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Sanitary District Waterworks District Meeting Minutes 2011

Meeting Minutes

01-17-2011 Sanitary District Waterworks District

January 17, 2011 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; Michael Hanlon, Member; Frank Bradtke, Member; Patricia Sims-Smierciak, Member; Pete Faberbock, Robinson Engineering; Steve Kil, Town Manager; Randy Wyllie, Attorney, Ken Gembala, Town Council Liaison and Sherry Sury, Clerk-Treasurer.

Approval of Minutes – Regular Meeting of December 20, 2010 -

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

Election of Officers – Both Districts

Mr. Myers opened the floor to nominations for President. Ms. Sims-Smierciak nominated Mr. Myers for President. Seconded by Mr. Hanlon. There were no other nominations. Motion passed with a vote of 4 - 0.

Mr. Myers opened the floor to nominations for Vice-President. Mr. Hanlon nominated Ms. Sims-Smierciak for Vice-President. Seconded by Mr. Bradtke. There were no other nominations. Motion passed with a vote of 4 -0.

SANITARY DISTRICT

Old Business
Interceptor to Schererville –
approval to pay invoices to Schererville #3106 in the amount of $262.50 and #3134 in the amount of $3,252.90 (Nies Engineering) - Mr. Bradtke motioned to pay Invoice #3106 in the amount of $262.50 and Invoice #3134 in the amount of $3,252.90 for Nies Engineering. Seconded by Ms. Sims-Smierciak. Motion passed with a vote of 4 - 0.
New Business
Legal Services Agreement for 2011 – Wieser & Wyllie -
Ms. Sims-Smierciak motioned to approve the Legal Services Agreement for 2011 for Wieser & Wyllie the Board Attorneys. Seconded by Mr. Hanlon. Motion passed with a vote of 4 -0.
Proposal of Robinson Engineering for 2011 Services to Board -
Mr. Hanlon motioned to approve the Proposal of Robinson Engineering for 2011 Services to the Board. Seconded by Mr. Bradtke. Motion passed with a vote of 4 - 0.
PAYMENT OF BILLS – For the Sanitary District #2107 - #2108 for $46,512.45 & #2000 - #2001 in the amount of $11,061.47 and for the WW Utility #6357 - #6360 in the amount of $187,021.00 & #6000 - #6013 for $117,523.55 -
Mr. Hanlon motioned to approve the bills for the Sanitary District Year 2010 APV’s #2107 - #2108 for $46,512.45 & Year 2011 APV’s #2000 - #2001 in the amount of $11,061.47; and for the Wastewater Utilities Year 2010 APV’s #6357 - #6360 in the amount of $187,021.00 & Year 2011 APV’s #6000 - #6013 for $117,523.55. Seconded by Ms. Sims-Smierciak. Motion passed with a vote of 4 -0.

Mr. Myers stated that he was asked to present for approval to the board a listing of additional payments to be approved as itemized and read. Sanitary District APV #2002 in the amount of $280.00; Wastewater Utilities APV’s #6014 – #6016 in the amount of $1,511.89; and Waterworks District APV #3003 in the amount of $420.00; and for the Water Utility APV;s #4038 - #4041 in the amount of $82,344.82 and that the payment of $81,113.00 included B&D Sewer. Ms. Sims-Smierciak motioned to approve the Accounts Payable Voucher Register Transactions as presented in the amount of $84,556.71. Seconded by Mr. Bradtke. Motion passed with a vote of 4 - 0.

Any and all business that may come before the Board
Mr. Myers stated that a Building and Zoning Permit was issued regarding a house being built on a specific piece of property (9017 W. 96th Place) and that the deal fell through and another house was built on that piece of property by a different builder. The Town refunded the fees to the initial builder as noted however; they need to refund $1,050.51 to the builder that initially obtained the permit for the lot. (Fees were associated with the Lotton Sewer Interceptor and forwarded earlier to Mr. Lotton; only a small area – Renaissance Unit #3 is included in the recapture area). Discussion ensued regarding the recapture area, the fund balance and that if funds become available through the issuance of another permit for a different lot, a refund could then be issued. Ms. Sims-Smierciak motioned to approve the return of funds for Sewer Interceptor Fees in the amount of $1,050.51 to Eenigenburg Builders as stated. Seconded by Mr. Bradtke. Motion passed with a vote of 4 - 0.

Mr. Faberbock stated that regarding the Patterson sewer – he has not seen the video but he talked to them last week and they could not find anything that could cause the backlog of water the resident on Patterson was concerned about. Mr. Faberbock stated that he will look at the video; he thinks the problem could be due to some sump pumps illegally tied in. There is a lot more going through that area than should be going through and that he will get prices for a smoke test in the spring.

Public Comment –
None

WATERWORKS DISTRICT

Old Business
Update – Water main portion of project under N/S and CSX Tracks and approval for payment to B & D Sewer – Mr. Faberbock said underneath the N/S tracks has been completed, they are still waiting for the flagman for CSX and that payment to B&D should be released.

Update – hydrant damage collection matter – Mr. Wyllie stated that he received a call from Mrs. Hulett and she asked for the balance due so that she can pay the debt in full. Discussion ensued.

New Business
Legal Services Agreement for 2011 – Wieser & Wyllie -
Ms. Sims-Smierciak motioned to approve the Legal Services Agreement for 2011 for Wieser & Wyllie. Seconded by Mr. Hanlon. Motion passed with a vote of 4 - 0.
Proposal of Robinson Engineering for 2011 Services to Board –
Discussion ensued regarding the anticipated increase. Mr. Wyllie stated that the rates cannot be increased during the middle of a contract. Discussion ensued. Mr. Hanlon motioned to approve the Proposal of Robinson Engineering for 2011 Services to the Board. Seconded by Mr. Bradtke. Motion passed with a vote of 4 -0.
PAYMENT OF BILLS - #3084 for $6,129.98 & #3000 - #3002 in the amount of $11,749.78 for Waterworks District and #4759 - #4764 for $27,941.35 & #4000 - #4037 for $190,062.63 for Water Utility -
Ms. Sims-Smierciak motioned to pay Bill Payment Memos for Year 2010 #3084 for $6,129.98 and Year 2011 #3000 - #3002 for $11,749.78 for Waterworks District; and Year 2010 #4759 - #4764 for $27,941.35 and Year 2011 #4000 - #4037 for $190,062.63 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
Mr. Kil asked permission to pay overtime instead of banking comp time for water and sewer work done by the employees that pertain to the Lift Stations and water main breaks because he cannot keep up. He referenced the shortage of manpower; and that with the weather conditions and plowing, the employees cannot take the time off. He stated that he would like to pay out what they already earned for December and January with the payment to be from the water and sewer utilities. Discussion ensued. Ms. Sims-Smierciak motioned to allow cash payments in lieu of comp time for overtime hours worked in water and sewer utility. Seconded by Mr. Bradtke. Motion passed with a vote of 4 - 0.
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 6:26 P.M.

