DeKalb Sanitary District Board Meeting Minutes
DeKalb Sanitary District
September 17, 2008
Minutes
Approved October 15, 2008
The September meeting of the DeKalb Sanitary District Board of Trustees was held at the office of the District at noon on Wednesday, September 17, 2008. 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 Betty Jones, Secretary were present. Attorney for the District Keith Foster and District Treasurer Richard Stokke attended, as did Scott Trotter, P.E. and Mark Eddington, P.E. of Trotter & Associates. Jim Schneider was present.
President of the Board Collins called the meeting to order.
Trustee Struthers moved to approve the September agenda. Trustee Zar seconded. Motion carried.
Trustee Collins moved to approve the August minutes. Trustee Struthers seconded. Motion carried.
Trustee Collins moved to approve the transfer of: $315,000.00 to the O & M Fund for Operations from the Revenue Fund $6,664.03 to the O & M Fund from the Dedicated Tax -IMRF Account $4,931.92 to the O & M Fund from the Dedicated Tax -FICA Account Trustee Zar seconded. Motion carried.
Trustee Struthers made a motion to approve payment of bills as submitted, and Trustee Collins seconded. Motion carried.
In Public Input and Communications, Jim Schneider asked about how much of the District’s money is in accounts with balances in excess of FDIC insurance limits. Upon receiving an explanation of the District’s long-standing policy of requiring 3rd party-held collateralization of deposits over $100,000.00 and requiring insurance on the day-to-day account, he commended the Board’s good work. He also talked about the school district’s recent reduction of population estimates, and encouraged the District to consider that when positioning for expansion. Trustee Collins said that there are no plans for expansion in the works.
Treasurer Stokke gave the Treasurer’s Report and discussed current investments.
Trustee Zar made a motion to approval the Audit for the Fiscal Year Ending April 30, 2008. Trustee Struthers seconded. Motion carried.
Trustee Collins moved to approve Annexation #223, Ordinance #513 for the annexation of Lot #11, 6th Addition to Park Place Subdivision at the request of Ulrich and Helga Keding who have provided the required petitions and payments. Trustee Zar seconded. Motion carried.
Scott Trotter supplied an Engineer’s Report in writing and deferred discussion until the individual agenda items.
In Plan Review, Mike Zima, District Manager, reported on the District’s evaluation of existing sewers in the area of the proposed Shodeen development east of Pearl on Lincoln Highway. Rehabilitation or replacement of some antiquated infrastructure in the area will be necessary to lessen peak hydraulic loads. The Board briefly discussed cost-sharing on main installation for the Shodeen Four Corners project.
Scott Trotter reported that his firm has submitted answers to the questions the IEPA raised about the District’s 2007 Facility Plan Update as part of the review of the District’s application for a low-interest loan.
A lengthy discussion was held about the Engineering Agreement for the Biosolids Rehabilitation and Improvements Project. The Trustees stressed their concern to maintain strict financial responsibility to their constituents on this large project, and closely questioned Scott Trotter about the details of the proposed engineering agreement, which had already been amended in accord with previous District requests. Trustee Collins moved to approve the agreement contingent upon the addition of a clause stating the Board’s direction to maintain adherence to industry averages in expenditures, which is to be written by Attorney Keith Foster. Trustee Struthers seconded. Motion carried. Janice Tripp, Assistant Manager Administration presented invoices for work done by TAI on this project to date. Trustee Collins moved to pay them. Trustee Struthers seconded. Motion carried.
Trustee Collins voted to approve a resolution authorizing Dennis Collins and Timothy Struthers to sign loan documents required for the low-interest loan from the Illinois Environmental Protection Agency to fund the Biosolids Rehabilitation and Improvements Project. Trustee Struthers seconded. Motion carried.
The Board directed that in order to keep our neighbors informed of any upcoming plant-site construction projects that are being undertaken, a letter is to be written to the residents of Hollister, Krpan, Lawnwood and Woodlawn who are neighbors to the plant. The letter is to invite the neighbors to the October 15, 2008 Board meeting to see a picture of where the construction for the Biosolids Rehabilitation and Improvements Project will take place. Copies of a handout are to be prepared to be given to those who can’t attend, and a later meeting time will be offered if they request it. This project will not change the “footprint” of the plant at this time because it involves only the rehab of existing structures and the addition of one building. The Board wants to keep its promise to inform the neighbors about what it’s doing.
