DeKalb Sanitary District Board Meeting Minutes
Meetings are held at 303 Hollister Avenue in DeKalb.
DeKalb Sanitary District
September 16, 2009
Minutes
Approved October 21, 2009
The September meeting of the DeKalb Sanitary District Board of Trustees was held at the office of the District at noon on Wednesday, September 16, 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 Wayne Fesler attended, as did Scott Trotter, P.E. and Mike Holland, P.E. of Trotter & Associates. Jaime Smirz of the City of DeKalb Community Development Department and Jim Schneider attended.
President of the Board Collins called the meeting to order.
Trustee Collins moved to approve the September agenda with the change that item #19 (District Manager Search Committee Report) would be discussed in an executive session after the meeting. Trustee Struthers seconded. Motion carried.
Trustee Struthers moved to approve the August minutes. Trustee Collins seconded. Motion carried.
Janice Tripp explained the transfers and noted that money from River City Construction (final pay request amount) was returned by them and is being held until the final waiver on the Lions Park Lift Station Construction Project has been received. Trustee Collins moved to approve the transfer of: $505,000.00 from the Revenue Fund to the O & M Fund, $6,917.08 from the Dedicated Tax IMRF Fund to the O & M Fund, and $5,026.76 from the Dedicated Tax FICA Fund to the O & M Fund. Trustee Struthers seconded. Motion carried.
Trustee Zar moved to approve payment of the bills as presented. Trustee Struthers seconded. Motion carried.
There was no Public Input and Communications.
Treasurer Fesler gave the Treasurer's Report. His discussion included rates on checking and certificates of deposit, the cooperation of all depository institutions with the District's collateralization policy, and his progress in converting the Treasurer's record-keeping to electronic transactions.
Mike Zima, Janice Tripp and Attorney Keith Foster reported on meetings with the Mayor of the Town of Cortland and the Town's attorney, and the Trustees reviewed an agreement developed by Mike Zima and Keith Foster that has been approved by the Cortland Town Board. After the Trustees had clarified that the 400,000 gallons per day limit referred to in item 2C of the agreement is to be measured at the 14th Street and Lewis termination of the 15-inch pipe that connects the Town of Cortland to the District, Trustee Struthers moved to approve the agreement. Trustee Zar seconded. Motion carried.
Keith Foster said that the District and the City of DeKalb have agreed that no permitting is needed for the Biosolids Rehabilitation and Improvements work the District will be doing on site. Mike Zima has begun the applications for annexation and special use permitting for the building that will be constructed on the south slope property.
There were no requests for annexation or pre-annexation this month.
Scott Trotter submitted the Engineer's Report and deferred discussion until the individual agenda items.
Mike Zima had no project plans for review.
The loan agreement for the Biosolids Rehabilitation and Improvements has not yet been received. The Trustees directed Scott Trotter and Mike Holland to request a written bid extension from Williams Brothers if that becomes necessary. Change Order #1, changing the contract documents to remove the 15 and 20 year experience requirements (which the I.E.P.A. reviewers found to be excessive) from specifications 03344, 11510, 13230, 13231 and 13232 was approved (contingent upon award of the contract) in a motion made by Trustee Collins and seconded by Trustee Zar. The Change Order does not change the dollar amount of the contract. Motion carried.
The loan agreement from the I.E.P.A. for the Country Club Lift Station Project has not yet been received. The Trustees directed Scott Trotter and Mike Holland to request a bid extension from Williams Brothers if that becomes necessary.
Mike Holland reported that work on the West Lincoln Highway Sewer Replacement Project has been completed and he is awaiting submission of the final pay request by Elliott & Wood.
Visu-Sewer has completed the 2009 Lining Project. Post-lining DVDs still need to be reviewed.
The 2009 Sewer Grouting Project is underway. Visu-Sewer has requested compensation for 23 locations grouted that were not on the plans. The Board will consider a partial payment if the company can prove that these locations needed grouting. As to the company's request for extra compensation for heavy cleaning of some mineralized joints, the Board asked Mike Holland to investigate whether the condition of the joints was clear in the pre-bid information supplied to the bidders.