ATTEST:

/s/ Sherry P. Sury, Clerk-Treasurer

02-21-2011 Sanitary District Waterworks District

February 21, 2011 Sanitary/Waterworks District Meeting Minutes

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

Approval of Minutes – Regular Meeting of January 17, 2011 –

Ms. Sims-Smierciak motioned to approve the minutes of the Regular Meeting of January 17, 2011. Seconded by Mr. Bradtke. Motion passed with a vote of 4 - 0.

Mr. Myers mentioned that Board Member Michael Hanlon passed away a couple of weeks ago, he was the most senior person on the Board, they will miss him, and would like to pass on their thoughts and prayers to his family. Mr. Myers asked for a moment of silence in memory of Mr. Hanlon.

SANITARY DISTRICT

Old Business
Interceptor to Schererville –
approval to pay invoice to Schererville #3172 in the amount of $922.32 and invoice #3194 in the amount of $163.80 (Nies Engineering) – Mr. Myers stated that he had Mr. Faberbock check on both invoices and they are both okay. Mr. Bradtke motioned to pay Invoice #3172 in the amount of $922.32 and Invoice #3194 in the amount of $163.80 both for Nies Engineering. Seconded by Ms. Sims-Smierciak. Motion passed with a vote of 4 - 0. Mr. Myers added that he is going to talk to Mr. Kil this week; it seems they are continually getting bills for Schererville’s engineer. He is going ask Mr. Kil to talk to Mr. Volkmann and if it is at all possible, prior to their engineer doing work on our lines that will cost us money, to get our approval and the reason.
Proposal from Cender & Company (Financial Consulting) Both Districts -
Mr. Bradtke motioned to accept the proposal from Cender & Company for Financial Services for both Districts. Seconded by Mr. Setlak. Motion passed with a vote of 4 - 0.
Customer Request for Adjustment –
Mr. Myers stated that this is for 86th and Primrose residence that they discussed at the last meeting. The residents stated in their letter that they had a leak in their house and wanted the District to adjust their billing. Discussion ensued. Ms. Sims-Smierciak motioned to deny the customer’s request for adjustment. Seconded by Mr. Bradtke. Motion passed with a vote of 4 - 0.

Ms. Sury stated that she has received another request for an adjustment and asked if she should deny it due to the precedent that has been set. Mr. Myers stated that they set a policy to deny the requests for adjustments and to work with the customers on a payment plan.

New Business –
None
PAYMENT OF BILLS – For the Sanitary District APV’s #2003 - #2013 for $114,935.24 and for the WW Utility APV’s #6017 - #6062 in the amount of $198,550.78 -
Ms. Sims-Smierciak motioned to pay for Sanitary District APV’s #2003 - #2013 for $114,935.24 and for Wastewater Utility APV’s #6017 - #6062 in the amount of $198,550.78. 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 –
None
New Business
Mr. Myers referenced the Peerless-Midwest Report and stated that it looks like it is about time to overhaul a couple of the pumps. He will call Mr. Kil this week and have him get some quotes from Peerless; it looks like two of them need work.
PAYMENT OF BILLS – For the Waterworks District APV’s #3004 - #3012 in the amount of $58,374.41 and APV’s #4042 - #4131 for $603,052.98 for the Water Utility -
Ms. Sims-Smierciak motioned to pay for the Waterworks District APV’s #3004 - #3012 in the amount of $58,374.41 and APV’s #4042 - #4131 for $603,052.98 for the Water Utility. Seconded by Mr. Setlak. 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. Bradtke. Motion passed with a vote of 4 - 0. Meeting adjourned at 6:10 P.M.

ATTEST:

/s/ Sherry P. Sury, Clerk-Treasurer

03-21-2011 Sanitary District Waterworks District

March 21, 2011 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, Vice-President; Frank Bradtke, Member; Richard Setlak, Member; Randy Wyllie, Attorney; Michael Forbes, Town Council Liaison and Sherry Sury, Clerk-Treasurer. Also in attendance was Ken Gembala, Town Council Member. Absent were Pete Faberbock, Robinson Engineering and Steve Kil, Town Manager.

Approval of Minutes – Regular Meeting of February 21, 2011 -

Ms. Sims-Smierciak motioned to approve the minutes of the Regular Meeting of February 21, 2011. Seconded by Mr. Bradtke. Motion passed with a vote of 4 - 0.

SANITARY DISTRICT

Old Business
Interceptor to Schererville –
Communication status – Mr. Myers reminded the Board of an e-mail he sent to them right after their discussion at the last meeting regarding the invoices from Schererville. He referenced the one that was received in the amount of $1,152.90. Mr. Gembala asked if there was something in the contract that allowed for these invoices, discussion ensued. Mr. Myers stated that this invoice is from November, he is not in favor of paying for it and stated that he spoke with Mr. Kil and asked him to look into it.
Resolution #SD 11-03-21 Recommending that Town Council grant permission to Clerk-Treasurer to accept utility payments by credit card with fees paid by card users –
Ms. Sims-Smierciak asked Mr. Wyllie if the ordinance will state that the card user pays the credit card fee. Mr. Wyllie stated that Mr. Austgen will write the ordinance outlining the nuts and bolts of how this will be done. Mr. Bradtke motioned to approve Resolution #SD 11-03-21 and the resolution will say the fees for the credit card user will be paid by the credit card user. Seconded by Mr. Setlak. Motion passed with a vote of 4 - 0.
New Business
Mr. Myers stated that everyone received their maps, they look pretty good and he is going to ask Mr. Faberbock to number the lift stations on the map. Mr. Setlak asked about the water main at the Gates and stated that it looks like they are standing on their own. Mr. Myers stated that they are not; discussion ensued. Mr. Myers stated that Mr. Faberbock needs some map updates from the Town I.T. Manager and he will ask him to get the current as builds on the map.
PAYMENT OF BILLS – For the Sanitary District APV’s #2014 - #2021 for $21,008.66 & for the WW Utility APV’s #6063 - #6089 in the amount of $140,758.48 -
Ms. Sims-Smierciak motioned to the pay bills for the Sanitary District APV’s #2014 - #2021 for $21,008.66 and for the Waste Water Utility APV’s #6063 - #6069 in the amount of $140,758.48. 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
Peerless Midwest –
Anticipated cost of overhaul of pumps – Mr. Myers stated that they have not gotten anything from Mr. Kil as yet; item deferred to study session.
Resolution #WD 11-03-21 Recommending that Town Council grant permission to Clerk-Treasurer to accept utility payments by credit card with fees paid by card users -
Ms. Sims-Smierciak motioned to approve Resolution #WD 11-03-21 with credit card fees paid by credit card user. Seconded by Mr. Setlak. Motion passed with a vote of 4 - 0.
Patterson/Joliet Water Main Project (boring under railroad tracks) update on extra charges –
Mr. Myers stated that they have not gotten anything on this item; deferred to study session.
New Business
PAYMENT OF BILLS – For the Waterworks District APV’s #3013 - #3019 in the amount of $13,750.47 and APV’s #4132 - #4184 for $191,672.57 for the Water Utility -
Mr. Bradtke motioned to pay bills for the Waterworks District APV’s #3013 - #3019 in the amount of $13,750.47 and APV’s #4132 - #4184 for $191,672.57 for the Water Utility. Seconded by Mr. Setlak. Motion passed with a vote of 4 - 0.
Any and all business that come before the Board –
None
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 6:12 P.M.

