Lakeland Regional Sewer District – May 21, 2025 Regular Meeting Minutes
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, Bob Hookman, and Cullen Reece (arrived 6:04pm)
Absent: Rosa Ritchie
PUBLIC COMMENT PERIOD
None
APPROVAL OF PREVIOUS GENERAL MEETING MINUTES
A draft of the April 16, 2025 regular meeting minutes was submitted to all Board members via email on April 21, 2025. The final version was posted on Boardable on April 29, 2025.
Motion to approve by Mike DeWald; second by Bob Hookman.
Motion carried by voice vote of: 5 Yeas; 0 Nays; 0 Abstains
TREASURER’S REPORT AND OTHER FINANCIAL MATTERS
Mike Dewald overviewed the Cash and Funds Balance Matrix – April 30, 2025 denoting the funds grand total of $2,548,784.
Mike DeWald overviewed the Management Cash Budget of January 1, 2024 through April 30, 2025.
The following April 2025 financial reports, prepared by Krohn & Associates, were presented by Mike DeWald: Unaudited Schedule of Cash Receipts and Disbursements; Monthly Analysis of Funds Balances; and Monthly Analysis of Cash and Investment Accounts.
Motion to approve by Jim Haney; second by Bob Hookman.
Motion carried by voice vote of: 5 Yeas; 0 Nays; 0 Abstains
The Monthly Claims Approval form of April 2025 was reviewed by Lichelle Parker.
Motion to approve the payment of monthly claims grand total of $109,834.61 by Mike DeWald; second by Jack Bonewits .
Motion carried by voice vote of: 6 Yeas; 0 Nays; 0 Abstains
Board members affixed their signature approval to the Monthly Claim Approval Form.
A list of five accounts, which the properties have sold, but the accounts still have outstanding balances from the prior owners were presented to the Board to consider for bad debt write off. Indiana Code requires the District to wait 180 days after the final notice of payment is provided to the prior owners, to expense the balance as bad debt.
Motion by Jim Haney for approval to write off the following accounts as bad debt:
Dill (259913) $440.98; (b) MCLP Asset Co (338968) $818.10; (c) Newrez LLC (342337) $215.62; (d) Sausaman (263147) $61.47; and (e) Wells Fargo (341415) $506.05. The total write-off of these five accounts is $2,042.22. Second by Mark Koehler.
Motion carried by voice vote of: 6 Yeas; 0 Nays; 0 Abstains
REQUEST TO RESCIND DAMAGE CHARGES – 79 EMS B34 – GREAF
The property owner of 79 EMS B34, Dan Greaf, called the District office on May 2, 2025, with some questions and during the conversation, the property owner indicated that he could see into the grinder station. Astbury personnel visited the grinder station to assess if the lock was broken or how the inside of the tank was visible. Astbury personnel found the lid and top of the basin broken requiring a replacement insert and new lid to be installed. Mr. Greaf was assessed $637.39 in damage charges for the repair and was present at the meeting to request those charges be rescinded because the damage was done prior to his purchase of the property last summer (June 2024).
Motion by Jack Bonewits to rescind $637.39 in damage charges from Mr. Greaf’s account; second by Cullen Reece.
Motion carried by voice vote of: 6 Yeas; 0 Nays; 0 Abstains
ASTBURY MONTHLY REPORT
PUMP/PANEL INVENTORY, CUSTOMER PROTOCOL REMINDER
The LRSD Treatment System Operations Treatment System Operations Report of May 17, 2025 was emailed to Board members by Astbury Water Technology, Inc. Matt Rippey reviewed key aspects of the report and provided clarifications to Board members’ inquiries.
Miscellaneous station parts (curb stop boxes, curb stops, flex stainless steel and check valves) are included on the inventory report, however, there are no minimum on hand quantities listed. Jim requested that Astbury look at the consumption and lead time of these parts and determine an appropriate minimum quantity to have on hand.
Matt stated that a proposal for the digital asset mapping project is not complete, but questioned if the Independent Contractor Committee would be interested in a presentation to demonstrate what it would look like? Astbury has some examples from other towns that they can show the District. Jim and Mark indicated that they would be very interested in a presentation.
The District is responsible for the IDEM Discharge Permit but because the District contracts out the operation of the wastewater treatment system, Astbury defines who will be put in charge as the operator of the treatment facility. Astbury has initiated a Notice of Change to IDEM for the Certified Operator of Record for the District to go into effect on June 1, 2025. This change will replace Josh Denlinger as the operator of record with Matt Rippey. Jim Haney has signed a letter on behalf of the District to notify IDEM of these changes and Astbury has submitted the appropriate Notice of Change form to IDEM.
