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Sanitary District Waterworks District Meeting Minutes 2010

Meeting Minutes

01-18-2010 Sanitary District Waterworks District

January 18, 2010 Sanitary/Waterworks District Meeting Minutes

Mr. Myers called the meeting to order at 6:00 P.M. and led the Pledge of Allegiance. Roll call was taken with the following members present: Robert Myers, President; Kenneth Gembala, Vice-President; Michael Hanlon, Member; Patricia Sims-Smierciak, Member; Frank Bradtke, Member; Pete Faberbock, Robinson Engineering; Steve Kil, Town Manager; Randy Wyllie, Attorney; Michael Forbes, Town Council Liaison and Sherry Sury, Clerk-Treasurer. Also in attendance was Police Chief Fred Frego.

Mr. Myers welcomed Mr. Frank Bradtke the new Board member.

Election of Officers – Both Districts

Mr. Myers opened the floor to nominations for President. Mr. Gembala motioned to nominate Mr. Myers for President of the 2010 Board and to close nominations. Seconded by Ms. Sims- Smierciak. Motion unanimously passed.

Mr. Myers opened the floor to nominations for Vice-President. Ms. Sims- Smierciak motioned to have Mr. Gembala remain as Vice-President and to close the nominations. Seconded by Mr. Hanlon. Motion unanimously passed.

Ms. Sims-Smierciak motioned to approve the Election of Officers. Seconded by Mr. Hanlon. Motion unanimously passed.

SANITARY DISTRICT

Old Business
Interceptor to Schererville – update –
Mr. Faberbock stated that they are getting ready to cross 77th Avenue; he has been working with Schererville trying to get a Road Cut Permit, it looks like they are going to pass that the Contractor work on Saturdays. If not Saturday, the Contractor would do the work on the 30th. The Contractor would rather do it on a Saturday than try to get the road open by 2:00 P.M. for the schools.
New Business
Mr. Myers stated that he would like to hold off on the next two items until the February meeting, they just received the contracts, and he doesn’t believe there will be a problem with them. The contracts are in the member’s packets for their review.
Legal Services Agreement for 2010 –
Wieser & Wyllie – See above
Proposal of Robinson Engineering for 2010 Services to Board –
See above
Request of Police Department – Vehicle use –
Mr. Myers referenced the request the Board received from the Police Department to use the 2008 Dodge Durango that is sitting in the Public Works shop that Water and Sanitary each paid 50% for. Discussion ensued. Chief Frego stated that they used the vehicle once before during inclement weather as the Crown Vic’s couldn’t get around. Due to the current financial situation everyone is in, they are unable to purchase any vehicles. The unmarked vehicle the detective is currently driving has about 138,000 miles on it, it’s a ’98. His plan would be to assign the vehicle to Assistant Chief Chapranda who, last year drove 3,600 miles. The vehicle will be marked with the appropriate markings, not external, put the lights and a strobe package on it and radio lights. It would be an administrative car with the understanding that it would be used in inclement weather events. He could then take the unmarked vehicle Assistant Chief Chapranda is driving and assign it to the unmarked inventory. His hope is that this would be a permanent assignment. Discussion ensued.

Ms. Sims-Smierciak stated that she is concerned that they usually pay two-thirds (one-third from Sanitary and one-third from Waterworks) on all of the vehicles they purchase with the town paying a third. On this vehicle they paid 100%. She stated that she doesn’t have a problem with loaning the vehicle but how are they going to recoup anything. Ms. Sims-Smierciak stated that her comment is more towards Mr. Kil. Discussion ensued. Chief Frego stated that they would have to put $3,000 into the vehicle to make it an emergency vehicle. Discussion ensued. Mr. Myers added that when Town finances get better to remember this and perhaps they could recoup the money at that time. Mr. Gembala asked about the State Board of Accounts, if there would be a problem with the transfer. Mr. Wyllie stated that there would not be, it’s just a transfer by vehicle, it is already owned by the Town. Ms. Sims-Smierciak motioned to transfer the 2008 Dodge Durango to the Police Department. Seconded by Mr. Hanlon. Motion unanimously passed.

PAYMENT OF BILLS - #2111 - #2114 & #2000 - #2004 for $116,507.85 for Sanitary District & WW Utility #6403 - #6405 & #6000 - #6010 for $151,595.57 -
Mr. Gembala motioned to pay bill payment memos #2111 #2114 and #2000 - #2004 for $116,507.85 for the Sanitary District and for the Waste Water Utility for #6403 - #6405 and #6000 - #6010 in the amount of $151,595.57. Seconded by Ms. Sims-Smierciak. Motion unanimously passed.
Any and all business that may come before the Board
Mr. Myers stated that they also have two proposals for financial representation; one is from Karl Cender and one from Steve Carter. They are in the Board member’s packets for their review for the February meeting.

Mr. Faberbock stated that Aldi’s is coming in and they are going to request a building permit, they have asked him to calculate the sewer capacity and system development charges, he just received the information the end of last week and will have the fees ready for the study session.

Public Comment –
None

WATERWORKS DISTRICT

Old Business
Lotton – Water Improvements Update – Gates of St. John
Caldwell Tank Discussion –
Mr. Wyllie stated that he did have a discussion with opposing Counsel, he did not put it in written form, they discussed the posture of the parties and the opposing Counsel said he would be in touch. To date, Mr. Wyllie stated that he has not heard back yet.
Project Update – Water Treatment Plant / Well
Partial Pay #4 in the amount of $319,335.17 – Thieneman Construction -
Ms. Sims-Smierciak motioned to approve payment in the amount of $319,335.17 for the work on the Water Treatment Plant. Seconded by Mr. Gembala. Motion unanimously passed.
Status of easement offers for well on Route 41 –
Mr. Wyllie stated that he received a response from Attorney Muenich: he received it, he doesn’t understand it, he doesn’t know why they need it, the District already has an easement out there, and he is tired of talking about it as well. So they should be hearing back from him. He added he has not heard from the other two regarding the offers.
RES #10-01-18 Backflow Prevention Program – Water Cross Connection Control Program –
Mr. Myers stated that he would like to repeal the Ordinance they passed at the last meeting, Ordinance #WD71. Ms. Sims-Smierciak motioned to repeal Ordinance #WD71. Seconded by Mr. Gembala. Motion unanimously passed.

Mr. Myers stated that they are changing it from an Ordinance to a Resolution. Mr. Hanlon motioned to pass Resolution WD #10-01-18 for the Backflow Prevention Program. Seconded by Ms. Sims-Smierciak. Motion unanimously passed.

Mr. Wyllie stated that the only reason the Town Council needs to get involved in this now is in order to fine people, if they are in violation, and the Town Council needs to approve that. Mr. Kil stated that the Town has a fine structure they use. Mr. Myers added they will just leave the fines to the Town Council.

RES #WD10-01-18A Increase in temporary turn on/off fees –
Mr. Gembala motioned to pass Resolution #WD10-01-18A. Seconded by Ms. Sims-Smierciak. Motion unanimously passed. Mr. Wyllie stated that Mr. Kil has an Ordinance for the Town Council to implement those increases. Mr. Kil stated that this would be on the agenda for the January 28th Town Council meeting.
Update – Patterson/Joliet Water Main Project (boring under railroad tracks) –
Mr. Faberbock stated that he took Mr. Myer’s suggestion to break the project up into a few contracts. One being the boring underneath the railroad tracks, it will share the cost with the Town; one for the boring and one for underground work. They are also going to have two separate contracts: one for the Town for the storm sewer and one for the Utility Board that will take care of the water main. That will be bid in another week or so. He added that in the stimulus project, they would replace the stone up to grade level; the stimulus project will pay for the concrete sidewalk.
New Business
Mr. Myers stated that as in the Sanitary District, the next two items would be postponed to the next meeting.
Legal Services Agreement for 2010 –
Wieser & Wyllie – See above
Proposal of Robinson Engineering for 2010 Services to Board –
See above.
PAYMENT OF BILLS - #3096 - #3097 & #3000 - #3002 for $24,532.81 for Waterworks District and #4709 - #4714 & #4000 - #4038 for $525,478.75 for Water Utility –
Mr. Gembala motioned to move for the sake of discussion, bill payment memo’s #3096 - #3097 and #3000 - #3002 for $24,532.81 for the Waterworks and #4709 - #4714 and #4000 - #4038 for $525,478.75 for the Water Utility. Mr. Myers and Ms. Sims-Smierciak inquired about the payments on page two for Metro Excavating for emergency repairs. Mr. Kil stated that all of these were for water main breaks, one was under 93rd Avenue and the Public Works employees told him there was no way they could handle it. It depends on where it’s at. A couple of them were at the same time. Seconded by Mr. Hanlon. Motion unanimously passed.
Any and all business that may come before the Board
Mr. Kil stated that the pump station needs to be rebuilt before something happens to it; he will get a price quote for that, discussion ensued that included the reference of Derwin attending the meeting if available.

Mr. Myers stated that the Board’s next meeting is on a holiday so they need to reschedule the meeting. Discussion ensued and it was decided to hold the meeting on the 22nd of February with the appropriate notices given.

Proposal for Cender Financial Services –
Mr. Myers stated that the Board would review the proposals and would be discussed during the February meeting. (Referenced above.)
Public Comment –
None

Adjournment -

Mr. Hanlon motioned to adjourn the meeting. Seconded by Ms. Sims-Smierciak. Motion unanimously passed. Meeting adjourned at 6:28 P.M.

ATTEST:

/s/ Sherry P. Sury, Clerk-Treasurer

02-22-2010 Sanitary District Waterworks District

February 22, 2010 Sanitary/Waterworks District Meeting Minutes

Mr. Myers called the meeting to order at 6:02 P.M. and led the Pledge of Allegiance. Roll call was taken with the following members present: Robert Myers, President; Kenneth Gembala, Vice-President; Michael Hanlon, Member; Patricia Sims-Smierciak, Member; Frank Bradtke, Member; Peter Faberbock, Robinson Engineering; Steve, Kil, Town Manager; Jim Wieser for Randy Wyllie, Attorney; Michael Forbes, Town Council Liaison and Sherry Sury, Clerk-Treasurer.

Approval of the minutes – December 21, 2009 & January 18, 2010 -

Mr. Gembala motioned to approve the minutes of the December 21, 2009 & January 18, 2010 meetings. Seconded by Ms. Sims-Smierciak. Motion unanimously passed.

