DeKalb Sanitary District Board Meeting Minutes
DeKalb Sanitary District
January 16, 2008
Minutes
Approved February 20, 2008
The January meeting of the DeKalb Sanitary District Board of Trustees was held at the office of the District at noon on Wednesday, January 16, 2008. 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. Jim Schneider was present. Adam Hackman of Wine Sergi Insurance in St. Charles was present for a portion of the meeting.
President of the Board Collins called the meeting to order.
Trustee Struthers moved and Trustee Zar seconded approval of the January agenda.
Trustee Collins moved approval of the December 2007 minutes. Trustee Zar seconded. Motion carried.
Trustee Collins moved to approve the transfer of
- $270,000.00 to the O & M Fund from the Revenue Fund
- $6,766.61 to the O & M Fund from the Dedicated Tax FICA
- $9,566.06 to the O & M Fund from the Dedicated Tax IMRF
- $300,000.00 to the Revolving Loan Fund from the Revenue Fund
- $393,782.40 to the Revenue Fund from the EPA Replacement Fund
Trustee Struthers seconded. Motion carried.
Trustee Struthers moved to pay bills as presented. Trustee Zar seconded. Motion carried.
In Public Input, Jim Schneider raised the question of whether the Four Corners project to be discussed later in the agenda is to have residential units. Mike Zima told him that while what was presented to him is a concept plan only, there are 585 residential units in it and their construction would require a zoning change from that anticipated on the City of DeKalb’s comprehensive plan.
Treasurer Stokke gave the Treasurer’s Report and discussed interest rates and the District’s investments.
There had been no requests for annexation or pre-annexation this month.
In Plan Review, Mike Zima showed a concept plan for a project called “Four Corners” at Lincoln Highway and Peace Roads, which would include commercial, office, light industrial and residential components. Mark Eddington pointed out that should the City of DeKalb allow residential building there, the sanitary loading might exceed that planned for in the District’s Facilities Plan.
Mike also presented a concept plan for a large scale retail and residential development on Lincoln Highway east of Pearl Street. He said that the loading there would require a dedicated 8-inch sewer or an equivalent reserve in a larger pipe. Scott Trotter spoke about the need to recognize the difference between the sanitary loading called for in these proposals and what the District planned for the needs of that area to be.
Scott Trotter submitted the Engineer’s Report in writing and deferred discussion until later in the meeting except to request the scheduling of a workshop meeting to discuss the District Infiltration and Inflow Reduction Plan. It was decided to continue today’s meeting on Friday, January 25, 2008 at 2 p.m. for that purpose.
Adam Hackman, a representative of Wine Sergi Insurance entered the meeting and was allowed to present to the Board his arguments for the District considering moving its insurance accounts to his agency (agenda Item 17). The Trustees said that they would like to defer discussion of the relative benefits of his agency and the District’s current provider until a rate comparison can be presented. Mr. Hackman agreed to this.
Scott Trotter said that the IEPA Regional Office in Rockford has approved the District Facilities Plan and forwarded it to the Springfield’s IEPA office. Springfield expects to complete its review in early summer 2008.
River City has finished the concrete base and poured the lower half of the walls for the wet well at Lion’s Park. They are a little behind schedule and Trotter & Associates has asked them to move forward. Pay Request #2 in the amount of $107,559.90 was submitted and paid with today’s bills.
Trotter & Associates, Inc. has secured a promise from Insituform Technologies to come to DeKalb on Saturday, January 19 to complete the last job on the 2007 Lining Project. The District will continue to withhold payment in the amount of $126,708.10 until the job has been completed, and reminded Trotter & Associates to be sure that communication with the City of DeKalb takes place before any street work is done.
Mike Zima said that after consideration of the alternatives it has been decided to enter into an agreement with Siemans to rehab the sand filter in the excess flow building (which was damaged in the recent catastrophic rain event) at a proposed cost of $145,386. He said that it may be necessary to request a provisional variance from the IEPA in case there are heavy rain events while the excess flow facility is out of service. Plans would be to complete the repairs before spring rains. Janice Tripp updated the Board on the FEMA claim for this which is awaiting insurance company reviews of whether they will cover the damage or not.
Mike Zima said he has completed his editing of the District’s Standard Detail and General Notes and wants to meet again with the Engineers to give them his feedback before they finalize the documents.
Both Mike and Trotter & Associates recommend a meeting between the District, the City of DeKalb, DeKalb County Highway Department, and Northern Illinois University to discuss the proposed “Bethany Road Interceptor Sewer” alignment. The Board directed them to set it up.
Discussion of the District’s Infiltration and Inflow Reduction Plan was deferred until the above-mentioned workshop meeting.
There was nothing new on the issue of a south side treatment plant site.
Steve Olsen has given the Emergency Response Plan to DSD operators for their review and comments.
