March 15, 2023 Minutes

March 15, 2023 Minutes

The meeting was called to order at 6:00 PM by Jim Haney. 

  • Present: Jim Haney, Joe Cleland, Mike DeWald, Parke Smith, Bob Marcuccilli, Rosa Ritchie
  • Absent: Emily Shipley


Report of Meeting Notice

The meeting date and time were posted and advertised as required.


Public Comments

  • Barbara Clark (N 700 E) submitted a speaker from and requested an extension for connection to the end of June.  The property owner expressed her intent to connect but cited several reasons for the request for extension (contractor delays, current flooding of the area, and cost).
  • Jim Haney made a motion to take up the issue in this meeting. The motion was seconded by Joe Cleland and was carried by the voice vote of:
    • 6 Yeas
    • 0 Nays
    • 0 Abstain
  • After guidance was provided by the board noting the opportunity for the property owner to seek a septic use extension from the Health Department, the property owner decided that she would first seek the 5-year extension from the Health Department for continued use of her septic system and connect as time and resources allow.


Approval of Previous Minutes

  • Parke Smith presented the February 15, 2023, Regular Meeting minutes and made a motion to approve as submitted. The motion was seconded by Mike DeWald and was carried by the voice vote of:
    • 6 Yeas
    • 0 Nays
    • 0 Abstain


Treasurers Report and Other Financial Matters

  • Mike DeWald reviewed the Cash and Fund Balance Matrix and noted the ending balance of $2,084,521.   Mike also noted:
    • Actual revenue came above typical amounts at about $174k.  
    • The high point of expenditures continues to be maintenance and repairs.  This was mostly driven by some catchup payments to Astbury and the $29k for the new pump to Thompson.  
    • By-and-large, most other items were reasonably close to budget.
    • In the other funds, a CD matured for $150,000 and was deposited into the 10% bond payment reserve fund where it came from, and USDA/RD was paid on February 1st as scheduled ~$394k.
  • Mike also reviewed the Management Cash Budget.  Mike noted:
    • Receipts were under budget by approximately $15K.
    • Expenses were over budget by approximately $10K.
    • Maintenance and Repairs was slightly more favorable this month than previous months.
    • Overall, the budget was about $12K behind for the 2-month period.
  • Mike then presented the Unaudited Schedule of Cash Receipts and Disbursements, as prepared by O.W. Krohn and Associates.  Mike DeWald made a motion to approve the Unaudited Schedule of Cash Receipts and Disbursements, Monthly Analysis of Fund Balances, and Monthly Analysis of Cash and Investment Accounts as presented. The motion was seconded by Parke Smith and was carried by the voice vote of:
    • 6 Yeas
    • 0 Nays
    • 0 Abstain
  • Mike presented the monthly Claim Approval Form for a total of $17,245.53.  Mike noted that the claims for this month were fewer than typical months.  Jim Haney made the motion to approve the Monthly Claims, seconded by Bob Marcuccilli and was carried by the voice vote of:
    • 6 Yeas
    • 0 Nays
    • 0 Abstain
  • Mike presented a bill received from H.P. Thompson in the amount of $29,645.00 for the second back-up pump.  The bill is due April 8, so Mike was seeking permission to make payment.  Joe Cleland made the motion to approve payment to H.P. Thompson in the amount of $29,645.00 when due, seconded by Bob Marcuccilli and was carried by the voice vote of:
    • 6 Yeas
    • 0 Nays
    • 0 Abstain


Independent Contractors Committee Update

  • Bob Marcuccilli reported that potential resolution to the coating lift station walls issue was in process and that LRSD gathered recommendations from DLZ.  DLZ recommended a specific contractor for the work based on pricing and experience with the company in other settings.
  • Joe Cleland noted that the district only had 1 current quote and suggested that LRSD gather additional quotes before making a final decision. 
  • After discussion, Joe Cleland made a motion to pursue additional quotes based on the specifications identified in the received quote.  The motion was seconded by Bob Marcuccilli and was carried by the voice vote of:
    • 6 Yeas
    • 0 Nays
    • 0 Abstain


Spare Pumps – Lift Stations 2 and 3

  • Based on current information gathered, the LRSD Board decided to hold on any further action on this issue.


Grease Violations – Lake Life

  • In February, Carson sent a letter to LakeLife notifying them of grease violations and associated costs and fines.  Astbury has not yet added the cost or fines to LakeLife’s monthly bill.
  • An additional test was conducted on March 1, in which LakeLife was again found to be in violation.
  • There was much discussion among the board members as to the appropriate response and next steps.
  • Parke Smith made a motion to invoice LakeLife for all current fines and clean-out costs, acknowledge LakeLife’s efforts to rectify the situation, and notify LakeLife that LRSD would continue to monitor the grease situation and will continue to assess clean-out charges and fines per policy.  The motion was seconded by Joe Cleland and failed to carry by the voice vote of:
    • 3 Yeas
    • 3 Nays
    • 0 Abstain
  • Bob Marcuccilli made a motion to invoice LakeLife for all current fines and clean-out costs and notify LakeLife of the results of the March 1 test.  After additional discussion, Bob withdrew the motion.
  • Jim Haney made a motion to inform LakeLife of the failed test on March 1 and that the resulting fine of $500 will be suspended pending LakeLife resolving the grease situation within 30 days.  The notification will be drafted by Carson but sent to LakeLife under LRSD Letter Head.  The motion was seconded by Bob Marcuccilli and was carried by the voice vote of:
    • 6 Yeas
    • 0 Nays
    • 0 Abstain


