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Utility Board Meeting Minutes 2016

Meeting Minutes

01-28-2016 Utility Board

JANUARY 28, 2016 Utility Board Meeting Minutes

GREG VOLK, PRESIDENT STEVE HASTINGS CLERK-TREASURER, BETH HERNANDEZ
MIKE FORBES, VICE-PRESIDENT CHRISTIAN JORGENSEN STEVE KIL, TOWN MANAGER
MARK BARENIE    

CALL TO ORDER:

Mr. Volk called the January 28, 2016, regular Utility Board meeting to order at 7:18 p.m.

ROLL CALL:

Clerk Treasurer, Beth Hernandez took roll call with the following members present: Michael Forbes, Mark Barenie, Steve Hastings, Christen Jorgensen and Greg Volk. Attorney David Austgen was present. Town Manager, Steve Kil, was present.

ELECTION OF OFFICERS:

Mr. Volk noted the first item on the agenda was election of officers; he asked for a nomination for president. Mr. Forbes nominated Greg Volk for the position of president. Mr. Volk asked if there were any other nominations. There were no other nominations. Mr. Volk asked all in favor to say aye. The motion was carried by voice vote (5/0). Ayes --- all. Nays --- none.

Mr. Volk asked for a nomination for the position of vice-president. Mr. Volk nominated Mr. Forbes for the position of vice-president. Mr. Volk asked if there were any other nominations. There were no other nominations. Mr. Volk stated all in favor say aye. The motion was carried by voice vote (5/0). Ayes --- all. Nays --- none.

APPROVAL OF MINUTES:

Mr. Volk stated that the minutes of December 17, 2015, were before the Utility Board for their action. He stated he reviewed these minutes and they appeared to be in order. Mr. Volk asked for any comments. There were no comments.

Mr. Volk stated he would hear a motion. Mr. Forbes made a motion to approve the December 17, 2015, Utility Board meeting minutes. Mr. Hastings seconded the motion. The motion was carried by voice vote ( 4/0/1 ). Ayes --- four. Nays --- none. Mr. Barenie abstained.

NEW BUSINESS:

A. REQUEST FOR REDUCTION OF SEWER CHARGE, MR. DARRYL HEBBEL, 8460 WEST 86TH AVENUE.

Mr. Volk noted the first item under New Business was a request for a sewer reduction charge from Mr. Darryl Hebbel, 8460 West 86th Avenue. He stated that there is a letter in the file from the resident. Mr. Volk stated that the water charges are from doing a lot of watering when they put in a new yard this past fall.

Mr. Kil stated that Mr. Hebbel lives in North Point and the bill in question is from September 17, through November 6. Mr. Kil stated that the resident closed on his house and put in a new lawn. Mr. Kil stated that Mr. Hebbel is requesting a sewer credit of $587.10. He understands that the entire water bill must be paid, but he feels a sewer credit in the amount of $587.10 is in order.

Mr. Volk stated he would entertain a motion on the sewer credit in the amount of $587.10. "So moved," by Mr. Barenie. Mr. Forbes seconded the motion. The motion was carried by voice vote (5/0). Ayes --- all. Nays --- none.

B. REQUEST FOR REDUCTION FOR RASCALS PIZZA --- 9623 WICKER AVENUE.
Mr. Volk noted there was a request from Rascals Pizza, 9623 Wicker Avenue, along with a letter from the owner. Mr. Kil stated, in this case, the owner simply left the outside spigot running. Mr. Kil stated that the resident is requesting a credit on the sewer bill of $342.00.

(General discussion ensued.)

Mr. Kil stated that obviously the water that was used did not go in the sanitary sewer. He stated this matter was at the discretion of the Utility Board. Mr. Volk stated that the adjustment would have to be based on Rascal's past history of use, which was supplied by Mr. Kil.

Mr. Volk stated asked if there were any questions. There were no questions. Mr. Forbes stated he would entertain a motion to authorize the write-off of $342.00 for Rascals Pizza. Mr. Barenie seconded the motion. The motion was carried by voice vote (5/0). Ayes --- all. Nays --- none.

C. REQUST REDUCTION OF UTILITY BILLS --- JANET WELSH.
Mr. Volk noted that Ms. Welsh was seeking a reduction of $593.00 for her water and sewer bill. Mr. Kil stated that this matter was actually a fill belt that was broken on the resident's downstairs toilet. Mr. Volk noted, with this case, the water does go in the sanitary.

Mr. Kil stated in this instance, the water was used and it went in the sanitary sewer. He stated the resident indicated her normal monthly bill is approximately $50.00. Mr. Kil stated that her letter indicates she is requesting a reduction of her bill down to what her normal usage would be.

(General discussion ensued.)

Mr. Volk stated he would entertain a motion. Mr. Barenie made a motion recommending a fifty percent reduction of the $593.00 bill. Mr. Jorgensen seconded the motion. The motion was carried by voice vote (5/0). Ayes --- all. Nays --- none.

REPORTS and CORRESPONDENCE:

Mr. Volk noted Reports & Correspondence. There were no reports from any of the Board members.

PAYMENT OF BILLS:

Mr. Volk stated the next item on the agenda was payment of the bills. He stated the Wastewater Utility APVs was a two-page document with a total of $310,644.19. He asked if there were any questions on the bills. There were no questions.

Mr. Volk stated he would entertain a motion to authorize payment of the Wastewater Utility. Mr. Forbes asked if there were any amendments to this bill docket.

(General discussion ensued.)

Mr. Volk noted the amended bill docket is in the amount of $311,044.19. "So moved, by Mr. Forbes. Mr. Jorgensen seconded the motion. The motion was carried by voice vote (3/0). Ayes --- all. Nays --- none.

PUBLIC COMMENT:

Mr. Volk opened the floor to public comment related to the Utility Board only. He called for public comment. There was no public comment.

ADJOURNMENT:

Mr. Volk stated he would entertain a motion to adjourn. "So moved" by Mr. Forbes. Mr. Jorgensen seconded the motion. The motion was carried by voice vote (5/0). Ayes --- all. Nays --- none.

(The meeting adjourned at 7:32 p.m.)

ATTEST:

___________________________________________
Beth R. Hernandez
Clerk-Treasurer

02-25-2016 Utility Board

February 25, 2016 Utility Board Meeting Minutes

GREG VOLK, PRESIDENT CHRISTIAN JORGENSEN CLERK-TREASURER, BETH HERNANDEZ
MIKE FORBES, VICE-PRESIDENT GREG VOLK STEVE KIL, TOWN MANAGER
STEVE HASTINGS    

CALL TO ORDER:

Mr. Volk called the February 25, 2016, regular Utility Board meeting to order at 7:05 p.m.

