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, Joe Cleland, Cullen Reece (arrived 6:15 PM), Rich Dan
Absent: Open Seat, Mark Koehler (1 st meeting scheduled for 12/20/23).
MARK KOEHLER APPOINTMENT
On November 9, 2023, the Kosciusko County Council appointed Mark Koehler to fill the Trustee
seat prior vacated by Rosa Ritchie.
On November 2, 2023, Emily Shipley tendered her resignation from the LRSD Board. Jim
Haney is in the process of making a recommendation to fill this seat to the Kosciusko County
Council.
PUBIC COMMENT PERIOD
None
APPROVAL OF PREVIOUS GENERAL MEETING MINUTES
The final version of the October 18, 2023 Regular Meeting Minutes were issued to all Board
members via email by the Board Secretary, Rich Dan.
Motion to approve by Rich Dan with second by Joe Cleland
Motion carried via voice vote as follows: 4 Yeas; 0 Nays; 0 Abstains
TREASURER’S REPORT, AUDIT UPDATE, 2024 BUDGET,
AND OTHER FINANCIAL MATTERS
Mike Dewald overviewed the Cash and Funds Balance Matrix – October 31, 2023 denoting the
funds grand total of $2,206,181.
Mike DeWald overviewed: Management Cash Budget of January 1, 2023 through October 31,
2023; and, Monthly Claim Approval Form of November 2023.
Motion to approve the payment of monthly claims grand total of $137,773.14 by Jim Haney
with second by Joe Cleland.
Motion carried via voice vote as follows: 4 Yeas; 0 Nays; 0 Abstains
The following financial reports, prepared by O. W. Krohn & Associates – 11/10/23, 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 Mike DeWald with second by Rich Dan.
Motion carried via voice vote as follows: 4 Yeas; 0 Nays; 0 Abstains
Board members affixed their signature approval to the Monthly Claim Approval Form –
November 2023 for the grand total of $137,773.14.
Mike DeWald noted that the audit is currently active, and projected to end by the end-of-year.
REQUEST TO RESCIND LATE PAYMENT FEE – 15 EMS B59 (Shrock)
After customer authorizing their bank to issue a monthly payment check along with the amount
being deducted from the customer’s bank account, the check was lost in the mail by the United
States Postal Service. Discussion ensued regarding the handling of this as compared to prior
late payment instances.
Motion to rescind the late payment fee was made by Joe Cleland with second by Cullen
Reece.
Motion carried via voice vote as follows: 4 Yeas; 1 Nays; 0 Abstains
Board discussed the value of passing a policy whereas first time late payment offenders may
have the fee rescinded if they sign up for ACH. This discussion was tabled pending further
examination of technical administrative requirements and issues.
DAMAGE DISPUTE 174 EMS B33 (Dowell)
Astbury (Josh) provided a historic overview of damage event inclusive of pictures, concluding
that the damage took place prior to the servicing of the grinder station check valve (Mark).
Customer requests that damage costs be rescinded. Astbury provided clarification to the
Board’s discussion.
Motion to deny customer’s request to rescind damage costs was made by Jim Haney with
second by Mike DeWald.
Motion carried via voice vote as follows: 4 Yeas; 1 Nays; 0 Abstains
Damage pictures will be included in the response letter to the customer.
RATE REDUCTION REQUEST (McDaniel)
Customer requested a rate reduction specifying that the grinder station will never be used again
in the future. DLZ (Casey) provided an overview of physical requirement changes and risk
potentials given either a temporary or permanent system usage on both the customer’s property
by both the customer and LRSD, as well as LRSD for the connection to the main. Board
discussed somewhat similar historic situations along with actions taken.
Motion to grant the customer’s rate reduction request in a manner similar to prior customers
was made by Jim Haney with second by Mike DeWald.
Motion carried via voice vote as follows: 5 Yeas; 0 Nays; 0 Abstains
Board discussed having Carson LLP provide a recommendation for better clarifying the related
ordinances regarding well defining temporary and permanent, as well as considerations, actions
required, costs, post customer and LRSD accountabilities, etc.
ASTBURY MONTHLY REPORT
PUMP/PANEL INVENTORY, CUSTOMER PROTOCOL REMINDER
The LRSD Treatment System Operations Treatment System Operations Report of November
13, 2023 was emailed to Board members by Astbury Water Technology, Inc. Thomas Astbury
reviewed key aspects of the report and provided clarifications to Board members’ inquiries.
