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, Emily Shipley, Joe Cleland, Rich Dan
Absent: Open Seat, Cullen Reece
PUBIC COMMENT PERIOD
None
APPROVAL OF PREVIOUS GENERAL MEETING MINUTES
The final version of the September 20, 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 Mike DeWald
Motion carried via voice vote as follows: 4 Yeas; 0 Nays; 1 Abstains
ASTBURY ANNUAL RATE ADJUSTMENT O&M & ASTBURY ANNUAL RATE ADJUSTMENT BILLING SERVICES
Tom Astbury submitted the details for their Annual base Compensation Adjustment in his September 28, 2023 email, which equated to $23,868.19 (i.e., August 2023 v August 2022) effective retroactively as of August 29, 2023. In addition, Tom Astbury submitted the details for their Annual Rate Adjustment Billing Services in his September 29, 2023 email, which denoted the Adjusted per Account/Billing Monthly Fee (AFF) equal to $4.61.
Motion to approve both adjustments by Jim Haney with second by Rich Dan
Motion carried via voice vote as follows: 5 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 – September 30, 2023 denoting the funds grand total of $2,191,900.
The following financial reports, prepared by O. W. Krohn & Associates – 10/12/23, 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 Joe Cleland
Motion carried via voice vote as follows: 5 Yeas; 0 Nays; 0 Abstains
Mike DeWald overviewed: Management Cash Budget of January 1, 2023 through September 30, 2023; and, Monthly Claim Approval Form October 2023.
Motion to approve the payment of monthly claims grand total of $155,749.72 by Jim Haney with second by Mike DeWald
Motion carried via voice vote as follows: 5 Yeas; 0 Nays; 0 Abstains
Board members affixed their signature approval to the Monthly Claim Approval Form – October 2023 for the above grand total amount.
Mike DeWald overviewed the Proposed 2024 Budget denoting total disbursements of $2,141,231.
Motion to approve by Mike DeWald with second by Joe Cleland
Motion carried via voice vote as follows: 5 Yeas; 0 Nays; 0 Abstains
On October 15, 2021, one additional document was received for the Indiana State Board of Accounts 5-year audit. The exit interview is soon projected to take place.
RESTAURANT COMPLIANCE WITH ORDINANCE LIMITATION FOR FATS, OILS, GREASE (FOG)
Re Barbee Hotel: Ten months have passed with consistent samples showing in-compliance with the 100mg/L ordinance. Astbury is requested to provide a recommendation for the restaurant’s grease trap cleaning schedule. A letter will be drafted specifying restaurant requirements for moving forward which will include a notification for future random testing.
Re Lakelife: Carson LLC will draft a letter for Board review requesting the restaurant’s selected and written remedy plan and timing for implementation.
AMEND RATE ORDINANCE FOR BILLING ISSUE – CARSON LLP
Carson LLP established clarification wording to the ordinance regarding exactly where payments should be made.
Motion to approve rate ordinance as submitted by Jim Haney with second by Mike DeWald.
Motion carried via voice vote as follows: 5 Yeas; 0 Nays; 0 Abstains
ASSESS CUSTOMER FEES FOR NSF PAYMENTS – ASTBURY
The rate ordinance section specifying a $30 fee for payments incurring non-sufficient funds has not been enforced since day 1. Following discussion, Jim Haney instructed Astbury to start this enforcement effective November 1, 2023.
ASTBURY MONTHLY REPORT PUMP/PANEL INVENTORY, CUSTOMER PROTOCOL REMINDER
The LRSD Treatment System Operations Report of October 16, 2023 was issued to Board members via email by Astbury Water Technology, Inc. With Thomas Astbury was not present, clarifications were provided by Astbury’s Josh Koontz and Josh Denlinger.
Pump station #1 pump failure possible due to missing/loose nuts, and new spare was damaged. Repair is temporary, to be pulled next week and returned for warrant repair.
Blower enclosure painting, considered warranty work, is awaiting feedback from vendor.
Lift station coating project analysis currently underway, and should be available next month.
Astbury was requested to provide a recommended reactive/proactive repair/replacement approach for the continued check valve failures. None of the replacement stainless steel check valves have failed to-date. Location may be a factor, and Astbury has marked a map and will provide that information for analysis. Discussion revolved around proactive replacement one approach. Also, failure data should be provided to the three manufacturers) for feedback regarding potential for systemic defect. Need to explore if our or manufacturers’ insurance will cover part of the costs.
ENGINEERING UPDATE – FERRIC CHLORIDE PROJECT – DLZ
Ferric chlorine bulk storage tank is authorized for fill on October 25, 2023 with the scheduled delivery.
Reference 10/12/23 emails from Jim Haney and Casey Erwin. Work completed on September 17, 2023. Based on the start-up delay, the cost difference using barrels instead of bulk for 72 days is $4,852.22 Outstanding payments to vendor include: pay application 1 ($8,896.60); pay application 2 ($4,086.51); and, change order 2 ($4,477.94) … for total of $17,461.05.
Discussion overviewed different approaches for above four items.
Motion to approve three payments and for DLZ (Casey Erwin) to present cost difference to vendor and request goodwill compensation gesture was made by Rich Dan with second by Jim Haney.
Motion carried via voice vote as follows: 4 Yeas; 1 Nays; 0 Abstains
AMEND DLZ’S 2023 ENGINEERING AGREEMENT
Jim Haney overviewed recent DLZ engineering agreements.
Motion to amend DLZ’s 2023 agreement from maximum of $10,000 to not exceed $15,000 submitted by Jim Haney with second by Joe Cleland
Motion carried via voice vote as follows: 5 Yeas; 0 Nays; 0 Abstains
INDEPENDENT CONTRACTOR COMMITTEE
No items to discuss
PURCHASING UPDATE – COATING QUOTES – CLELAND / ASTBURY
Briefly covered earlier in meeting.
PROPERTY OWNER CONNECTION STATUS
On October 16, 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.
REQUEST FOR RATE REDUCTION – 3446 N 650 E
Reference Lichelle Parker’s October 12, 2023 email and attachments noting property that has been rendered incapable of supplying sewage.
Motion to grant rate reduction by Jim Haney with second by Joe Cleland
Motion carried via voice vote as follows: 5 Yeas; 0 Nays; 0 Abstains
APPROVE COTTAGE WATCHMAN AGREEMENT
Lichelle Parker is in process of switching phone and internet carriers, which required a signature in addition to the purchase order which was provided by Jim Haney.
Motion to ratify said signature on the agreement by Jim Haney with second by Joe Cleland
Motion carried via voice vote as follows: 5 Yeas; 0 Nays; 0 Abstains
LRSD EMPLOYEE HANDBOOK – CARSON LLP
Board members were requested to provide feedback to the Carson LLP draft. This matter will be deferred to the next meeting.
OTHER ITEMS THAT MAY COME BEFORE THE BOARD
None
ADJOURNMENT
Motion to adjourn meeting was made at 7:1 PM by Jim Haney with second by Joe Cleland.
Motion carried via voice vote as follows: 5 Yeas; 0 Nays; 0 Abstains
Draft minutes submitted to Board for builds/concerns by Rich Dan, Secretary