Property Reclassification Request – Hackleman

  • Property owner Hackleman noted that a guest house was initially classified as a residence and assessed a full EDU rate and that the structure is a guest house and should be classified as such.  
  • Jim Haney made a motion to reclassify the structure as a guest house with appropriate EDU assessments as of March 15, 2023.  The motion was seconded by Parke Smith and was carried by the voice vote of:
    • 6 Yeas
    • 0 Nays
    • 0 Abstain


Rate Reduction Request – Allen

  • Property owner Allen requested a rate reduction as the result of a fire, which has rendered the property uninhabitable.
  • Parke Smith made a motion to grant the rate reduction effective on the date of receipt of the proper form and account becoming current.  The motion was seconded by Mike DeWald and was carried by the voice vote of:
    • 6 Yeas
    • 0 Nays
    • 0 Abstain


Astbury Monthly Report 

  • Tom Astbury presented the monthly report. 
  • General Operations
    • All systems fell within acceptable ranges for the month and the plant is running smoothly.
    • The LRSD permit renewal form has been completed, paid, and submitted to IDEM. The In-The-Round (ITR)-related construction permit has been completed and submitted to IDEM by DLZ.
    • Astbury is currently in the process of “thinning” the biomass of the WWTP in preparation for warmer weather. During cold weather, a “thicker” biomass is necessary to provide optimal NH-3 removal. Warm weather facilitates increased microbial activity and necessitates a less concentrated biomass.
  • Corrective Maintenance
    • Corrective maintenance occurs as required and includes WWTP and grinder station/lift station maintenance. Any issues discovered at grinder stations related to grease accumulation or excessive debris are forwarded to LRSD upon completion of the work order for evaluation. Corrective maintenance work orders created during the month but not closed/completed will be included in following month’s report.
    • The gearbox has been removed from the influent drum screen and is being taken by Dan Fox to a machine shop for seal removal and replacement.
    • New cell antenna installed by SCADATA at lift station #3 on March 9. This should help with the spotty wireless service at this station.
    • Three (3) check valves were fixed since the last meeting. Two (2) of these were considered emergency repairs.
    • There was a minor overflow at a grinder station on March 2 located at 4288 N. Sullivan Rd.
      • Reported to IDEM; only a maximum of ten (10) gallons escaped.
      • Found both breakers off, but no previous record of Astbury presence at this location.
  • Preventative Maintenance
    • Preventative Maintenance was performed as required on infrastructure and equipment that comprises the LRSD treatment system, including WWTP, lift station equipment, and collection system low pressure sanitary system (LPSS).
  • Special Projects
    • Drum Scrubbers: February’s logging of hydrogen sulfide (H2S) levels at lift station #1 revealed a significant decrease is concentration compared to previous readings. An average reading of 55 parts per-million (ppm) down from greater than 300 ppm.
    • Curb Box Replacements: Received a quote for curb box replacement from Siteworx once replacement equipment is secured by Greg Gear. Two (2) currently have broken tops, with another vulnerable to damage.
  • Future Projects
    • Lift Station Coating:  The Board referred it to the independent Contractor Committee.
  • Issues for Discussion
    • Power Flickers: Had additional power flickers at the lift stations where control transformers recommended by DLZ were installed. Astbury will continue to monitor frequency of these and note any common themes in occurrences.
    • Lift Station #1: The replacement diffuser has been received. Astbury intends to have this installed when it can be combined with another confined space entry to the wet well
    • Oil and Grease Sampling: Additional samples collected on March 1. The Barbee Inn registered results of 43 mg/L, which is below the Sewer Use Ordinance (SUO) limit of 100 mg/L; Lakelife’s results (140 mg/L) were slightly in excess of the limit. Samples are to be collected the first of each month going forward.
  • A Billing Services representative was also present and commended LRSD for consistent creation and application of district policies that have resulted in efficient and effective operations on Astbury’s end.


DLZ Updates – Ferric Chloride Project

Casey Erwin was present and reported:

  • Plan Reviews: Plan Reviews current
  • Campground Connection – DLZ proposal for Preliminary Study: DLZ holding per review, comment and/or approval of proposal
  • Chemical Feed Tank
    • Agreement executed/signed in February, provided to Contractor
    • DLZ is reviewing shop drawings
    • Preconstruction Meeting pending, later in Spring and closer to mobilization
  •  Dewatering Mechanism: IDEM Construction Permit
    • Construction Permit Application submitted to IDEM
    • IDEM review comments or permit issuance pending


Monthly Connection Report

  • Greg Gear reported:
    • Four properties remain unconnected.
    • One property will be going to Sheriff’s sale on 3/28/23.
    • There has been 1 new permit pulled and 1 new connection completed.


Jellystone Update

  • Jim Haney reported that Jellystone board does not meet until March of 2023 and will not be able to provide a response until after that meeting.


Other Matters That May Come Before the Board 

  • Jim Haney noted that LRSD forms need to be revised because of the updated Rate Ordinance.
  • Jim also noted that the permit form needs to be modified to include rate categories to avoid future confusion for property owners connecting.



  • Motion to adjourn the meeting at 8:29 pm was made by Parke Smith.  The motion was seconded by Mike DeWald and was carried by the voice vote of:
    • 6 Yeas
    • 0 Nays
    • 0 Abstain


Parke Smith, Secretary