Board discussed process used to ascertain the cause of an incident (e.g., operator error which
can be charged back to customer, or system error handled by LRSD proactive/reactive
maintenance), and the manner in which the incident (damage or customer behavioral) is
communicated to LRSD administration. Currently, Astbury and LRSD administration work jointly
on the determination regarding whether or not a customer notification will be issued. In future:
(a) Administration will include “no action taken” when pertinent; and, (b) Astbury will begin
including “power off” incidents Administration.
Astbury briefly overviewed enhancements to the website customer awareness/assistance
language along with the future installing of stickers on the customer grinder station panels.
Astbury discussed check valve failure map analysis. DLZ (Casey) plans to overlay their
hydraulic map onto Astbury’s and provide commentary at the next meeting. Given the
increased check valve repair cost (i.e., 2022 vs 2023), Astbury/DLZ is requested to seek other
contractor approaches to reduce check valve failure repair costs going into 2024 given LRSD
48-hour repair requirement. Would desire to have contractor who can do check valve repair
without requiring Astbury labor assistance.
For next meeting, DLZ (Casey) will provide feedback on the pictures of the painting of the
blower buildings.
FUTURE TEST PLANS FOR FOG AT COMMERCIAL CUSTOMERS
Given results of December testing, we will stop testing, and perform monthly inspection of
grinder stations for particulate matter. Carson LLP issued letter to Lakelife, basically placing a
permanent remedy into their accountability. Lakelife random sampling will continue during their
seasonal increase in operations to validate compliance.
ENGINEERING UPDATE – FERRIC CHLORIDE PROJECT – DLZ
DLZ (Casey) provided a status update on project. The tank has now been operable for the past
two weeks. Contractor was requested to finalize remaining billing so that the project can be
closed out by the end of the year. Of note, contractor provided a $1,000 good faith discount for
missing the scheduled deadline.
Motion to provide Jim Haney authorization to sign project pay application and final change
order for total of $4,085.64 either when work is complete or if necessary to convert to a
warranty item, with second provided by Mike DeWald.
Motion carried via voice vote as follows: 5 Yeas; 0 Nays; 0 Abstains
Regarding DLZ’s final invoice on this matter ($396), motion by Jim Haney to pay said
invoice, with second by Joe Cleland.
Motion carried via voice vote as follows: 5 Yeas; 0 Nays; 0 Abstains
With these items, LRSD now has all data necessary to submit to Kosciusko County
INDEPENDENT CONTRACTOR COMMITTEE
None.
PURCHASING UPDATE – COATING QUOTES – CLELAND / ASTBURY
Astbury has established a recommendation to proceed with ART for lift stating coatings. It is
reasonable to project that no work would be performed during the remainder of 2023. Plan to
discuss in December meeting, relative to balancing costs. Consider moving forward with lift
station number 1.
Motion by Jim Haney to give Astbury the oversight authority to move forward with lift station
number 1 up to $46,000 with second provided by Rich Dan.
Motion carried via voice vote as follows: 5 Yeas; 0 Nays; 0 Abstains
PROPERTY OWNER CONNECTION STATUS (Parker/Carson LLP)
On November 10, 2023, Lichelle Parker emailed the monthly connection report to Board
members, and reviewed contents and actions at the Board meeting along with providing
requested clarifications.
LRSD EMPLOYEE HANDBOOK (Haney)
The draft of the employee handbook changes should be ready for distribution to Board
members by November 30, 2023. This will enable discussion at the December board meeting.
2024 BOARD MEETING SCHEDULE
Jim Haney recently emailed the proposed 2024 Board meeting schedule for review.
Motion to approve the 2024 Board meeting schedule by Jim Haney with second by Joe
Cleland.
Motion carried via voice vote as follows: 5 Yeas; 0 Nays; 0 Abstains
OTHER ITEMS THAT MAY COME BEFORE THE BOARD
Given the resignation of the acting LRSD VP, Joe Cleland has agreed to fill the vacancy for the
balance of 2023.
Motion to approve Joe Cleland for filling the vacated VP seat for the balance of 2023 by Jim
Haney with second by Cullen Reece.
Motion carried via voice vote as follows: 5 Yeas; 0 Nays; 0 Abstains
Joe Cleland recommended that the Board formally thank the County Commissioners and
County Council for funding of the ferric chloride ($100,000) and sludge dewatering ($150,000)
projects. All Board members enthusiastically agreed, and requested Ink Free News to so
report.
Plan to have a December meeting discussion regarding Board member compensation.
ADJOURNMENT
Motion to adjourn meeting was made at 8:03 PM by Jim Haney with second by Mike
DeWald.
Motion carried via voice vote as follows: 5 Yeas; 0 Nays; 0 Abstains