DeKalb Sanitary District Board Meeting Minutes
Meetings are held at 303 Hollister Avenue in DeKalb.
DeKalb Sanitary District
January 20, 2010
Board Meeting Minutes
Approved February 17, 2010
The January meeting of the DeKalb Sanitary District Board of Trustees was held at the office of the District at noon on Wednesday, January 20, 2010. Trustees Dennis Collins, Tim Struthers and Carol Zar attended, as did Michael Zima, District Manager; Janice Tripp, Assistant Manager Administration; Steve Olsen, Plant Foreman; and Betty Jones, Secretary. Attorney for the District Keith Foster, District Treasurer Wayne Fesler, Scott Trotter, P.E. and Mike Holland, P.E. were present. Jamie Smirz, City of DeKalb Community Development Department and Jim Schneider also attended.
President of the Board Collins called the meeting to order.
Trustee Collins moved to approve the January agenda. Trustee Zar seconded. Motion carried.
Trustee Zar moved to approve the December minutes. Trustee Struthers seconded. Motion carried.
The transfer of: $170,000.00 from the Revenue Fund to the O & M Fund; $7,733.04 from the Dedicated Tax IMRF Fund to the O & M Fund; and $4,933.93 from the Dedicated Tax FICA Fund to the O & M Fund was approved by a motion made by Trustee Struthers and seconded by Trustee Collins and carried.
Trustee Collins moved to approve the payment of bills as presented. Trustee Zar seconded. Motion carried.
In Public Input and Communications, Jim Schneider asked how lower water and sewer use would impact on plans for expansion. Trustee Collins said that although an up to date Facilities Plan is a requirement for the District, no expansion is in the works. Scott Trotter explained that when replacing obsolete infrastructure possible future needs are considered by leaving space for the addition of equipment when it becomes necessary. Jim also asked when an increase in connection fees would be brought to the Board for consideration, and Mike Zima said they would be reexamined when the economic climate changes.
Treasurer Fesler presented the Treasurer's Report and discussed current investment rates.
Janice Tripp, Assistant Manager Administration, reported on the review she and Treasurer Fesler did of outstanding investments and presented to the Trustees her recommendations for paying off the IEPA Revolving Loans which have a higher interest rate than the District is currently able to earn on investments. She recommended that as investments come due, making an additional payment against principal on the IEPA Loans be considered as an alternative to a new investment. That would allow for unexpected expenses or for an increase in available interest rates. In answer to a question by Trustees Collins and Struthers, Scott Trotter said that there should not be "surprise" expenses attendant to the current Biosolids and Country Club Lift Station Rehabilitation Projects. Trustee Struthers reviewed the elements that should be part of each decision about whether to reinvest funds or use them to pay off the IEPA loans. Janice explained that she and Treasurer Fesler would need to invest $500,000.00 in Public Benefit Fund money this month. Trustee Struthers moved to pay it against the principal on the IEPA Main Plant loan. Trustee Collins seconded. Motion carried. Trustee Collins applauded Janice for her work on this matter.
The Board reviewed a draft for a possible mailer but decided not to proceed with that. Instead they instructed Mike Zima to work with Trustee Zar to put together a press release about the District's receipt of Economic Stimulus funds.
There were no requests for annexation or pre-annexation this month.
Scott Trotter submitted the Engineer's Report in writing and noted that the District and TAI are proceeding with the annual sanitary sewer rehabilitation projects as identified in the Capital Improvements Program. He deferred other discussion to the individual agenda items.
Mike Zima said that the only development plan awaiting review is the NIU West Campus Development Plan. He is attempting to set up a visit to a future Board Meeting by NIU planners to let them describe their plans to the Trustees.
Scott Trotter and Mike Holland reported on the preparation of an application to be submitted to the FAA by the City of DeKalb to obtain permission to build the sludge storage barn on airport property. Keith Foster will start working on an intergovernmental agreement relating to airport and South Slope property usage by the District and the City.
Scott Trotter explained about the complications to the Country Club Lift Station Rehabilitation Project being caused by an underground aquifer. This will require the installation of dewatering wells to relieve the water pressure during construction and will result in an estimated $53,000.00 additional project cost. Mike Zima noted that a request for a time extension will probably also be made.
Mike Holland explained that Williams Brothers has submitted pay requests for each of the above projects, but that they have not submitted all the required documentation. He said that although he would not present the pay requests until the next meeting, IEPA Loan Disbursement Request #2 could be sent to the State of Illinois later this month if the Board approved. Trustee Collins moved to submit that Disbursement Request in the amount of $690,737.11 contingent on Trotter & Associates approval of the supporting documents. Trustee Zar seconded. Motion carried. Janice noted that the money for the first Disbursement Request has not yet been received.
Mike Holland showed the Trustees a draft of an American Recovery Act sign which is a requirement of the loan, and they instructed him to have signs made for each project.
After a review of engineering time spent on the West Lincoln Highway Project beyond that in the original contract, Mike Zima and Scott Trotter have agreed on additional engineering expenses of $6,563.55. Ten percent had been retained by the District from Elliott & Wood's Pay Request #1 because a subcontractor had submitted a $4,050.00 request which had not been properly documented. The documentation still has not been supplied, and Trotter & Associates has sent a letter informing them that project will be closed out unless the documentation is received by the February 17, 2010 Board Meeting.
Elliott & Wood has completed the 2009 Spot Repair Project and Trotter & Associates recommended the payment of their Pay Request #2 (final) in the amount of $6,632.58. Trustee Struthers moved to approve it. Trustee Collins seconded. Motion carried.
The closing out of the 2009 Grouting Project is awaiting submission of Visu-Sewers documentation for an amended Change Order #1, which will be presented at next month's meeting.
Trustee Collins moved and Trustee Struthers seconded Resolution No. 2010-01-20-01, "A Resolution Authorizing the District Manager to designate Freedom of Information Act officers pursuant to the Freedom of Information Act and Open Meetings Act of the State of Illinois." The Trustees asked that the appointment of the Freedom of Information Act officer be put on the list of April appointments so that this important matter is not overlooked.
Voorhees Associates LLC has been advertising the District Manager position and has received 34 applications to date. The closing date is January 29, 2010. They will then present a list of qualified candidates to the Board.
There were no requests for Catastrophic Loss Reimbursement this month.
In New Business Janice reported that she obtained the telephone update approved at the December 2009 meeting at a lower cost than anticipated.
Trustee Collins moved to adjourn the meeting. Trustee Zar seconded. Motion carried.
Trustee Collins adjourned the meeting.
Dennis J. Collins, President