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, Cullen Reece, Rich Dan
Absent: Joe Cleland, Open Seat
NEW BOARD MEMBER WELCOME
Cullen Reece has satisfied all requirements to become a new Board member; and, the Board members graciously thanked Cullen for his volunteer and time commitment.
PUBLIC COMMENT PERIOD
None
APPROVAL OF PREVIOUS GENERAL MEETING MINUTES
The final version of the August 16, 2023 Regular Meeting Minutes were issued to all Board members via email by the Board Secretary, Rich Dan.
Motion to approve by Mike DeWald with second by Emily Shipley
Motion carried via voice vote as follows: 4 Yeas; 0 Nays; 1 Abstains
TREASURER’S REPORT, AUDIT UPDATE, AND OTHER FINANCIAL MATTERS
The following financial reports, prepared by O. W. Krohn & Associates – 09/15/23, 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: 5 Yeas; 0 Nays; 0 Abstains
Mike DeWald presented the: Management Cash Budget of January 1, 2023 through September 20, 2023; and, Monthly Claim Approval Form September 2023.
Motion to approve the payment of monthly claims totaling $123,553.97 by Jim Haney with second by Rich Dan
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 September 2023 for the grand total amount specified above for “approve for payment”.
The Indiana State Board of Accounts 5-year audit is still on-going, without feedback in last 30-days.
GREASE VIOLATION UPDATE RE: LAKELIFE
Lakelife lawyer’s legal action letter was submitted to LRSD via Carson LLP, where it is currently being researched by Carson LLP.
Motion to provide authorization to Carson LLP to respond to Lakelife lawyer on behalf of LRSD when research is completed by Jim Haney with second by Mike DeWald.
Motion carried via voice vote as follows: 5 Yeas; 0 Nays; 0 Abstains
AMENDMENTS TO USE ORDINANCE SECTION 5.4 (INCLUDING PORTABLE TOILETS)
On September 20th, Carson LLP issued an updated AMENDED AND RESTATED SANITARY SEWER USE ORDINANCE draft. A review of updated items was presented, accompanied by clarification of questions (e.g., 5.4 portable toilets). Following discussion, Carson LLP, was authorized to draft further changes regarding customer fair connect penalty. Given readiness for the October Board meeting, this document will be presented for final acceptance and passage.
Motion to leave penalty at $100, authorizing Carson LLP to change respective section by Jim Haney with second by Cullen Reece
Motion carried via voice vote as follows: 5 Yeas; 0 Nays; 0 Abstains
ASTBURY MONTHLY REPORT
PUMP/PANEL INVENTORY, CUSTOMER PROTOCOL REMINDER
The LRSD Treatment System Operations Report of September 18, 2023 was issued to Board members via email by Astbury Water Technology, Inc. With Thomas Astbury was not present at the meeting, question clarifications was provided by Astbury’s Josh Koontz and Josh Denlinger.
ENGINEERING UPDATE – FERRIC CHLORIDE PROJECT – DLZ
Regarding bulk storage tank, Casey Erwin of DLZ provided an update to the punch list items, and provided clarification to Board member questions. Haskins Underground must perform a final retest with water prior to releasing for usage. The Board requested that DLZ establish the total cost of this project’s overrun to LRSD, for future consideration regarding how to handle.
Status of blower building paint issue remains open.
INDEPENDENT CONTRACTOR COMMITTEE
No items to discuss
PURCHASING UPDATE – COATING QUOTES
The third company’s quote is still outstanding.
Motion to submit two existing quotes to Astbury and ask for recommendation by Jim Haney with second by Mike DeWald
Motion carried via voice vote as follows: 5 Yeas; 0 Nays; 0 Abstains
PROPERTY OWNER CONNECTION STATUS
Carson LLP provided an update of one (1) remaining forced connection matter existing (in foreclosure with default judgement) with current efforts to get connected and may ask for 30-day extension. Two other properties are subject to tax sale.
On September 15, 2023, Lichelle Parker emailed the monthly connection report to Board members, and reviewed contents at the Board meeting along with providing requested clarifications.
RESCIND LATE PAYMENT FEES REQUEST BY LAKELIFE
The detailed circumstances regarding the Lakelife July 31st late monthly payment was reviewed by the Board. This matter commenced with the customer leaving a stamped envelope addressed to the Indianapolis customer monthly payment post office box; and, said letter proceeded to that location as would be expected. The mailbox is located outside of the LRSD property fence line. The two prior payments by Lakelife were mailed to the aforementioned Indianapolis location. Well rounded discussion followed.
A motion to deny the customer request by Mike DeWald with second by Rich Dan.
Motion failed via voice vote as follows: 2 Yeas; 3 Nays; 0 Abstains
A motion to rescind the late payment by Jim Haney with second by Cullen Reece
Motion carried via voice vote as follows: 4 Yeas; 1 Nays; 0 Abstains
Discussion continued regarding the ordinance wording specifying where payment should be received; and, Carson LLP was requested to recommend augmented wording.
POWER SUPPLY TO SHARE GRINDER (27 & 33 EMS B56 LANE)
Regarding the shared grinder owned by the same individual matter, Carson LLP prior recommended giving the property owner two resolution options for consideration. The two resolution options were recently provided to the Board by Carson LLP.
A motion was made to request Carson LLP send the two options to the property owner by Jim Haney with second by Emily Shipley
Motion carried via voice vote as follows: 5 Yeas; 0 Nays; 0 Abstains
CUSTOMER OWNED GRINDER STATIONS
The 2nd Carson LLP letter overviews property owner’s accountabilities and responsibilities if property owner elects not to transfer ownership of grinder station back to LRSD. Two properties current fall into this status.
A motion was made to request Carson LLP send this letter to the two property owners by Jim Haney with second by Mike DeWald.
Motion carried via voice vote as follows: 5 Yeas; 0 Nays; 0 Abstains
OTHER ITEMS THAT MAY COME BEFORE THE BOARD
Briefly discussed prior issue regarding quad electrical box with DLZ.
Briefly discussed current opening for a Board trustee.
Carson LLP discussed regarding the prior discussed use ordinance Section 29.13.3 regarding user who fails to connect to the system after being duly notified shall be subject to a penalty of $100 per day, etc.
A motion was made to adopt the new use ordinance as amended by Carson LLP by Jim Haney with a second by Rich Dan.
Motion carried via voice vote as follows: 5 Yeas; 0 Nays; 0 Abstains
ADJOURNMENT
Motion to adjourn meeting was made at 7:15 PM by Jim Haney with second by Mike Dewald.
Motion carried via voice vote as follows: 5 Yeas; 0 Nays; 0 Abstains
Submitted ~ Rich Dan, Secretary (revised as necessary)