Steve Olsen reported on the Permanent Flow Monitoring Project. Trustee Struthers stressed the need for building a model now for data collection in the coming years and all the Trustees agreed that they need an understandable reporting form that can be used to assess the impact of money spent on collection system repairs. They requested that before he retires in April Mike Zima present to them a report on what has been learned to that point about the four sites now being monitored.
Nothing new this month on the Infiltration and Inflow Reduction Plan (Private Lateral Program).
Mike Zima sent a letter to Moraine Terrace home owners informing them about the project there that will begin in the spring of 2010.
Mike Zima reviewed with the Board his calculations about the impact of the proposed Project Spring on the District's influent loading.
Discussion of Ordinance No. 496 – Fees and compensation for plan review, project administration and inspection was taken off the agenda.
The Board will deliberate on Ordinance No. 464 – Connection Fees, and discuss it next month. Scott Trotter clarified the schedule built into the Facilities Plan Update for increases in Connection Fees. It had been the goal of the Facilities Plan that an industry that discharged a great deal of sewage would supply funds when they connected to the system (and removed capacity) that would be put into a savings account to be used for plant expansion. He says the current connection fees are $215 per P.E. and were scheduled be $882 per P.E. at this time.
The Board requested that Scott prepare for next meeting a recalculation of the user rate increase schedule that takes into account the anticipated receipt of federal stimulus funds.
Janice says that the auditors will have the draft of the 2008-2009 Fiscal Year Audit ready for the Board's review at the next meeting.
Morningstar Media's presentation of the District's actions to save its users money is on hold until the loan documents are received.
Trustee Collins moved to approve the Catastrophic Loss request of Tom Crouch of 2230 North First Street. The claim did meet policy requirements. Trustee Zar seconded. Motion carried. Trustee Collins moved to approve the Catastrophic Loss request of John Kostrey of 314 Greenwood North. That request also met policy requirements. Trustee Zar seconded. Motion carried.
Steve Olsen asked the Board if they would consider paying for H1N1 (Swine Flu) inoculations for District employees if that program became available. The Trustees instructed Janice to contact DeKalb County Health Department and Kishwaukee Corporate Health about both this and the District's regular flu inoculation program.
In New Business, Janice filled the Trustees in on the status of the District's rental property at 1109 Sycamore Road.
Trustee Collins moved to go into Executive Session to address personnel issues. Trustee Struthers seconded, and the motion carried. The Board went into Executive Session.
After the Board returned from Executive Session, Trustee Collins moved and Trustee Struthers seconded a motion to adjourn the meeting. Motion carried.
Trustee Collins adjourned the meeting.
DeKalb Sanitary District
September 29, 2009
Minutes
Approved October 21, 2009
A special meeting of the DeKalb Sanitary District Board of Trustees was held at the office of the District at noon on Wednesday, September 29, 2009. In attendance were Trustees Dennis Collins and Carol Zar, Michael Zima, District Manager; Janice Tripp, Assistant Manager Administration; Steve Olsen, Plant Foreman; and Betty Jones, Secretary. Attorney for the District Keith Foster and District Treasurer Wayne Fesler attended, as did Scott Trotter. P.E. and Mike Holland. P.E. of Trotter & Associates.
The special meeting had been called to issue the notice of award to Williams Brothers and to sign the acceptance of the loan from the I.E.P.A. Water Pollution Control Loan Program under the American Recovery and Reinvestment Act of 2009, for the 2009 Biosolids and 2009 Country Club Lift Station Rehabilitation contracts.
President of the Board Collins called the meeting to order.
Scott Trotter presented the loan agreement from the Illinois Environmental Protection Agency for the 2009 Biosolids and 2009 Country Club Lift Station Rehabilitation projects. It was reviewed and discussed by the Board and Attorney Foster. Trustee Zar moved to accept the loan agreement and Trustee Collins seconded. Motion carried, and the Trustee Collins signed a copy of the loan agreement (original to follow).
Trustee Collins moved to award the contract for the Biosolids Rehabilitation Project to Williams Brothers Construction, Inc. of Peoria, Illinois. Trustee Zar seconded. Motion carried.
Trustee Collins moved to award the contract for the Country Club Lift Station Improvements Project to Williams Brothers. Trustee Zar seconded. Motion carried.
Trustee Collins adjourned the meeting.
Dennis J. Collins, President