DeKalb Sanitary District Board Meeting Minutes
Meetings are held at 303 Hollister Avenue in DeKalb.
DeKalb Sanitary District
December 10, 2008
Minutes
Approved January 21, 2009
The December meeting of the DeKalb Sanitary District Board of Trustees was held at the office of the District at noon on Wednesday, December 10, 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.
President of the Board Collins called the meeting to order.
Trustee Zar moved to approve the December agenda. Trustee Struthers seconded. Motion carried.
Trustee Collins moved to approve the November minutes. Trustee Struthers seconded. Motion carried.
After Janice Tripp, Assistant Manager Administration, explained the proposed transfers, Trustee Struthers moved to approve the transfer of:
- $445,000.00 from the Revenue Fund to the O & M Fund
- $3,203.81 from the Dedicated Tax IMRF Fund to the O & M Fund
- $2,395.38 from the Dedicated Tax FICA Fund to the O & M Fund
- $140,000.00 from the Dedicated Tax Corporate Fund to the O & M Fund
- $35,000.00 from the Bond & Interest Fund to the Revenue Fund
- $38,720.00 from the Revenue Fund to the Revolving Loan Fairview Fund
The Trustees reviewed the bills for payment. In addition to the bills as presented, Janice asked permission to make the Bond and Interest payment in the amount of $255,687.50 on 1/1/2009, to pay River City Construction’s Pay Request #12 in the amount of $76,917.16, and to pay 50% of the expense incurred by Elliott & Wood in correcting the service lateral for 1424 Clark Street which was damaged by work done by E & W on behalf of the District (in the amount of $2,006.25). Trustee Collins moved to approve all of these. Trustee Zar seconded. Motion carried.
No one was present wishing to give public input. Janice discussed a communication received from a resident near the Meadow Trails Lift Station asking that the District maintain the arbor vitae trees around the station, and the Trustees directed her to secure regular maintenance services for the landscaping and painting there.
Treasurer Stokke gave the Treasurer’s Report.
Trustee Collins moved to pass Tax Levy Ordinance No. 515 for Fiscal Year 2008-2009. Trustee Struthers seconded. Motion carried.
Trustee Zar moved and Trustee Struthers seconded Ordinance No. 516 for the Tax Abatement for the District's Series 1998 Bonds. Motion carried.
The Resolution necessary for the application of public benefit funds to School District #428’s annexation fee for the new high school was tabled until such time as the necessary petitions have been submitted. As per the Trustees request, Mike Zima has calculated that the connection fees which the school district will be expected to pay on the new structure will be estimated on the differential between the student population at the old high school and the design capacity of the new.
Mike Zima presented charts and graphs showing revenue derived and water units metered over the past few years, which will be used by the Trustees for project planning. The Trustees thanked him for the work done and the quality of the presentation.
The Trustees reviewed revenues and expected increases in costs. After a discussion, Trustee Zar moved to approve Ordinance #517, “An Ordinance Amending the Charges for the Use of and Service Supplied by the DeKalb Sanitary District.” Trustee Collins seconded. Motion carried. Sewer Use fees will in crease to $2.40 per 100 cubic feet effective January 1, 2009, payable on bills received in April, 2009 and thereafter. The Trustees directed that largest water users be informed of the upcoming increase by letter, and that press releases be sent out to inform the public.
Mike Zima, District Manager has had no requests for annexations or pre-annexations this month.
Scott Trotter discussed the new format for the Engineering Report and deferred other discussion to the individual agenda items.
Mike Zima received no new development plans for review this month.
Scott Trotter reported that the IEPA’s process of Facility Plan Update review is ongoing.
After presentation and review of a number of documents related to the EPA Revolving Loan application, Trustee Collins moved to proceed with the documentation necessary for the loan applications. Trustee Zar seconded. Motion carried.
Scott Trotter discussed the completion of the Lions Park Lift Station Project. Trustee Struthers moved to approve Change Order #5 in the amount of $39,694.21 (which addresses the District out of pocket costs including engineering) contingent on the receipt of the Final Waivers. Trustee Zar seconded. Motion carried.
Mike Zima said that Wagner Excavating has completed reconnection of all nine laterals in the Knollwood Sanitary Sewer Improvements Project. The project will not be completed until quality assurance testing has been done, and there will be a retainage for spring yard restoration.
On the Locust Street Sewer Replacement, Trustee Collins moved to approve Elliott & Wood Pay Request #1 in the amount of $152,958.26 and Change Order Requests: #1 for quantity adjustment in the amount of $13,499.56, #2 for change from removal and replacement of brick to removal only in the amount of $1,150.00, and #3 in the amount of $27,386.74 for blacktopping the entire street at the request of the City of DeKalb. The City of DeKalb will be invoiced $19,512.90± and the developer $1,307.00± for their portion of the blacktopping. Trustee Zar seconded. Motion carried.
Scott Trotter says TAI has submitted the design for the Country Club Lift Station Project to the IEPA for approval of construction permits. The project is on schedule to be bid in February 2009 if the build project is approved by the Board.
There has been no action on either the Permanent Flow Monitoring Project or the Infiltration and Inflow Reduction Plan this month.
Mike Zima met with representatives of the City of DeKalb to discuss removal of the trees that are causing sewer problems on Moraine Terrace, but the City asked him to look for alternatives to that. While the Trustees approved for him to do this, they stressed that they do want to take positive action to prevent future sewer backups there.
Mike’s meeting with the City about the downtown TIF funds resulted in an assurance that the funds will be returned to the District beginning in 2011 as per the agreement signed. The Trustees expressed concern about the correction of illegal sewer connections in that area, and directed that issue to be placed on the January agenda.
At the request of the Town of Cortland, Mike is working on an intergovernmental agreement that would allow them to discharge to the District in case of an emergency.
Mike will be meeting with the attorney representing the District in the litigation for collection from Eagle Homes. A trial is expected to begin January 22, 2009.
Mike Zima has received a proposal and requested another from firms with experts on industrial pretreatment who could help the District revise its program. Mike has written the EPA Audit Inspector of the District’s plan for meeting its requirements.
The USA Zabiha Halal application for an Industrial User Permit has been reviewed and the issuance of a permit approved. The permit is being held at the District for pickup.
Jan and Mike reviewed the quotes received for computer replacement and Jan reviewed the budgeted funds available. Trustee Collins moved to purchase the hardware from CMJ, the upgrade to the SCADA software from TriR, and the TV truck software upgrade from Peninsular Technologies, LLC, each the lowest quote received. Trustee Zar seconded. Motion carried.
Janice reviewed with the Board the available Workman’s Compensation policies for the upcoming calendar year. Trustee Collins moved to accept the lowest priced policy which was from Westfield Insurance. Trustee Zar seconded. Motion carried.
Janice described the process of inquiry about rates for the District’s Major Medical insurance policy and the rates quoted. Despite Aetna’s rate increase, no other provider at a lower price could be found, and Aetna will be retained.
Trustee Collins moved to approve the catastrophic loss relief requests of Ray Hott of 15 Sylvan Lane who had a leaking water softener and John Rogers of 129 Harrison who had a leaking toilet. Both requests did meet the City and District’s policy requirements. Trustee Struthers seconded. Motion carried.
Because one employee recently quit and another will be retiring in February, Trustee Collins moved and Trustee Zar seconded approving a job search for two employees. Motion carried.
Trustee Collins moved to adjourn the meeting. Trustee Struthers seconded. Motion carried.
Trustee Collins adjourned the meeting.
Dennis J. Collins, President