ROLL CALL:

Clerk Treasurer, Beth Hernandez took roll call with the following members present: Michael Forbes, Mark Barenie, Steve Hastings, Christian Jorgensen and Greg Volk. Attorney David Austgen was present. Town Manager, Steve Kil, was present.

APPROVAL OF MINUTES:

Mr. Volk stated that the minutes for the January meeting would be deferred.

Mr. Volk stated he would hear a motion. Mr. Forbes made a motion to defer the minutes of the Utility Board. Mr. Jorgensen seconded the motion. The motion was carried by voice vote (5/0). Ayes --- all. Nays --- none.

NEW BUSINESS:

Mr. Volk noted there was no New Business.

REPORTS and CORRESPONDENCE:

Mr. Volk noted Reports & Correspondence. There were no reports from any of the Board members.

PAYMENT OF BILLS:

Mr. Volk stated the next item on the agenda was payment of the bills. He stated he had in front of him a two-page docket, Voucher numbers 3369 through 16868 for a total of $397,712.62. He asked if there were any questions on the bills. There were no questions.

Mr. Volk stated he would entertain a motion to authorize payment of the Wastewater Utility bills. Mr. Forbes made a motion to authorize payment of the bills as stated. Mr. Jorgensen seconded the motion. The motion was carried by voice vote (5/0). Ayes --- all. Nays --- none.

PUBLIC COMMENT:

Mr. Volk opened the floor to public comment related to the Utility Board only.

Joe Hero, 11723 South Oak Ridge Drive

Mr. Hero stated he had the same comments that he made during the Waterworks Board meeting. He opined that it would not be too difficult to make a list of the bills that were “mumbled” off. He stated a list of bills would afford citizens the opportunity to examine the list and make intelligent decisions as far as how the bills were being paid. He reiterated that the current method for “payment of the bills” is insufficient.

Mr. Volk called for additional public comment. There was no further public comment. Mr. Volk closed the floor to public comment.

ADJOURNMENT:

Mr. Volk stated he would entertain a motion to adjourn. “So moved” by Mr. Forbes. Mr. Jorgensen seconded the motion. The motion was carried by voice vote (5/0). Ayes --- all. Nays --- none.

The meeting adjourned at 7:08 p.m.)

ATTEST:

___________________________________________
Beth R. Hernandez
Clerk-Treasurer

03-24-2016 Utility Board

March 24, 2016 Utility Board Meeting Minutes

GREG VOLK, PRESIDENT CHRISTIAN JORGENSEN CLERK-TREASURER, BETH HERNANDEZ
MIKE FORBES, VICE-PRESIDENT GREG VOLK STEVE KIL, TOWN MANAGER
STEVE HASTINGS    

CALL TO ORDER:

Mr. Volk called the March 24, 2016, regular Utility Board meeting to order at 7:15 p.m.

ROLL CALL:

Clerk Treasurer, Beth Hernandez took roll call with the following members present: Greg Volk, Michael Forbes, Mark Barenie and Steve Hastings. Christian Jorgensen was absent. Attorney David Austgen was present. Town Manager, Steve Kil, was present.

APPROVAL OF MINUTES:

Mr. Volk stated that the minutes for the January 28, 2016 Utility Board meeting were before the Board for review and action. He asked if there were any amendments or questions. There were no comments on the minutes.

Mr. Volk stated he would hear a motion. Mr. Forbes made a motion to approve the meeting minutes for January 28, 2016. Mr. Barenie seconded the motion. The motion was carried by voice vote (4/0). Ayes --- all. Nays --- none.

NEW BUSINESS:

Mr. Volk noted there was no New Business.

REPORTS and CORRESPONDENCE:

Mr. Volk noted Reports & Correspondence. There were no reports from any of the Board members.

PAYMENT OF BILLS:

Mr. Volk stated the next item on the agenda was payment of the bills. Wastewater Utility APVs 3395 to 3420 in the amount of $173,976.38. He asked if there were any questions on the bills. There were no questions.

Mr. Volk stated he would entertain a motion on payment of the bills in the amount of $173,976.38. “So moved.” by Mr. Barenie. Mr. Hastings seconded the motion. The motion was carried by voice vote (4/0). Ayes --- all. Nays --- none.

PUBLIC COMMENT:

Mr. Volk opened the floor to public comment related to the Utility Board only. He called three times for public comment. There was no public comment. Mr. Volk closed the floor to public comment.

ADJOURNMENT:

Mr. Volk stated he would entertain a motion to adjourn. “So moved” by Mr. Forbes. Mr. Hastings seconded the motion. The motion was carried by voice vote (4/0). Ayes --- all. Nays --- none.

(The meeting adjourned at 7:17 p.m.)

ATTEST:

___________________________________________
BETH R. HERNANDEZ
Clerk-Treasurer

04-28-2016 Utility Board

April 28, 2016 Utility Board Meeting Minutes

GREG VOLK, PRESIDENT CHRISTIAN JORGENSEN CLERK-TREASURER, BETH HERNANDEZ
MIKE FORBES, VICE-PRESIDENT GREG VOLK STEVE KIL, TOWN MANAGER
STEVE HASTINGS    

CALL TO ORDER:

Mr. Volk called the April 28, 2016, regular Utility Board meeting to order at 7:07 p.m.

ROLL CALL:

Clerk Treasurer, Beth Hernandez took roll call with the following members present: Greg Volk, Michael Forbes, Mark Barenie and Steve Hastings and Christen Jorgensen. Attorney David Austgen was present. Town Manager, Steve Kil, was present.

APPROVAL OF MINUTES:

Mr. Volk stated that the minutes for the February 25, 2016, were before the Board for their action. He stated the March 24, minutes would be deferred. Mr. Volk asked for a motion on the minutes of February 24, 2016; he asked if there were any comments or questions. There were no questions or comments.

Mr. Volk stated he would hear a motion. Mr. Forbes stated if there were no questions, he would make a motion to approve the February 25, 2016, meeting minutes. Mr. Jorgensen seconded the motion. The motion was carried by voice vote (5/0). Ayes --- all. Nays --- none.

NEW BUSINESS:

A. REQUEST FROM THE HANOVER COMMUNITY SCHOOL CORPORATION FOR WAIVER OF LATE FEES IN THE AMOUNT OF $56.64.

Mr. Volk noted that there was a request for a waiver of late fees in the amount of $56.64 from the Hanover Community School Corporation. He stated that there is a letter from Hanover in the Board’s packet. Ms. Hernandez states the letter says that Hanover did not receive their statement and then incurred late fees for untimely payment.

Mr. Volk asked if there were any questions, comments or objections on the Hanover Community School Corporation’s waiver request. There were no questions, comments or objections.

Mr. Volk stated he would entertain a motion. “So moved,” by Mr. Barenie. Mr. Jorgensen seconded the motion. The motion was unanimously carried by voice vote (5/0). Ayes --- all. Nays --- none.