SANITARY DISTRICT

Old Business
Interceptor to Schererville – update –
Mr. Faberbock stated that the project is continuing to move on. There was a bump with some de-watering, there was no where to put the water so the contractor put it into the sanitary sewer and sent it to Schererville. He cannot quantify the amount but it was enough that Schererville knew it was there. The Board expressed concern that they are paying for that. Discussion ensued. Mr. Faberbock stated that it was for a short period of time, believes it was less than 24-hour pumping, not over 10,000 gallons and that Derwin talked to the contractor so this will not happen again.
Legal Services Agreement for 2010 –
Wieser & Wyllie - Ms. Sims-Smierciak motioned to approve the Legal Service Agreement for 2010 from Wieser & Wyllie. Seconded by Mr. Gembala. Motion unanimously passed.
Proposal of Robinson Engineering for 2010 Services to Board -
Mr. Hanlon motioned to approve the proposal of Robinson Engineering for their 2010 Services to the Utility Board. Seconded by Ms. Sims-Smierciak. Motion unanimously passed.
Proposal of Cender & Company – Financial Services -
Mr. Gembala motioned to approve the proposal of Cender & Company for Financial Services for 2010. Seconded by Mr. Bradtke. Motion unanimously passed.
Sewage Capacity/System Development Fees – Aldi – Both Districts –
Mr. Faberbock stated that due to the amount they will be spending on fees, Aldi is investigating to see if it would be feasible to put a 4” line in to reduce some of those costs, they are doing some flow testing. Mr. Myers asked if Mr. Faberbock will verify that whatever they come up with that it will meet the sprinkler system code. Discussion ensued and it was confirmed that yes, compliance with the sprinkler system code will be looked at by several entities including the Fire Department. Ms. Sims-Smierciak motioned to defer until they finalize line size. Seconded by Mr. Hanlon. Motion unanimously passed.
Request of Pete Karagan – Gardenia Gardens – Recapture Agreement (commercial development on US #41) –
Both Districts - Ms. Sims-Smierciak motioned to deny Mr. Karagan’s request for the Recapture Agreement. Seconded by Mr. Bradtke. Motion unanimously passed.
New Business –
None
PAYMENT OF BILLS - #2005 - #2027 for $115,931.07 for Sanitary District & WW Utility #6011 - #6039 for $216,704.60 -
Ms. Sims-Smierciak motioned to pay bill payment memos #2005 - #2007 for $115,931.07 for Sanitary District and for Wastewater Utility #6011 - #6039 for $216,704.60. Seconded by Mr. Bradtke. Motion unanimously passed.
Any and all business that may come before the Board
Ms. Sury stated that the tracker rate will be included on the water bill for March. Mr. Kil asked if a reminder could be put on the water bill of the deadline to turn in the Census. Ms. Sury stated that the March bills already contain the reminder message and on the April bill the deadline would be included.
Public Comment –
None

WATERWORKS DISTRICT

Old Business
Lotton – Water Improvements Update – Gates of St. John
Caldwell Tank Discussion –
Mr. Wieser stated that there is nothing new to report and referenced the pre-trial hearing set for March.
Project update – Water Treatment Plant/Well -
Partial Pay #5 in the amount of $475,674.39 – Thieneman Construction - Mr. Hanlon motioned to approve partial payment #5 in the amount of $475,674.39 to Thieneman Construction for the Wastewater Treatment Plant. Seconded by Mr. Gembala. Motion unanimously passed.
Status of easement offers for well on Route 41 –
Mr. Myers asked if it has been conveyed to Mr. Muenich that they need a full 25 feet. Mr. Faberbock stated that he does not believe it has been conveyed to him, they did talk about relocating where the existing lines are and that he is trying to set up a meeting with NIPSCO to look at the lines. Discussion ensued.
Status Update – Ordinance Backflow Prevention Program –
Water Cross Connection Control Program approved by Town Council on January 28, 2010 – Ms. Sury stated that after adoption by the Town Council, the ordinance was sent to the papers for publication and that a copy was forwarded to Public Works.
Status Update – Increase in temporary turn on/off fees – Ordinance of Town Council –
Mr. Myers stated that it is his understanding that there was a glitch on a rate study. Mr. Kil stated that he has spoken with Mr. Wyllie and Mr. Austgen several times about this. He knows what is needed, gave the information to Mr. Wyllie who will take the backup data, incorporate it in the Resolution and the Resolution will be incorporated by reference to the Ordinance so there is some justification. Discussion ensued. Mr. Forbes added that the data is justification for the percentage of the rate increase.
Update – Patterson/Joliet Water Main Project (boring under railroad tracks) –
Mr. Faberbock stated that the bid opening date is scheduled for the 25th of March.
Legal Services Agreement for 2010 – Wieser & Wyllie -
Mr. Gembala motioned to approve the Legal Services Agreement for 2010 for Wieser & Wyllie. Seconded by Mr. Hanlon. Motion unanimously passed.
Proposal of Robinson Engineering for 2010 Services to Board -
Mr. Hanlon motioned to approve the proposal of Robinson Engineering for 2010 Services to the Utility Board. Seconded by Mr. Bradtke. Motion unanimously passed.
Proposal of Cender & Company – Financial Services -
Ms. Sims-Smierciak motioned to approve Financial Services from Karl Cender & Company. Seconded by Mr. Gembala. Motion unanimously passed.
Status of proposed project – rebuild pump house –
Mr. Kil asked that this be deferred to the Study Session. Mr. Gembala motioned to defer the status of the proposed project to rebuild the pump house to the Study Session. Seconded by Ms. Sims-Smierciak.
New Business –
None
PAYMENT OF BILLS - #3003 - #3007 for $28,722.61 for Waterworks District and #4039 - #4039 for $105,968.32 for Water Utility – (typographical error – should have been #APV #4039 - #4102 in the amount of $1,005,968.32)
Mr. Myers asked about APV #4060. Mr. Kil stated that D. Klobacar tripped over two B boxes that were sticking up in the sidewalk and hit her face. This APV was to pay her expenses; she agreed not to sue and added that the B boxes were moved into the front yard where they are supposed to be. Mr. Myers also asked about APV #4076 repairs, accident, 10575 Schneider Court in the amount of $1,405.00. Mr. Kil stated that someone hit a hydrant and the town will be reimbursed by the driver’s insurance company, Geico. Discussion ensued. Mr. Myers asked about APV #4081 listed for Lindco Equipment Sales EZ Mount, which is for snow plow equipment and stated that it should not be on their docket. Discussion ensued. Ms. Sims-Smierciak referenced #6021 Dell Toner (and APV #4066) a charge for almost $500 for Bustamante toner. She asked why the mechanic needs a color copier. Discussion ensued and Mr. Kil was asked to look into this matter. Ms. Sims-Smierciak motioned to pay bill payment memo #3003 - #3007 for $28,722.61 for Waterworks District and #4039 - #4102 for #105,968.32 for Water Utility minus voucher #4081 for $445.00. Seconded by Mr. Bradtke. Motion unanimously passed.
Any and all business that may come before the Board
Mr. Kil asked if the Board is interested in still doing the water bottles for Drinking Water Week, the best price seems to be about $3,000. Mr. Myers stated that he would not want to do this if someone does not present a program with it. Discussion ensued. Mr. Kil stated that he was not planning on speaking at the schools about water. It was decided to drop it this year, due to no presentation and budget constraints.

Mr. Wieser stated that the amount in the bill payment motion was incorrect and needs to be amended. Mr. Hanlon motioned to amend the amount approved for the Water Utility to $1,005,968.32 minus $445.00 for voucher #4081. Seconded by Mr. Bradtke. Motion unanimously passed.

Public Comment –
None

Adjournment –

Mr. Hanlon motioned to adjourn the meeting. Seconded by Mr. Bradtke. Motion unanimously passed. Meeting adjourned at 6:28 P.M.

ATTEST:

/s/ Sherry P. Sury, Clerk-Treasurer

03-15-2010 Sanitary District Waterworks District

March 15, 2010 Sanitary/Waterworks District Meeting Minutes

Mr. Myers called the meeting to order at 6:00 P.M. and led the Pledge of Allegiance. Roll call was taken with the following members present: Robert Myers, President; Kenneth Gembala, Vice-President; Michael Hanlon, Member; Patricia Sims-Smierciak, Member; Frank Bradtke, Member; Pete Faberbock, Robinson Engineering; Steve Kil, Town Manager; Randy Wyllie, Attorney; Michael Forbes, Town Council Liaison and Sherry Sury, Clerk-Treasurer.

Approval of the minutes – February 22, 2010 –

Mr. Gembala motioned to approve the minutes of February 22, 2010. Seconded by Mr. Bradtke. Motion unanimously passed.

SANITARY DISTRICT

Old Business
Interceptor to Schererville, update –
Mr. Faberbock stated that the project is moving along, there are no problems.
New Business –
None
PAYMENT OF BILLS - $2028 - #2033 for $24,940.96 for Sanitary District & WW Utility #6040 - #6061 for $54,766.65 -
Mr. Hanlon motioned to pay bill payment memos #2028 - #2033 for $24,940.96 for the Sanitary District and for Waste Water Utilities #6040 - #6061 for $54,766.65. Seconded by Ms. Sims-Smierciak. Motion unanimously passed.
Any and all business that may come before the Board –
None
Public Comment –
None

WATERWORKS DISTRICT

Old Business
Lotton – Water Improvements Update – Gates of St. John
Caldwell Tank Discussion –
Mr. Wyllie stated that the pre-trial conference is set for this Friday. He has a call in to legal counsel to see if they’ll do any negotiation at that pre-trail conference. The conference probably will be about discovery, schedules, depositions, things like that, possibly setting a final pre-trial and trial date. Mr. Myers commented that it looks like they do not want to settle, they want to go to trial.
Project Update – Water Treatment Plant/Well
Partial Pay #6 in the amount of $59,344.00 – Thieneman Construction –
Ms. Sims-Smierciak motioned to pay partial payment #6 in the amount of $59,344.00 to Thieneman Construction. Seconded by Mr. Bradtke. Motion unanimously passed.
Status of easement offers for well on Route 41 –
Mr. Myers stated that he had a meeting last week with Mr. Wyllie, Mr. Faberbock and Mr. Gembala. They decided that they are going to let it go as is, they are not going to spend any money at this point. Mr. Wyllie added that when they looked at Mr. Gembala’s ALTA survey that brought up these issues way back when, they determined that they probably don’t need to get any additional easement space than they already have. The Districts’ easement is within the easement that is already there.

Mr. Wyllie stated that the issue out there is the NIPSCO line that is crossing and it is not the District’s responsibility to get it moved. So, as a result they are not going to pursue the easement offers and will advise the two landowners that they are removing the offers to them. Mr. Gembala stated that they still have an easement there whether the plat shows it or not. There may be problems with it down the road, the NIPSCO line is outside of the land they gave up.

Mr. Myers stated that at the meeting they questioned why they were spending money to protect someone else. Mr. Wyllie stated that there is one issue that is Mr. Austgen’s responsibility; he wrote him a letter about a month ago on it. There are two pieces of property that are swapped (described incorrectly); he has the Schilling’s deed to the District which shows that where the well is located, belongs to the District. However, he has no record of the Town Council signing the deed giving them back their square of property. He is going to re-write the deed and give it to Mr. Kil for presentation to the Town Council.

Status Update – Increase in temporary turn on/off fees – Ordinance of Town Council –
Mr. Wyllie stated that he sent a letter to Mr. Kil showing the justification for the increase in the fees and asked that he forward it to Mr. Austgen.
New Business
Mr. Faberbock asked if there will be a special meeting for bid opening. Mr. Myers stated that a special meeting will be scheduled for 6:00 P.M. and that the regularly scheduled study session will follow.
PAYMENT OF BILLS - #3008 - #3020 for $29,148.89 for Waterworks District and #4103 - #4141 for $202,823.70 for Water Utility –
Mr. Hanlon motioned to pay bill payment memos #3008 - #3020 for $29,148.89 for the Waterworks District and #4103 - #4141 for $202,823.70 for the Water Utility. Seconded by Mr. Bradtke. Motion unanimously passed.
Any and all business that may come before the Board –
None
Public Comment –
None

Adjournment –

Ms. Sims-Smierciak motioned to adjourn the meeting. Seconded by Mr. Hanlon. Motion unanimously passed. Meeting adjourned at 6:08 P.M.

ATTEST:

/s/ Sherry P. Sury, Clerk-Treasurer

04-05-2010 Sanitary District Waterworks District

April 5, 2010 Sanitary/Waterworks District Special Meeting Minutes

Mr. Myers called the special meeting to order at 6:02 P.M. and led the Pledge of Allegiance. Roll call was taken with the following members present: Robert Myers, President; Kenneth Gembala, Vice-President; Michael Hanlon, Member; Patricia Sims-Smierciak, Member; Frank Bradtke, Member; Pete Faberbock, Robinson Engineering; Steve Kil, Town Manager; Randy Wyllie, Attorney; Michael Forbes, Town Council Liaison and Sherry Sury, Clerk-Treasurer.