ATTEST:

s/s Sherry P. Sury, Clerk-Treasurer

04-18-2011 Sanitary District Waterworks District

April 18, 2011 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, Vice-President; Frank Bradtke, Member; Richard, Setlak, 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 Ken Gembala, Town Council Member.

Approval of Minutes – Regular Meeting of March 21, 2011 –

Ms. Sims-Smierciak motioned to approve the Regular Meeting minutes of March 21, 2011. Seconded by Mr. Bradtke. Motion passed with a vote of 4-0.

SANITARY DISTRICT

Old Business
Update status – LS#1 On U.S. 41 –
Mr. Kil reported that the project is done; they are collecting the bills and will submit them to Mr. Scott Jones, the insurance adjuster. He will advise them when the check comes in.
Patterson Street Sewer –
update – Mr. Myers stated that this item is regarding a house on Patterson, where the sewage would back up from the catch basin and back up into their property. They have been working on ways to find out why it has been doing that.

Mr. Faberbock stated that they have gone through the video, he also went through the roof top caps to find out how much water should be going through but they had backups and surcharging of the manhole. They know there is a problem; however, they could not find an obvious reason.

He stated that the next step is to set up some flow meters to see how much water is going through the line; that will tell them if there is a problem with the sewer or if there is more water than normally expected during rainfall events. Mr. Faberbock stated that Robinson could install the meters; they will need five of them at a cost to install of $600 per meter. He stated that he and Mr. Kil would check with Public Works to see if they can install the meters. Mr. Faberbock stated that there are other costs associated such as the meter rental of $500 per meter, the cost of the weekly read and analysis is $6,000. If Robinson were to do the installation of the meters, the cost would be about $12,000-13,000 and $3,000 for the read. Mr. Myers stated that they need to discuss this further. Mr. Faberbock added that the meters will remain installed for about 90 days. Discussion ensued; this item will be discussed further at the next Study Session and finalized next month.

New Business – None
PAYMENT OF BILLS – For the Sanitary District APV’s #2022 - #2030 for $19,108.15 & for the WW Utility APV’s #6090 - #6115 in the amount of $202,301.23 -
Ms. Sims-Smierciak motioned to pay Sanitary District APV’s #2022 - #2030 for $19,108.15 and for the Waste Water Utility APV’s #6090 - #6115 in the amount of $202,301.23. 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
Peerless-Midwest –
Anticipated cost of overhaul of pumps – Mr. Myers stated that he went through his old paperwork and found something dated November 19th, the price for the overhaul, provide complete records, proof of installation report, inspection, and the cost of thread coupled was $14,600. Mr. Kil stated that they wanted to lump that in with the actual rebuilding of the well house for this fall. Mr. Myers stated that he also pulled out information for the two pumps that need to be worked on; PW #3, and PW #5. Mr. Kil stated that they had the two pumps inspected, they are fine, and they decided to hold off on the project until this fall. Mr. Kil stated that he would find his paperwork and review it; discussion ensued and this item is to be discussed further at the next Study Session.
Authorization to Bid – 85th Water Main -
Mr. Setlak motioned to approve the authorization to bid for the 85th Street Water Main. Seconded by Ms. Sims-Smierciak. Motion passed with a vote of 4-0. Mr. Myers stated that it will be for 1640 feet and will take them to Primrose.
Patterson/Joliet Water Main Project (boring under railroad tracks) approval for #2 Partial for $45,275.00 to B&D Sewer -
Ms. Sims-Smierciak motioned to approve payment #2 for $45,275.00 to B&D Sewer. Seconded by Mr. Bradtke. Motion passed with a vote of 4-0.
New Business
PAYMENT OF BILLS – For the Waterworks District APV’s #3020 - #3026 in the amount of $16,122.81 and APV’s #4185 - #4243 for $265,604.91 for the Water Utility -
Mr. Bradtke motioned to pay Waterworks District APV’s #3020 - #3026 in the amount of $16,122.81 and APV’s #4185 - #4243 for $265,604.91 for the Water Utility. Seconded by Mr. Setlak. Motion passed with a vote of 4-0.
Any and all business that may come before the Board
Mr. Kil asked if Mr. Myers is going to send the Capital Improvements list to Damon at Cender. Mr. Myers stated that he is going to send the list along with a request for him to come to their next study session to let everyone know what they can afford to do.

Mr. Myers stated that they okayed the project for the fire hydrant flow testing which should take place in the spring. He also said that M.E. Simpson wanted to do a valve program (exercising the valves) and asked Mr. Kil to find the paperwork for everyone to review.

Mr. Myers asked if they have enough staff to get the fire hydrant painting done or do they need to hire a couple of college kids for the summer. Mr. Kil stated that they should hire the college kids, as Public Works probably would not be able to complete the project. Mr. Faberbock suggested that while they are being painted, they could get the GPS locator and update the location of the hydrants, discussion ensued.

Public Comment –
None

Adjournment –

Ms. Sims-Smierciak motioned to adjourn the meeting. Seconded by Mr. Setlak. Motion passed with a vote of 4-0. Meeting adjourned at 6:22 P.M.

ATTEST:

/s/ Sherry P. Sury, Clerk-Treasurer

05-16-2011 Sanitary District Waterworks District

May 16, 2011 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, Vice-President; Frank Bradtke, Member; Richard Setlak, Member; Pete Faberbock, Robinson Engineering; Randy Wyllie, Attorney; Michael Forbes, Town Council Liaison and Sherry Sury, Clerk-Treasurer. Also in attendance was Ken Gembala, Town Council Member. Absent was Steve Kil, Town Manager.

Approval of the Minutes – Regular Meeting of April 18, 2011 -

Ms. Sims-Smierciak motioned to approve the minutes for the Regular Meeting of April 18, 2011. Seconded by Mr. Bradtke. Motion passed with a vote of 4-0.