B. CONSIDER GRANT OF RIGHT TO INSTALL SEWER LINE TO CONNECT SANITARY SEWER SYSTEMS AT 8616 CHRISTOPHER DRIVE --- PETITIONER, ARLENE GOWERS.

Mr. Volk stated the next item on the agenda for the Board’s consideration and review was to granting of right to install a sewer line to connect the sanitary sewer systems at 8616 Christopher Drive with Ms. Arlene Gowers as the Petitioner. He stated that this is small area on this side of Town with old and failing systems.

Mr. Kil stated that the Petitioner’s house burned down, and she would like to abandon her septic system and hook into the sanitary sewer system. Mr. Kil explained that there was a waiver of right to remonstrate against annexation that must be signed. He explained that anyone residing outside of the corporate limits of the Town must sign a waiver to remonstrate if they want to hook up to the Town’s sewer, water, or utility system.

(General discussion ensued.)

Mr. Volk stated that he would entertain a motion. Mr. Forbes made a motion to approve the grant of right to connect to the Town’s sanitary sewer systems and accept the waiver of right to remonstrate. Mr. Jorgensen seconded the motion. The motion was unanimously carried by voice vote (5/0). Ayes --- all. Nays --- none.

REPORTS and CORRESPONDENCE:

Mr. Volk noted Reports & Correspondence. There were no reports from any of the Board members.

PAYMENT OF BILLS:

Mr. Volk stated the next item on the agenda was payment of the bills. Wastewater Utility APVs, two pages, numbers 3421 through 3449 for a total of $274,639.50. He asked if there were any questions on the bills. There were no questions.

Mr. Volk stated he would entertain a motion on payment of the bill in the amount of $274,639.50. Mr. Forbes made a motion to authorize payment of the bills as provided. “Second.” by Mr. Barenie. The motion was carried by voice vote (5/0). Ayes --- all. Nays --- none.

PUBLIC COMMENT:

Mr. Volk opened the floor to public comment related to the Utility Board only.

Joe Hero,

Mr. Hero stated he had the same comment as previously; he would like to see itemized on a piece of paper which contractors are being paid.

Mr. Volk called for additional public comment. There was no further public comment. Mr. Volk closed the floor to public comment.

ADJOURNMENT:

Mr. Volk stated he would entertain a motion to adjourn. “So moved” by Mr. Jorgensen. Mr. Forbes seconded the motion. The motion was carried by voice vote (5/0). Ayes --- all. Nays --- none.

(The meeting adjourned at 7:17 p.m.)

ATTEST:

___________________________________________
Beth R. Hernandez
Clerk-Treasurer

05-26-2016 Utility Board

May 26, 2016 Utility Board Meeting Minutes

GREG VOLK, PRESIDENT CHRISTIAN JORGENSEN CLERK-TREASURER, BETH HERNANDEZ
MIKE FORBES, VICE-PRESIDENT MARK BARENIE STEVE KIL, TOWN MANAGER
STEVE HASTINGS    

CALL TO ORDER:

Mr. Volk called the May 26, 2016, regular Utility Board meeting to order at 7:09 p.m.

ROLL CALL:

Clerk Treasurer, Beth Hernandez took roll call with the following members present: Greg Volk, Michael Forbes, Mark Barenie, Steve Hastings, and Christian Jorgensen. Attorney David Austgen was present. Town Manager, Steve Kil, was present.

APPROVAL OF MINUTES:

Mr. Volk stated that first item on the agenda was the approval for the meeting minutes of March 24, 2016. Mr. Volk asked for any questions or amendments. There were no questions or amendments.

Mr. Volk stated he would entertain a motion. Mr. Forbes made a motion to approve the meeting minutes of March 24, 2016. Mr. Barenie seconded the motion. Mr. Jorgensen abstained. The motion was carried by voice vote (5/0/1). Ayes --- all. Nays --- none. Abstained --- one.

NEW BUSINESS:

Mr. Volk noted there was no New Business.

REPORTS and CORRESPONDENCE:

Mr. Volk noted Reports & Correspondence. There were no reports from any of the Board members.

PAYMENT OF BILLS:

Mr. Volk stated the next item on the agenda was payment of the bills. He stated he had in front of him page 101, APVs 3450 through 3472 for a grand total of $167,007.60. He asked if there were any questions on the bills. There were no questions.

Mr. Volk stated he would entertain a motion. Mr. Forbes made a motion to authorize payment of the bills as discussed. Mr. Hastings seconded the motion. The motion was passed by voice vote (5/0). Ayes --- all. Nays --- none.

PUBLIC COMMENT:

Mr. Volk opened the floor to public comment related to the Utility Board only. There were no public comments.

ADJOURNMENT:

Mr. Volk stated he would entertain a motion to adjourn. Motion to adjourn made by Mr. Jorgensen. Mr. Forbes seconded the motion. The motion was carried by voice vote (5/0). Ayes --- all. Nays --- none.

(The meeting adjourned at 7:12 p.m.)

ATTEST:

___________________________________________
Beth R. Hernandez
Clerk-Treasurer

06-23-2016 Utility Board

June 23, 2016 Utility Board Meeting Minutes

GREG VOLK, PRESIDENT CHRISTIAN JORGENSEN CLERK-TREASURER, BETH HERNANDEZ
MIKE FORBES, VICE-PRESIDENT MARK BARENIE STEVE KIL, TOWN MANAGER
STEVE HASTINGS   ATTORNEY, DAVID AUSTGEN

CALL TO ORDER:

Mr. Volk called the June 23, 2016, regular Utility Board meeting to order at 7:10 p.m

ROLL CALL:

Clerk Treasurer, Beth Hernandez took roll call with the following members present: Greg Volk, Michael Forbes, Mark Barenie, Steve Hastings, and Christian Jorgensen. Town Manager, Steve Kil, was present. Attorney David Austgen was present.

APPROVAL OF MINUTES:

Mr. Volk stated that first item on the agenda was the approval for the meeting minutes of April 28 and May 26 meetings. He asked for any questions or amendments. There were no questions or amendments.

Mr. Volk stated he would entertain a motion. Mr. Jorgensen made a motion to approve the meeting minutes of April, 2016 and May, 2016. Mr. Barenie seconded the motion. The motion was carried by voice vote (5/0). Ayes --- all. Nays --- none.

NEW BUSINESS:

A. Authorize the bidding of Lift Station One (1) Project.
Mr. Volk stated for new business, we have the authorization for the bidding of the Lift Station No. 1 Project. This is simply for Mr. Kil to advertise to go out for bids.

Mr. Kil: Yes, we are in a position, currently, where we are ready to go out and ready to bid the project. He added that all that is required from the Utility Board, right now, is the motion to authorize the project to bid. They will take care of the rest. We anticipate a bid opening to be at our July 28th meeting. That will give contractors roughly one (1) month to bid the project. Then, take them under advisement. One month to review, then hopefully a bid award sometime in August.

