DeKalb Sanitary District Board Meeting Minutes
Meetings are held at 303 Hollister Avenue in DeKalb.
DeKalb Sanitary District
February 17, 2010
Board Meeting Minutes
Approved March 17, 2010
The February meeting of the DeKalb Sanitary District Board of Trustees was held at the office of the District at noon on Wednesday, February 17, 2010. 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. Jamie Smirz, City of DeKalb Community Development Department and Jim Schneider also attended. Pat Bell and Jeff Daurer of Northern Illinois University were present for a portion of the meeting.
President of the Board Collins called the meeting to order.
Trustee Collins moved to approve the February agenda. Trustee Zar seconded. Motion carried.
Trustee Zar moved to approve the January minutes. Trustee Collins seconded. Motion carried.
Trustee Collins moved for approval to transfer: $260,000.00 from the Revenue Fund to the O & M Fund; $2,000.00 from the Revenue Fund to the O & M Fund – FSA Account; $8,227.64 from the Dedicated Tax IMRF Fund to the O & M Fund; $4,723.92 from the Dedicated Tax FICA Fund to the O & M Fund; $325,000.00 from the Revolving Loan Biosolids & CC to the Capital Fund; $1,010,405.00 from the Revolving Loan Biosolids & CC to the Revenue Fund. Trustee Struthers seconded. Motion carried.
Payment of the bills as presented was approved in a motion made by Trustee Struthers, seconded by Trustee Zar and carried.
Jim Schneider asked to be allowed to give public input at agenda item #9, and the Trustees agreed. There was no other Public Input and Communications.
Representatives of Fehr-Graham & Associates who had scheduled a presentation were not present.
Pat Bell and Jeff Daurer presented Northern Illinois University's long-term plans for west campus development and discussed them with the Board. Trustee Collins asked that DeKalb Sanitary District be included in planning phase discussions so that decisions about sewer service can be made before construction starts. He cited past instances when this not being done created complications that could have been avoided. He also asked that any sewer NIU installs be placed under road ways as per District requirements. The NIU representatives agreed. Trustee Collins asked Scott Trotter to meet with NIU and report to the Trustees on the impact of the University's planned development on the northwest interceptor sewer.
Treasurer Fesler submitted a written Treasurer's Report and reported to the Trustees investments made this month.
Before the Trustees discussion of whether or not to pay down the IEPA Revolving Loan (which has a higher interest rate than District investments are currently earning), Jim Schneider reminded the Trustees of the current "financial crisis," and asked if the money could be put toward avoiding user rate increases. Trustees Collins and Struthers gave feedback on how the District has taken action to reduce the amount of rate increases and spend user fees wisely.
Trustee Struthers presented information on the fiscal impact of paying off the outstanding Main Plant IEPA loan versus investing District money at current interest rates. After discussion, Trustee Collins moved to direct that approximately $1.2 million from the Public Benefit and Capital Funds be paid on the Main Plant IEPA Revolving Loan now, and that $1 million a year be budgeted toward payment on that loan. The intent is to have the Main Plant IEPA Revolving Loan paid off before 2012, because payments on the new Biosolids & Country Club IEPA Revolving Loan will begin in 2013. Trustee Struthers seconded. Motion carried.
Trustee Collins moved to approve the transfer of $688,000.00 to the Revolving Loan Main Plant Fund from the Revenue Fund to fund that account for next year's loan payment. Trustee Struthers seconded. Motion carried.
There were no requests for annexation or pre-annexation this month.
Scott Trotter submitted the Engineer's Report in writing and deferred discussion until the individual agenda items.
Mike Zima said there were no plans to review apart from those already presented by NIU.
Mike Holland of Trotter & Associates noted that Loan Disbursement #1 (for design engineering) in the amount of $1,335,404.95 has been received by the District. Janice Tripp, Assistant Manager Administration pointed out that this money will be deposited into the accounts from which the design engineering disbursements came. Disbursement request #2 is under review by the I.E.P.A., and Mike requested and received the Trustees approval of IEPA/ARRA Loan Disbursement #3 for $392,354.10.
Scott Trotter explained Williams Brothers requested proposals for Biosolids Rehabilitation Project contract modification because of the need to make additional repairs to the sewer coming from Hollister and two manholes on the District's grounds. After discussion, it was decided that the manholes will be replaced and the lining of the sewer will be added to the 2010 Lining Project. Change Orders will be submitted after the work has been done.
Mike Holland reported that Williams Brothers has now submitted all the necessary documentation and payroll reports for Biosolids Rehabilitation Project Pay Request #1 in the amount of $463,708.30, and Trustee Collins moved to approve paying it when IEPA/ARRA Loan Disbursement #2 is received by the District. Trustee Zar seconded. Motion carried.
Scott reported on the delay at the Country Club Lift Station Project being caused by waiting for Commonwealth Edison installation of electrical service sufficient to power the larger pumps necessary for dewatering during excavation of the wet well because of the aquifer that complicates the excavation. The Trustees asked about the impact of the delay on the Park District's Golf facility and Scott said that the golf course itself should not be adversely impacted, but there may be some impact on the road. Williams Brothers has now submitted all necessary documentation and payroll reports for Country Club Lift Station Pay Request #1 in the amount of $130,776.70. Trustee Collins moved to authorize payment after IEPA/ARRA Loan Disbursement #2 is received by the District. Trustee Zar seconded. Motion carried.