SANITARY DISTRICT

Old Business
Customer Request for Adjustment –
Resident requested adjustment for water bill. Discussion ensued, (water went through the meter and was used). Ms. Sims-Smierciak motioned to deny the request for adjustment. Seconded by Mr. Setlak. Motion passed with a vote of 4-0.
New Business
Mr. Faberbock stated that he received a letter from Jeff Huet, Public Works Director in Schererville; he is asking that the disturbed areas for the Sanitary/Sewer project be re-seeded. Mr. Faberbock stated that he drove past the areas and agrees with him. He is going to respond to Mr. Huet that they have been in contact with the contractor to re-seed and will talk to Lotton.
PAYMENT OF BILLS – For the Sanitary District APV’s #2031 - #2042 for $24,728.93 & for the WW Utility APV’s #6116 - #6150 in the amount of $281,598.63 -
Mr. Bradtke motioned to pay the bills for the Sanitary District APV’s #2031 - #2042 for $24,728.93 and for the Wastewater Utility APV’s #6116 - #6150 in the amount of $281,598.63. Seconded by Mr. Setlak. 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
Approval of Invoice #5382 – Sewer repair – Grimmer Construction in connection with Patterson/Joliet Water Main Project for $7,536.00 –
Mr. Myers questioned the number of hours it took to repair the sewer lines, discussion ensued including confirmation of work completion by Mr. Derwin Neitzel. Ms. Sims-Smierciak motioned to pay Invoice #5382 – Sewer Repair – Grimmer Construction in connection with the Patterson/Joliet Water Main Project for $7,536.00. Seconded by Mr. Bradtke. Motion passed with a vote of 4-0.
Patterson/Joliet Water Main Project (boring under railroad tracks) approval for #3 Partial for $5,205.00 to B&D Sewer –
Mr. Faberbock stated that this is a change order for additional time spent to tie a water service and trying to coordinate having workers there when the railroad could also be available. He added that there are still restoration issues for the above item and the invoices do not cover the cost of restoration such as asphalt and sod. He is going to talk to Mr. Kil to see if this can be done as a road project which would be much cheaper. Mr. Setlak motioned to pay B&D Sewer in the amount of $5,205.00 for the Patterson/Joliet Water Main Project. Seconded by Ms. Sims-Smierciak. Motion passed with a vote of 4-0.
New Business
Consideration of Proposal of Austgen Electric – Gates of St. John Telemetry – Derwin stated they want to remove the old telemetry, which was used prior to the Gates SCADA system being installed. They will run the well off of the Gates tower and use the SCADA system as the backup system. Ms. Sims-Smierciak motioned to authorize Austgen Electric to do the work for a cost of $14,500.00. Seconded by Mr. Bradtke. Motion passed with a vote of 4-0.

Mr. Faberbock gave an update on the 85th Avenue water main; they have sent their field crews out and have picked up all the topography so they know where to put the water main. It should be designed and ready for bid in about three weeks.

PAYMENT OF BILLS – For the Waterworks District APV’s #3027 - #3037 in the amount of $23,580.96 and APV’s #4244 - #4310 for $173,252.57 for the Water Utility -
Ms. Sims-Smierciak motioned to pay bills for Waterworks District APV’s #3027 - #3037 in the amount of $23,580.96 and APV’s #4244 - #4310 for $173,252.57 for the Water Utility. Seconded by Mr. Setlak. Motion passed with a vote of 4-0.
Any and all business that may come before the Board
Ms. Sury stated that hopefully they would have the conference call with PayGOV this week to finalize all of the details so they can proceed with the acceptance of credit/debit card payments for utility bills.

Derwin asked about Lift Station #5; he stated that it is running fine and recommends that they raise both lift station #5 and #3 at the same time they raise the building. They cannot do in the summer because of the increase in water usage, in the fall the other two wells can handle the water usage. Discussion ensued including the anticipated cost.

Mr. Forbes asked if the WellHead Protection signs were posted in the Gates, discussion ensued with confirmation made.

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 6:20 P.M.

ATTEST:

/s/ Sherry P. Sury, Clerk-Treasurer

06-20-2011 Sanitary District Waterworks District

June 20, 2011 Sanitary/Waterworks District Meeting Minutes

Ms. Sims-Smierciak 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: Patricia Sims-Smierciak, Vice-President; Frank Bradtke, Member; Richard Setlak, Member; Pete Faberbock, Robinson Engineering; Steve Kil, Town Manager; Randy Wyllie, Attorney; Michael Forbes, Town Council Liaison and Sherry Sury, Clerk-Treasurer. Absent was Robert Myers, President.

Approval of Minutes – Regular Meeting of May 16, 2011 -

Mr. Bradtke motioned to approve the minutes as presented. Seconded by Mr. Setlak. Motion passed with a vote of 3-0.

SANITARY DISTRICT

Old Business
Approval of PILT Payment to Town - $79,962.00 -
Mr. Bradtke motioned to approve the PILT Payment in the amount of $79,962.00. Seconded by Mr. Setlak. Motion passed with a vote of 3-0.
Cancellation Confirmation July Study Session -
Mr. Setlak motioned to cancel the Study Session that falls on July 4th. Seconded by Mr. Bradtke. Motion passed with a vote of 3-0.
Status Report – Restoration – St. John Interceptor Sewer –
Mr. Kil stated that Lotton has agreed to fill all the ruts and reseed; however, they have not had three consecutive days without rain in the past month or two. As soon he can get his equipment in there without tearing the rest of it up, it will get done.
Motion Approving an Incentive Program related to building permit issuance –
Ms. Sims-Smierciak stated that the Town passed Ordinance #1538 which is related to the incentive for the building permit fees. A motion needs to be passed by this Board supporting the Town’s ordinance. Mr. Setlak motioned to approve the Incentive Program related to Town of St. John Ordinance #1538. Seconded by Mr. Bradtke. Motion passed with a vote of 3-0.
New Business
Mr. Kil stated that a group named Cline Avenue Partners previously came before the Board regarding utilities for a residential development of approximately 100 acres. They needed to go to the Town of Schererville to be released from their planning district before the District could review the request. The Town Council last week had the first reading of the annexation ordinance and the fiscal plan was introduced. The group does not have immediate plans for development, they simply want to get through the annexation process should market conditions turn around. The location is just south of The Gates Unit 2, on the east side of Cline, north of 109th and south of 101st.
PAYMENT OF BILLS – For the Sanitary District APV’s #2043 - #2053 for $25,330.73 & for the WW Utility APV’s #6151 - #6184 in the amount of $54,184.22 -
Mr. Bradtke motioned to approve APV’s #2043 - #2053 for $25,330.73 and for the Waste Water Utility APV’s #6151 - #6184 in the amount of $54,184.22. Seconded by Mr. Setlak. Motion passed with a vote of 3-0.
Any and all business that may come before the Board
Mr. Kil asked Ms. Sury if the check from Selective Insurance for Lift Station #1 arrived. Ms. Sury stated that she believes it just came in for just about $90,000. Mr. Kil stated that they only paid equity, there is a $1,000.00 deductible and they did not get paid for straight time of the employees. They did pay for every bit of overtime that occurred. So, basically, the only money they are out is the $1,000.00 deductible on a $100,000.00 bill.
Public Comment –
None