Mr. Volk asked if there were any questions. Hearing none, Mr. Volk entertained a motion. Mr. Forbes made a motion to authorize that we go out for bids on the Lift Station One (1) project. Mr. Barenie seconded the motion. The motion was carried by voice vote (5/0). Ayes --- all. Nays --- none

B. Consider Resolution No. 2016-06-23 UB, a resolution approving the loan from the Board of Water Works to the Municipal Sewage Works.

Mr. Volk stated that this is identical to what we did in the Water Works. Again, it is a loan for the Lift Station Project. There were no questions. Mr. Volk stated he would entertain a motion. “So moved,” by Mr. Barenie. Motion seconded by Mr. Jorgensen. The motion was carried by voice vote (5/0). Ayes --- all. Nays --- none.

REPORTS and CORRESPONDENCE:

Mr. Volk addressed Reports & Correspondence. There were no reports from any of the Board members.

PAYMENT OF BILLS:

Mr. Volk stated the next item on the agenda was payment of the bills. He stated he had in front of him one page with checks 3473-3496 for a total of $227,125.13. He asked if there were any questions on the bills. There were no questions.

Mr. Volk stated he would entertain a motion to authorize payment of the Wastewater Utility bills. Mr. Forbes made a motion to authorize payment of the bills as presented. Mr. Barenie seconded the motion. The motion was passed by voice vote (5/0). Ayes --- all. Nays --- none.

PUBLIC COMMENT:

Mr. Volk opened the floor to public comment related to the Utility Board only. There was no public comment.

ADJOURNMENT:

Mr. Volk stated he would entertain a motion to adjourn. “So moved” by Mr. Hastings. Mr. Jorgensen seconded the motion. The motion was carried by voice vote (5/0). Ayes --- all. Nays --- none.

(The meeting adjourned at 7:15 p.m.)

ATTEST:

___________________________________________
Beth R. Hernandez
Clerk-Treasurer

07-28-2016 Utility Board

July 28, 2016 Utility Board Meeting Minutes

GREG VOLK, PRESIDENT CHRISTIAN JORGENSEN CLERK-TREASURER, BETH HERNANDEZ
MIKE FORBES, VICE-PRESIDENT MARK BARENIE STEVE KIL, TOWN MANAGER
STEVE HASTINGS   ATTORNEY, DAVID AUSTGEN

CALL TO ORDER:

Mr. Forbes called the July 28, 2016, regular Utility Board meeting to order at 7:06 p.m.

ROLL CALL:

Clerk Treasurer, Beth Hernandez took roll call with the following members present: Michael Forbes, Mark Barenie, Steve Hastings, and Christian Jorgensen. Town Manager, Steve Kil, was present. Attorney David Austgen was present. Mr. Greg Volk was absent.

APPROVAL OF MINUTES:

Mr. Forbes stated that first item on the agenda was the approval for the meeting minutes of June 23, 2016. He asked for any questions.

Hearing none, Mr. Forbes stated he would entertain a motion. "So Moved," by Mr. Barenie. Mr. Jorgensen seconded that motion. The motion was carried by voice vote (3/0). Ayes --- all. Nays --- none.

NEW BUSINESS:

A. Bid Opening for Lift Station One (1) Project.
Mr. Forbes stated there would now be a bid opening for the Lift Station One (1) project on Route 41.

Mr. Austgen stated that the proofs of publication are in evidence. He has reviewed them and they meet the requirements of law. He noted that he is talking about the notice to bidders.

Mr. Kil stated that he has bid tab sheets to keep track of the bids if anyone would like one.

Mr. Austgen opened and read the bids in the following order:

Gatlin Heating & Plumbing-Griffith, IN-Division I

Mr. Austgen noted that to his understanding there are three (3) divisions and they are in order of division, so he will identify them by division as he opens them.

Mr. Austgen stated that the bid form is present. The total of the bid items # 1-16 inclusive is $2,525,000.00. It is executed and notarized. Verification statement is included. Bid Bond is present. Form 96 is present. Oath affirmation and non-collusion affidavit-executed and notarized are contained. E-verify document is attached with other attached documents. Corporate documents and financial statements are present.

Grimmer Construction, Inc.- Highland, IN- Division I

Mr. Austgen stated bid form is present. Bid amount is $2,535,501.00. Verification statement and executed notarized bid form. Bid bond is present at 10% of amount bid. Form 96 is present. Executed, Notarized, and contained oath affirmation non-collusion affidavit. E-verify is present and accompanying certifications.

Hasse Construction Calumet City, IL- Division I

Mr. Austgen stated bid form is present. Bid amount is $2,329,762.00. Executed and notarized. Form 96 is present. It is executed and contains Oath affirmation and noncollusion affidavit. Financial certification and related documents are appended. Bid bond is included in the amount of 10% of the amount bid.

H & G Underground Utilities. LLC LaPorte, IN- Division I

Mr. Austgen stated bid form is present and provides the bid amount of $2,071,883.00. Bid bond is present for 10% of the amount bid. Form 96 is present and is executed and contain oath affirmation and non-collusion affidavit. E-verify is included and executed, and accompanying instruments. Various financial statements are included.

LGS Plumbing, Inc. Crown Point. IN-Division I

Mr. Austgen stated bid form is present in the amount of 2,730,308.00. Various instruments of certification are included. Bid bond is present for 10% of amount bid. Form 96 is present including Oath affirmation and non-collusion affidavit being executed. Various financial statements are included.

The next bids were Division II which are new dual-force mains.

Gatlin Plumbing Griffith, IN-Division II

Mr. Austgen stated bid form is present. Bid amount stated is 1,490,000.00. It is executed and notarized. Bid bond is present in the amount of 10%. Form 96 is present and executed including oath affirmation and non-collusion affidavit. E-verify and related instruments are appended and executed. Corporate and financial records of Gatlin are included.

Woodruff & Sons, Inc. Michigan City, IN- Division II & III

Mr. Austgen stated bid form is present. Bid amount is $1,768,890.00. It is executed and notarized. Mr. Austgen stated that there appears to be a separate bid contained. It was confirmed that Division Ill is included or embedded in the Division II bid.

The Division Ill bid is for the amount of $890,880.00; there are 14 items within that bid spec. Bid bond is present for 10% of total amount bid. Corporate records and form 96 are present. Form 96 is inclusive of the Oath affirmation and non-collusion affidavit. Notarized financials of the entity are included. E-verify and included instruments are attached.

Grimmer Construction, Inc. Highland, IN- Division II

Mr. Austgen stated bid amount is $1,390,921.00. It is executed and notarized. Bid bond in the amount of 10% of the bid is present. Form 96 is present. It is executed and notarized inclusive of oath affirmation and non-collusion affidavit. E-verify and accompanying instruments are included and fully executed. Entity documents including financials are present.

