DeKalb Sanitary District Board Meeting Minutes
Meetings are held at 303 Hollister Avenue in DeKalb.
DeKalb Sanitary District
October 15, 2008
Minutes
Approved November 19, 2008
The October meeting of the DeKalb Sanitary District Board of Trustees was held at the office of the District at noon on Wednesday, October 15, 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 Timothy J. Conklin and District Treasurer Richard Stokke attended, as did Scott Trotter, P.E. and Mark Eddington, P.E. of Trotter & Associates. A number of neighbors attended a portion of the meeting and Jim Schneider was present.
President of the Board Collins called the meeting to order.
Trustee Collins moved to approve the October agenda. Trustee Zar seconded. Motion carried.
Trustee Collins moved to approve the September minutes. Trustee Zar seconded. Motion carried.
To accommodate the neighbors who were attending the meeting to hear about plant rehabilitation, Trustee Collins went to that agenda item. He explained that the recently-completed Facility Plan Update, which is now under IEPA review, was required by the state to outline how the District will respond to the community’s needs in the next 20 years. He said that the Board has authorized preparation of plans and bid specifications for the rehabilitation of the biosolids treatment facility. He stressed that none of the work planned will increase plant capacity. Trustee Struthers said that the Board invited the neighbors today to keep its pledge to inform them before any substantive work was undertaken. At the Trustees request, Scott Trotter presented a map showing proposed phases 1A, 1B, and 1C from the Facility Plan Update, and provided copies to those present. It was stressed that only phase 1A is under consideration at this time. The Trustees, Administrators and Engineers then answered questions from the neighbors, heard comments and supplied maps to be taken home to those unable to attend. They encouraged them to call or come to next month’s meetings if they have any remaining questions or concerns.
Trustee Struthers moved to approve the transfer of:
- $330,000.00 to the O & M Fund for Operations from the Revenue Fund
- $7,196.36 to the O & M Fund from the Dedicated Tax - IMRF Account
- $5,189.60 to the O & M Fund from the Dedicated Tax - FICA Account
- $6,675.00 to the O & M Fund from the Dedicated Tax - Audit Account
Trustee Collins moved to pay bills as presented. Trustee Struthers seconded. Motion carried.
Trustee Collins moved and Trustee Zar seconded approval of payment of the IEPA Revolving Loan—Fairview prior to 11/9/2008. Motion carried.
Trustee Struthers moved and Trustee Zar seconded approval of payment of the IEPA Revolving Loan—Main Plant prior to 11/1/2008. Motion carried.
In public input Jim Schneider voiced concerns that the District not put itself into financial jeopardy, and Trustee Collins said that the Board shares that concern and is planning future growth to avoid that.
Treasurer Stokke gave the Treasurer’s Report and discussed investments.
Trustee Collins moved to approve Annexation #224, Ordinance #514 for the annexation of 0.484 acres on Barber Green Road at the request of David Castle, who has submitted the necessary petitions and fees. Trustee Struthers seconded. Motion carried.
Scott Trotter submitted the Engineer’s Report in writing and discussed the need for a structural examination of the digester built in 1963 to determine soundness before designing the new building that will be near it. Trustee Collins moved and Trustee Zar seconded having Digester #2 emptied and cleaned by Stewart Spreading during the fall biosolids haul at a quoted cost of $22,000.00. Motion carried.
In Plan Review Mike Zima detailed his meeting with engineers for the new high school and the reasoning behind his decision that there will be sufficient capacity available on existing infrastructure in the area.
Shodeen Development presented a request through Mike Zima for a refund of the difference between the cost of installing the pipe required for their DeKalb Commons development at East Lincoln and Peace and the cost incurred due to upsizing at the District’s expense. Trustee Collins moved to support the approximately $39,000.00 difference. Trustee Struthers seconded. Motion carried.
The Facility Plan was discussed above. Scott added that TAI has submitted the Conceptual Design Report to the IEPA for review along with the Low-Interest Loan application.
Trustee Collins moved to sign an Engineering Agreement (that was amended as agreed at the last meeting) with Trotter and Associates for the development of a design and bid package for the Biosolids Rehabilitation and Improvements Project. Trustee Zar seconded. Motion carried.
Scott Trotter reported on a meeting with River City Construction on the Lions Park Lift Station Project. A future meeting will be necessary, because no agreement was reached on the liquidated damages for late completion, which are continuing to accumulate. River City is currently completing the punch list items. Pay Request #10 in the amount of $98,318.70 was recommended for payment by Trotter and Associates, and paid with today’s bills.
Mike Zima asked the Board to approve the Notice to Proceed for the Knollwood Sanitary Improvements Project. Trustee Struthers made a motion to do so. Trustee Zar seconded. Motion carried. Wagner Excavating LLC was awarded the contract on October 8, 2008.
Mike said that the 10th and Locust Project has been completed, and explained how the City of DeKalb has requested and is participating in a full width pavement resurfacing.
Scott Trotter said the design for the Country Club Lift Station Rehabilitation Project is about 80% complete and the plan is to submit it to the IEPA next week, with hope for a spring bid and a contract award in May 2009.
Mike Zima said that the South 9th Street Sanitary Sewer Extension is completed and ready for testing which can only be done after a 30-day wait.
There has been no progress on the Permanent Flow Monitoring Project or the Infiltration and Inflow Reduction Plan.
Mike Zima and Steve Olsen met with homeowners from Moraine Terrace and explained the need for parkway tree removal to prevent root intrusion into sewers. They will be continuing meetings with the City of DeKalb who is responsible for the tree removal which must precede District sanitary main replacement.
Although Keith Foster has met with the Cortland attorney, a new intergovernmental agreement reflecting Cortland’s independence has not yet been formulated.
Attorney Conklin said that case management on the Eagle Homes litigation will take place this week and his firm will seek a trial date.
Mike Zima will be meeting with City Manager Biernacki about the TIF funds for downtown sewer infrastructure.
At the request of DeKalb County, Tax Abatement Resolution #2008-10-15-1 for the Target Project was approved by a motion made by Trustee Collins and seconded by Trustee Struthers. Motion carried. The resolution made a correction to the property description in the previously passed resolution.
Trustee Collins moved to approve the Catastrophic Water Loss request of Hollie Shause of 903 Grove Street for excessive water use caused by a leaking toilet. The request did meet requirements of the new City policy. Trustee Zar seconded. Motion carried.
In new business, Janice Tripp, Assistant Manager Administration will be making an application to FEMA for expenses incurred in recent flooding.
Janice also explained steps she took to ensure that the new Lions Park lift station is insured, and work underway to get bids for workman’s compensation insurance.
She said she will be bringing a draft tax levy to the Trustees for review next month preparatory to a December vote.
Trustee Zar made a motion to adjourn the meeting. Trustee Collins seconded. Motion carried.
Trustee Collins adjourned the meeting.
Dennis J. Collins, President