WATERWORKS DISTRICT

Old Business
RES #WD 11-06-20 –
Authorizing an Extension of a Temporary Loan - Mr. Bradtke motioned to authorize an extension of a temporary loan in the amount of $100,000.00. Seconded by Mr. Setlak. Motion passed with a vote of 3-0.
Status of Flow Testing/Hydrant Flushing –
Mr. Kil stated that this is scheduled for later on in the summer.
Status – Bid Package for 85th St to Primrose – Water Main Repair –
Mr. Faberbock stated that Jennifer is just finishing up the specifications and will meet with Derwin before they actually go to bid. They are essentially ready but want to meet with Derwin to ensure everything is included in the project.
T-Mobile – Authorization to install a fiber conduit run – Water Tower at Kilkenny – 14126 W 90th Street -
Mr. Setlak motioned to authorize the installation of a new fiber conduit run. Seconded by Mr. Bradtke. Motion passed with a vote of 3-0.
Motion Approving an Incentive Program related to building permit issuance -
Mr. Setlak motioned to approve the Incentive Program related to Town of St. John Ordinance #1538. Seconded by Mr. Bradtke. Motion passed with a vote of 3-0.
New Business –
None P
AYMENT OF BILLS – For the Waterworks District APV’s #3038 - #3044 in the amount of $14,377.94 and APV’s #4311 - #4391 for $162,200.49 for the Water Utility -
Mr. Bradtke motioned to approve APV’s #3038 - #3044 in the amount of $14,377.94 and APV’s #4311 - #4391 for $162,200.49 for the Water Utility. Seconded by Mr. Setlak. Motion passed with a vote of 3-0.
Any and all business that may come before the Board
Mr. Faberbock stated that this will be for the final pay estimate for the water main project on Joliet Street, now complete. There was one extra change order that did extra restoration; Derwin agreed the work needed to be done. The amount for the change order, $3,128.00, will be included in the last bill.
Public Comment –
None Ms. Sims-Smierciak stated that the PayGOV link is on the Town website. Ms. Sury added that they have had quite a few customers coming in and making their meter deposits right in their office. She said it is better than she thought and that PayGOV is providing a report to them every day.

Adjournment –

Mr. Bradtke motioned to adjourn the meeting. Seconded by Mr. Setlak. Motion passed with a vote of 3-0. Meeting adjourned at 6:15 P.M.

ATTEST:

/s/ Sherry P. Sury, Clerk-Treasurer

07-18-2011 Sanitary District Waterworks District

July 18, 2011 Sanitary/Waterworks District Meeting Minutes

Mr. Myers called the meeting to order at 6:03 P.M. and led the Pledge of Allegiance. Roll call was taken with the following members present: Robert Myers, President; Patricia Sims-Smierciak, Vice-President; Richard Setlak, 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 Ken Gembala, Town Council Member. Absent was Frank Bradtke, Member.

Approval of Minutes – Regular Meeting of June 20, 2011

Mr. Setlak motioned to approve the minutes of the Regular Meeting of June 20. Seconded by Ms. Sims-Smierciak. Motion passed with a vote of 3-0.

SANITARY DISTRICT

Old Business
Status Report – Restoration – St. John Interceptor Sewer –
Mr. Faberbock and Mr. Kil both reported that this is being worked on.
NEW BUSINESS
Grouse Point/Blaine Street – Update Bridge Replacement –
Mr. Faberbock stated that he has not found out a tentative date for construction; however, he did reference a notification letter he received from DNR last week stating that they would be working on the ditch and asking if there were any questions. He also verified that no utilities need to be moved for the project.
PAYMENT OF BILLS – For the Sanitary District APV’s #2054 - #2068 for $104,718.43 & for the WW Utility APV’s #6185 - #6213 in the amount of $341,448.69 -
Ms. Sims-Smierciak motioned to pay Sanitary District APV’s #2054 - #2068 for $104,718.43 and for the Waste Water Utility APV’s #6185 - #6213 in the amount of $341,448.69. Seconded by Mr. Setlak. Motion passed with a vote of 3-0.
Any and all business that may come before the Board
Mr. Faberbock provided an update on the Saddle Creek Lift Station –
he stated that it was up and running but after two weeks the SCADA system shut down so it’s back to the manual setup. Seimens is coming in next week to do some troubleshooting and that it’s not the responsibility of the Town.
Public Comment –
None

WATERWORKS DISTRICT

Old Business
Status of Flow Testing/Hydrant Flushing –
Mr. Kil stated that this will not start until September because of water usage, and that workers are painting the hydrants.
Payment approval for $3,128.00 – Joliet Water Main Project –
Mr. Faberbock stated that this is for the change order. Mr. Setlak motioned to approve the payment for $3,128.00 for the change order. Seconded by Ms. Sims-Smierciak. Motion passed with a vote of 3-0.
Status – Bid Package for 85th St to Primrose – Water Main Repair –
Mr. Faberbock stated that this is ready to go out for bid. Discussion ensued regarding the notice to bidders and the bid opening time. Ms. Sury stated that the law has been changed regarding the timeframe for acceptance of bids in relation to the scheduled bid openings.
New Business
Project approval – Joliet 12” WM Project –
Mr. Myers referenced the quote he received via e-mail in the amount of $31,870.00 for the material and that the lowest bid for the labor and equipment was B&D Sewer for $27,700.00 for a total of $59,570.00. Ms. Sims-Smierciak motioned to approve the bid to B&D Sewer in the amount of $59,570.00. Seconded by Mr. Setlak. Motion passed with a vote of 3-0.
PAYMENT OF BILLS – For the Waterworks District APV’s #3045- #3054 in the amount of $18,431.92 and APV’s #4392 - #4460 for $185,571.14 for the Water Utility -
Ms. Sims-Smierciak motioned to approve payment of bills for the Waterworks District APV’s #3045 - #3054 in the amount of $18,431.92 and APV’s #4392 - #4460 for $185,571.14 for the Water Utility. Seconded by Mr. Setlak. Motion passed with a vote of 3-0.
Any and all business that may come before the Board
Mr. Myers referenced a list he received from Mr. Kil of residents that would not allow nor respond to requests to access their homes to change the water meter. Discussion ensued. Mr. Myers stated that he would like Mr. Wyllie to write a letter to the residents on the list asking for access to their home within a certain amount of days and advise them that if they do not comply within that time, their water will be turned off. Ms. Sims-Smierciak motioned to approve the Board Attorney to write the above referenced letters. Seconded by Mr. Setlak. Motion passed with a vote of 3-0. Mr. Kil asked that Ms. Millis be copied on these letters.

Discussion ensued regarding the water level of the wells with confirmation that it is good.

Public Comment –
None

Adjournment –

Ms. Sims-Smierciak motioned to adjourn the meeting. Seconded by Mr. Setlak. Motion passed with a vote of 3-0. Meeting adjourned at 6:13 P.M.

ATTEST:

/s/ Sherry P. Sury, Clerk-Treasurer

08-15-2011 Sanitary District Waterworks District

August 15, 2011 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, Vice-President; Frank Bradtke, Member; Richard Setlak, 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 Ken Gembala, Town Council Member.

Approval of Minutes – Regular Meeting of July 18, 2011 -

Ms. Sims-Smierciak motioned to approve the minutes of the Regular Meeting of July 18, 2011. Seconded by Mr. Bradtke. Motion passed with a vote of 4-0.

Bid Opening – 85th Avenue Water Main Replacement

Mr. Wyllie stated that the Proofs of Publication are in order, published on two separate occasions on July 28th and August 4th in both The Times and the Post Tribune.

He stated that they received six bids: from Gatlin, Gough Inc., Olthof Inc., Snow-N- Son, Hasse Construction, and R & R Sewer. Mr. Wyllie proceeded to open the bid packages and read the bids amounts, Exhibit A.

Mr. Bradtke motioned to take the bids under advisement to determine the most responsible and responsive bidder; and award the bid at a special meeting on August, 29th. Seconded by Ms. Sims-Smierciak. Motion passed with a vote of 4-0. Discussion ensued regarding the engineer’s original estimate of $290,000.00 for the project.