SANITARY DISTRICT –

No business

WATERWORKS DISTRICT

Bid Opening – Water Main Upgrades on Joliet Street From US #41 to Thielen
Proofs of Publication – Mr. Wyllie confirmed that the proofs of publication were in order with the publication dates of March 1st and March 8th in The Times and Post-Tribune.

Mr. Wyllie opened the following bids:

  1. Snow-n-Sons, Inc., St. John, IN $128,143.00
  2. Oltoff, Inc., Chicago Heights, IL $171,130.20
  3. Gough, Inc., $153,549.00
  4. LGS Plumbing, Inc. $169,614.00
  5. Hasse Construction, Calumet City, IL $169,200.00
  6. B&D Sewer & Backhoe Service $170,693.00
  7. H&G Underground Utilities $171,637.11
  8. Grimmer Construction $147,090.76
  9. Dawn Underground Water Management $249,870.00
  10. Gatlin Plumbing $193,840.86

Mr. Gembala motioned to take the bids under advisement to ensure the bidders comply with all requirements; Form 96, Bid Bonds and Non-collusion Affidavits and to determine the lowest and most responsible bidder. Seconded by Mr. Hanlon. Motion unanimously passed.

Adjournment –

Mr. Hanlon motioned to adjourn the meeting. Seconded by Ms.Sims-Smierciak. Motion unanimously passed. Meeting adjourned at 6:12 P.M.

ATTEST:

/s/ Sherry P. Sury, Clerk-Treasurer

Prior to the start of the scheduled study session at 6:30 p.m., Attorney Wyllie reviewed the bids and confirmed that each bid received and read aloud during the Special Meeting contained the Bidder’s Certifications, Non-Collusion Affidavits, Form 96s, Financials and Bond or Surety for each bidder.

04-19-2010 Sanitary District Waterworks District

April 19, 2010 Sanitary/Waterworks District Meeting Minutes

Mr. Myers called the meeting to order at 6:00 P.M. and led the Pledge of Allegiance. Roll call was taken with the following members present: Robert Myers, President; Kenneth Gembala, Vice-President; Michael Hanlon, Member; Patricia Sims-Smierciak, Member; Frank Bradtke, Member; Pete Faberbock, Robinson Engineering; Steve Kil, Town Manager; Michael Forbes, Town Council Liaison and Sherry Sury, Clerk-Treasurer. Absent was Randy Wyllie, Attorney.

Approval of the minutes – March 15, 2010 –

Mr. Gembala motioned to approve the minutes of March 15, 2010 (he noted that ALTA on page two should be all capital letters – the American Land Title Association). Seconded by Ms. Sims-Smierciak. Motion unanimously passed.

SANITARY DISTRICT

Old Business
Interceptor to Schererville – update –
Mr. Faberbock stated that the project is progressing along. The contractor is about 450 feet away from making the tie in at 85th, so his making some good progress. He should have it done, weather permitting, at least by the end of the month. There is going to be some slow down until the sewer they put in has sat for 30 days. Then they can do some final testing and open up the line to Schererville and then make the final connection to the Schererville plant. Mr. Faberbock referenced a copy of a letter that was contained in their packets that was sent to Mr. Lotton advising him to restore the lines and grades that existed before construction. He also stated that he received a letter from Schererville regarding the restoration and that he spoke to Mr. Lotton and Mr. Lotton understands exactly what he has to do.
Approval of payment to Schererville for engineering fees for WWTP plant –
Mr. Faberbock stated that he reviewed the copies of the two bills he received: one bill was for the review of the soil erosion; and a second for a pay request for some design fee and that didn’t make sense as there wasn’t any design involved in this from Schererville. Discussion ensued and these invoices would be tabled so that Mr. Faberbock can research them further. Mr. Gembala motioned to table the approval of these two invoices for the payment of the engineering fees for the Wastewater Treatment Plant. Seconded by Mr. Bradtke. Motion unanimously passed.
New Business
Sewage Capacity/System Development Charges (both Districts) Peoples Bank –
Mr. Faberbock referenced a copy of the letter that was contained in the member packets for this project. It is the minimum capacity charge of $1,379.00 for the bank that is going in by the Aldi’s and Tractor’s Supply Company. They are using a one inch meter which is a $1,500.00 charge for each, water and sewer, for system development and that the bank typically uses less than 7,000 gallons of water a year. After one year, usage would be reviewed and recapitulation will be done. Ms. Sims-Smierciak motioned to approve the Sewage Capacity Charge and the System Development Charges for the new People’s Bank. Seconded by Mr. Hanlon. Motion unanimously passed.
PAYMENT OF BILLS - #2034 - #2045 for $48,788.52 for Sanitary District & WW Utility #6062 - #6098 for $243,447.24 -
Mr. Gembala motioned to pay bill payment memos #2034 - #2045 for $48,788.52 for the Sanitary District and for the Wastewater Utility #6062 - #6098 for $243,447.24 minus the #6078 (the Schererville engineering fees) in the amount of $537.17. Seconded by Mr. Bradtke. Motion unanimously passed.
Any and all business that may come before the Board
Mr. Kil stated that that he received notification from Aldi’s that they are coming in to pull their permit. They are running into a problem and want to decrease their line size; they want to go from a six inch to a four inch size. They want to pull the Design Release and stated that he would give them a Foundation Release to get them going until Mr. Faberbock can do the recalculations based on the smaller line size. He added that First Financial is going to build where their ATM is located in town, (Wall Street & US #41).
Public Comment –
None

WATERWORKS DISTRICT

Old Business
Lotton – Water Improvements Update – Gates of St. John
Project update – Water Treatment Plant/Well –
Mr. Faberbock stated that they are continuing on: the well has been set, all the filters are in, the roof is done, the electricity is being worked on right now which is involving all the controllers and the site work should begin in the next couple of weeks. They should be ready for June.
Partial Pay #7 in the amount of $228,423.04 – Thieneman Construction -
Ms. Sims-Smierciak motioned to approve partial payment #7 in the amount of $228,423.04 to Thieneman Construction. Seconded by Mr. Hanlon. Motion unanimously passed
Status Update – Increase in temporary on/off fees – Ordinance of Town Council –
Mr. Forbes stated that this item is on the Town Council’s meeting agenda for this Thursday.
Award Recommendation – Joliet St. Water Main -
Mr. Bradtke motioned to award the Joliet Street Water Main Project to Snow-N-Sons, the low bidder, in the amount of $128,143.50. Seconded by Mr. Gembala. Motion unanimously passed. Mr. Faberbock stated that he is going to get the contracts to Snow-N-Sons real quick, to turn it around really quick and have Mr. Myers sign the contract, and Ms. Sury attest it so they can get started on the project. Mr. Myers added that the engineer’s estimate was $246K this bid was for $128K; they now have $117,000 that they budgeted for this project and perhaps they can do some of the little projects they didn’t think they could do this year. He asked Mr. Kil to meet with Derwin and identify what small projects they can do.
New Business –
None
PAYMENT OF BILLS - #3021 - #3032 for $44,630.31 for Waterworks District and #4142 - #4193 for $379,637.70 for Water Utility -
Ms. Sims-Smierciak motioned to pay bill payment memos #3021 - #3032 for $44,630.31 for the Waterworks District and #4142 - #4193 for $379,637.70 for the Water Utility. Seconded by Mr. Hanlon. Motion unanimously passed.
Any and all business that may come before the Board
Mr. Myers referenced a letter that was in their packets from Mr. Kenneth Koza regarding a bill from the Town for back water usage due to a discrepancy between the inside and outside meter readings. He stated that sometimes the outside meter does not read as accurately as the inside meter. When Mr. Koza’s meter was changed they found a difference in the meters. Mr. Koza was sent a bill for the difference because he was undercharged for the past four years. Discussion ensued. The Board agreed that Mr. Koza should pay the bill for the difference and Mr. Myers will review the Board’s decision with Mr. Wyllie, so that he could send him a response. Mr. Hanlon motioned to deny the request from Mr. Koza to waive the water bill. Seconded by Ms. Sims-Smierciak. Motion unanimously passed.
Public Comment –
None Mr. Forbes stated that someone needed to be trained to run the manual system, to be a back up for Derwin.

Adjournment –

Ms. Sims-Smierciak motioned to adjourn the meeting. Seconded by Mr. Bradtke. Motion unanimously passed. Meeting adjourned at 6:24 P.M.

ATTEST:

/s/ Sherry P. Sury, Clerk-Treasurer

05-17-2010 Sanitary District Waterworks District

May 17, 2010 Sanitary/Waterworks District Meeting Minutes

Mr. Myers called the meeting to order at 6:01 P.M. and led the Pledge of Allegiance. Roll call was taken with the following members present: Robert Myers, President; Kenneth Gembala, Vice-President (arrived at 6:02 P.M.); Michael Hanlon, Member; Patricia Sims-Smierciak, Member; Frank Bradtke, Member; Peter Faberbock, Robinson Engineering; Randy Wyllie, Attorney; Michael Forbes, Town Council Liaison and Sherry Sury, Clerk-Treasurer. Absent was Steve Kil, Town Manager.

Approval of the minutes – Special Meeting of April 5, 2010 and Regular Meeting of April 19, 2010 –

Ms. Sims-Smierciak motioned to approve the minutes of the Special Meeting of April 5, 2010 and the Regular Meeting of April 19, 2010. Seconded by Mr. Hanlon. Motion passed with a vote of 4 - 0.

SANITARY DISTRICT

Old Business
Interceptor to Schererville – update –
Mr. Faberbock stated that the project was moving along and referenced the restoration status relating to the communication to Mr. Lotton. He stated that they need final approval from the railroad, and that Schererville should be fine with the restoration process.
Approval of payment to Schererville for engineering fees for WWTP plant ($537.17 and $80.64) –
Mr. Faberbock stated that he reviewed the two invoices and found them to be in order and that they can be approved for payment in the total amount of $617.81. Discussion ensued regarding copies of the change orders and pay requests received and distributed for informational purposes that will be provided by Schererville for the file until the project is completed. Mr. Hanlon motioned to approve payment to Schererville for engineering fees for the WWTP plant in the amount of $537.17 and $80.64. Seconded by Mr. Bradtke. Motion unanimously passed.
New Business –
None
PAYMENT OF BILLS - #2046 - #2052 for $33,708.41 for Sanitary District and WW Utility #6099 - #6125 for $161,306.69 –
Ms. Sims-Smierciak motioned to approve vouchers #2046 - #2052 for $33,708.41 for the Sanitary District and vouchers #6099 - #6125 for $161,306.69 for the Wastewater Utility. Seconded by Mr. Hanlon. Motion unanimously passed.
Any and all business that may come before the Board –
None
Public Comment –
None

WATERWORKS DISTRICT

Old Business
Lotton – Water Improvements Update – Gates of St. John
Project update – Water Treatment Plant/Well –
Mr. Faberbock stated that the project is winding down and should be up on line soon.
Partial Pay #8 in the amount of $298,615.00 – Thieneman Construction –
Ms. Sims-Smierciak motioned to approve Partial Payment #8 to Thieneman Construction in the amount of $298,615.00. Seconded by Mr. Hanlon. Motion unanimously passed.
Status update – Joliet Water Main –
Mr. Faberbock stated that the project has started and that it is about ten to fifteen percent complete. Discussion ensued regarding additional projects, Phase II, to finish the area by the tracks, then the area opposite Hart Street. Mr. Faberbock was asked to get pricing and have the information available for the next study session.
Approval of payment plan for damage to fire hydrant -
Discussion ensued regarding a payment plan and to accept payments over a time period with the anticipated number of payments needed for full reimbursement. Motion to table until the payment plan is presented for approval. Ms. Sims-Smierciak motioned to table this item until the next meeting. Seconded by Mr. Bradtke. Motion unanimously passed.
New Business
Resolution #WD10-05-17, Temporary Loan & Transfer of Funds – Water Utility to Water District –
Mr. Gembala motioned to approve Resolution #WD10-05-17. Seconded by Ms. Sims-Smierciak. Motion unanimously passed.
PAYMENT OF BILLS - #3033 - #3041 for $34,638.27 for Waterworks District and #4194 - #4260 for $494,280.47 for Water Utility –
Ms. Sims-Smierciak motioned to approve vouchers #3033 - #3041 for $34,638.27 for the Waterworks District and vouchers #4194 - #4260 for $494,280.47 for the Water Utility. Seconded by Mr. Hanlon. Motion unanimously passed.
Any and all business that may come before the Board –
Mr. Myers referenced the two requests to purchase that included a laptop computer and equipment for a combined total of $2,901.71. Discussion ensued regarding the use of the equipment for the meter reads and the payment allocation to be a 50%-50% split between water and sewer. Mr. Bradtke motioned to approve the purchase of the computer and equipment in the amount of $2,901.71 with the cost split equally between the water and sewer utility. Seconded Mr. Hanlon. Motion unanimously passed.

