DeKalb Sanitary District Board Meeting Minutes
DeKalb Sanitary District
September 18, 2007
Minutes
Approved October 16, 2007
The September meeting of the DeKalb Sanitary District Board of Trustees was held at the office of the District at 5 p.m. on September 18, 2007. In attendance were Trustees Dennis Collins, Tim Struthers and Carol Zar and Attorney for the District Keith Foster and District Treasurer Richard Stokke. Michael Zima, District Manager; Janice Tripp, Assistant Manager Administration; Steve Olsen, Plant Foreman; and Betty Jones, Secretary were present. Scott Trotter, P.E. and Mark Eddington, P.E. of Trotter & Associates attended, as did Dan Doenges of the City of DeKalb Community Development Department and Jim Schneider.
President of the Board Collins called the meeting to order.
Trustee Collins moved and Trustee Struthers seconded approval of the September agenda. Motion carried.
Trustee Struthers moved approval of the August minutes. Trustee Zar seconded. Motion carried.
Trustee Collins moved to approve the transfer of
- 15,000.00 to the O & M Fund from the Revenue Fund on 9/13/2007
- 185,000.00 to the O & M Fund from the Revenue Fund
Trustee Zar moved to pay bills as presented. Trustee Struthers seconded. Motion carried.
During the Public Input and Communications portion of the meeting, Jim Schneider asked for and received feedback from staff and Board members about measures taken to prevent catastrophic failures in the collection and the treatment system during flood events and about the plans for the new Lions Park Lift Station. The Board instructed Steve Olsen to include provision for water access to lift stations in the Emergency Response Plan and to budget next year for the purchase of a boat and trailer.
Treasurer Stokke gave the Treasurer’s Report and discussed the District’s investments with the Trustees.
Mike Zima is preparing the management discussion for the Audit for the Fiscal Year ending 4/30/2007. Janice Tripp brought up budgetary shortfalls that occurred last year due to increasing energy costs and flat user charges. She also described the impact on the budget of the withdrawal of the Town of Cortland from the District’s F.P.A. and loss of their user fees. She recommended a user fee increase, and the Board agreed to give her recommendation consideration.
Trustee Collins moved to approve Annexation #220 Ordinance #505 annexing Lot #3 of Schnorr’s subdivision at the request of the Edward S. Lanan Estate, Bernard L. Lanan Executor and Patricia A. Morton Co-Executor. All necessary paperwork and fees have been submitted. Trustee Zar seconded. Motion carried.
During Plan Review, Mike Zima presented the request of David Castle for permission to extend 12-inch sewer main along the south side Barber Greene Road east of T.A.I.L.S. The Board said they would require the annexation a strip of property wide enough to provide a permanent maintenance easement.
Trustee Collins provided those present with an article from the Friday, September 14, 2007 U.S.A. Today newspaper: “...crisis involving the nation’s aging infrastructure: Heavy rains regularly overwhelm sewer systems, causing lake and river pollution.” Trustee Collins pointed out that the DeKalb Sanitary District has been aggressive in addressing these universal problems with annual repair and upgrading of the collection system. Scott Trotter said faulty private laterals and unmaintained storm sewers create problems that the District has no control over. Trustee Collins told Dan Doenges the District very much wants to be part of any Storm/Flood Committee that is formed.
Scott Trotter provided the September Engineer’s Report in writing and deferred discussion to the individual items later in the agenda.
The Facilities Plan Update has been amended to include more recent data and to address issues identified by the independent review. The Board will study the amended document and then hold a workshop to discuss it before the formal vote on the plan. If the Board approves it, the plan will be submitted to the IEPA.
Trustee Collins moved and Trustee Struthers seconded approval of an intergovernmental agreement between the DeKalb Sanitary District and the DeKalb Park District providing an easement for the Lions Park Lift Station and resolving other issues. The motion carried, and the agreement was signed by the Trustees. Issuance of the Notice to Proceed to River City Construction contingent upon the contractor’s bonding and insurance requirements being fulfilled was approved in a motion made by Trustee Collins and seconded by Trustee Struthers. The motion carried. Scott Trotter described the purpose of a Notice of Intent.
Insituform has completed the lining portion of the 2007 project. Final inspection DVD’s are being submitted to the District and Mike Zima is reviewing them.
A meeting has been scheduled for Thursday, September 27th at 9:00 a.m. at the District to further discuss removal of infiltration and inflow from the District’s collection system.
Steve Olsen is continuing work on the Emergency Response Plan.
The Board agreed with the National Bank & Trust Company letter that the responsibility for outstanding sewer use fees for the property at 2201 Sycamore Road should remain the responsibility of Michael Welsh.
Mike says that the points of disconnect and the rededication of some airport sewer are matters still to be resolved with the Town of Cortland as their F.P.A. is separated from the District’s. Developers are being refunded connection fees paid on properties that had not received occupancy permits prior to the August 28, 2007 disconnect date. Hauling of waste from Eagle Homes Nature’s Crossing development has ceased now that they are connected to Cortland’s treatment plant, but they owe the District $21,295.00 in hauling fees.
The difficulty in resolving the Tenth and Locust shared lateral situation continues due to the failure of one of the homeowner’s to cooperate. Keith Foster described the legal recourse open to the District.
Steve Olsen reported on quotes being received for Digester A repairs and a heating system for the older portion of the administration building.
Mike Zima said no one from the District will be attending WEFTEC in San Diego this year.
Trustee Collins moved and Trustee Zar seconded a motion to approve the catastrophic loss request of Samuel Bandy Jr. of 1111 East Taylor Street. The request did meet all City and District policy requirements. Motion carried.
In New Business Mike Zima described a 111/113 South 9th shared lateral problem. The Board said that if the District intervenes in the situation, both homeowners should be asked to install new laterals to the public main.
Trustee Struthers moved and Trustee Collins seconded a motion to continue the meeting until noon on Wednesday October 10, 2007 for the purpose of holding a workshop on the Facilities Plan Update. Motion carried.
DeKalb Sanitary District
October 10, 2007
Continued September Meeting
Minutes
Approved October 16, 2007
The September meeting of the DeKalb Sanitary District Board of Trustees had been continued until noon on Wednesday October 10, 2007 for the purpose of holding a workshop on the Facilities Plan Update. Trustees Collins, Struthers and Zar attended, as did Keith Foster, Attorney for the District. Michael Zima, District Manager and Steve Olsen, Plant Foreman participated. Scott Trotter and Mark Eddington of Trotter & Associates presented a slide show and answered questions on the Facilities Plan Update.
After discussion of the Executive Summary and the Facilities Plan Update overall, Trustee Collins moved to adjourn the meeting. Trustee Struthers seconded. Motion carried. Trustee Collins adjourned the meeting.
Dennis J. Collins, President