H & G Undergound Utilities, LLC LaPorte, IN-Division II

Mr. Austgen stated bid form is present in the amount bid of $1,491,995.00. Bid bond is present in 10% of amount bid. Form 96 is present and is executed inclusive of oath affirmation and non-collusion affidavit. E-verify and accompanying instruments are present and fully executed and notarized. Corporate financials and related documents are appended.

LGS Plumbing, Inc. Crown Point, IN- Division II

Mr. Austgen stated bid form is present and reflective of a bid amount of $1,582,937.00. Executed and notarized. Bid bond in the amount of 10% of the amount bid is present. Form 96 is present and is executed and inclusive of oath affirmation and non-collusion affidavit and is notarized. Accompanying instruments including e-verify and related are present. Corporate financials are present.

R & R Sewer, Water & Excavating, Crete, IL-Division II & III

Mr. Austgen stated the division II bid form is present with the amount bid of $1,241,887.54. It is executed and notarized. Bid bond in the amount of 10% is present.

The division Ill bid form is present in the amount of $432,514.32. It is executed and notarized. It includes a 10% bid bond.

Common to both bids are the inclusion of Form 96, which also reflects the separate amounts that were just recorded for both bids. There are financials present. Noncollusion affidavit and oath affirmation executed and notarized are present with Form 96. Also included are E-verify and related required instruments are included.

Mr. Austgen noted that when this is being reviewed the "common" documents are in reverse order.

Rex Construction Company Schererville, IN-Division III

Mr. Austgen stated bid form is present. Bid amount of $1,897,505.00 executed and notarized.

Mr. Forbes asked Mr. Austgen if he was sure that was for Division Ill. Mr. Austgen replied that it says Division Ill at the top of the document, but the body of the document may contain something different. The title of the document says Division Ill and references the project as Lift Station One (1)- Dual force mains and sanitary sewers generically. Mr. Kil said that dual force mains are part of Division II. Mr. Austgen said it will all have to be looked at but for reporting purposes, he read what was at the top of the document.

Form 96 is present. It's executed and inclusive of oath affirmation and non-collusion affidavit and is notarized. Financials of the entity are included. Bid bond is present for 10% of the amount bid. E-verify and related accompanying instruments are present and executed.

Gatlin Plumbing & Heating Griffith, IN-Division III

Mr. Austgen stated bid amount is $650,000.00. It is executed and notarized. The bid bond is present. Form 96 is present and inclusive of oath affirmation and non-collusion affidavit and is notarized. E-verify and related instruments are executed and present. Various documents of the entity, including the financials, are present.

Grimmer Construction Highland, IN-Division III

Mr. Austgen stated bid form is present and identifies the bid amount of 642,716.00. It is executed and notarized. Bid bond is present for the amount of 10% bid. Mr. Austgen noted that all the bid bonds presented tonight were for the amount of 10%, to this point. Form 96 is present inclusive of oath affirmation and non-collusion affidavit, and is executed and notarized. E-verify is executed and notarized. Corporate documents are financials of Grimmer are included.

Gough, Inc. Merrillville, IN-Division III

Mr. Austgen stated bid form is present. The bid amount is 626,727.00 and is executed and notarized. It contains a bid bond for 10% of the amount bid. Form 96 is present and reflects the same bid price. It is executed and contains the oath affirmation and noncollusion affidavit and is notarized. E-verify and accompanying instruments are present, executed, and notarized. The financials for Gough, Inc. are present.

H & G Underground Utilities, LLC LaPorte, IN-Division III

Mr. Austgen stated bid form is present. The amount bid reflected is $795,995.00. Bid bond of 10% is present. Form 96 is present. It is executed and inclusion of oath affirmation, non-collusion affidavit, and is notarized. E-verify and related instruments are present, executed, and notarized. Various financials for the entity are present.

LGS Plumbing, Inc. Crown Point, IN-Division III

Mr. Austgen stated bid form is present. The bid amount on the bid form is $620,877.00.Bid bond for 10% of amount bid is present. Form 96 is present and includes oath affirmation, non-collusion affidavit, and is notarized. E-verify and accompanying instruments are executed and notarized. Various financials of the entity are included.

Metro Excavating Cedar Lake, IN-Division III

Mr. Austgen stated bid form is present. The amount bid is $499,100.00. It is executed and notarized. Bid surety is provided in the form of a bank check in the amount of 49,910.00 which is 10% of the amount bid. Form 96 is present. It is executed and inclusive of oath affirmation, non-collusion affidavit, and is notarized. E-Verify and related instruments are present. Corporate documents and financials are included.

Mr. Austgen stated that those were all the bids.

Mr. Forbes said he would like to entertain a motion to take all of the bids under advisement. The motion was made by Mr. Jorgensen. Mr. Barenie seconded the motion. The motion was carried by voice vote (5/0). Ayes --- all. Nays --- none.

REPORTS and CORRESPONDENCE:

Mr. Forbes asked for any Reports & Correspondence. Mr. Kil mentioned that at next month's Utility Board meeting they will be entertaining a recapture agreement for Oltoff for the sewers that are going south of 231 through Mill Creek.

PAYMENT OF BILLS:

Mr. Forbes stated the next item on the agenda was payment of the bills and he had in front of him Water Utility APV's in the amount of $262,068.94 and the Wastewater APV's in the amount of $161,818.12. Mr. Forbes asked for any questions relating to the bills. Hearing none, Mr. Forbes stated he would entertain a motion. "So moved' by Mr. Barenie. Mr. Hastings seconded the motion. The motion was passed by voice vote (4/0). Ayes --- all. Nays --- none.

PUBLIC COMMENT:

Mr. Forbes opened the floor to public comment related to the Utility Board only. There was no public comment.

ADJOURNMENT:

Mr. Forbes stated he would entertain a motion to adjourn. Mr. Jorgensen made that motion. Mr. Barenie seconded the motion. The motion was carried by voice vote (4/0). Ayes --- all. Nays --- none.

(The meeting adjourned at 7:39 p.m.)

ATTEST:

___________________________________________
Beth R. Hernandez
Clerk-Treasurer

08-25-2016 Utility Board

August 25, 2016 Utility Board Meeting Minutes

GREG VOLK, PRESIDENT CHRISTIAN JORGENSEN CLERK-TREASURER, BETH HERNANDEZ
MIKE FORBES, VICE-PRESIDENT MARK BARENIE STEVE KIL, TOWN MANAGER
STEVE HASTINGS   ATTORNEY, DAVID AUSTGEN

CALL TO ORDER:

Mr. Volk called the August 25, 2016, regular Utility Board meeting to order at 7:05 p.m

ROLL CALL:

Clerk Treasurer, Beth Hernandez took roll call with the following members present: Greg Volk, Michael Forbes, Steve Hastings, Christian Jorgensen, and Mark Barenie,. Town Manager, Steve Kil, was present. Attorney David Austgen was present.