Mr. Forbes referenced the concrete work at the site of the water main repair. Discussion ensued.

Mr. Faberbock stated that at the May 27, 2010, Town Council Meeting the award would be announced for the Joliet Street Storm Sewer and Water Main project at the Norfolk Southern and CSX and that there would be a pre-construction meeting the next day

Public Comment –
None

Adjournment –

Ms. Sims-Smierciak motioned to adjourn the meeting. Seconded by Mr. Hanlon. Motion unanimously passed. Meeting adjourned at 6:18 P.M.

ATTEST:

/s/ Sherry P. Sury, Clerk-Treasurer

06-21-2010 Sanitary District Waterworks District

June 21, 2010 Sanitary/Waterworks District Meeting Minutes

Mr. Myers called the meeting to order at 6:01 P.M. and led the Pledge of Allegiance. Roll call was taken with the following members present: Robert Myers, President; Kenneth Gembala, Vice-President (arrived 6:08 P.M.); Michael Hanlon, Member; Patricia Sims-Smierciak, Member; Frank Bradtke, Member; Pete Faberbock, Robinson Engineering; Steve Kil, Town Manager; Randy Wyllie, Attorney; Michael Forbes, Town Council Liaison and Sherry Sury, Clerk-Treasurer.

Approval of the Minutes – Regular Meeting of May 17, 2010 –

Ms. Sims-Smierciak motioned to approve the minutes of the Regular Meeting of May 17, 2010. Seconded by Mr. Hanlon. Motion passed with a vote of 4 - 0.

Presentation by Karl Cender – Financial Reports – Both Districts –

Mr. Cender reported good news for the Waterworks District. He stated that the revenue is up and expenses are down; referenced the financial reports, that the utility would be able to pay PILT in the amount of $75,000 and that there is no need for a rate increase.

Mr. Cender stated that both districts have a good reserve and are holding their own. He stated that there is no need for a rate increase on the sewer side, the Sanitary District would not be able to pay PILT at this time but would undergo a review at the end of the year. (Note: tape recording quality was bad during entire presentation). Mr. Myers stated that he, Mr. Gembala and Mr. Kil met with Mr. Cender, went over this information and asked if there are any questions.

SANITARY DISTRICT

Old Business
Interceptor to Schererville – update –
Mr. Faberbock stated that there is still 2,000 feet of line that needs to be tested before they actually make the connection to Schererville under 85th Avenue. There is probably a month left on the project, they still have to finish the transducer at the Schererville Treatment Plant and get it calibrated. That should be done in the next week, which will make the final tie in as well.
Approval of payment to Schererville for engineering fees for WWTP plant ($105.00) –
Mr. Myers referenced the invoice and stated that this seems to be sort of an office construction services fee; correspondence and review of pipe support and testing of the installation. Mr. Faberbock stated that it is okay to pay this bill and that Schererville asked where they were with the testing in relation to them. Mr. Bradtke motioned to approve the payment of $105.00 to Schererville. Seconded by Ms. Sims-Smierciak. Motion unanimously passed.
New Business
Permission/approval to purchase new printer for utility bills (Payment to be split three ways – Water/Sewer Utility and Town Council).
Mr. Myers stated that this is a proposal/recommendation from Jason, the Town IT Specialist. The printer currently being used for printing the water/sewer/trash (sanitation) bills is dead. The proposal is to purchase a printer from CDWG for $3,436.39 which would be split three ways between the Water & Sewer utilities and the Town Council. Discussion ensued. Mr. Hanlon motioned to approve the purchase of the printer recommended by the Town IT Specialist from CDWG for $3,436.39 to be split three ways; Water, Sewer and the Town Council. Seconded by Mr. Bradtke. Motion unanimously passed.
PAYMENT OF BILLS - #2053 - #2058 for $24,830.98 for Sanitary District & WW Utility #6126 - #6158 for $190,224.30 -
Ms. Sims-Smierciak motioned to approve bill payment memo’s #2053 - #2058 for $24,830.98 for the Sanitary District and for Wastewater Utility #6126 - #6158 for $190,224.30. Seconded by Mr. Hanlon. Motion unanimously passed.
Any and all business that may come before the Board
Ms. Sury stated that there is a shortage of funds for the bond and interest payment due and a transfer of funds is needed. Mr. Gembala motioned to pass Resolution # SD 10-06-21, a resolution authorizing the temporary transfer of loan funds from Wastewater Utility to Sanitary District Bond and Interest Fund of $17,000. Seconded by Ms. Sims-Smierciak. Motion unanimously passed.

Mr. Kil referenced the lift station at Saddle Creek in relation to the SCADA system along with the anticipated cost of $4,981.00 to install. Mr. Faberbock stated that he has been reviewing Letters of Credit and he believes it was required at that time. Discussion ensued, Mr. Faberbock will check into it and this is to be placed on the agenda.

Public Comment –
None

WATERWORKS DISTRICT

Old Business
Lotton – Water Improvements Update – Gates of St. John
Project update – Water Treatment Plant/Well –
Mr. Faberbock stated that the valve issues have been resolved.
Partial Pay #9 in the amount of $162,212.44 – Thieneman Construction –
Mr. Gembala motioned to approve partial payment #9 in the amount of $162,212.44 to Thieneman Construction. Seconded by Mr. Bradtke. Motion unanimously passed.
Status update – Review of Proposal – Joliet Street Water Main Extension –
Ms. Sury stated that this is on the docket but they need a motion to pay. Mr. Faberbock mentioned that this does not finish the project. Mr. Hanlon motioned to pay Snow-N-Sons $81,625.50. Seconded by Ms. Sims-Smierciak. Motion unanimously passed. Mr. Faberbock added that he received a change order for $930.00 on the project. They are making the tie ins over at Thielen Street and one of the valves broke, it was three hours of their time to make the repairs and Derwin feels this is a legitimate expense. It was one of the District’s valves and was not part of the project. He also referenced their proposal to extend a line from Thielen Street to the railroad which is not part of the project. They submitted a price of $48,933.00; Mr. Faberbock’s original estimate was $52,715.56 so they are still getting a really good price. Discussion ensued. Mr. Hanlon motioned to accept the proposal of Snow-N-Sons in the amount of $48,933.00 for Phase II, Thielen to the Railroad tracks. Seconded by Mr. Bradtke. Motion unanimously passed.
Discussion of powers and duties of Waterworks Board –
Mr. Wyllie referenced a letter in their packets that was sent to Mr. Myers regarding the customer who came in (Mr. Adigbi) and wanted his water turned on and off whenever he wanted and stated that this is not strongly advisable. He also attached to the letter the original rules and regulations for the Water Utility that were passed by the Town Council in June 1994. Mr. Wyllie stated that over the years the Board members, the Town Manager and Clerk-Treasurer have had issues come up they do not have answers to and suggested that the Board should add some rules and regulations to address those issues. Mr. Wyllie suggested that the Board motion one way or the other what to do in this particular situation. Mr. Myers suggested that a letter be sent to the individual that either he uses the Utilities water or his well, that there be no commingling of water. Discussion ensued. Ms. Sims-Smierciak motioned to deny the customer’s request that he made at the Study Session (to turn his water on and off when he requests) and to instruct Mr. Wyllie to send him written notification of the action they are taking, advising him to separate the system and/or face closure. Seconded by Mr. Hanlon. Motion unanimously passed.
Request of Mr. Adigbli –
Connection to Town Water - See above item
New Business
PAYMENT OF BILLS - #3042 - #3047 for $25,040.00 for Waterworks District and #4261 - #4341 for $490,137.31 for Water Utility -
Mr. Bradtke motioned to pay bill payment memos #3042 - #3047 for $25,040.00 for Waterworks District and #4261 - #4341 for $490,137.31 for the Water Utility. Seconded by Ms. Sims-Smierciak. Motion unanimously passed.
Any and all business that may come before the Board –
None
Public Comment –
None

Adjournment –

Ms. Sims-Smierciak motioned to adjourn the meeting. Seconded by Mr. Hanlon. Motion unanimously passed.

ATTEST

:

/s/ Sherry P. Sury
Clerk-Treasurer

07-19-2010 Sanitary District Waterworks District

July 19, 2010 Sanitary/Waterworks District Meeting Minutes

Mr. Myers called the meeting to order at 6:00 P.M. and led the Pledge of Allegiance. Roll call was taken with the following members present: Robert Myers, President; Patricia Sims-Smierciak, Member; Frank Bradtke, Member; Pete Faberbock, Robinson Engineering; Steve Kil, Town Manager; Randy Wyllie, Attorney; Kenneth Gembala, Town Council Liaison and Sherry Sury, Clerk-Treasurer. Absent was Michael Hanlon, Member.

Approval of the minutes – Executive Session of June 7, 2010 and Regular Meeting of June 21, 2010 –

Ms. Sims-Smierciak motioned to approve the minutes of the Executive Session of June 7, 2010 and the Regular Meeting of June 21, 2010. Seconded by Mr. Bradtke. Motion passed with a vote of 3 - 0.

Acceptance of Resignation –

Mr. Ken Gembala as Member and Vice-President of Utility Board – Both Districts – Mr. Bradtke motioned to accept the resignation of Mr. Ken Gembala. Seconded by Ms. Sims-Smierciak. Motion passed with a vote of 3 - 0.

