaw, Indiana. The meeting was called to order at 6:00 PM by Jim Haney.
Present: Jim Haney, Bob Marcuccilli, Mike DeWald, Joe Cleland, Emily Shipley, Rich Dan
Absent: Seat vacated by Rosa Ritchie resignation
REPORT OF MEETING NOTICE
The meeting date and time were posted and advertised as required.
ELECTION OF SECRETARY
As a result of Rosa Ritchie’s resignation, the Board needs to elect a secretary for the balance of 2023; and, Jim Haney nominated Rich Dan.
Motion to approve by Jim Haney with second by Mike DeWald
Motion carried via voice vote as follows: 6 Yeas; 0 Nays; 0 Abstains
PUBLIC COMMENTS
None
APPROVAL OF PREVIOUS MINUTES
The revised June 21, 2023 Regular Meeting Minutes were presented by Jim Haney
Motion to approve by Mike DeWald with second by Joe Cleland
Motion carried via voice vote as follows: 5 Yeas; 0 Nays; 1 Abstains
AMENDMENT OF JANUARY 2023 MEETING MINUTES
The Regular Meeting Minutes of 01/18/23 were amended to retain the officers with a vote of 5 Yeas, 0 Nays, and 0 Abstains.
Motion to approve by Jim Haney with second by Bob Marcuccilli
Motion carried via voice vote as follows: 4 Yeas; 0 Nays; 2 Abstains
TREASURER’S REPORT, AUDIT UPDATE, AND OTHER FINANCIAL MATTERS
Last year the District received a $100K grant from Kosciusko County ARPA. The grant was awarded to fund the District’s Ferric Chloride Bulk Storage project. Invoices and payment claims are being received and need to be paid. Mike is proposing that $100K be transferred from the Asset Replacement Fund to the O&M Fund to pay these claims and invoices. When the project is completed, the District will submit the appropriate documentation to the County for reimbursement from the awarded grant. Once those funds are received from the County, the $100K will be placed back in to the Asset Replacement Fund. Motion to transfer $100,000 as noted.
Motion to approve by Mike DeWald with second by Joe Cleland
Motion carried via voice vote as follows: 6 Yeas; 0 Nays; 0 Abstains
Approve the June 30, 2023 Monthly Unaudited Schedule of Cash Receipts and Disbursements, Monthly Analysis of Fund Balances, and Monthly Analysis of Cash and Investment Accounts as prepared by Krohn and Associates.
Motion to approve by Jim Haney with second by Emily Shipley
Motion carried via voice vote as follows: 6 Yeas; 0 Nays; 0 Abstains
Monthly Claim Approval Form Grand total: $ 112,989.64
Motion to approve by Jim Haney with second by Joe Cleland
Motion carried via voice vote as follows: 6 Yeas; 0 Nays; 0 Abstains
State Board of Accounts Audit covering 2018 through 2022 is being conducted by Crowe LLP
13 document requests have been answered by the District
3 new document requests have been received, with one (1) answer provided and two (2) answers pending.
Crowe is currently scheduled to make a one-day visit to LRSD
UPDATE: LAKELIFE GREASE AND OIL NON-COMPLIANCE
Early today (07/19/23), Lakelife (Joe Gallas) emailed a draft design drawing (i.e., subset of remedy plan that is to be provided to the District no later than 07/31/23). Joe Gallas noted that he noticed a number of incorrect entries on the draft design drawing which require correction, however did not specify details
Joe Gallas requested a key to the grinder station to clean the grinder station when Lakelife’s grease pits are periodically cleaned. Jim Haney stated that routine inspection of and cleaning of the District’s grinder station was the accountability of LRSD, and said request was denied
Jim Haney noted that sampling should continue as is so as to avoid a sudden spike.
AMEND RATE ORDINANCE FOR RESTAURANT SEAT COUNT
In the last meeting, the Board voted to change the method of calculating restaurant seating by eliminating outdoor seating from the peak count. Motion was made to adopt Rate Ordinance 2023-03 to include this language.
Motion to approve by Jim Haney with second by Joe Cleland
Motion carried via voice vote as follows: 6 Yeas; 0 Nays; 0 Abstains
The last seating questionnaire was sent to restaurants within the District in October 2022. Since the questionnaire did not require a breakdown of indoor and outdoor seating it was proposed that a new questionnaire be sent as a result of the change in the Rate Ordinance to only charge for indoor seating.
Motion to send a new questionnaire to the restaurants within the District was made by Joe Cleland with second by Bob Marcuccilli
Motion carried via voice vote as follows: 6 Yeas; 0 Nays; 0 Abstains
AMEND USE ORDINANCE SECTION 5.4 REGARDING PORTABLE TOILETS
As discussed at the last meeting, per ordinance portable toilets are not allowed. Turkey Creek coordinated their efforts with the County commissioners, and: created a license approach provides awareness of existence of portable toilets; created a waiver for obtaining license process; and, indemnifies their sewer district in the event of a spill from a portable toilet.
Carson will draft language to address concerns expressed.