Trustee Struthers moved to close out the West Lincoln Highway Sanitary Sewer Improvements contract by approving Elliott & Wood Pay Request #2, for the project retainage amount of $21,343.81. Trustee Collins seconded. Motion carried.
Mike Holland presented 2009 Sewer Grouting Project Change Order #1 for a net deduct of $156,180.50 resulting in a revised contract amount of $111,751.50. He said Visu-Sewer has provided their final payment request documentation for the remaining project retainage of $12,896.40. Trustee Collins moved to pay that and close out the project. Trustee Zar seconded. Motion carried.
District Sewer System Evaluation Survey conducted by District personnel last summer has been reviewed by Steve Olsen who found spot repairs necessary in eleven locations for the 2010 Spot Repairs Project. Trustee Collins moved and Trustee Struthers seconded approval of an Engineering Contract with Trotter & Associates for time and materials not to exceed $26,200. The motion carried.
Thirty-two lining segments have been identified for the 2010 Sewer Lining Project. Trustee Collins moved and Trustee Struthers seconded approval of an Engineering Contract with Trotter & Associates for time and materials not to exceed $24,800. Motion carried.
Mike Zima reviewed the history of the District's interaction with Shodeen on the NB&T Commons project. In preparation for permit issuance, Trustee Collins asked Scott Trotter to prepare a summary of the District's understanding of who is responsible for what work to reduce inflow and infiltration so as to allow for sewer capacity sufficient for the proposed development. He asked Mike Zima to document connection fee requirements, allowing credit for the existing connections in the area that will be redeveloped.
Steve Olsen provided information to the Board on Naperville's Private Lateral Program, along with his estimates of what it would cost for the District to begin similar work here. Mike Zima noted that while the IEPA has not yet required this type of intervention here yet, they have required it of Naperville and other towns.
The Engineering Agreement for a Moraine Terrace Sanitary Sewer Improvements Project this spring having been approved by the Trustees at the November 2009 meeting, Trotter & Associates is prepared to solicit bids this month, and the Trustees approved proceeding with that project with a motion made by Trustee Zar and seconded by Trustee Struthers and carried.
Steve Olsen received approval for replacement of the laboratory floor in the control room.
Mike Zima reported on the status of the Voorhees search for a District Manager to replace him upon his retirement. They have received at least 54 applications and have narrowed them down to the eleven most qualified. They want to review those applications with the District.
Janice updated the Board on the General Liability Insurance renewal and on ongoing efforts to resolve flood and earthquake insurance issues.
Trustee Collins moved to approve the Catastrophic Loss relief requests of: Marissa Faler of 922 Spiros Court, Apt #5 for $103.20, Angelo Ramirez of 1076 Ridge Drive, #4 for $184.80, and Michael Gracz of 1001 Spiros Court, Apt. #3 for $122.40 all of which were caused by leaking toilets, and the request of Sarah Lellman of 526 South First Street for $139.20 lost because of vandalism of an outside spigot. Trustee Struthers seconded approval of all of these requests. Motion carried.
In New Business, Mike Zima reported on the results of NPDES Permit required Bio-Monitoring tests.
Having received and reviewed the EPA's Facility Site Review of the District, Trustee Collins noted that the report reflected positively on District management, staff, and Engineers and applauded their ongoing quality work as appraised by the site inspection which is carried out without advance preparation.
Janice asked for and received permission with a motion made by Trustee Collins, seconded by Trustee Struthers and carried, to pay the Morningstar Media final invoice upon receipt.
Janice reported on the phone system replacement and noted that the District's old phone system was donated to a library in Illinois.
Janice said that Economic Interest Statements for each of the Administrators, the Treasurer and the Trustees were completed and will be sent to the DeKalb County Clerk.
Janice provided the Trustees with quotes for a new copy machine she would like include on the Fiscal Year 2010-2011 Budget. She asked for feedback as to whether to lease or purchase, and was told that the Trustees prefer purchasing.
Mike Zima provided the Trustees with information on issues of concern that may be coming up in the future regarding more stringent discharge requirements.
Trustee Collins moved to continue today's meeting until noon on March 3, 2010 for the purpose of an Executive Session to discuss personnel issues. Trustee Struthers seconded. Motion carried, and Trustee Collins continued the meeting.
DeKalb Sanitary District
March 3, 2010
Continued February 2010 Board Meeting Minutes
Approved March 17, 2010
The February meeting of the DeKalb Sanitary District Board of Trustees had been continued until noon on March 3, 2010 for the purpose of an Executive Session to discuss personnel issues.
Trustee Collins called the continued meeting to order as an open meeting.
Present at the meeting on March 3, 2010 were: Trustees Collins, Zar and Struthers, Attorney Keith Foster, District Manager Michael Zima, Assistant Manager Administration Janice Tripp, and Gregory Ford of Voorhees Associates LLC.
The Trustees reviewed the most highly ranked of the applications received for the District Manager position and decided upon those they will be interviewing.
Trustee Collins moved to adjourn the meeting. Trustee Struthers seconded. Motion carried.
Trustee Collins adjourned the meeting.
Dennis J. Collins, President