APPROVAL OF MINUTES:

Mr. Volk stated that first item on the agenda was the approval for the meeting minutes from July 28, 2016. He asked for any questions, concerns, or amendments. There were no questions or amendments.

Mr. Volk stated he would entertain a motion. “So Moved,” from Mr. Barenie. The motion was seconded by Mr. Hastings. The motion was carried by voice vote (5/0). Ayes --- all. Nays --- none.

NEW BUSINESS:

A. Bid Award for Lift Station One (1) Project.
Mr. Volk stated that under new business we have bid awards for the Lift Station Project. This is the results of the bid opening from July. Mr. Volk explained that under the bid opening we had three different sections that have been awarded, or chosen as the lowest, most responsive bidder.

First, Division 1 which is the Lift Station No. 1 Replacement to H&G Underground for $2,071,883.

The third section is a Parrish Avenue gravity sewer to R & R Sewer for $432,514.32.

That makes a grand total of $3,746,284.80.

Mr. Volk asked if there were any questions or discussion on this item. Mr. Volk clarified that these bidders were the lowest bidders, and that this project has been in discussion for about two years.

Mr. Kil said that if anybody has any questions tonight, one of our Town engineers was in attendance tonight, Mr. Jim Maurer, who is the actual design engineer on the project. This recommendation comes from the engineering firm. Mr. Austgen’s firm has also vetted the bids. This recommendation is for these bidders who are the lowest bidders on the job, and we have absolutely no problem with them. Mr. Kil stated that himself, Mr. Austgen, and Mr. Maurer would recommend that the Utility Board award the bid to the lowest bidders as identified in each division. Mr. Kil restated that if anyone has any questions of our design engineer he is here right now. If not, we are ready to go.

Mr. Volk asked for any questions. Hearing none, Mr. Volk stated that he would like to entertain a motion to pass these bids. Mr. Forbes stated that he would make a motion to award the Division 1 bid to H & G Underground, the Division 2 bid to R&R Sewer, and the Division 3 bid to R&R Sewer. Mr. Volk asked for a second. Mr. Hastings seconded the motion. The motion was carried by voice vote (5/0). Ayes --- all. Nays --- none.

B. Consider Re-Capture Agreement for Olthof Homes, Mill Creek residential development located on the southside of US231between Parrish and Cline Avenue(s).

Mr. Volk asked Mr. Kil to address this item. Mr. Kil said that a sanitary sewer was put in, of a substantial enough size to not only handle the Mill Creek development, but also all the property that basically lies to the east and to the south of the project. So, as typical, when a developer over-sizes a sewer to handle adjacent properties that are not their own, they would ask for a re-capture agreement. So, at the time that somebody ties in, they can re-coop some of their costs for the upsizing of the sewer. Which is, in fact, what is being asked of all of the board members, tonight.

Mr. Kil said that Mr. Austgen has reviewed this, and the actual final document is consistent with his review. Olthof has signed off on it. Mr. Kil said that if anyone has any questions, Mr. Joe Levanhof, of Olthof Homes, is in attendance tonight and would be happy to answer any questions. Mr. Kil noted that the drawings are included in the board members’ packets, as well as the re-capture agreement. Mr. Kil noted that re-capture agreements last for a period of 15 years. He said there is not much more to report on about this. These are fairly common in our Town.

Mr. Volk asked for any questions on what Mr. Kil reported, or questions on the recapture agreement.

Mr. Austgen said that the agreement is pro-forma and the uniqueness to the agreement is the service area, ERU’s, and the amounts that are recoverable per-connection in the area involved, and the document is specimen.

Mr. Volk stated that hearing no questions, he would entertain a motion. Mr. Forbes made a motion to authorize the recapture agreement. Mr. Jorgensen seconded the motion. The motion was carried by voice vote (5/0). Ayes --- all. Nays --- none.

REPORTS and CORRESPONDENCE:

Mr. Volk addressed Reports & Correspondence. There were no reports from any of the Board members or staff.

PAYMENT OF BILLS:

Mr. Volk stated the next item on the agenda was payment of the bills.

Mr. Volk stated he would entertain a motion to authorize payment of the bills. He said we have Water and Wastewater Utility APV’s. Water is $638,437.03. Wastewater is $73,160.40, for a total of $711,597.43. Mr. Volk asked if there were any questions on these bills. Mr. Volk said that hearing none, he would like to entertain a motion. “So Moved,” from Mr. Barenie. Mr. Forbes seconded the motion. The motion was passed by voice vote (5/0). Ayes --- all. Nays --- none.

PUBLIC COMMENT:

Mr. Volk opened the floor to public comment related to the Utility Board only.

Mrs. Hernandez called Mr. Erik Schneider from the sign-in sheet. Mr. Schneider stated he had no comment.

ADJOURNMENT:

Mr. Volk stated he would entertain a motion to adjourn. Mr. Jorgensen said that he would move to adjourn. The motion was seconded by Mr. Hastings. The motion was carried by voice vote (5/0). Ayes --- all. Nays --- none.

(The meeting adjourned at 7:13 p.m.)

ATTEST:

___________________________________________
Beth R. Hernandez
Clerk-Treasurer

09-22-2016 Utility Board

September 22, 2016 Utility Board Meeting Minutes

GREG VOLK, PRESIDENT CHRISTIAN JORGENSEN CLERK-TREASURER, BETH HERNANDEZ
MIKE FORBES, VICE-PRESIDENT MARK BARENIE STEVE KIL, TOWN MANAGER
STEVE HASTINGS   ATTORNEY, DAVID AUSTGEN

CALL TO ORDER:

Mr. Volk called the September 22, 2016 Utility Board meeting to order at 7:20 p.m.

ROLL CALL:

Clerk Treasurer, Beth Hernandez took roll call with the following members present: Greg Volk, Michael Forbes, Mark Barenie, Steve Hastings, and Christian Jorgensen. Town Manager, Steve Kil, was present. Attorney David Austgen was present.

APPROVAL OF MINUTES:

Mr. Volk stated that first item on the agenda was the approval for the meeting minutes of August 25th, 2016. He said that he reviewed the minutes, and they appear to be in order. He asked for any questions or amendments. There were no questions or amendments.

Mr. Volk stated he would entertain a motion. “So Moved,” from Mr. Forbes. Mr. Barenie seconded the motion. The motion was carried by voice vote (5/0). Ayes --- all. Nays --- none.

NEW BUSINESS:

Mr. Volk stated that there are no items under new business. He asked Mr. Kil if any new items had come up. Mr. Kil said that any new items that had come up would be discussed during the Town Council.

REPORTS and CORRESPONDENCE:

Mr. Volk addressed Reports & Correspondence. There were no reports from any of the Board members.

