May 18, 2022 Minutes

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

• Present: Jim Haney, Parke Smith, Mike DeWald, Bob Marcuccilli, Joe Cleland, Frank Kurth, Emily Shipley
• Absent: None

Report of Meeting Notice

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

Approval of Previous Minutes

• Parke Smith presented the April 20, 2022, 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
  • 1 Abstain

Treasurers Report and Other Financial Matters

• Mike DeWald reviewed the financial reports.  Mike noted the following:
  • Line 789 shows as $26,022 in the red, but approximately $23K are resale items.
  • Line 159 is within $900 of year to date.
  • The cost of flushing lines (every 5-year occurrence) was included in this year’s report.
  • The Matrix balance matches the accounting reports.
  • The ending balance for the month was $2,227,921.
• Mike DeWald made a motion to approve the Unaudited Schedule of Cash Receipts and Disbursements, the Monthly Analysis of Funds and Balances, and the Monthly Analysis of Cash Investment Accounts.  The motion was seconded by Bob Marcuccilli and was carried by the voice vote of:
  • 7 Yeas
  • 0 Nays
  • 0 Abstain
• Mike also presented the monthly claims report and noted that the activities this month were typical.
• Mike DeWald made a motion to approve the May monthly claims report in the amount of $48,812.11.  The motion was seconded by Joe Cleland and was carried by the voice vote of:
  • 7 Yeas
  • 0 Nays
  • 0 Abstain

Rate Study Requirements

Jim Haney shared that the LRSD has committed to doing a rate study every 2 years and that the last study was performed by Krohn and Associates in 2020.

• Jim and Mike DeWald recommend using a 3^rd party again for a new study and recommended using Baker-Tilley.  Baker-Tilley is already familiar with the LRSD, and Jim and Mike expressed a level of comfort using them for the new study.
• Jim indicated that the asset replacement inventory needed to be updated based on the experience of the past couple of years, regarding items such as maintenance needs, inflation, equipment longevity, pump costs, etc.   Jim suggested that Jim, Greg Gear, and Astbury conduct the initial work and seek feedback from DLZ.
• Jim Haney made a motion to secure a quote from Baker-Tilley for the proposed rate study to be completed by November 1, 2022.  The motion was seconded by Parke Smith and was carried by the voice vote of:
  • 7 Yeas
  • 0 Nays
  • 0 Abstain

Independent Contractor Committee

• Bob Marcuccilli reported that the committee continues to work with Astbury on a new contract and that LRSD received the most recent reply from Astbury on May 18 and will review.

Astbury Monthly Report 

Astbury provided a written report prior to the board meeting and Tom Astbury, Josh Koontz, and Zack Arnold were in attendance.  Astbury reported the following:

