DeKalb Sanitary District Board Meeting Minutes
DeKalb Sanitary District
November 20, 2007
Minutes
Approved December 18, 2007
The November meeting of the DeKalb Sanitary District Board of Trustees was held at the office of the District at 5 p.m. on November 20, 2007. In attendance were Trustees Dennis Collins and Tim Struthers and Attorney for the District Keith Foster and District Treasurer Richard Stokke. Michael Zima, District Manager; Steve Olsen, Plant Foreman; and Betty Jones, Secretary were present. Scott Trotter, P.E. and Mark Eddington, P.E. of Trotter & Associates attended.
President of the Board Collins called the meeting to order.
Trustee Struthers moved and Trustee Collins seconded approval of the November agenda. Motion carried.
Trustee Collins moved approval of the October minutes. Trustee Struthers seconded. Motion carried.
Trustee Collins moved to approve the transfer of $250,000.00 to the O & M Fund from the Revenue Fund; $8,990.75 to the O & M Fund from the Dedicated Tax FICA Fund and $12,381.10 to the O & M Fund from the Dedicated Tax IMRF Fund. Trustee Struthers seconded. Motion carried.
Trustee Collins moved to pay bills as presented. Trustee Struthers seconded. Motion carried.
No one was present wishing to give public input. Mike Zima presented a communication received from Paul Lehman representing Macom Development in which they requested waiver and reduction of fees and other concessions in connection with a donation of property to the school district. The Board will address the request when it has been formalized.
Treasurer Stokke gave the Treasurer’s Report and discussed current investments.
Louis G. Karrison, CPA of Sikich LLP reviewed the 2006-2007 Fiscal Year Audit with the Trustees. The Audit had been approved at last month’s meeting. Mr. Karrison agreed to include written task completion dates with completion of a final audit for presentation to the Board in August in future contract proposals. Mike Zima gave the Trustees information on the 2007 Tax Levy (payable in 2008) which will come under consideration at the December meeting of the Board.
There had been no requests for annexations or pre-annexations this month.
Trustee Struthers moved to approve Ordinance #506 “An Ordinance Amending the Charges for the use of and Service Supplied by the DeKalb Sanitary District.” The ordinance increases User Fees from $1.60 per unit of 100 cubic feet to $2.00 effective January 1, 2008. Trustee Collins seconded. Motion carried.
The Trustees approved a public service announcement about Ordinance #506. They wish to discuss Mike Zima and Dennis Collins meeting with the City of DeKalb Mayor and City Manager about rates as part of the December agenda.
Trustee Collins moved to approve Resolution No. 2007-11-20-1 which restates the March 14, 2004 abatement resolution concerning the Target Development using P.I.N. numbers necessary for recording by DeKalb County (copy attached to these minutes). Trustee Struthers seconded. Motion carried.
Mike Zima deferred discussion of plan review until later in the agenda.
Mike said there has been no further information received in regard to the Storm/Flood Committee the City of DeKalb is organizing. He provided a video of flood conditions during the recent rain event to be viewed by the Trustees at the end of tonight’s meeting.
Engineer’s Report was provided by Trotter & Associates in writing and discussion deferred to the individual agenda items.
TAI has submitted the Facility Plan Update to both the IEPA Permitting Section and the Infrastructure Financial Assistance Section. IEPA’s initial review will likely be completed by early summer 2008. Scott Trotter recommended scheduling a workshop meeting in early December to further discuss the project, but the Trustees elected to delay that until after the holidays. A date for it will be scheduled at next month’s meeting.
River City Construction is making good progress on excavating for the wet well at the Lions Park Lift Station Project. Scott Trotter reported on that.
Mike Zima said that payment to Insituform for the 2007 Sewer Lining Project is being held for completion of the last outstanding job. Mark Eddington agreed that Insituform is aware of the need to finish it.
Scott Trotter presented a memorandum concerning the need for Excess Flow repairs due to the contamination of the sand filters caused by the recent catastrophic rain event and outlined options for dealing with it. After discussion, it was decided that a decision will wait until next month’s meeting after receipt of the last expected vendor’s quote has been received.
Mike Zima is working on the Notes portion of a revised Standard Detail and General Notes document for the District.