PAYMENT OF BILLS:

Mr. Volk stated the next item on the agenda was payment of the bills. The Board has the Wastewater and the Water Utility APV’s.; Wastewater totaling $541,108.59, Water APV’s of $307,380.10, for a grand total of $878,488.69. Mr. Volk asked if there are any questions regarding the bills. There were none.

Mr. Volk stated he would entertain a motion. Mr. Forbes made a motion to authorize payment of the bills. Mr. Jorgensen seconded the motion. The motion was passed by voice vote (5/0). Ayes --- all. Nays --- none.

PUBLIC COMMENT:

Mr. Volk opened the floor to public comment related to the Utility Board only. There was no public comment.

ADJOURNMENT:

Mr. Volk stated he would entertain a motion to adjourn. “So moved” by Mr. Jorgensen. Mr. Forbes seconded the motion. The motion was carried by voice vote (5/0). Ayes --- all. Nays --- none.

(The meeting adjourned at 7:22 p.m.)

ATTEST:

___________________________________________
Beth R. Hernandez
Clerk-Treasurer

10-27-2016 Utility Board

October 27, 2016 Utility Board Meeting Minutes

GREG VOLK, PRESIDENT CHRISTIAN JORGENSEN CLERK-TREASURER, BETH HERNANDEZ
MIKE FORBES, VICE-PRESIDENT MARK BARENIE STEVE KIL, TOWN MANAGER
STEVE HASTINGS   ATTORNEY, DAVID AUSTGEN

CALL TO ORDER:

Mr. Volk called the October 27th Utility Board meeting to order at 7:20 p.m.

ROLL CALL:

Clerk Treasurer, Beth Hernandez took roll call with the following members present: Greg Volk, Michael Forbes, Christian Jorgensen, Steve Hastings, and Mark Barenie. Town Manager, Steve Kil, was present. Attorney David Austgen was present.

APPROVAL OF MINUTES:

Mr. Volk stated that first item on the agenda was the approval for the meeting minutes of September 22nd, 2016. He said that he reviewed the minutes, and they appear to be in order. He asked for any questions or amendments. There were no questions or amendments.

Mr. Volk stated he would entertain a motion. “So Moved,” from Mr. Barenie. Mr. Jorgensen seconded the motion. The motion was carried by voice vote (5/0). Ayes --- all. Nays --- none.

NEW BUSINESS:

A. Consider Request from Illiana Christian High School to tie into the Municipal Utilities.
Mr. Volk asked Mr. Kil if he would like to comment on this. Mr. Kil said that Mr. Jeff Dekker from Illiana is here. He would like to let Mr. Dekker introduce himself and make their formal request.

Mr. Dekker said that he has a small packet of information here. He would like to briefly introduce the Illiana Christian High School Association, and say that the Illiana Christian High School Association was formed in 1945. For three years it rented and borrowed facilities. In 1948 they built their first campus in Lansing, Illinois and have operated there for the last seventy years. They have, of course, constructed several additions to that facility, and in that time have educated thousands of students.

As you can imagine, in the last twenty years or so, many of their constituents have moved south of Lansing, Illinois. Many of their constituents are now here in St. John, Crown Point, and even further South than that. So, they find it necessary to service their constituents that have relocated, and they have considered for some time relocating in Northwest Indiana.

They have acquired the property of thirty- seven acres on 109th street and Calumet Avenue; it is an area known as “Shoe Corner.” They don’t own exactly the south- west corner, but they own the thirty-seven acres that surround that south-west corner on the south and west side. So, they have property on Calumet Avenue and 109th street.

For two years now they have been engaged in discussions, planning, engineering, fundraising, and community awareness. They have met the County, the County Council, and they have had that property re-zoned. It is suitable now for a high school building. As you can imagine, the only caveat with the County is that they would be able to provide suitable utilities there: water, sanitary, sewer. So, they have been in discussions with Mr. Kil, the Town Manager. They have been in discussions with the Town Engineer. Mr. Dekker believes that the Town Attorney, Mr. Austgen, has had the chance to review their documents. So, they are here tonight to petition for approval to commit to providing Illiana Christian with sanitary sewer and water at that facility. Mr. Dekker said that he would be happy to answer any questions.

Mr. Volk asked for Mr. Dekker to clarify that they are requesting water also. Mr. Dekker said, “Yes.” Mr. Volk asked Mr. Kil if that was made at their last approval. Mr. Kil said that they are requesting to connect to both municipal utilities: water and sewer. Also, the eventual approval of a recapture agreement because obviously they are going to be to required to upsize the utilities. So, it is to service all the property that is going to be the South and then to the East of them.

Mr. Kil said that this is similar to what they usually do with private development. Somebody pays to upsize the utilities. If anybody ties in they pay a pro-rata-share. The only condition that Mr. Kil could see, and it is the same that they place on everybody else that makes this request, is that they sign a waiver of the right to remonstrate if it every becomes contiguous to the Town. They would have to voluntarily annex, if the Town would ever do that. Mr. Dekker said that he would only see that as a benefit to the high school; being a part of the Town and its services, fire protection, police protection, etc.

Mr. Volk clarified that the recapture agreement will be at ta later date. Mr. Kil said that he could see the recapture agreement coming within the next few months. It will come prior to them finishing the utility infrastructure, and he knows Mr. Dekker is not going to start that tomorrow morning.

Mr. Dekker said that is correct. He shared that they had an association meeting two weeks ago. The association, as you can imagine, is rather eager to get started. They have commitments of the association and its supporters of twenty million dollars. So, what Mr. Dekker is looking for tonight is a commitment that St. John will provide them sanitary, sewer, and water. Whereas, he can then take that commitment to the County to assure them that St. John has offered to provide that. They can then do their plan views and get to the subsequent components. Mr. Dekker said that, to his understanding, the recapture is based on their actual investment in the infrastructure. Which, while they have some estimates, it is floating around a half million dollars for the infrastructure.

Mr. Volk stated that tonight we are considering the agreement to allow Illiana Christian to tie on to our municipal sewers and water. So, they need a waiver of annexation to be included in that motion. Mr. Kil said the only thing that Illiana requires tonight is authorization from the Utility Board to tie into the municipal utilities, contingent upon signing a waiver of right to remonstrate. That is what would allow Mr. Kil to write the requisite letter to the County that verifies that he does, in fact, have the ability to connect. That triggers the County to allow him to start going through the process with Lake County.

Mr. Volk asked if there were any questions, comments, or concerns from the Board members.