• Astbury continues to recruit new staff.  Zack Arnold is a recent hire and 1 additional hire is expected to start next week.
• For the period ending April 30, capacity and flow were down and the system was in full compliance.
• Reviewed the call-out report and cited a few owner issues regarding damaged equipment.
• Reported that all preventative maintenance items were on track for the month.
• Provided an update on the screen brush and auger replacement.
  • The auger is expected to ship on August 2.
  • Astbury obtained 2 quotes – 1 from Haskins Underground in the amount of $7,500 (recommended by Astbury) and a 2^nd quote from another provider for $19,000.  The board directed Greg Gear to investigate other potential vendors.
  • Parke Smith made a motion to authorize Astbury to coordinate the completion of the screen and auger replacement, not to exceed $7,500.  The motion was seconded by Bob Marcuccilli and was carried by the voice vote of:
    • 6 Yeas
    • 1 Nays
    • 0 Abstain
• The effluent flow meter was calibrated.  There is a discrepancy in the calibration (25-30% below actual flow) and the meter failed to hold the calibration.  Astbury obtained an estimate for repair and replacement of $5,500.
  • Jim Haney made a motion to authorize Astbury to procure a meter replacement, install, set-up, and provide a cover not to exceed $5,500.  The motion was seconded by Mike DeWald and was carried by the voice vote of:
    • 6 Yeas
    • 1 Nays
    • 0 Abstain
• As a future project, Astbury reported that the media at Lift Station #1 will need replaced and is an annual process.  Astbury indicated that the cost of replacement is $3,050 with installation being provided by Astbury per contract.
  • Jim Haney made a motion for Astbury to proceed with the media replacement at Lift Station #1 in the amount of $3,050.  The motion was seconded by Bob Marcuccilli and was carried by the voice vote of:
    • 7 Yeas
    • 0 Nays
    • 0 Abstain
• As an item for discussion, Astbury reported that American Pump can provide pump repairs.
  • Per Josh Koontz, American Pump will pick-up/deliver/inspect pumps at $200 per unit.
  • The board authorized Astbury to send 6 pumps to American Pumps for diagnosis.
• Astbury asked the board to consider a potential Lakeside Generator Maintenance Agreement – Ritter Electric provided a $1000 annual quote.  No action taken.
• Astbury reported that the cost to set up an in-house pump test station would be approximately $4,400, including providing electrical power.
  • Jim Haney made a motion for Astbury to proceed with the installation of a pump test station at a cost not to exceed $5,000.  The motion was seconded by Joe Cleland and was carried by the voice vote of:
    • 7 Yeas
    • 0 Nays
    • 0 Abstain
• Critical parts inventories were provided.  Astbury provided minimum recommended quantities to have on hand and corresponding recommended orders to match.
  • Based on Astbury recommendations and information provided, Jim Haney made a motion for Greg Gear to purchase 3 Type 2 Grinders and 2 Type 3 Panels.  The motion was seconded by Parke Smith and was carried by the voice vote of:
    • 7 Yeas
    • 0 Nays
    • 0 Abstain
• Greg Gear reported that he has 3 contractors identified to provide quotes for driveway repair.

Update on Selge Breach of Contract – Carson

• Andy Boxberger reported that a formal letter has been sent to Selge, informing Selge of the LRSD claim of breach of contract with a response deadline of June 1, at which point the district will consider other additional options.

Property Owner Connection Status

• Greg Gear reported that the current number of properties that have yet to connect remains at 4.
• Greg also reported that there were no new permits requested this month, and 4 tear down/rebuild permits requested this month.

Lake Life Sewer Charges

Item added to the agenda in response to owner’s concern regarding rates.

• No representative of Lake Life attended the meeting
• Jim Haney reported that a review of the rate ordinance confirms that Lake Life is paying the appropriate rate and that the board believes the rate to be fair and equitable for all district property owners.
• The board determined that it would be appropriate to consider the frequency in which restaurant seat counts are conducted to reflect and accurate application of the ordinance.  The board agreed to conduct monthly inspections until such time as a policy is adopted and formally put in place.

Agenda Change Regarding Public Comments

Andy Boxberger confirmed that Regional Sewer Districts in Indiana are required by statute to provide for an opportunity for public comment.

• Joe Cleland made a motion to move the Public Comment Section of the LRSD monthly meetings to the beginning of the meeting, with a 3-minute time limit and the requirement that anyone wishing to make public comment complete a form prior to the meeting including their name and the name of the road on which they live.  The motion was seconded by Bob Marcuccilli and was carried by the voice vote of:
  • 7 Yeas
  • 0 Nays
  • 0 Abstain

Stuber Exemption

Property owner Stuber’s sewer connection exemption has expired, and the property owner requested (in writing, the property owner was not present) that the board consider granting an extension to the previous connection exemption.

• Jim Haney made a motion to deny the request to extend the deadline.  The motion was seconded by Bob Marcuccilli and was carried by the voice vote of:
  • 6 Yeas
  • 1 Nays
  • 0 Abstain

Other Items That May Come Before the Board

• DLZ provided clarification on the investigation costs regarding Lift Station #1 voltage control.  Previous labor costs were submitted by DLZ without the board being informed.

Public Q & A

• None

Adjournment

• Motion to adjourn the meeting at 8:23 was made by Jim Haney.  The motion was seconded by Joe Cleland and was carried by the voice vote of:
  • 7 Yeas
  • 0 Nays
  • 0 Abstain

Parke Smith, Secretary