A property owner on EMS B9 reached out to the District office earlier in the month with a concern of how the road (EMS B9) is deteriorating around a sewer lid that is located within the middle of the road. Matt indicated that the lid in the road is a cast iron structure that goes down to a valve housing. The property owner had reached out to the county and was advised that EMS B9 is not a county-maintained road, but rather a privately maintained road. Casey Erwin (DLZ) advised that he believes the lid is just outside of SR 13 highway’s right of way. Jim questioned if it was the District’s responsibility and if there is a risk to the District’s equipment the road continues to deteriorate. Matt stated that the biggest risk he could think of was if a snow plow blade caught the lid, then it could damage the equipment. Jack suggested laying a concrete box around the lid to protect it. Astbury is going to pursue quotes from vendors to pour concrete around the lid. Casey indicated that if the road (EMS B9) needs to be closed for a repair that an INDOT permit may be required. Jim will forward Matt the email from Casey for Astbury’s reference as they obtain quotes.
INDEPENDENT CONTRACTOR COMMITTEE
The Independent Contractor Committee has been in discussions with Astbury since last fall regarding an amendment to the Astbury O&M Agreement to address preventative maintenance items that were not specifically addressed in the original 2015 Astbury O&M Agreement. The committee presented an amendment to the Board for review that defines that scope of work and the associated rates.
Motion by Jim Haney to approve the amendment as presented; second by Mark Koehler.
Motion carried by voice vote of: 6 Yeas; 0 Nays; 0 Abstains
Astbury invoice INV-AWT-008006 for caustic soda flushing at 6 grinder stations and all 3 lift stations last fall has been on hold pending the discussions of a revision to the O&M Agreement.
Motion by Jim Haney to approve invoice INV-AWT-008006 for $1859.68 for work performed in September 2024; second by Mike DeWald.
Motion carried by voice vote of: 6 Yeas; 0 Nays; 0 Abstains
ENGINEERING UPDATE
No updates.
PURCHASING UPDATE
There were two open POs as of Monday, May 19, 2025:
One PO for five complete grinder stations. The basins and kits from this PO were received on March 31, 2025, however, the pumps and control panels are still outstanding.
And one PO for ten Float tree assemblies (3-floats).
Several companies have been contacted to provide quotes for driveway and parking lot maintenance. Three companies responded with quotes and all three recommended not only crack filling, but also seal coating since that has not been done before. Seal coating is recommended every 3-5 years.
Motion by Jim Haney to pursue Super Seal to provide the asphalt maintenance (provided they have appropriate insurance); second by Cullen Reece.
Motion carried by voice vote of: 6 Yeas; 0 Nays; 0 Abstains
FINANCE COMMITTEE
The Finance Committee discussed implementing a policy to allow for customers to receive one late fee penalty abatement, provided they sign up for autopay. Mike has forwarded the policy to Carson to convert it into a motion which the Board can review and approve next month.
Judy Jacobs called the District office to request a late fee of $7.87 be rescinded. Ms. Jacobs stated that she mailed her check on 4/24/2025, however, Astbury did not receive the check until 5/5/25 at which time it was posted to her account. Because payment was not received by the due date of 4/30/2025, a late fee of $7.87 was assessed to her account on 4/30/2025. Mike clarified that the late fee abatement policy that the Finance Committee has discussed would allow each customer one late fee abatement provided they sign up for autopay.
Motion by Jack Bonewits to deny the request (because the customer has not signed up for autopay); second by Cullen Reece.
Motion carried by voice vote of: 6 Yeas; 0 Nays; 0 Abstains
The Finance Committee has not discussed any changes to the lien process yet.
PROPERTY OWNER CONNECTION STATUS
Lichelle reviewed the Property Owner Connection Status report, updated through May 19, 2025.
Tony Krouse, of 232 EMS B1, obtained a temporary disconnect permit on July 17, 2023. Mr. Krouse is adding living quarters to an existing pole barn on the property. Once those living quarters are complete, he will be disconnecting the sewer from the existing house and connecting it to the pole barn, and the house will then be torn down. Mr. Krouse is working on this project himself and so is taking some time to complete. He anticipates disconnecting from the existing house and connecting to the pole barn during the fall of 2026. Because his permit is nearing the 24-month timeframe, he is requesting to renew his permit.
Motion by Jack Bonewits to extend the permit application for 232 EMS B1 for one year at no additional charge; second by Cullen Reece.
Motion carried by voice vote of: 6 Yeas; 0 Nays; 0 Abstains
OTHER ITEMS THAT MAY COME BEFORE THE BOARD
None
ADJOURNMENT
Motion to adjourn the meeting was made at 7:35 PM by Jim Haney with second by Cullen Reece.
Motion carried by voice vote of: 6 Yeas; 0 Nays; 0 Abstains
Submitted to Board by Lichelle Parker, District Administrator
Reviewed by Vice President/Assistant Secretary, Mark Koehler