Trotter & Associates presented an engineering proposal for a 2008 Large Pipe SSES with Cleaning Project which would include the inspection and cleaning of about 85,000 L.F. of sewers 18 inches and larger. This project would be done this summer and any necessary repairs identified would be put into a project for next summer. Trustee Collins moved and Trustee Struthers seconded approval of the Engineering Proposal at a cost not to exceed $28,400.00. Motion carried.
Keith Foster discussed with the Trustees his legal opinion on the Intergovernmental Agreement with the Town of Cortland. They asked him to meet with Cortland’s legal representatives to see if a new agreement can be worked out.
Keith Foster has filed a complaint regarding Eagle Homes Inc.’s failure to pay certain invoice amounts concerning the Heatherstone Lift Station and its failure to remit payment as per the written agreement between Eagle Homes and the District for the disposal of sewage from their Nature’s Crossing development between the time of occupancy and the completion of Cortland’s sewage treatment plant.
Mike Zima updated the Board on the 10th and Locust situation and said that an engineering contract would be required. Trustee Collins moved to approve an Engineering Contract for the project with Trotter & Associates at a cost not to exceed $20,500.00. Trustee Struthers seconded. Motion carried. Estimated costs for the project are $82,000.00. Nehring’s cost ($20,820.00) to cap services at the main is moot because the main will be replaced. However, said amount will be provided to the District for this project. As per past action, the owners of 116, 120 and 126/128 North 10th Street will be required to pay 50% of the “extension” portion of this project. The Board said that they would like Trotter & Associates, Inc. to be conservative with engineering dollars spent on this small project.
Janice Tripp and Mike Zima presented the FEMA statement indicating that the District will receive $40,048.08 in flood expenses not including the repairs to the excess flow sand filter.
The Trustees affirmed the work Janice did on finding new major medical coverage for District employees after the continuation of the former plan became cost prohibitive. They expressed their belief that the Aetna plan selected will provide acceptable coverage.
Trustee Collins moved and Trustee Zar seconded a motion to set up at Section 125 Flexible Spending Account for District employees. Motion carried. They cautioned that education should be done to help employees understand the plan and use it wisely. Janice will set up training sessions.
The District’s property and liability insurance must be renewed by February 5, 2008. The Board wants to look at coverage and cost presentations from the current provider (Langan Haeger Vincent and Born of Wheaton) and Wine Sergi (as above) before making a decision. They deferred action to the January 25, 2008 continuation of today’s meeting.
David Pauling of DeKalb submitted the District’s name for The City of DeKalb “Pride Award” for the District’s “role in keeping our environment safe and through the economical use of removed byproducts while maintaining an eye pleasing view to local residents and visitors alike.”
Trustee Collins moved and Trustee Zar seconded approval of the catastrophic loss relief request of Mary VonZellen of 919 South Ninth Street for the costs of a leaking toilet. The request did meet the requirements of the Catastrophic Loss Policy. Motion carried.
Jennifer Dick of 1134 Mary Court submitted a request for catastrophic relief of sewer charges which also met policy requirements and was approved by a motion made by Trustee Collins and seconded by Trustee Zar. Motion carried.
In New Business, Mike Zima informed the Trustees that the Northern Illinois Municipal Electrical Coop of which the District is a member will be receiving bids on electrical service for the coming year on May 8, 2008.
Trustee Collins moved to continue today’s meeting to January 25, 2008 at 2 p.m. for the purpose of discussion of agenda items 10 G (infiltration and inflow reduction plan), 17 (property and liability insurance policy renewal) and 10 A (facility plan implementation). Trustee Struthers seconded. Motion carried. The meeting was continued.
DeKalb Sanitary District
January 25, 2008
Continued Meeting Minutes
Approved February 20, 2008
The continued January meeting of the DeKalb Sanitary District Board of Trustees was held at the office of the District at 2 p.m. on Friday, January 25, 2008. The purpose of the meeting was consideration of property and liability insurance policy renewal options, and a workshop on facility plan implementation and an infiltration and inflow reduction plan.
In attendance were Trustees Dennis Collins, Tim Struthers and Carol Zar. Michael Zima, District Manager; Janice Tripp, Assistant Manager Administration; Steve Olsen, Plant Foreman and Keith Foster Attorney for the District.
Janice reviewed the information received from a Wine Sergi Insurance, who has provided quotes on the District’s insurance policies. Since Janice had made the current provider’s prices available to Wine Sergi, the Trustees asked her to provide this info to the current agency, Langan Haeger Vincent & Born.
Scott Trotter and Mark Eddington of Trotter & Associates, Engineers, presented a slide show on their recommendations for the next steps in the implementation of the District’s Facility Plan. A workshop on the implementation of an infiltration and inflow reduction plan, a flow monitoring program, a lateral policy and an upgrade to the main wastewater treatment plant for the District followed.
Trustee Collins moved to adjourn the meeting. Trustee Struthers seconded. Motion carried, and the meeting was adjourned.
Dennis J. Collins, President