The new Lions Park Lift Station met the challenge of the recent heavy rainfall and continued to function. A punch list is outstanding, and payment of the final pay request (#10) in the amount of $109,243.00 is pending. As of September 11th, $75,500.00 in liquidated damages had accrued.
National Power Rodding completed the 2008 Large Diameter Interceptor Inspection and Cleaning Project and their final pay request was paid with today’s bills. Trustee Struthers moved and Trustee Collins seconded approval of Change Order #1 which was a $16,220.92 reduction for quantity adjustments. Motion carried.
The 2008 Locust Street Sanitary Sewer Improvements project is being started by Elliott & Wood.
Trotter & Associates is about half done with design of the Country Club Lift Station Improvements Project.
Wagner Construction started work this week on the South 9th Street Sanitary Sewer Extension.
Mike Zima met with the City of DeKalb but they have not committed to remove the trees that are causing sewer problems on Moraine Terrace. A meeting with the residents is to be scheduled soon. The trees belong to the City of DeKalb and the District believes they must be removed before replacing the sewer main or the same problems will continue.
Keith Foster’s letter to the Town of Cortland about a new intergovernmental agreement reflecting the town’s new status as wastewater treatment provider for their own sewage has not yet received a response.
Keith Foster says case management on the Eagle Homes litigation will be held the first week of October.
The Board directed Mike Zima to talk directly to City Manager Biernacki about the City’s refusal of TIF reimbursement for sewer infrastructure improvements in the downtown TIF to see why the City has altered its long-standing policy in this instance.
Trustee Collins moved to approve the request for catastrophic loss relief from Samantha Reilly of #2 1043 Aspen Court. The request does meet the criteria of the City of DeKalb’s current Catastrophic Loss Policy, and the District has agreed to keep their policy in line with the City’s. Trustee Zar seconded. Motion carried.
In New Business, Mike told the Board that DSD administrative staff will be attending the WEFTEC in Chicago where they will be able to see equipment that may be appropriate for the upcoming plant rehabilitation projects.
Steve Olsen described needed upgrades in both hardware and software for the SCADA computer. Those had already been included in the budget.
Mike Zima has published a request for quotes on a Knollwood Sanitary Sewer Improvements project which will replace approximately 320 feet of 8-inch sanitary sewer. Quotes will be received October 6, 2008 and he asked that the Board consider continuing today’s meeting to review those bids and move on the project.
Trustee Collins moved and Trustee Struthers seconded going into Executive Session to discuss a potential real estate purchase. Motion carried and the Board went into Executive Session.
When the Board returned from Executive Session, Trustee Zar moved to continue this meeting until 8 a.m. on October 8, 2008 for the purpose of a review of quotes received on the Knollwood project. Trustee Struthers seconded. Motion carried, and Trustee Collins continued the meeting.
DeKalb Sanitary District
October 8, 2008
Continued Board Meeting Minutes
The September meeting of the DeKalb Sanitary District Board of Trustees held at the office of the District at noon on Wednesday, September 17, 2008 had been continued until 8 a.m. on October 8, 2008 for the purpose of a review of quotes received on the Knollwood project.
In attendance were Trustees Tim Struthers and Carol Zar. Michael Zima, District Manager; Janice Tripp, Assistant Manager Administration and Steve Olsen, Plant Foreman were present.
Mike Zima reviewed with the Trustees the quotes received for the Knollwood Sanitary Improvements project. Trustee Struthers moved and Trustee Zar seconded awarding the bid to the low bidder, Wagner Excavating LLC, at $29,727.00 for the alternate as described in Addendum #1. Motion carried.
Trustee Zar moved to adjourn the meeting. Trustee Struthers seconded. Motion carried.
Trustee Struthers adjourned the meeting.
Dennis J. Collins, President