SANITARY DISTRICT

Old Business
Update – Possible upgrade Schererville WWTP Plant –
Mr. Kil clarified for the Board that the Schererville project will consist of minor upgrades; the $2 Million dollar figure on the notice from Schererville was misleading and that the cost will be a fraction of that amount.
Update Status – letters regarding meter replacement –
Mr. Kil stated that the letters have gone out and they have found that two of the homes had extenuating circumstances. He is trying to contact some of the other homeowners before their water is shut off.
New Business
PAYMENT OF BILLS – For the Sanitary District APV’s #2069 - #2075 for $13,980.04 & for the WW Utility APV’s #6214 - #6247 in the amount of $161,401.17 -
Mr. Setlak motioned to pay Sanitary District’s APV’s #2069 - #2075 for $13,980.04 and for the Waste Water Utility APV’s #6214 - #6247 in the amount of $161,401.17. 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

Ms. Joann Knabenhans, 11206 West 80th Court – Stated that there is a lot of controversy about fluoride. It is used in pesticides and used to kill bugs. Mr. Myers interjected that they have not added fluoride to the water for about 4-5 years; however, they must still measure the fluoride that naturally occurs in the water. She asked about a double line water system, discussion ensued. She stated that she could not find the article that referenced that type of system with her files.

WATERWORKS DISTRICT

Old Business
Status Report – Joliet 12” Water Main Project –
Mr. Kil stated that the locations are done and the project will start in the next week or so.
New Business –
None
PAYMENT OF BILLS – For the Waterworks District APV’s #3055 - #3058 in the amount of $12,438.98 and APV’s #4461 - #4524 for $319,984.77 for the Water Utility -
Ms. Sims-Smierciak motioned to pay APV’s #3055 - #3058 in the amount of $12,438.98 and APV’s #4461 - #4524 for $319,984.77. Seconded by Mr. Setlak. Motion passed with a vote of 4-0. Correct amount approved listed on the docket was $329,984.77 and not $319,984.77 as noticed on the agenda, motion and docket approval amount of $329,984.77 stands.
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. Bradtke. Motion passed with a vote of 4-0. Meeting adjourned at 6:25 P.M.

ATTEST:

/s/ Sherry P. Sury, Clerk-Treasurer

08-29-2011 Sanitary District Waterworks District

August 29, 2011 Sanitary/Waterworks District Special 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, Vice-President; Richard Setlak, 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 Ken Gembala, Town Council Member. Absent, Frank Bradtke, Member.

SANITARY BUSINESS – None

WATERWORKS DISTRICT

Bid Award – 85th Avenue Water Main Replacement – Primrose Drive to Patterson St –
Mr. Myers stated that there are two motions for this agenda item. He stated that he would like to request a motion to declare that the bid for the 85th Avenue Water Main Replacement Project from Snow-N-Son is found to be non-responsive by both our engineering and legal firms. Mr. Setlak motioned to declare the bid from Snow-N-Son to be non-responsive for the reasons stated. Seconded by Ms. Sims-Smierciak. Motion passed with a vote of 3 - 0.

Mr. Myers stated that the second motion is to award the 85th Avenue Water Main Replacement Project to R & R Sewer and Water Excavating as the lowest responsive and responsible bidder. Ms. Sims-Smierciak motioned to award the bid to R & R Sewer. Seconded by Mr. Setlak. Motion passed with a vote of 3 – 0.

Any and all business that may come before the Board – Mr. Myers requested a motion to cancel the Study Session for September 4, 2011. Motion by Ms. Sims-Smierciak to cancel the Study Session on September 4, 2011, and seconded by Mr. Setlak. Motion passed with a vote of 3 – 0.

Public Comment -

None

Mr. Myers asked Mr. Kil for the status of the painting of the fire hydrants. Mr. Kil stated that all of Bramblewood, Edgewood, High Ridge, White Oak, and Sun Meadows has been completed. Discussion ensued.

Mr. Myers requested the start date for Simpson’s and Mr. Kil stated that it would be mid- September.

Adjournment –

Mr. Setlak motioned to adjourn the meeting. Seconded by Ms. Sims-Smierciak. Motion passed with a vote of 4-0. Meeting adjourned at 6:04 P.M.

ATTEST:

/s/ Sherry P. Sury, Clerk-Treasurer

09-19-2011 Sanitary District Waterworks District

September 19, 2011 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, Vice President; Frank Bradtke, Member; Richard Setlak, 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 Ken Gembala, Town Council Member.

Approval of Minutes – Regular Meeting of August 15, 2011 and Special Meeting of August 29, 2011 -

Ms. Sims-Smierciak motioned to approve the minutes of the Regular Meeting of August 15, 2011 and the Special Meeting of August 29, 2011. Seconded by Mr. Setlak. Motion passed with a vote of 4 - 0.

SANITARY DISTRICT

Old Business –
None
New Business
PUBLIC HEARING 2012 BUDGET
Proofs of Publication - Mr. Wyllie verified that the Proofs of Publication were in order, published two times in The Times on September 1st and September 8th and in the Post Tribune on September 1st and September 8th.

Reading of the Budget Estimate by Mr. Myers for the Sanitary District Operating Fund

Mr. Myers opened the floor for Public Comment – None

Mr. Myers closed the floor for Public Comment

Mr. Bradtke motioned to approve Ordinance #SD 107 the 2012 Sanitary District Budget on first reading. Seconded by Ms. Sims-Smierciak. Motion passed with a vote of 4 - 0.

PAYMENT OF BILLS – For the Sanitary District APV’s #2076 - #2082 for $20,686.32 & for the WW Utility APV’s #6248 - #6284 in the amount of $168,988.61 -
Ms. Sims-Smierciak motioned to approve Sanitary District APV’s #2076 - #2082 for $20,686.32 and for the Waste Water Utility APV’s #6248 - #6284 in the amount of $168,988.61. Seconded by Mr. Setlak. Motion passed with a vote of 4 - 0.
Any and all business that may come before the Board –
None
Public Comment –
None Ms. Sury stated that normally there are two budgets for Sanitary District; one was for the Sanitary District Operating and one was for Debt Service (or bond) that was from 1996. The bond will be paid by the end of this year; so there is now only one budget for Sanitary.

WATERWORKS DISTRICT

Old Business
Status Report – Joliet 12” Water Main Project –
Mr. Faberbock stated that the contractor should be starting this week, they did some potholing early last week, went to work on another project and will be coming back now that the weather has improved and it has stopped raining. He stated that we should see them this week starting the work on Hart Street.
Status Report – 85th Avenue Water Main Replacement –
Mr. Faberbock stated that the contracts were just signed, there will be a quick pre-construction meeting and they should be starting the first week of October. Mr. Myers asked Mr. Kil to notify the residents about the project.
NEW BUSINESS
PUBLIC HEARING – 2012 BUDGET
Mr. Wyllie confirmed that the Proofs of Publication were in order published in The Times on September 1st and September 8th and in the Post Tribune on September 1st and September 8th.

