DeKalb Sanitary District Board Meeting Minutes
Meetings are held at 303 Hollister Avenue in DeKalb.
DeKalb Sanitary District
March 18, 2009
Minutes
Approved April 15, 2009
The March meeting of the DeKalb Sanitary District Board of Trustees was held at the office of the District at noon on Wednesday, March 18, 2009. 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 attended.
President of the Board Collins called the meeting to order.
Trustee Collins moved to approve the March agenda but to defer discussion of the Treasurer's position to the end of the meeting. Trustee Struthers seconded. Motion carried.
Trustee Zar moved to approve the February minutes. Trustee Struthers seconded. Motion carried.
Trustee Collins moved to approve the transfer of: $400,000.00 from the Revenue Fund to the O & M Fund; $ 5,564.92 from the Revenue Fund to the Flexible Spending Account; $7,402.46 from the Dedicated Tax IMRF Fund to the O & M Fund; $5,254.67 from the Dedicated Tax FICA Fund to the O & M Fund Trustee Zar seconded. Motion carried.
Trustee Struthers moved to pay bills as presented. Trustee Collins seconded. Motion carried.
There was no public input offered.
Treasurer Stokke gave the Treasurer's Report and discussed investments. Janice Tripp, Assistant Manager Administration, explained the EPA replacement funding that will need to take place next month.
The Trustees heard from Mike Zima, District Manager and Janice Tripp what happened to create greater expenditures in natural gas, engineering expense and pretreatment program expenses than those budgeted for the current fiscal year. A roll call was taken of those in favor of Ordinance #518, "An Ordinance Amending the Budget for Fiscal Year 5/01/08 -4/30/09." There were three trustees in favor of the ordinance and none opposed. The ordinance passed.
Mike and Janice explained the projected expenditures for the Fiscal Year 2009-2010 Budget, which will be under review this month. A tentative budget will be approved at the April meeting and a public hearing will take place in May or June.
There were no requests for annexation or pre-annexation this month.
Scott Trotter offered the Engineer's Report and gave the explanation of the difference between initial Facilities Plan Update cost estimates (in 2005) and ending cost estimates in 2008. He attributed cost increases to materials costs and changes in the scope of the projects included in the F.P.U. Jim Schneider remained dissatisfied with the explanation offered and the Trustees attempted explanations also.
There was nothing to discuss in Plan Review.
The City and the District are jointly reinvestigating the suspected illegal connections in the TIF area and Mike will have more information on that next month.
Scott Trotter reported on a meeting he and Mark Eddington had with the IEPA low interest loan reviewer yesterday. It was decided at that meeting that the Biosolids Rehabilitation and Improvements Project and the Country Club Lift Station Project can both be made part of the same loan application. Since the Facilities Plan is already under review by the IEPA and the engineering for these projects is so far along, the District has a very good chance of qualifying for Economic Stimulus funds for the joint project. Savings to the District could be as much as 40% of project costs.
Mark Eddington explained the need to replace an antiquated, substandard and leaking sewer line on West Lincoln Highway. This needs to be done prior to IDOT rehabilitation of the highway this summer.
Elliott & Wood was the low bidder for the 2009 Spot Repair Project. Trotter & Associates recommended awarding them job. Trustee Collins moved to issue a Notice to Award. Trustee Struthers seconded. Motion carried.
The 2009 Lining Project will consist of approximately 8500 linear feet of sewer. Trustee Struthers moved to approve an engineering agreement with TAI at a cost not to exceed $24,800.00 (design and construction). Trustee Collins seconded. Motion carried.
After discussion of the benefits of chemical grouting for large diameter pipes like those identified as needing repair during last summer's Large Diameter Sewer Cleaning & Inspection Project, the Trustees agreed to consider an engineering contract for such a project next month. Trustee Struthers stated that he wanted a test conducted to validate the success of such work. Steve Olsen, Plant Foreman said that pre-work flow monitoring on the project sewer will be available and the engineers said that follow-up testing can be made part of the contract requirements.
Steve Olsen said he will present quotes received on additional flow monitors at next month's meeting.
There was nothing new on the Infiltration and Inflow Reduction Plan.
Mike Zima said that McMahon is working quickly on helping the District address the EPA requirements for Pretreatment Program rehabilitation since the kickoff meeting March 5.
Trustee Collins moved to approve a vacation of the easement at 2700 North 1st Street at the request of Tony Koach. Trustee Struthers seconded. Motion carried. Mike Zima said the easement has not been in use and its vacation will create no problems. Motion carried.
The presentation of the Clara Nieman request will be deferred until next month.
Mike Zima says that he will inform the City of DeKalb that the District intends to replace sewer on Moraine Terrace and will remove the trees in preparation for that project.
Keith Foster will follow up with the Town of Cortland about Mike Zima's last letter informing them of the District's requirements for a new intergovernmental agreement.
Eagle Homes has not yet settled the judgment against them.
Mike Zima discussed the fine levied against Tom & Jerry's restaurant for allowing grease to enter a public sewer.
Janice described the new elements of the District's recycling program that she has set up.
Trustee Struthers moved to approve the catastrophic loss requests of Scott Wilkinson of 415 Harvey, Shane Lebeau of 331 River Drive, Robert Fant of 1013 Oak Street, Tasha Augustus of 166 Joanne Lane and James Saliver of 504 College. All of the requests meet the policy requirements. Trustee Collins seconded the approval of the five requests. Motion carried.
Janice explained the problems that used great quantities of water at 822 North 13th Street and 1311 Vienna Boulevard. In each instance, the water could not have entered the sanitary sewer. Therefore, Trustee Collins moved to refund the sewer charges on the amount above their normal use. Trustee Struthers seconded. Motion carried.
There was no new business.
The Trustees discussed the upcoming retirement of Dick Stokke, District Treasurer and the kinds of qualifications they would like to see in a new candidate for Treasurer. Treasurer Stokke talked about the job and what he would like to see. Trustee Struthers will formulate a job description for the position.
Trustee Struthers moved to adjourn the meeting. Trustee Collins seconded. Motion carried.
Trustee Collins adjourned the meeting.
Dennis J. Collins, President