SANITARY DISTRICT

Old Business
Interceptor to Schererville – update –
Mr. Faberbock stated that the Town of Schererville has requested that all punch list items on the project be completed prior to allowing the contractor to make all the switchovers. He stated that he e-mailed Mr. Gorman the list for his approval and to ensure he didn’t miss anything and is still waiting to hear back from him. They (Schererville) want credit for doing paving inside the treating plant because they are doing construction, they have asked the contractor to pay for the asphalt road they destroyed as part of the construction. Mr. Faberbock referenced the need to see all the test results and stated that testing will be completed tomorrow; the asphalt patching will be done on 77th Street so everything will be done before the tie in next week and the project will be complete.
Saddle Creek Lift Station – SCADA system – update to be paid by developer –
Mr. Faberbock stated that he spoke to the developer briefly today. His concern is why aren’t the pumps working, why isn’t the variable speed working on their side of the pumps and wants to ensure there is nothing mechanically wrong before they move forward. He received the specifications and he is checking to see if the specifications changed between when they gave it to him to the point they implemented their new SCADA system. If the specifications match the ones he was given in 2004 he should not be held liable.
Aldi’s Grocery Store – Sewage Capacity/System Development Charges Revised –
Mr. Faberbock stated that Aldi’s received the State’s signoff; they took a look at it and everything seems fine and that they are going with the 4-inch as opposed to the 6-inch fire line. He noted the changes in the system development fees of $99,000 and that the State approved the line size. Ms. Sims-Smierciak motioned to approve the Aldi’s Grocery Store Sewage Capacity System Development charges revised according to Mr. Faberbock’s letter. Seconded by Mr. Bradtke. Motion passed with a vote of 3 - 0. Ms. Sury stated that Aldi’s paid and received the permit.
Approval of PILT payment to town - $75,000 –
this item will be covered in Waterworks District section of the meeting.
New Business
Approval of expenditure – Truck #321 Sewer/Vac repairs –
Mr. Myers stated that he is concerned that this estimate may go higher. Mr. Kil stated that the mechanic took a pretty good look at the vehicle and the estimate should be close. Mr. Bradtke motioned to accept the estimate of Brown Equipment Co., Inc. not to exceed $7,000.00 for the repairs to Truck #321. Seconded by Ms. Sims-Smierciak. Motion passed with a vote of 3 - 0.
PAYMENT OF BILLS - #2059 - #2065 for $110,327.80 for Sanitary District & WW Utility #6159 - #6187 for $223,975.07 -
Ms. Sims-Smierciak motioned to pay bill payment memos #2059 - #2065 for $110,327.80 for the Sanitary District and for Wastewater Utilities #6159 - #6187 for $223,975.07. Seconded by Mr. Bradtke. Motion passed with a vote of 3 - 0.
Any and all business that may come before the Board –
None
Public Comment –
None

WATERWORKS DISTRICT

Old Business
Lotton –Water Improvements Update – Gates of St. John
Project update – Water Treatment Plant/Well –
Mr. Faberbock stated that everything is close to up and running; they are close to being 100% complete. Mr. Myers stated that they want to purchase a dehumidifier for the water treatment plant. It will cost close to $3,000.00; they have a quote from Chemical Pump Company. Mr. Bradtke motioned to approve the purchase of a dehumidifier from Chemical Pump Sales & Services for $3,000.00. Seconded by Ms. Sims-Smierciak. Motion passed with a vote of 3 - 0.
Status update – Joliet St. Water Main Extension –
Mr. Faberbock reported the extension is completed through Thielen Street. They have started the next phase and are about 150 feet from completing that, it’s moving pretty quickly.
Pay Estimate #2 Partial – Snow-N-Sons $27,615.95 -
Ms. Sims-Smierciak motioned to approve Pay Estimate #2 to Snow-N-Sons in the amount of $27,615.95. Seconded by Mr. Bradtke. Motion passed with a vote of 3- 0.
Status report – repayment for damage to hydrant –
Ms. Sury confirmed that they received a payment in June for $50.00. Mr. Myers noted that the checks are in his parent’s name. Mr. Kil stated that they have until tomorrow to make July’s payment.
Status report – Commingling of private well water with St. John Waterworks Water Distribution System –
Mr. Wyllie stated that he sent a letter by certified mail and received the return receipt back; they have until the 31st of July to get back to him. Discussion ensued.
Approval of settlement – Caldwell Tanks –
Mr. Myers stated that Mr. Wyllie, himself and Jennifer Prince met with the arbitrator for about four hours. They came up with a settlement that pretty much met everyone’s expectations and the arbitrator thinks they are in good shape. They are going to return $129,389.25 and keep the balance of about $100,000. Discussion ensued. Mr. Myers added that they also received $30,000 in interest while this was being settled. Mr. Kil mentioned that John Boender called him regarding payment; there was also a change order for two lights and he (Mr. Boender) is not sure if the change order went through. Mr. Wyllie stated that Boender was a subcontractor of Caldwell and he needs to go through Caldwell to resolve any issues he may have. Mr. Myers stated that Mr. Wyllie and Jennifer Prince did a fantastic job at the arbitration. Mr. Bradtke motioned to approve the settlement in the Civil Case #209-CV-371 St. John Waterworks District and Caldwell Tanks. Seconded by Ms. Sims-Smierciak. Motion passed with a vote of 3 - 0.
Aldi’s Grocery Store – Waterworks System Development Charges Revised –
See Sanitary District above for discussion. Ms. Sims-Smierciak motioned to approve the Aldi’s Grocery Store Sewage Capacity System Development charges revised according to Mr. Faberbock’s letter. Seconded by Mr. Seconded by Mr. Bradtke. Motion passed with a vote of 3 - 0.
New Business
Bramblewood Homeowners Association – Request to waive 2 tap fees – Ord #1203 / #WD 43 –
Mr. Tye Balthis, President, Bramblewood Homeowners Association (tape inaudible) presented his request of the board to waive two tap fees for the sprinkling systems along 93rd Avenue. Mr. Myers stated that he does not like to waive fees overall because it creates problems of why did you waive fees for one circumstance and not another. Ms. Sims-Smierciak stated that she must abstain as she lives in Bramblewood and is a member of the Homeowners’ Association. Because there is not a quorum of District members present this item must be deferred. Mr. Bradtke motioned to defer, because there is not a quorum, to waive tap fees to the August meeting. Seconded by Ms. Sims-Smierciak. Motion passed with a vote of 3 - 0.
PAYMENT OF BILLS – #3048 - #3055 for $32,228.45 for Waterworks District and #4342 - #4421 for $664,684.75 for Water Utility -
Mr. Bradtke motioned to pay bill payment memos #3048 - #3055 for $32,228.45 for Waterworks District and #4342 - #4421 for $664,684.75 for the Water Utility. Seconded by Ms. Sims-Smierciak. Motion passed with a vote of 3 -0.
Any and all business that may come before the Board
Mr. Myers stated that PILT could not be paid under sewer this time but it could be paid under water. (See Sanitary District above). Ms. Sims-Smierciak motioned to approve the PILT payment for the year 2010 in the amount of $75,000.00. Seconded by Mr. Bradtke. Motion passed with a vote of 3 - 0.
Public Comment –
None

Adjournment –

Ms. Sims-Smierciak motioned to adjourn the meeting. Seconded by Mr. Bradtke. Motion passed with a vote of 3 - 0. Meeting adjourned at 6:25 P.M.

ATTEST:

/s/ Sherry P. Sury, Clerk-Treasurer

08-16-2010 Sanitary District Waterworks District

August 16, 2010 Sanitary/Waterworks District Meeting Minutes

Mr. Myers called the meeting to order at 6:01 P.M. and led the Pledge of Allegiance. Roll call was taken with the following members present: Robert Myers, President; Michel Hanlon, Member; Patricia Sims-Smierciak, Member; Frank Bradtke, Member; Pete Faberbock, Robinson Engineering; Steve Kil, Town Manager; Kenneth Gembala, Town Council Liaison and Sherry Sury, Clerk-Treasurer. Absent was Randy Wyllie, Attorney.

Approval of the minutes – Regular Meeting of July 19, 2010 –

Ms. Sims-Smierciak motioned to approve the minutes of the Regular Meeting of July 19, 2010. Seconded by Mr. Bradtke. Motion passed with a vote of 4 - 0.

SANITARY DISTRICT

Old Business
Interceptor to Schererville – update –
Mr. Faberbock stated that they are moving along, the contractor is doing his restorations; and they will be marking the wetlands. Schererville asked that they wait until next week before they make an actual tie in. Schererville also asked for copies of all their testing reports. A couple of reports need to be turned in and they will then follow through with the request. Mr. Myers asked if St. John will have to pay the Schererville engineer to review the test reports after Mr. Faberbock has already reviewed them. Discussion ensued. Mr. Myers stated that if Schererville wants their own engineer to review the test reports then Schererville should pay for that. Mr. Faberbock will advise Schererville of Mr. Myers opinion. The tie in is next week and after the tie-in, they are pretty much done, the restoration from the tie in will be the only thing left to be done.
Saddle Creek Lift Station – SCADA system – update to be paid by developer –
Mr. Faberbock stated that he met with Derwin, the developer of Saddle Creek (Oltoff Homes) and Royce, the lift station supplier. Everyone agrees that the bill Gasvoda submitted to the town is something he has already been paid to do as part of the development. Mr. Faberbock will tell Royce tomorrow that he is responsible, he has been paid and there will be no additional funds from the town.
New Business
Professional Building Services on behalf of Dyer Methodist Church – Grant of Right request – water/sewer –
Pastor Ken Puent addressed the board; he introduced Amy Delahunty who is the Chairperson of the church Building Committee. The church purchased property on 109th Avenue last year, they would like tie into the Districts sanitary sewer / water line in the next 24 – 36 months. They have submitted a letter with that request along with a plat of survey and an actual site plan for those services. Mr. Myers stated that they just received the paperwork tonight and did not have a chance to look at it. He asked if the property is contiguous to the Town of St. John. Mr. Puent stated that it is next to the Oltoff subdivision which is in St. John. Mr. Kil stated that the policy of the town is if they are able to annex into the town they must do that before they can get utilities. If legally you do not have the ability to do that, you must sign a waiver of right to remonstrate against any future annexation. The first requirement is you must be 1/8th contiguous and it does not look like they are. Discussion ensued. Mr. Faberbock will review the paperwork the church submitted. Mr. Myers stated that they will have an answer at the September meeting on the third Monday of September.
PAYMENT OF BILLS - #2066 - #2071 for $12,279.36 for Sanitary District & WW Utility #6188 - #6209 for $102,101.25 -
Mr. Hanlon motioned to pay bill payment memos #2066 - #2071 for $12,279.36 for the Sanitary District and Wastewater Utilities #6188- #6209 for $102,101.25. Seconded by Ms. Sims-Smierciak. Motion passed with a vote of 4 - 0.
Any and all business that may come before the Board –
Mr. Kil stated that at the next Town Council meeting they will formalize that the PILT payment will be applied towards the loan the Town owes the district. Ms. Sury confirmed that the exact amount will be $75,700.

Mr. Faberbock stated that he spoke to Mr. Kil about the Patterson sewer, he does not think they have the equipment or the ability to go through and get a picture of the sewer line; they are going to get three quotes to video the sewer line. Discussion ensued.

Mr. Myers referenced a letter from the Lake County Public Library that was received. He stated that they requested an adjustment/credit because of a water leak that resulted in a high water bill. Discussion ensued regarding the consumption usage of the two meters. Ms. Sury recommended that they wait for the next bill to see what the readings are for the two meters.

Public Comment –
None

WATERWORKS DISTRICT

Old Business
Lotton – Water Improvements Update – Gates of St. John
Project update – Water Treatment Plant/Well –
Mr. Kil stated that everything is done, it is up and running.
Partial Pay #10 – Thieneman - $52,347.00 –
Mr. Hanlon motioned to pay partial payment #10 to Thieneman for $52,347.00. Seconded by Mr. Bradtke. Motion passed with a vote of 4 - 0.
Partial Pay #11 – Thieneman – Change Order - $19,254.00 -
Ms. Sims-Smierciak motioned to pay partial pay #11 to Thieneman for the change order for $19,254.00. Seconded by Mr. Bradtke. Motion passed with a vote of 4 - 0.
Status update – Joliet St. Water Main Extension –
Mr. Faberbock stated that the project has been completed and partial pay estimate #3 will cover all the changes they had on the project.
Pay Estimate #3 Partial – Snow-N-Sons - $6,729.55 -
Mr. Bradtke motioned to pay estimate #3 to Snow-N-Sons for $6,729.55. Seconded by Ms. Sims-Smierciak. Motion passed with a vote of 4 - 0.
Pay Estimate #1 – Final - $28,686.00 -
Mr. Hanlon motioned to pay estimate – final – for $28,686.00 to Snow-N-Sons. Seconded by Mr. Bradtke. Motion passed with a vote of 4 -0.
Status report – commingling of private well water with St. John Waterworks Water Distribution System –
Mr. Myers stated that he spoke with Mr. Wyllie last week regarding this and Mr. Wyllie has not heard anything from the homeowner or the attorney on the cross connection violation. Mr. Kil approved the extension to the 20th, if things are not corrected the homeowner’s water will be turned off at the B box. A reading will be taken to ensure the water has not been turned back on.
Bramblewood Homeowners Association – Request to waive 2 tap fees – Ordinance #1203 / #WD43 –
Mr. Myers stated that he is not in favor of waiving a tap fee so precedence is not set. Discussion ensued. Mr. Bradtke motioned to deny the request to waive the tap fees. Seconded by Mr. Hanlon. Motion passed with 3 ayes and 1 abstention by Ms. Sims-Smierciak.
New Business
Mr. Kil stated that he has received several requests to paint the fire hydrants red. Mr. Gembala stated that according to NFPA standards the hydrants are supposed to be red with color coded caps according to flow rate. However, right now they do not have the money to conduct flow tests around town. When they get their five year insurance rate one of the things the insurance company looks at are the flow rates on the hydrants and if they are recognizable to the fire department. Mr. Myers told Mr. Kil to go ahead and get the hydrants painted red.