Reading of the Budget Estimate by Mr. Myers for the Waterworks District Operating

Mr. Myers opened the floor for Public Comment – None

Mr. Myers closed the floor for Public Comment

Mr. Bradtke motioned to approve Ordinance #WD74 the 2012 Waterworks District Budget on first reading. Seconded by Mr. Setlak. Motion passed with a vote of 4 - 0.

PAYMENT OF BILLS – For the Waterworks District APV’s #3059 - #3065 in the amount of $19,639.38 and APV’s #4525 - #4577 for $183,495.43 for the Water Utility -
Ms. Sims-Smierciak motioned to approve Waterworks District APV’s #3059 - #3065 in the amount of $19,639.38 and APV’s #4525 - #4577 for $183,495.43 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 asked that the M.E. Simpson project get started now that the weather has cleared up. Discussion ensued.

Discussion ensued regarding the potential project of Raising Wells #3 and #5 along with drawing up the specifications. Mr. Kil stated that he met with them last week; he would like to get some preliminary numbers because the project will probably have to be bid out.

Public Comment –
None

Adjournment –

Ms. Sims-Smierciak motioned to adjourn the meeting. Seconded by Mr. Setlak. Motion passed with a vote of 4 - 0. Meeting adjourned at 6:10 P.M.

ATTEST:

/s/ Sherry P. Sury, Clerk-Treasurer

10-17-2011 Sanitary District Waterworks District

October 17, 2011 Sanitary/Waterworks District Meeting Minutes

(Tape Recorder Inoperable)

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, Vice-President; Frank Bradtke, Member; Richard Setlak, 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 Ken Gembala, Town Council Member.

Approval of Minutes – Regular Meeting of September 19, 2011 –

Ms. Sims-Smierciak motioned to approve the minutes of the Regular Meeting of September 19, 2011. Seconded by Mr. Bradtke. Motion passed with a vote of 4-0.

SANITARY DISTRICT

Old Business
Ordinance #SD 107 - 2012 Sanitary District Budget – Adoption –
Mr. Bradtke motioned to adopt Ordinance #SD 107 for 2012. Seconded by Mr. Setlak. Motion passed with a vote 4-0.
Acceptance of Deed – Saddle Creek – Lift Station –
Ms. Sims-Smierciak motioned to accept the deed. Seconded by Mr. Bradtke. Motion passed with a vote 4-0.
Proposals for services of Financial Advisors for refinancing Sewage Works Revenue Bonds of 2004 - -
Mr. Myers stated that he is recommending that they hire Steve Carter from Umbaugh to do the re-financing of the bonds and introduced him. Mr. Steve Carter, Umbaugh & Associates, briefly referenced the previous issues that occurred (did not go into detail) and stated that they did not handle the situation well. He is looking forward to working once again with the Town of St. John and referred to the handout that he gave the Board Members, Town Manager, Attorney & Clerk-Treasurer regarding the re-financing of the bonds.

Mr. Carter referenced the first page of the handout, the debt schedule and explained the term of the bonds from October 2004 over the 20 year period along with the interest rates as noted. He explained the call date of January 2012, the 30 day escrow, the interest, cost of issuance and potential savings of re-financing the bonds of approximately $155,000.

Mr. Carter stated that although it was not noted, but would be on tape, that if the re-financing didn’t realize the anticipated savings, there would be no bill to pay his firm, that it is a good deal for everyone.

Mr. Setlak questioned Mr. Carter on the interest rates as noted on the schedule and Mr. Carter explained the gross debt service comparison on page 3 with the new and the old debt service. Discussion ensued.

Mr. Myers referenced the biennial rate study work that Umbaugh has done over the years, the potential savings with re-financing the bonds and his recommendation. He stated that Mr. Carter called him, explained the process regarding the re-financing and told him to go ahead. Mr. Forbes and Mr. Gembala had indicated that they had not received the requested information regarding the costs associated with the refinance. Mr. Forbes went on to say that he agrees with the refinancing of the debt if it provides a cost savings and that an analysis of the costs versus benefits must be done prior to authorizing a refinancing of the debt. Mr. Myers stated that he emailed the information to Mr. Forbes, and Mr. Forbes indicated he had not received any information regarding the costs. (Discussion ensued.)

Mr. Wyllie stated that the board could only make a recommendation. The Town Council has to make the final decision since the bonds were issued by action of the Town Council.

Mr. Carter stated that he will come to the next meeting and hopes to restore the relationship.

Ms. Sims-Smierciak thanked Mr. Carter for being an advocate and the way to save $154,000.00 and that we will be able to buy equipment, they will have money.

Mr. Myers asked for a motion to recommend to the Town Council that they utilize the services of Umbaugh and Steve Carter. Motion by Ms. Sims-Smierciak and seconded by Mr. Bradtke. Motion carried with a vote of 3 to 1 (nay by Mr. Setlak).

New Business –
None
PAYMENT OF BILLS – For the Sanitary District APV’s #2083 - #2091 for $23,230.66 & for the WW Utility APV’s #6285 - #6304 in the amount of $147,374.06 –
Ms. Sims-Smierciak motioned to approve Sanitary District APV’s #2083 - #2091 for $23,230.66 and Wastewater Utility APV’s #6285 - #6304 in the amount of $147,374.06. Seconded by Mr. Setlak. Motion passed with a vote 4-0.
Any and all business that may come before the Board –
None
Public Comment –
None

WATERWORKS DISTRICT

Old Business
Ordinance #WD 74 - 2012 Waterworks District Budget – Adoption –
Mr. Setlak motioned to adopt Ordinance #WD 74 for 2012. Seconded by Mr. Bradtke. Motion passed with a vote 4-0.
Status Report – 85th Avenue Water main Replacement –
Mr. Faberbock stated that the project has started and it will take a couple of weeks to complete.
Ratification of M.E. Simpson Proposal –
Options and Price per Hydrant Charge – Mr. Setlak motioned to ratify the proposal with the adjusted price per hydrant charge as noted. Seconded by Mr. Bradtke. Motion passed with a vote 4-0.
Meter Change Out Program –
authorization for additional purchase of $18,000 for meters for 2011 & $165,000 for 2012 – Ms. Sims-Smierciak motioned to authorize the purchase of additional meters in the amount of $18,000 for 2011 and $165,000 for 2012. Seconded by Mr. Bradtke. Motion passed with a vote 4-0.
Status Report – Meter Change Out Program – Notices for Disconnection – Customers refusal of entry for re-placement –
Mr. Kil stated that they all have been straightened out and the water has been turned off as warranted. Discussion ensued. If the water remains off, when a new homeowner moves in they will change the water meter then.
Status Report – Estimated Project Cost – Raising Wells #3 & #5 –
Mr. Faberbock stated that he is working on the plan specifications and associated costs.
New Business –
None
PAYMENT OF BILLS – For the Waterworks District APV’s #3066 - #3071 in the amount of $15,839.98 and APV’s #4578 - #4630 for $169,399.64 for the Water Utility –
Ms. Sims-Smierciak motioned to approve Water District APV’s #3066 - #3071 in the amount of $15,839.98 and APV’s #4578 - #4630 for $169,399.64 for the Water Utility. Seconded by Mr. Setlak. Motion passed with a vote 4-0.
Any and all business that may come before the Board
Ms. Sims-Smierciak asked about interest being paid on customer meter deposits at the time of the discontinuance of service and if it can be modified so they no longer pay interest. Discussion ensued and Mr. Wyllie will look into the originating ordinance.
Public Comment –
None

Adjournment –

Ms. Sims-Smierciak motioned to adjourn the meeting. Seconded by Mr. Bradtke. Motion passed with a vote 4-0. Meeting adjourned at 6:32 P.M.