AMEND INTERNAL CONTROL POLICY – CREDIT CARD USAGE AND LIMITS
Jim Haney overviewed the credit card usage, providing examples of usage, and limits process towards increasing the limit to $1000
Motion to approve by Jim Haney with second by Bob Marcuccilli
Motion carried via voice vote as follows: 6 Yeas; 0 Nays; 0 Abstains
AMEND SMALL PURCHASES POLICY (RESOLUTION 2023-04)
Specifies three (3) purchasing agents each with purchasing power equal to $16,666.66; therefore, need to replace recently resigned Board member with new member
Motion to appoint Rich Dan as a Purchasing Agent (outlined in the Small Purchases Policy) was made by Jim Haney with second by Mike DeWald
Motion carried via voice vote as follows: 6 Yeas; 0 Nays; 0 Abstains
INDEPENDENT CONTRACTOR COMMITTEE
No items to discuss
ASTBURY MONTHLY REPORT
PUMP/PANEL INVENTORY, CUSTOMER PROTOCOL REMINDER
With last report released 1-day prior to meeting, discussion and agreement specified that Astbury shall provide their monthly report no later than 72-hours prior to the commencement of the monthly meeting (i.e., by at least 6:00 PM on prior Sunday, or earlier).
Given current rain condition, discussed potential for higher flows caused by items such as: improper customer connection of items (e.g., sump pumps); system leakage due to aging; excessive rain flow into grinder stations; new construction issues; etc. No real-time method to calculate flows through three (3) lift stations.
Astbury requests LRSD to purchase two (2) hydrogen sulfide odaloggers, to replace the existing borrowed from another sewer district. Monitoring performed by temporarily shifting odaloggers(s) between the three (3) lift stations. Cost is $1,995 each. Need two (2) units as it takes roughly ten (10) days to clear a unit between usages.
Motion to approve by Jim Haney not to exceed $4500 with second by Mike DeWald
Motion carried via voice vote as follows: 6 Yeas; 0 Nays; 0 Abstains
Discussed ongoing stocking of Razor pumps (e.g., rebuild @ $900 vs replace @ $1607). Prior cost was $2300. Do we have enough history to decide approach?
Board requested Astbury to provide proposal for next meeting regarding disposal / salvage value (e.g., Kester) of pumps which will no longer be rebuilt.
Jim Haney to investigate SCADATA to address communication losses at lift station (e.g., #2 and others)
Discussed preventative maintenance proposal / authorization (i.e., $13,000+10%) for painting the blower building enclosure
Motion to approve by Joe Cleland for up to $14,600 with second by Bob Marcuccilli
Motion carried via voice vote as follows: 6 Yeas; 0 Nays; 0 Abstains
Discussed benefits of establishing / revisiting an inclusive corrective maintenance schedule which would compare estimated versus actual costs so as to better understand and prepare for annual budgeting accuracies (e.g., impact on future rate increases).
To continue discussion in future.
Discussed found grinder station lid lock missing (possibly damaged by customer mowing) which can lead to customer being invoiced.
In Astbury report where question marks (?) exist, would like a recommendation to be provided with reasoning / data / experience.
Discussed cost of replacing a customer location check valve on 6/28/23 at 163 EMS B40A Lane where cost was roughly double that of prior replacements.
Astbury to provide an explanation to the Board.
ENGINEERING UPDATE – FERRIC CHLORIDE PROJECT – DLZ
Noted Haskins corroded electrical panel application for work done to-date in amount of $68,747.16
Motion to approve payment by Jim Haney with second by Mike DeWald
Motion carried via voice vote as follows: 6 Yeas; 0 Nays; 0 Abstains
Noted estimate to replace corroded electrical panel (i.e., revised contract amount of $82,337.96), with work authorized a couple of weeks ago by Jim Haney. Contractor is late in completing work by roughly 1-month. Astbury asked how LSRD will not incur extra costs due late work completion, as Jim Haney needs to know ASAP (re purchase of 55-gallon drums of ferric chloride).
PURCHASING UPDATE – COATING QUOTES
Third vendor identified who will quote under guidance by Josh. Vendor(s) were shocked that after only five (5) years a preventative maintenance coating was necessary. Astbury noted that low pressure systems are “different”. 25-extra panels were delivered; and, Joe Cleland issued written purchasing approval on June 29, 2023 in the amount of $13,000.
PROPERTY OWNER CONNECTION STATUS
Lichelle Parker reviewed individual specifics / approach (reference detailed email).
Given property ownership changes, Lichelle was asked to draft letter of orientation to be sent to new property owners for immediate key information (e.g., leave power on when not at location).
OPEN BIDS TO SELL ROLL-OFF CONTAINER
Two bids were received and opened at meeting by Carson, with motion to sell for $3800 to higher bidder (i.e., Stafford Solid Waste)
Motion to approve by Mike DeWald with second by Rich Dan
Motion carried via voice vote as follows: 6 Yeas; 0 Nays; 0 Abstains
OTHER ITEMS THAT MAY COME BEFORE THE BOARD
How does Kosciusko County tell a builder that they need to contact LRSD? Joe Cleland will contact County to discuss, and will provide feedback when received.
Andy Boxberger provided new maximum a Board member can be paid to $150 for each day or major part of a day devoted to the work of the district. Most districts pay Board members, but not all. LRSD has elected not to pay Board members at the present time.
Two relatives building on adjacent properties, in which one has type-1 grinder station and other with no current. Agreed that there would be no advantage to either customers or LSRD to convert to type-2 for both versus adding 2nd type-1 to other property.
ELECTION OF BOARD VICE PRESIDENT AND ASSISTANT SECRETARY
Bob Marcuccilli is resigning from the Board effective July 20, 2023. Emily Mae Shipley nominated to serve balance of 2023 for the vacated officer position.
Motion to approve by Jim Haney with second by Joe Cleland
Motion carried via voice vote as follows: 6 Yeas; 0 Nays; 0 Abstains
ADJOURNMENT
Motion to adjourn the meeting was made at 8:00 PM
Motion to approve by Mike DeWald with second by Joe Cleland
Motion carried via voice vote as follows: 6 Yeas; 0 Nays; 0 Abstains
Submitted ~ Rich Dan, Secretary (revised as necessary)