Mr. Gembala referenced the previous board decision that Boender should get his money from Caldwell; he would like Mr. Faberbock to check the contract to see if the Public Works Director ordered Boender to put these in extra; if so, he doesn’t think it’s fair that they are not getting paid. The bill is $16,174.00. Discussion ensued and Mr. Faberbock will check the timing on this. Mr. Myers added they should review this with Mr. Wyllie. Mr. Gembala stated that the contractor was told to wait until the dispute with Caldwell was settled. Mr. Kil stated that Mr. Pharazyn ordered two additional lights to be installed and the location of the SCADA was also changed.

PAYMENT OF BILLS - #3056 - #3059 for $19,573.24 for Waterworks District and #4422 - #4479 for $268,362.28 for Water Utility -
Ms. Sims-Smierciak motioned to pay bill payment memos #3056 - #3059 for $19,573.24 for Waterworks District and #4422 - #4479 for $268,362.28 for the Water Utility. Seconded by Mr. Hanlon. Motion passed with a vote of 4 - 0.

Update on anticipated cost – repair of line Patterson & Primrose – (item missed in meeting sequence) – Mr. Faberbock stated that if they went one street further to the west to Fairbanks it would cost $378,000, to go to Primrose the cost would be $225,000. Mr. Myers stated that this is more money than they thought and that they should speak with Karl Cender to get it into their budget soon.

Any and all business that may come before the Board
Discussion ensued regarding the Study Session scheduled on September 6, 2010, Labor Day. It was decided that the Study Session would be cancelled and not rescheduled for the month of September.

Mr. Faberbock stated that a Goodwill Store will be coming in and will be installing a 1” line.

Public Comment –
None

Adjournment –

Ms. Sims-Smierciak motioned to adjourn the meeting. Seconded by Mr. Bradtke. Motion passed with a vote of 4 - 0. Meeting adjourned at 6:38 P.M.

ATTEST:

/s/ Sherry P. Sury, Clerk-Treasurer

09-20-2010 Sanitary District Waterworks District

September 20, 2010 Sanitary/Waterworks District Meeting Minutes

Mr. Myers called the meeting to order at 6:00 P.M. and led the Pledge of Allegiance. Roll call was taken with the following members present: Robert Myers, President; Michael Hanlon, Member; Patricia Sims-Smierciak, Member; Frank Bradtke, Member; Pete Faberbock, Robinson Engineering; Steve Kil, Town Manager; Randy Wyllie, Attorney; Kenneth Gembala, Town Council Liaison and Sherry Sury, Clerk-Treasurer.

Approval of the minutes – Regular Meeting of August 16, 2010 -

Ms. Sims-Smierciak motioned to approve the minutes of the Regular Meeting of August 16, 2010. Seconded by Mr. Hanlon. Mr. Gembala referenced page three of the minutes pertaining to the discussion regarding the fire hydrants; the acronym identified as EPA should be NFPA. Motion passed with a vote of 4 -0.

SANITARY DISTRICT

Old Business
Professional Building Services on behalf of Dyer Methodist Church – Grant of Right request – water/sewer –
Mr. Faberbock stated that he reviewed the plans for the utilities as requested. He verified that everything shown on the plan with the exception of the 15” water main, which is actually a 12” water main and terminates at the southwest corner of Silver Leaf is in order. At this point, they are not contiguous with the town and are not able to annex. Mr. Wyllie stated that he could have the Grants of Right to Install, and Waiver and Consent to Future Annexation forms ready for the next meeting. Ms. Sims-Smierciak motioned to approve the Grant of Right to Install subject to signing the documents from the Board attorney. Seconded by Mr. Bradtke. Motion passed with a vote of 4 - 0.
Interceptor to Schererville –
status of payments
Update of existing issues –
Mr. Faberbock gave a status report on the 36” line. He stated that since the last meeting the flume was changed from the 24” to the 36”, they had trouble metering the flow coming through the new flume so that flow was diverted back into the existing 24”. They are investigating several possibilities to see what was wrong; one is the flume itself, there is bubble popping out of the concrete, the size of the flume, the proposed design flows from 2005, plus other possibilities. There is also a punch list compiled by Mr. Faberbock that Mr. Myers wants to go over. He would like Mr. Lotton to start on the restoration and have Schererville sign off on it as it gets done.
Invoice #3015 dated 8/9/10 in the amount of $494.90 –
See next item
Invoice #3031 dated 9/7/10 in the amount of $472.50 -
Mr. Hanlon motioned to pay Invoice #3015 in the amount of $494.90 and Invoice #3031 in the amount of $472.50. Seconded by Mr. Bradtke. Motion passed with a vote of 4 - 0.
Status update – Patterson sewer – Proposal for video cost for sewer line –
Mr. Faberbock stated that he is getting proposals and will have something in the future.
Request of Lake County Library – Sewage billing adjustment –
Mr. Myers stated that they have gone over past bills and it looks like they have a problem. He suggested that reimbursement be done on comparison with past usage and that they leave that up to Ms. Sury to come with up the exact figure. Ms. Sims-Smierciak motioned to adjust the sewage billing for the Lake County Library using the comparison of past usage under Ms. Sury’s discretion. Seconded by Mr. Hanlon. Motion passed with a vote of 4 - 0.
New Business
PUBLIC HEARING – 2011 BUDGET
Mr. Wyllie confirmed that the Publication Notices were in order with publication dates of August 25th and September 1st in The Times and publication dates of September 2nd and September 9th in the Post Tribune and that the public hearing could proceed. Mr. Myers read the budget estimates for the Sanitary District Operating and Sanitary District Bond & Interest Funds.
The hearing was opened for Public Comment –
None
Ordinance #SD105 – 2011 Sanitary District Budget – First Reading -
Mr. Hanlon motioned to consider Ordinance #SD 105 on first reading. Seconded by Ms. Sims-Smierciak. Motion passed with a vote of 4 - 0.

Mr. Sims-Smierciak motioned to approve the 2011 Budget on first reading. Seconded by Mr. Bradtke. Motion passed with a vote of 4 - 0.

Extension of Summer Sprinkling Rates – Town Resident – Due to Storm Sewer project –
Mr. Myers referenced a letter from a resident who requested an extension on the summer sprinkling rate. His lawn was messed up during the storm sewer project and the extension would allow the resident to water his lawn to get it back into shape. Ms. Sims-Smierciak motioned to approve this extension to October 15, 2010. Seconded by Mr. Hanlon. Motion passed with a vote of 4 - 0.
PAYMENT OF BILLS - #2072 - #2079 for $36,324.29 for Sanitary District & WW Utility #6210 - #6240 for $107,810.20 -
Mr. Hanlon motioned to pay bill payment memos #2072 - #2079 for $36,324.29 for the Sanitary District and for Wastewater Utility #6210 - #6240 for $107,810.20. Seconded by Mr. Bradtke. Motion passed with a vote of 4 - 0.
Any and all business that may come before the Board –
None
Public Comment –
None

WATERWORKS DISTRICT

Old Business
Water Tower – Gates of St. John
Approval of payment to Mediator –
Mr. Wyllie stated that the court appointed mediator must be paid by both parties 50/50, the Town’s 50% portion is $748.00. Mr. Hanlon motioned to authorize payment to the mediator on the Caldwell Tank issue for $748.00. Seconded by Mr. Bradtke. Motion passed with a vote of 4 -0.
Payment outstanding invoices – electrical –
Mr. Boender was in attendance and was asked to explain what the invoices were for. Mr. Boender said before anything was done on the Caldwell contract Mr. Pharazyn asked Mr. Boender to put in 6 PVC pipes & raceway before the floor was poured for the tower. It was not part of the contract so he billed Caldwell Tank right at the beginning. That was not part of his contract with Caldwell. The invoice for this was $2,316.66, Invoice #20850. The invoice for $12,345.00 was added to the job specs that Caldwell Tank did not pay him; he was told by Caldwell it was work outside the contract and they would not pay the invoice. This was for a change from a 2-pole light system to a 4-pole light system. Caldwell told him since they didn’t hear it from the town they were not going to pay it. Mr. Pharazyn never signed for it but authorized him to do it. The last invoice for $1,512.24 – Caldwell put a block wall around the stairwell going up the hill – Boender had already ran the conduit for the SCADA system on that wall and on up to the antenna. The wall so poorly done it had to be taken down and redone so the conduit had to be removed from the wall and reinstalled on the replacement wall.

Mr. Wyllie stated that he remembers the wall having to be redone, which was Caldwell’s responsibility so the third invoice should be Caldwell’s responsibility. He added that the Board’s contract is with the general contractor not with the subcontractor. Although Mr. Boender received his direction from Mr. Pharazyn he has nothing in writing. That was their position going into litigation with Caldwell which has been settled and they have been paid in full. Mr. Boender’s contract is with Caldwell, so any issues he has should be addressed with Caldwell which is what he did. He followed the proper procedure and Caldwell has refused to pay him. Mr. Wyllie does not see how that puts the Board in a position where the Board has to pay it. Unfortunately Mr. Boender may be in the same position the Board was in where Mr. Boender may have to sue Caldwell to get a remedy.

Mr. Myers asked Mr. Boender to give the Board some time to think this over and discuss it and they will give him an answer before their next meeting. Mr. Boender added that Derwin was aware of the work.

Mr. Kil mentioned he was not aware of two of the items but he is aware that the lighting was very poor and Mr. Pharazyn wanted it fixed right away and authorized Boender to do the work. He added that Mr. Pharazyn never gave Caldwell a change order to approve it and that Caldwell was going to tack on 10%.

Status update – Joliet St. Water Main Extension –
Mr. Faberbock stated that the bonding agent for Snow-N-Sons is asking for a letter from the Town so he typed one up and sent it out.
Status report – Commingling of private well water with St. John Waterworks Water Distribution System –
Mr. Wyllie stated that he did not receive a response from the owner and the water was shut off. Discussion ensued and Wayne, Customer Service Representative, will occasionally check to ensure the water is still shut off.
Update – resident reimbursement from fire hydrant damage –
Mr. Myers stated that another payment has been received.
New Business
Reading of the Budget Estimate for the following fund
Mr. Wyllie confirmed that the Publication Notices were in order with publication dates of August 25th and September 1st in The Times and publication dates of September 2nd and September 9th in the Post Tribune and that the public hearing could proceed. Mr. Myers read the budget estimates for the Waterworks District and opened the floor for Public Comment.
Public Comment –
None
Ordinance #WD72 – 2011 Waterworks District Budget – First Reading -
Ms. Sims-Smierciak motioned to consider Ordinance #WD72 on first reading. Seconded by Mr. Bradtke. Motion passed with a vote of 4 -0.