ATTEST:

/s/ Sherry P. Sury, Clerk-Treasurer

11-21-2011 Sanitary District Waterworks District

November 21, 2011 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; Patricia Sims-Smierciak, Vice-President; Frank Bradtke, Member; Richard Setlak, 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 Town Council Member Ken Gembala.

Approval of Minutes – Regular Meeting of October 17, 2011 -

Ms. Sims-Smierciak motioned to approve the minutes of the Regular Meeting of October 17, 2011. Seconded by Mr. Setlak. Motion passed with a vote of 4-0.

SANITARY DISTRICT

Old Business –
None
New Business –
None
PAYMENT OF BILLS – For the Sanitary District APV’s #2092 - #2096 for $15,540.03 and for the WW Utility APV’s #6305 - #6336 in the amount of $271,766.42 -
Mr. Bradtke motioned to pay the bills for Sanitary District APV’s #2092 - #2096 for $15,540.03 and for the Wastewater Utility APV’s #6305 - #6336 in the amount of $271,766.42. Seconded by Ms. Sims-Smierciak. Motion passed 4-0.
Any and all business that may come before the Board –
None
Public Comment –
None

WATERWORKS DISTRICT

Old Business
Status Report – Estimated Project Cost – Raising Wells #3 & #5 –
Mr. Faberbock stated that if they included the actual rebuilding of wells #3 & #5 that would push them over the $150,000 threshold for bidding. It’s not a regular maintenance item that they can consider since it has been put off for this project so they are going to have to seek bids. He stated that Derwin still wants to do the project in the late summer into fall; there would be no problem getting the bid ready for that time frame. He added that M.E. Simpson will also be flushing water mains in the summer.
New Business
Mr. Faberbock stated that they finished the project on 85th Avenue last Friday, when they switched over to the new main they had some water main breaks. The project will be complete in the spring with the restoration. Everyone has access to their driveways; they’ll finish off the driveways in the spring. He also stated that he has an invoice for Partial Payment #1 and asked for payment approval. Ms. Sims-Smierciak motioned to pay Partial Payment #1 for $100,535.98 to R&R Sewer for the 85th Avenue project. Seconded by Mr. Bradtke. Motion passed with a vote of 4-0. Ms. Sury stated that this payment will show up on the next docket. Mr. Faberbock added that this bill is up to October 24th so there will probably be another bill ready for the next meeting.

Mr. Faberbock referenced the Joliet Street water main project that goes underneath the railroad tracks that was completed a month or two ago; there still has not been any restoration. CSX has brought up the concern and he will follow up with the contractor and get a commitment in writing that it will be done in the spring. And they will charge for an Inspector coming there.

Ms. Sims-Smierciak stated that a small town by Springfield, IL had their SCADA system hacked into by Russia. She stated that this is a Homeland Security issue and asked if someone could check what kind of firewalls our system has. Discussion ensued. Mr. Kil stated that he will look into it.

PAYMENT OF BILLS – For the Waterworks District APV’s #3072 - #3076 in the amount of $14,233.98 and APV’s #4631 - #4714 for $226,451.12 for the Water Utility -
Mr. Bradtke motioned to pay bills for the Waterworks District APV’s #3072 - #3076 in the amount of $14,233.98 and APV’s #4631 - #4714 for $226,451.12 for the Water Utility. Seconded by Mr. Setlak. 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. Bradtke. Motion passed with a vote of 4-0. Meeting adjourned at 6:10 P.M.

ATTEST:

/s/ Sherry P. Sury, Clerk-Treasurer

12-19-2011 Sanitary District Waterworks District

December 19, 2011 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; Patricia Sims-Smierciak, Vice-President; Frank Bradtke, Member; Richard Setlak, 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 Ken Gembala, Town Council Member.

Approval of Minutes – Regular Meeting of November 21, 2011 –

Ms. Sims-Smierciak motioned to approve the minutes of the Regular Meeting of November 21, 2011. Seconded by Mr. Bradtke. Motion passed with a vote of 4-0.

SANITARY DISTRICT

Old Business –
None
New Business
Resolution #SD 11-12-19 – Authorizing a Temporary Transfer and Loan of Funds to the Water District Fund -
Ms. Sims-Smierciak motioned to pass Resolution #SD 11-12-19 authorizing a temporary transfer and loan of funds to the Water District Fund. Seconded by Mr. Setlak. Motion passed with a vote of 4-0.
PAYMENT OF BILLS – For the Sanitary District APV’s #2097 - #2104 for $19,471.02 & for the WW Utility APV’s #6337 - #6367 in the amount of $162,057.34 -
Mr. Bradtke motioned to approve payment of bills for the Sanitary District APV’s #2097 - #2104 for $19,471.02 and for the Wastewater Utility APV’s #6337 - #6367 in the amount of $162,057.34. Seconded by Mr. Setlak. 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 –
None
New Business
Permission to Delete Customer Accounts Paid in Full and Approval for Write Off on Specified Accounts – Both Districts -
Ms. Sims-Smierciak motioned to give the Clerk-Treasurer permission to delete customer accounts paid in full and approval for write off on specific accounts for both districts. Seconded by Mr. Bradtke. Motion passed with a vote of 4-0.
Payment Approval #2 Partial to R&R Sewer for 85th Avenue Water Main Project in the amount of $42,265.50 -
Mr. Bradtke motioned for payment approve for the #2 partial to R&R Sewer for 85th Avenue Water Main Project in the amount of $42,265.50. Seconded by Mr. Setlak. Motion passed with a vote of 4-0.
PAYMENT OF BILLS – For the Waterworks District APV’s #3077 - #3082 in the amount of $18,887.10 and APV’s #4715 - #4776 for $313,328.92 for the Water Utility -
Ms. Sims-Smierciak motioned to approve payment for Waterworks District APV’s #3077 - #3082 in the amount of $18,887.10 and APV’s #4715 - #4776 for $313,328.92 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. Faberbock stated that he spoke with Derwin today and INDOT is staking out the Right-of- Way on Route. 41, the Wachter Ditch near Lift Station #1. He stated that he thinks it belongs to INDOT and if they are going to replace the culvert, we may have to re-locate our 12”main. He also mentioned that tomorrow they are going to come up with a valve exercise; it’s basically for Robinson to experience using the machine, they will exercise as many valves as they can and it will be at no charge to the town.
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 6:08 P.M.

ATTEST:

/s/ Sherry P. Sury, Clerk-Treasurer

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