TAI recommends scheduling a meeting with the District, the City of DeKalb, DeKalb County Highway Department, and Northern Illinois University to discuss the proposed “Bethany Road Interceptor Sewer” alignment.
After discussion, the Board asked TAI and staff to put together a priority list with costs for a District inflow and infiltration reduction plan. The Board will receive more information from TAI on their recommendation for a large interceptor study at a future workshop meeting.
Steve Olsen presented the Board with the completed Emergency Response Plan. They will study it and bring back feedback next month.
Mike Zima reported on a meeting with Cortland in which Cortland objected to the permanent disconnection of the sewer line connecting them to the District. While they do not expect to use it, they want to keep the possibility for backup and feel that is their right under the existing agreement. The Board asked Keith Foster to review the agreement and give an opinion on this. The airport sewer abandonment issue was also discussed, with the Board expressing a preference for maintaining ownership of those lines.
Keith Foster has written Eagle Homes about their outstanding invoices but has received no response. The Board directed that the collection effort continue and that copies of correspondence be provided to them in their Board packet for the December meeting.
Mike Zima described plans the Nehring Company has for the 10th and Locust area that may impact on the requirements for the homeowners with the shared lateral problem there. The Board instructed him to meet with the City about their plans for the area and to bring a proposal to the December meeting about what could be expected of each party in a District-led project there.
After a discussion of the 111 and 113 South 9th Street shared lateral situation, the Board expressed a preference to require the owners to work out the problem.
Steve Olsen described work done so far to the wood portion of Digester A roof. Irving Construction work has been completed and an invoice for $34,178.00 has been submitted for payment. He told the Trustees about options for asphalt application and use of a rubber membrane and the feedback he has received from vendors and the Wheaton Sanitary District about the membrane system. Trustee Collins moved and Trustee Struthers seconded approval to purchase the membrane system at a cost of $15,778.00. Motion carried.
Trustee Collins moved and Trustee Struthers approval of the catastrophic loss request of Emma Loughlin of 257 Rolfe Road for losses associated with a toilet leaking while she was out of state. The request did meet policy requirements. Motion carried.
Trustee Collins moved and Trustee Struthers approval of the catastrophic loss request of Axel and Cecile Meyer of 739 Hillcrest for toilets leaking after defective equipment was installed. The request did meet policy requirements. Motion carried.
Trustee Collins moved and Trustee Struthers approval of the catastrophic loss request of Michael Allen of 958 Willow Circle whose water-powered sump pump failed. The request did meet policy requirements. Motion carried.
Trustee Collins moved and Trustee Struthers approval of the catastrophic loss request of Rickie Jacobs of 711 South 4th Street who had leaking toilets. The request did meet policy requirements. Motion carried.
Trustee Collins moved and Trustee Struthers approval of the catastrophic loss request of Joel Lundgren of 1014 South 2nd who had leaking toilets. The request did meet policy requirements. Motion carried.
Trustee Collins moved and Trustee Struthers approval of the catastrophic loss request of Maria Megallanes of 722 Leonard Avenue who had a leaking toilet. The request did meet policy requirements. Motion carried.
Mike Zima informed the Trustees of the results of the Langan, Haeger, Vincent & Born, Inc. search for Workers Compensation coverage. They were unable to secure coverage outside of the Assigned Risk Pool because of the loss history of the past five years. The policy will remain with Liberty Mutual Workers Compensation at a renewal cost of $50,263.00.
Mike Zima described the Property Tax Abatement/Rebate request for Project 11 in Park 88 sent to him by the City of DeKalb. The Trustees reiterated their policy to cooperate if other municipalities do so.
FEMA reimbursement for expenses incurred in association with the recent catastrophic flooding has been applied for and Mike says that 75% reimbursement in the amount of about $56,000.00 has been applied for.
Mike reviewed the May 15, 2007 contribution the District made to the DeKalb Economic Development Corporation and it was agreed that a contribution will be included in next year’s budget.
Mike reviewed the tentative refunds for secondary meters. These refunds will not be made until random checks have been concluded. He stated that NIU will have connection fees for the Northern View Apartment complex, as well as interest deducted from their refund.
After review of the above-mentioned flood video, Trustee Collins moved and Trustee Struthers seconded a motion to adjourn the meeting. Motion carried. Trustee Collins adjourned the meeting.
Dennis J. Collins, President