Mr. Bradtke motioned to approve Ordinance #WD72 on first reading. Seconded by Ms. Sims-Smierciak. Motion passed with a vote of 4 - 0.

Annual Service Agreement – Water Storage Tank – Cathodic Protection System – 14126 W. 89th Place –
This is for the Kilkenny water tower. Mr. Myers asked Mr. Faberbock if they should do the 15-point inspection. Discussion ensued. Mr. Faberbock stated that he would have to look at the tank and see. Mr. Myers recommended that the 15-point inspection be done every year and if they add up all the options; wait to see if they need them, the amount will not exceed $1,230.00. Mr. Bradtke motioned to authorize the yearly contract for Corpro for a cost not to exceed $1,230.00. Seconded by Ms. Sims-Smierciak. Motion passed with a vote of 4 - 0.
PAYMENT OF BILLS - #3060 - #3064 for $30,756.29 for Waterworks District and #4480 - #4551 for $273,224.77 for Water Utility -
Mr. Hanlon motioned to pay bill payment memos #3060 - #3064 for $30,756.29 for Waterworks District and #4480 - #4551 for $273,224.77 for the Water Utility. Seconded by Mr. Bradtke. Motion passed with a vote of 4 -0.
Any and all business that may come before the Board
Mr. Myers referenced a letter from a resident that had rusty water and wants her bill paid in full. He mentioned that if there was a problem it would be on the entire block not just one home. Also her prior bills have been for approximately the same amount of consumption. Mr. Hanlon motioned to deny the residents request for a rebate on their water bill. Seconded by Mr. Bradtke. Motion passed with a vote of 4 - 0.

Ms. Sury mentioned the bond review that was underway by Fitch Ratings as it related to the 1996 Sanitary District Bonds, discussion ensued.

Mr. Faberbock stated that Wayne left him message about a dentist’s office where they were changing some meters and he noticed the dentist does not have a backflow preventer and he really needs one. Wayne would like a letter sent to the dentist advising him that he needs to install the backflow preventer. Mr. Kil stated that he spoke with Wayne about this matter and asked him to tell the dentist to install it and provide him with a copy of the code.

Mr. Faberbock stated that he has not had luck with the railroad; he has been dealing with the consultant and is trying to get in there to lower the signal. Mr. Wyllie will send the railroad a friendly letter to try to help move the process along.

Mr. Gembala stated that he took some of the fire department and some of the police department personnel through the water treatment plant and the new tower; it is very impressive. He added the treatment plant has a chlorine room which is extremely hazardous, it is closed however every once in a while they have to change bottles. He said there is a ladder on the second level they use to make an inspection and someone could get injured. He is requesting that lockboxes be placed on all the buildings. Discussion ensued and the Board agreed to have the Knox lockboxes installed.

Public Comment –
None

Adjournment –

Mr. Bradtke motioned to adjourn the meeting. Seconded by Mr. Hanlon. Motion passed with a vote of 4 - 0. Meeting adjourned at 6:48 P.M.

ATTEST:

/s/ Sherry P. Sury, Clerk-Treasurer

10-18-2010 Sanitary District Waterworks District

October 18, 2010 Sanitary/Waterworks District Meeting Minutes

Mr. Myers called the meeting to order at 6:01 P.M. and led the Pledge of Allegiance. Roll call was taken with the following members present: Robert Myers, President; Michael Hanlon, Member; Patricia Sims-Smierciak, Member; Frank Bradtke, Member; Pete Faberbock, Robinson Engineering; Steve Kil, Town Manager; Randy Wyllie, Attorney; Kenneth Gembala, Town Council Liaison and Sherry Sury, Clerk-Treasurer. Also in attendance was Michael Forbes, Town Council Member.

Approval of the minutes – Regular Meeting of September 20, 2010 -

Mr. Bradtke motioned to approve the minutes of the Regular Meeting of September 20, 2010. Seconded by Ms. Sims-Smierciak. Motion passed with a vote of 4 - 0.

SANITARY DISTRICT

Old Business
Interceptor to Schererville – status update –
Mr. Myers stated that Mr. Faberbock, half of Robinson Engineering, Mr. Kil and himself went out there two weeks ago on a Friday afternoon. They spent a few hours trying to figure out how the flume was working, they were doing some testing and stuff. Mr. Kil added that he has received some revised drawings and that Mr. Faberbock told him that the Plant Superintendent had an issue with the proposed fix, which is to raise the bottom of the flume 12 inches up and re-pour a new bottom and new sides. They (Schererville) were afraid the sediment would get trapped and things like that. Mr. Kil stated that he spoke with Mr. Volkmann and he doesn’t think Schererville understands what St. John wants to do. He sent Schererville the plans. R&R has the plans and is putting together a proposal.
Status update – Patterson sewer – Proposal for video – Cost for sewer line –
Mr. Faberbock stated that he received three proposals: 1) Tierra Environmental for $5,099.60; 2) National Power Rodding for $9,340.32 and 3) Trenchless Solutions for between $14,000 and $16,800. Discussion ensued. Ms. Sims-Smierciak motioned to approve / authorize Tierra Environmental and Industrial Services to televise the sewer lines for Robinson Engineering at a cost not to exceed $5,100.00. Seconded by Mr. Hanlon. Motion passed with a vote of 4 - 0.
Ordinance #SD105 – 2011 Sanitary District budget – Adoption -
Mr. Hanlon motioned to adopt Ordinance #SD105 the 2011 Sanitary District budget. Seconded by Mr. Bradtke. Motion passed with a vote of 4 - 0.
New Business
PAYMENT OF BILLS - #2080 - #2087 for $28,165.56 for Sanitary District & WW Utility #6241 - #6280 for $217,540.70
Mr. Bradtke motioned to pay bill payment memos #2080 - #2087 for $28,165.56 for the Sanitary District and for Wastewater Utility #6241 - #6280 for $217,540.70. Seconded by Ms. Sims-Smierciak. Motion passed with a vote of 4 - 0.
Any and all business that may come before the Board –
None
Public Comment –
None

WATERWORKS DISTRICT

Old Business
Water Tower – Gates of St. John
Payment outstanding invoices – electrical -
Mr. Bradtke motioned to pay Invoice #21605 for $1,512.24 and Invoice #21633 for $12,345.00 to Boender Electric. Seconded by Ms. Sims-Smierciak. Motion passed with a vote of 4 - 0.
Ordinance #WD72 – 2011 Waterworks District Budget Adoption -
Ms. Sims-Smierciak motioned to adopt Ordinance #WD72 the 2011 Waterworks District Budget. Seconded by Mr. Hanlon. Motion passed with a vote of 4 - 0.
New Business –
None
PAYMENT OF BILLS - #3065 - #3072 for $28,590.40 for Waterworks District and #4552 - #4625 for $153,170.97 for Water Utility -
Ms. Sims-Smierciak motioned to approve bill payment memos #3065 - #3072 for $28,590.40 for Waterworks District and #4552 - #4625 for $153,170.97 for Water Utility. Seconded by Mr. Bradtke. Motion passed with a vote of 4 - 0.
Any and all business that may come before the Board
Ms. Sury stated that she received another $50.00 payment for the hydrant damage.

Mr. Kil stated that the roadway contractor needs 70,000 gallons of water so he put a meter out there and that the town will be paid for the water.

Ms. Sury stated that Snow-N-Son finished their project, she has their maintenance bond but in order to get their performance bond released they need something from the Board to confirm the project is complete. She stated that Mr. Faberbock let them know the project is done but they still want something saying the board accepted the project and would like Mr. Wyllie to write a letter advising them of same. Discussion ensued. Mr. Kil will send a letter to Snow-N-Son on his letterhead advising them that the project is complete and the performance bond can be released.

Mr. Kil stated that the fire hydrants are being painted as they have time; Mr. Faberbock suggested the hydrant location be added into the GPS system.

Mr. Gembala stated that they have received a quote for testing the fire hydrants from M.E. Simpson in Valparaiso. Copies will be provided for review in the next study session. Mr. Myers stated that Simpson does hydrant mapping too. Discussion ensued.

Mr. Faberbock stated that on the third phase of the water main project on Joliet Street, they will finally start on Thursday going under the railroad; they have the signal system worked out. He also stated that an update will be provided at the next study session regarding the anticipated cost of raising wells #3 and #5 at the water treatment plant.

Public Comment –
None

Adjournment –

Ms. Sims-Smierciak motioned to adjourn the meeting. Seconded by Mr. Hanlon. Motion passed with a vote of 4 - 0. Meeting adjourned at 6:20 P.M.

ATTEST:

/s/ Sherry P. Sury, Clerk-Treasurer

11-15-2010 Sanitary District Waterworks District

November 15, 2010 Sanitary/Waterworks District Meeting Minutes

Mr. Myers called the meeting to order at 6:00 P.M. and led the Pledge of Allegiance. Roll call was taken with the following members present: Robert Myers, President; Michael Hanlon, Member; Patricia Sims-Smierciak, Member; Frank Bradtke, Member; Pete Faberbock, Robinson Engineering; Steve Kil, Town Manager; Randy Wyllie, Attorney; Kenneth Gembala, Town Council Liaison and Sherry Sury, Clerk-Treasurer. Also in attendance was Michael Forbes, Town Council Member.

Approval of the minutes – Regular Meeting of October 18, 2010 -

Mr. Bradtke motioned to approve the minutes of the Regular Meeting of October 18, 2010. Seconded by Ms. Sims-Smierciak. Motion passed with a vote of 4 - 0.

SANITARY DISTRICT

Old Business
Interceptor to Schererville – Update & Payment of Invoice #3065 –
Mr. Faberbock stated that Tom Mathews, the designer of the project, and he met with Mr. Kil to finalize the flume design which was completed. The drawing will be modified and sent to the contractor. Mr. Myers stated that the Board will not allow anything to be done until Mr. Faberbock and Schererville signs off on it. Mr. Faberbock added that restoration is almost done, there one section south of 85th where they have to make a tie-in. He has not heard if Mr. Gorman has approved the restoration yet. Mr. Hanlon motioned to pay Schererville for the work Nies Engineering did pertaining to the Schererville interceptor Nies Invoice #50-828-00-32 for $262.50. Seconded by Mr. Bradtke. Motion passed with a vote of 4-0.

Mr. Faberbock stated that he spoke with Tierra, who is the contractor they used to videotape Patterson Street regarding videotaping the sewer line, they would charge another $17,000 to video that entire line. Another option would be to use the Schererville/St. John camera if they can find the staff to actually run it. Mr. Myers mentioned that he spoke with Bob from R&R and told him to put in a bid to do the work. Bob from R&R told him that the manholes and everything has passed the pressure test. Mr. Faberbock will check with Derwin to verify this information.

