DeKalb Sanitary District Board Meeting Minutes
DeKalb Sanitary District
August 13, 2008
Minutes
Approved September 17, 2008
The August meeting of the DeKalb Sanitary District Board of Trustees was held at the office of the District at noon on Wednesday, August 13, 2008. In attendance were Trustees Dennis Collins and Tim Struthers. Michael Zima, District Manager; Janice Tripp, Assistant Manager Administration; Steve Olsen, Plant Foreman; and Betty Jones, Secretary were present. Attorney for the District Keith Foster attended, as did Scott Trotter, P.E. and Mark Eddington, P.E. of Trotter & Associates. Lou Karrison of Sikich LLP attended for a portion of the meeting.
President of the Board Collins called the meeting to order.
Trustee Struthers moved to approve the August agenda. Trustee Collins seconded. Motion carried.
Trustee Collins moved to approve the July minutes. Trustee Struthers seconded. Motion carried.
Trustee Collins moved to approve the transfer of:
- $180,000.00 to the O & M Fund for Operations from the Revenue Fund
- $ 300,000.00 to the O & M Fund from the EPA Replacement Account
- $5,500.00 to the O & M Fund from the Dedicated Tax -Audit Account
- $6,985.17 to the O & M Fund from the Dedicated Tax -IMRF Account
- $5,208.30 to the O & M Fund from the Dedicated Tax -FICA Account
Trustee Struthers seconded. Motion carried.
Trustee Struthers moved and Trustee Collins seconded payment of bills as presented. Motion carried.
No one was present wishing to give public input.
In Treasurer Stokke’s absence, Janice Tripp, Assistant Manager Administration updated the Trustees on investments.
Lou Karrison of Sikich LLP reviewed the draft Fiscal Year 2007-2008 Audit and submitted it for the Board’s review preparatory to next month’s vote on its acceptance. Keith Foster was asked to prepare a comment to be included with the audit concerning the auditor’s exception about division of duties, expressing the District’s confidence that its accounting checks and balances are sufficient, and that hiring extraneous accounting employees to avoid this exception being taken would be impractical.
There were no requests for annexations or pre-annexations this month.
Scott Trotter submitted a written Engineer’s Report and deferred discussion until the individual items later in the agenda.
Mike Zima showed the Board the latest plan for Shodeens development east of Pearl on Lincoln Highway. He discussed the projects sewerage needs and ways in which the District might undertake to change existing sewer hookup near the development to take antiquated infrastructure out of service and reduce inflow and infiltration.
Scott Trotter says the IEPA Review Engineer has asked for more specifics about what is to be included in the improvements for which the District is seeking a low interest loan, and TAI will be responding in writing.
Trotter & Associates submitted to the Board an engineering design agreement for rehabilitation and improvement of the District’s existing Biosolids treatment structures (the anaerobic digesters). Their preferred timetable would be to have the plan accepted by the District and submitted to the IEPA Review Engineer by September 2008, with preliminary design work to be done by January 2009 and final design by April 2009. They would hope to receive a letter of commitment regarding the IEPA low interest loan by June 2009.
The Board discussed the responsibility they feel for stewardship of the District’s resources and looked at ways to find tools for the objective evaluation of the proposed agreement and those to follow. They deferred action until next month’s meeting.
River City Construction did not meet the contract’s July 11, 2008 substantial completion date and has accrued $27,000.00 in late completion damages. The facilities have been started up and the generator tested and found operational, but the District and its Engineers do not find substantial completion to have been achieved. TAI recommended the approval of Pay Request #9 in the amount of $248,282.67, which the Trustees approved and paid with today’s bills.
As to the Northwest Service Area Interceptor Planning, Mike Zima talked to the Northern Trust representatives to relay the District’s decision not to install preliminary sewer main at road crossings on the extension of Bethany. The Northern Trust chose not to undertake the project themselves.
There have been no new developments on the Infiltration and Inflow Reduction Plan.
The 2008 Large Pipe SSES with Cleaning has been completed except for finalizing of document submission and disposal of refuse. The final pay request will be submitted to the Board at the September meeting.
The preconstruction meeting for the 10th and Locust Project has been held. Elliott & Wood plans to start the project the week of August 18th.
Trotter & Associates and the District have selected a conceptual design alternative for the Country Club Lift Station Project and TAI is proceeding with the engineering design.
There have been no developments on the Permanent Flow Monitoring Project.
Mike Zima reviewed plans for the South 9th Street Sanitary Sewer Extension. Wagner Excavating will start that project the end of August.
Mike Zima will contact the City of DeKalb in hopes of setting up a meeting with Moraine Terrace residents to discuss tree removal to avoid continuing backups caused by root intrusion.
Keith Foster will report at next month’s meeting on the Cortland disconnect, Eagle Homes litigation and Downtown Infrastructure TIF funds issues.
The Board chose not to approve an Industrial Appraisal site re-inspection until after planned on-site improvements have been completed.
There were no new requests for catastrophic loss relief, and the request of Harriett Sauser of 181 Buena Vista Drive is still on hold because DSD has not received an explanation of how such a great amount of water came to be lost.
In New Business Mike Zima reported on the receipt of a request for payment from the owner of 1208 University. He submitted it to our insurance company but they found that the District was not liable for the incident. This information has been forwarded to the property owner’s attorney.
Mike also passed on a proposal of property that might be suitable for a southern plant site from a local realtor. The Trustees asked Mike and Scott to provide them with an impression of the site’s suitability.
Trustee Collins moved to adjourn the meeting. Trustee Struthers seconded. Motion carried. Trustee Collins adjourned the meeting.
Dennis J. Collins, President