MINUTES OF THE REGULAR MEETING OF THE BOARD OF TRUSTEES OF THE THORN CREEK BASIN SANITARY DISTRICT HELD JANUARY 16, 2019 AT 1:00 P.M.

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1 MINUTES OF THE REGULAR MEETING OF THE BOARD OF TRUSTEES OF THE THORN CREEK BASIN SANITARY DISTRICT HELD JANUARY 16, 2019 AT 1:00 P.M. CALL TO ORDER The meeting was opened with the Pledge of Allegiance. The following trustees were present at the regular meeting of the Board of Trustees of the Thorn Creek Basin Sanitary District, held December 19, 2018: Francisco Perez, President Raymond C. Robertson, Vice President/Clerk Frank V. Alston, Sr., Treasurer Also present were: Eric T. Stach, Attorney; and staff members: Jennifer Hindel, Executive Director; Lucas Streicher, Director of Operations; Jeremy Stubbs, Technical Services Director; Norma Cash, Finance Director; Julianne Navarro, Human Resource Coordinator GUESTS: Alec Bean, Agronomist Agricultural Soil Management, Inc. MINUTES Trustee Robertson made a motion, seconded by Trustee Alston, Sr., approving the minutes of the regular meeting and executive session held on December 19, 2018, as presented. Motion unanimously carried. PUBLIC COMMENT PERIOD Trustee Perez asked for public comments. Individuals will be given the opportunity to address the Board of Trustees on matters related to the agenda. Each individual must state his or her name and will be limited to five minutes. No comments were made. 1

2 SUSPENSION OF THE RULES OF ORDER As there was no objection, the Chair proposed at this time to take up the following item of business Biosolids Land Application Program Annual Report Alec Bean presented the Biosolids Land Application Program Annual Report prepared by Agricultural Soil Management. Trustee Alston, Sr. made a motion, seconded by Trustee Robertson, accepting the Biosolids Land Application Program Annual Report as submitted by Agricultural Soil Management. Motion unanimously carried. DISBURSEMENTS Trustee Robertson made a motion, seconded by Trustee Alston, Sr., that the accounts be allowed and warrants drawn on the Treasurer for payment of the same. Checks issued were Check Nos through and C10200 through C10200 in the amount of $397, for the Corporate Fund expenses, in the amount of $61, for the Capital Improvement Fund expenses, $0.00 for the Facility Expansion Fund expenses, $0.00 for the Retention Facility Fund expenses, $0.00 for the Holbrook Sewer Fund expenses, and $0.00 for the Sanitary Sewer Rehabilitation Fund expenses, $0.00 for the Treatment Plant Upgrade Fund expenses and $1, for the CIPP Sewer Reconstruction Project Fund expenses. Motion unanimously carried. FINANCIAL REPORT Trustee Robertson made a motion, seconded by Trustee Alston, Sr., approving the transfer of funds to the MAMM account, in the amount of $400,000 upon need, as of January 16, Motion unanimously carried. Trustee Robertson made a motion, seconded by Trustee Alston, Sr., that the Financial Report be accepted as of December 31, Motion unanimously carried. REPORTS OF OFFICERS Legal Report Attorney Erich T. Stach reported: The legal report regarding pending, threatened or imminent litigation matters, will be discussed in executive session. Executive Director s Report Executive Director Hindel reported: Illinois has amended the Wage Payment Act. Executive Director will consult further with Attorney Stach. 2

3 Operations Report Director of Operations Lucas Streicher reported: The plant is operating in top form and there are no concerns about future plant performance. Engineering Report Technical Services Director Jeremy Stubbs reported: No commercial connection permits or annexations were issued this month. Finance Director's Report Finance Director Norma Cash reported: Tax Revenues are received eight times per fiscal year. We have received four payment to date. Revenue for flow based Charges for Services is 2.0% below FYTD budget. We have collected $87,971 less than this time last year. Other Charges (which includes suspended solids, TBODs, and SO4) are 3.0% over budget. Net income from all sources is 3.6% below the fiscal year to date budget. Below budgeted receipts of replacement tax revenues account for a large part of this. Our budget reserve in the Corporate fund is -$87,380 as compared to -$100,339 last month. Budgeted reserve is -$902,400. Total Net Income from All Sources is 0.9% over the fiscal year to date budget. The combined Corporate and Capital Funds FYTD budget expectation is ($442,517). See below. PURCHASE OF SERVICES AND EQUIPMENT NOT REQUIRED TO BE BID REQUEST FOR AUTHORIZATION TO ADVERTISE FOR BIDS EMERGENCY PURCHASES 3

4 UNFINISHED BUSINESS NEW BUSINESS Audit Service Baker Tilly Finance Director Cash requested authorization to renew the contract with Baker Tilly, for the 2018/19 fiscal year audit, for a lump sum amount of $28,380, as per the proposal dated January 11, Trustee Alston, Sr. made a motion, seconded by Trustee Robertson, authorizing Finance Director Cash to renew the contract with Baker Tilly, for the 2018/19 fiscal year audit, for a lump sum amount of $28,380, as per the proposal dated January 11, Motion unanimously carried. EXECUTIVE SESSION Request by Executive Director Hindel for an executive session to discuss pending, threatened or imminent litigation matters, personnel matters, matters regarding possible acquisition of property, and collective bargaining matters. Trustee Alston, Sr. made a motion, seconded by Trustee Robertson, to enter into executive session to discuss pending, threatened or imminent litigation matters, personnel matters, matters regarding possible acquisition of property, and collective bargaining matters. On roll call, all Trustees present voted Aye. The motion carried. Trustee Alston, Sr. made a motion, seconded by Trustee Robertson, to adjourn the executive session and to reconvene the regular meeting at 2:04 p.m. Meeting reconvened at 2:04 p.m. 4

5 ADJOURNMENT Trustee Alston, Sr. made a motion, seconded by Trustee Robertson, that the meeting be adjourned. Meeting adjourned at 2:10 p.m. Minutes approved by the Board of Trustees on February 20,