Status Update – Grant of Right to Install Sewer/Water Lines – Change in contract terms –
Dyer United Methodist Church - Ms. Sims-Smierciak motioned to deny Dyer Methodist Church’s change request to the Grant of Right to Install. Seconded by Mr. Hanlon. Motion passed with a vote of 4 -0. Discussion ensued and Mr. Wyllie will send a letter to the Church advising them that they can come before the board when they are ready with their request.
Goodwill Store – Capacity Charge and Water and Sewer District System Development charges –
Mr. Myers referenced a letter from Mr. Faberbock’s which stated a Sewage Capacity Charge of $3,206.18 and the System Development Charges (each W/S) for a total of $3,000.00. Mr. Hanlon motioned to approve those charges. Seconded by Ms. Sims-Smierciak. Motion passed with a vote of 4 - 0.
New Business
Customer Request for adjustment of charges to utility bill – A resident, Mrs. Durban, addressed the Board and stated that her water leak problem with her water softener was correct. She stated that Wayne explained it needed to be by-passed and that she would like a discount on her water bill due to the leak. Mr. Myers stated that the water was used, and he does not see how he can discount at this point. If they started to discount for every water leak residents had, it might never end. He knows it is not her fault and that she received a partial credit when they did the meter change over. Mrs. Durban asked if she could spread out the payments and that, the Board waive the late fee. Ms. Sury stated that they can make a payment plan and for her to call the Clerk’s office to set it up; however, they cannot waive the late fee. Mr. Myers added that they will make a reasonable payment plan. Mr. Bradtke motioned to deny the request for a rebate. Seconded by Ms. Sims-Smierciak. Motion passed with a vote of 4 - 0.
PAYMENT OF BILLS - #2088 - #2094 for $26,118.18 for Sanitary District & WW Utility #6281 - #6321 for $202,497.78
- Mr. Hanlon motioned to pay bill payment memo’s #2088 - #2094 for $26,118.18 for Sanitary District & WW Utility #6281 - #6321 for $202,497.78. Seconded by Mr. Bradtke. Motion passed with a vote of 4 - 0.
Any and all business that may come before the Board –
None
Public Comment –
None

WATERWORKS DISTRICT

Old Business
Mr. Myers stated that he did not get a chance to talk to Karl Cender; he referenced a letter from Mr. Wyllie that the Board cannot use the surplus bond money as they intended. Ms. Sims-Smierciak motioned to defer the M.E. Simpson proposal until Mr. Myers gets a chance to talk to Karl Cender. Seconded by Mr. Bradtke. Motion passed with a vote of 4 - 0.
Status Report – Phase III Water Main Project on Joliet Street –
Mr. Faberbock stated that essentially everything under the Norfolk-Southern track with the exception of the restoration is completed. They still need to do under the CSX track; they have that resolved for the permitting, which was submitted last week. They will finalize that and should be able to come back out and actually put that in. They have submitted a bunch of change orders; some of them he has denied simply because it is something you do not have to do under normal work, a couple he has in front of Derwin for his opinion. There will be additional funds that will have to be spent; right now they are looking at $30,000. It has to do with the signal cable that was seven feet deep and ended up being dead. They have to remobilize their crews, which is where a lot of the money comes into play. The other ones have to do with extending the water main a little bit and tying in some businesses. They did not know there was a cross connection so they made the cross connection to the existing pipe a little further down than was originally anticipated.
Update – Raising Wells #3 and #5 at Water Treatment Plant –
Mr. Faberbock referenced the handout and explained the two options from Tom Nangle, who will be designer of this project. He stated that the first picture shows a building raised above the flood zone; it is in a U.S. 41, overlay zone that means it must be a brick building. It would cost over three times the budget of $100,000. One of the costs associated with it would be the floating slab; however, this design shows that the building would be required to sit on 17 pilings. A stick building would be less money but it would not be substantial. The big cost is on the building itself, the caissons, and the masonry construction adds to it. Just having the wells and having the controls inside the existing treatment facility is over $200,000. Discussion ensued. Mr. Myers asked Mr. Faberbock to put together an itemized list of the project so they can see what is going to cost so much.
New Business –
None
PAYMENT OF BILLS – #3073 - #3078 for $23,488.55 for Waterworks District and #4626 - #4692 for $206,373.18 for Water Utility -
Ms. Sims-Smierciak asked if there was an issue with Hammond Clinic, where they had to replace two concrete slabs. Mr. Kil stated that he thought it was for a water main break in front of the clinic and stated that he would double check the invoice. Ms. Sims-Smierciak motioned pay bill payment memo’s #3073 - #3078 for $23,488.55 for the Waterworks District and #4626 - #4692 for $206,373.18 for the Water Utility. Seconded by Mr. Bradtke. Motion passed with a vote of 4 - 0.
Any and all business that may come before the Board –
None
Public Comment –
None

Adjournment –

Ms. Sims-Smierciak motioned to adjourn the meeting. Seconded by Mr. Hanlon. Motion passed with a vote of 4 - 0. Meeting adjourned at 6:25 P.M.

ATTEST:

/s/ Sherry P. Sury, Clerk-Treasurer

12-20-2010 Sanitary District Waterworks District

December 20, 2010 Sanitary/Waterworks District Meeting Minutes

Mr. Myers called the meeting to order at 6:00 P.M. and led the Pledge of Allegiance. Roll call was taken with the following members present: Robert Myers, President; Michael Hanlon, Member; Patricia Sims-Smierciak, Member; Frank Bradtke, Member; Pete Faberbock, Robinson Engineering; Steve Kil, Town Manager; Randy Wyllie, Attorney; Kenneth Gembala, Town Council Liaison and Sherry Sury, Clerk-Treasurer.

Approval of the minutes – Regular Meeting of November 15, 2010 -

Mr. Bradtke motioned to approve the minutes of the Regular Meeting of November 15, 2010. Seconded by Ms. Sims-Smierciak. Motion passed with a vote of 4 - 0.

SANITARY DISTRICT

Old Business
Interceptor to Schererville – Update & Payment of Invoices #3106 & #3134 ––
Mr. Faberbock stated that the restoration is on hold until the spring. They have gone out there, seeded everything, and will dress it up if necessary. The concrete is all done; they have not transferred yet, maybe next week. Mr. Myers asked if they were done with Nies Engineering bills. Mr. Faberbock stated that he would like to object to a couple of these bills, he would like a clarification of how much time was spent on these items. Discussion ensued. Mr. Hanlon motioned to defer both invoices for the work Nies Engineering did pertaining to the Schererville interceptor. Seconded by Mr. Bradtke. Motion passed with a vote of 4-0.
New Business
Ordinance SD# 106 – Salary Ordinance for 2011 -
Ms. Sims-Smierciak motioned to consider Ordinance SD#106 on first reading. Seconded by Mr. Bradtke. Motion passed with a vote of 4 - 0.

Ms. Sims-Smierciak motioned to adopt Ordinance SD# 106 the Salary Ordinance for 2011. Seconded by Mr. Hanlon. Motion passed with a vote of 4 - 0.

Resolution SD# 10-12-20 – Transfer of Appropriations –
Mr. Bradtke motioned to pass Resolution SD#10-12-20, Transfer of Appropriations. Seconded by Ms. Sims-Smierciak. Motion passed with a vote of 4 - 0.
Resolution SD# 10-12-20A – Extension of Temporary Loan -
Ms. Sims-Smierciak motioned to pass Resolution SD# 10-12-20A. Seconded by Mr. Hanlon. Motion passed with a vote of 4 - 0.
Resolution SD# 10-12-20B – Transfer & Loan of Funds -
Mr. Bradtke motioned to pass Resolution SD#10-12-20B, Transfer & Loan of Funds. Seconded by Mr. Hanlon. Motion passed with a vote of 4 - 0.
Resolution SD# 10-12-20C – Extension of Temporary Loan -
Ms. Sims-Smierciak motioned to pass Resolution SD# 10-12-20C, Extension of Temporary Loan. Seconded by Mr. Bradtke. Motion passed with a vote of 4 – 0.
Resolution SD# 10-12-20D – Transfer & Loan of Funds –
Mr. Hanlon motioned to pass Resolution SD# 10-12-20D, Transfer & Loan of Funds. Seconded by Ms. Sims-Smierciak. Motion passed with a vote of 4 – 0.
PAYMENT OF BILLS - #2095 - #2106 for $23,023.30 for Sanitary District & WW Utility #6322 - #6356 for $221,584.14 -
Mr. Hanlon motioned to pay bill payment memo’s #295 - #2106 for $23,023.30 for Sanitary District & WW Utility #6322 - #6356 for $221,584.14. Seconded by Mr. Bradtke. Motion passed with a vote of 4 - 0.
Any and all business that may come before the Board –
None
Public Comment –
None

WATERWORKS DISTRICT

Old Business
M.E. Simpson Proposal for Fire Hydrant Testing & Flushing –
Mr. Myers stated that they needed to approve this for 2011 so everything will be done all at one time in the spring of 2011. Discussion ensued. Ms. Sims-Smierciak motioned to approval the M.E. Simpson proposal. Seconded by Mr. Bradtke. Motion passed with a vote of 4 - 0.
Status Report – Phase III Water Main Project on Joliet Street –
Mr. Faberbock stated that they were waiting for a CSX flagman so that they can get out there and dig and finish up putting in the water main. This is under the tracks just west of Hart Street; they cannot be out there until January 17th.
Purchase Approval - Meters -
Discussion ensued. Mr. Hanlon motioned to approve the purchase of the water meters retroactive as of December 7, 2010. Seconded by Ms. Sims-Smierciak. Motion passed with a vote of 4 - 0.
New Business
Final Pay #12 – Thieneman – Water Treatment Plant –
Discussion ensued regarding the punch list and that they need an update from Derwin. Mr. Kil stated that he will meet with Derwin to obtain the status of the remaining items. Mr. Bradtke motioned to approve final pay #12, in the amount of $136,304.37 to Thieneman Construction contingent on Derwin’s confirmation that there are no outstanding punch list items. Seconded by Ms. Sims-Smierciak. Motion passed with a vote of 4 - 0.
Ordinance WD# 73 – Salary Ordinance for 2011 –
Mr. Hanlon motioned to consider Ordinance WD# 73 on first reading. Seconded by Mr. Bradtke. Motion passed with a vote of 4 - 0.

Mr. Bradtke motioned to adopt Ordinance WD# 73, the Salary Ordinance for 2011. Seconded by Ms. Sims-Smierciak. Motion passed with a vote of 4 - 0.

Resolution WD# 10-12-20 – Transfer of Appropriations -
Ms. Sims-Smierciak motioned to pass Resolution WD#10-12-20, Transfer of Appropriations. Seconded by Mr. Hanlon. Motion passed with a vote of 4 - 0.
Resolution WD# 10-12-20A – Extension of Temporary Loan –
Mr. Hanlon motioned to pass Resolution WD# 10-12-20A, Extension of Temporary Loan. Seconded by Ms. Sims-Smierciak. Motion passed with a vote of 4 - 0.
Permission to delete customer accounts paid in full and approval for write off on specified accounts – Both Districts -
Ms. Sims-Smierciak motioned to authorize the Clerk to delete customer accounts paid in full and approval for the write offs on specified accounts – Both Districts. Seconded by Mr. Bradtke. Motion passed with a vote of 4 - 0.
PAYMENT OF BILLS – #3079 - #3083 for $19,960.03 for Waterworks District and #4693 - #4758 for $176,127.92 for Water Utility -
Ms. Sims-Smierciak motioned pay bill payment memo’s #3079 - #3083 for $19,960.03 for the Waterworks District and #4693 - #4758 for $176,127.92 for the Water Utility. Seconded by Mr. Bradtke. Motion passed with a vote of 4 - 0.
Any and all business that may come before the Board –
Mr. Myers referenced the untimely receipt of payment for the damage to the hydrant, the outstanding balance, and the potential need for a demand letter stating a specific date for payment. Discussion ensued. Mr. Wyllie explained the legal process with the small claims court. Mr. Kil will send a debt demand letter to the resident for the payment with a specified date in a last effort to avoid the legal proceedings. Discussion ensued.

Mr. Myers referenced a residents’ request for summer sprinkling rates because he was installing an ice rink and was supposed to attend this meeting. Discussion ensued. Ms. Sury stated that the resident did not have a problem with paying for the water but wanted the fees waived for the sewer. Ms. Sury explained the calculations and the required paperwork for adjustments. It was agreed that this exception would be a one-time thing and only if the resident calls prior to and after the water usage with actual meter readings provided and documented.

Public Comment –
None

Adjournment –

Ms. Sims-Smierciak motioned to adjourn the meeting. Seconded by Mr. Hanlon. Motion passed with a vote of 4 - 0. Meeting adjourned at 6:24 P.M.

ATTEST:

/s/ Sherry P. Sury, Clerk-Treasurer

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