Mr. Jorgensen asked Mr. Dekker what his current enrollment is, or the proposed enrollment for the school. Mr. Dekker told him that this year they serve 520 students in Lansing, Illinois. That is down just a little bit. The drawings that are in front of the Board tonight are predicated on 550 students. Mr. Dekker explained that it is a hard topic. They imagine that they will lose a few students, because the location is not as convenient as Lansing, Illinois. People live in, for example South Chicago and South Holland, Illinois. They also imagine that they will gain a few students because the location is so convenient for families here in St. John and elsewhere that didn’t want to travel to Lansing, Illinois. So, they are building for 550, but they have anticipated and have bought thirty-seven acres here. They have a master plan that can service as many as 800 students there. Mr. Dekker said that the paperwork that was provided to Mr. Kil said that they are anticipating about 10,000 gallons of water per day in terms of water usage and sewer. Mr. Dekker said that he knows the engineer has reviewed it, and the new lift station can handle that sort of amount. Mr. Kil told Mr. Jorgensen that they built the new infrastructure with the thought that they would be coming when they designed the Lift Station.

Mr. Kil asked Mr. Dekker if the students from Crown Point Christian would then migrate over there. Mr. Dekker said, “Yes.” Crown Point Christian, Lansing Christian, Highland Christian, South Holland Christian. They are all schools who typically migrate into their institution.

Mr. Kil added that Lift Station One is underway. It will be done prior to Illiana Christian connecting. Mr. Dekker said that they are looking for occupancy Fall of 2018.

Mr. Volk asked for any questions. There were none.

Mr. Volk stated that he would entertain a motion. Mr. Forbes stated that he would make a motion to authorize Illiana Christian High School to connect to the municipal water and sewer system; contingent upon the receipt of the waiver of the right to remonstrate for annexation. Mr. Barenie seconded. The motion was carried by voice vote (5/0). Ayes --- all. Nays --- none.

REPORTS and CORRESPONDENCE:

Mr. Volk addressed Reports & Correspondence. There were no reports from any of the Board members.

PAYMENT OF BILLS:

Mr. Volk stated the next item on the agenda was payment of the bills. The Board has the Wastewater and the Water Utility APV’s.; Wastewater totaling $187,776.18, Water Utility APV’s of $136,892.73, for a grand total of $324,668.91. Mr. Volk asked if there are any questions regarding the bills. There were none.

Mr. Volk stated he would entertain a motion. Mr. Forbes made a motion to authorize payment of the bills as read. Mr. Barenie seconded the motion. The motion was passed by voice vote (5/0). Ayes --- all. Nays --- none.

PUBLIC COMMENT:

Mr. Volk opened the floor to public comment related to the Utility Board only. There was no public comment.

ADJOURNMENT:

Mr. Volk stated he would entertain a motion to adjourn. “So moved” by Mr. Forbes. Mr. Jorgensen seconded the motion. The motion was carried by voice vote (5/0). Ayes --- all. Nays --- none.

(The meeting adjourned at 7:32 p.m.)

ATTEST:

___________________________________________
Beth R. Hernandez
Clerk-Treasurer

11-17-2016 Utility Board Rescheduled to 11-29-2016
11-29-2016 Utility Board

November 29, 2016 Utility Board Meeting Minutes

GREG VOLK, PRESIDENT CHRISTIAN JORGENSEN CLERK-TREASURER, BETH HERNANDEZ
MIKE FORBES, VICE-PRESIDENT MARK BARENIE STEVE KIL, TOWN MANAGER
STEVE HASTINGS   ATTORNEY, DAVID AUSTGEN

CALL TO ORDER:

Mr. Volk called the November 29, 2016, regular Utility Board meeting to order at 7:13 p.m.

ROLL CALL:

Clerk Treasurer, Beth Hernandez took roll call with the following members present: Greg Volk, Michael Forbes, Mark Barenie, Steve Hastings, and Christian Jorgensen. Town Manager, Steve Kil, was present. Attorney David Austgen was present.

APPROVAL OF MINUTES:

Mr. Volk stated that first item on the agenda was the approval for the meeting minutes of October 27th, 2016. Mr. Volk said that he has reviewed these, and he sees nothing unusual or missing. He asked for any questions or amendments. There were no questions or amendments.

Mr. Volk stated he would entertain a motion. Mr. Jorgensen made a motion for the approval of the minutes. Mr. Barenie seconded the motion. The motion was carried by voice vote (5/0). Ayes --- all. Nays --- none

NEW BUSINESS:

A. Request from Christopher Wankowba (8347 Heron Lake Road); adjustment of Utility Bill.
Mr. Volk stated that Mr. Wankowba is requesting an adjustment of his Utility Bill. It appears that they had a water leak in their sprinkler system. They received two separate bills for two months totaling $2,600.00. They are asking for some type of relief. Mr. Kil ran some numbers and one month was 141,000 gallons and the other was 148,400 gallons. So the sewer credit, which we normally do, was $680.00, in November and December $618.85. That would still leave them a balance of $830.24. That is charging just for the water usage. Mr. Volk said that it is up to the Board Members. He asked if anyone has any idea of what they would like to do to help these people out. Mr. Jorgensen said that he does want to help them, but their claiming a $2,600.00 bill. So, where are they off?

Mr. Kil told Mr. Jorgensen that normally what has done in the past is they have given a sewer credit. If it was a leak in the sprinkler system, the water went down the storm sewer. It didn’t go in the sanitary sewer, it wasn’t treated. It didn’t cost money. So, what the Clerk’s office does is they take a history of that usage over the last twelve months or so. What you see there is they come up with a sewer credit. That does not waive any of the water used or what a normal sewer bill would be based on normal usage. They calculated the overage due to the leak. That is what you see in front of you. Obviously, they are asking for as much as they can get. This couple does call the Clerk’s office daily. They are very concerned about this $2,600 in utility bills. Mr. Jorgensen asked if it was just these two bills. Mr. Kil said, yes, they found the leak in the two months.

(General Discussion Ensued.)

Mr. Jorgensen asked what the total of the two sewers is. Mr. Kil replied $1,266.65. Mr. Barenie said that amount would still leave a $1,400.00 water bill for two months. He said that is still a lot. Mr. Jorgensen asked if we know what their usage is, aside from these two. Mr. Kil said that it is in the packet. There is a history of their usage in a chart.

Mr. Barenie said that a different approach might be to look at their last twelve months of usage. Take their two highest water bills that they had, before the leak, with the sewage and the water and charge them that amount for the two leaky months. Mr. Jorgensen said that he is happy with that approach too. He just wants to know what those numbers will be.

Mr. Kil said that if that is the direction the Board wants to go, the billing department can figure that out very quickly. Mr. Kil just needs the direction from the Board. The reason he gave the figures he did is because the Board normally only waives the sewer portion. If they want to go beyond that, it is certainly their prerogative to do so.

Mr. Jorgensen said that he would make a motion to take the equivalent of their two highest bills in the past twelve months. Mr. Barenie seconded that motion.

Mr. Volk said that he is concerned with setting a precedence for this because we receive these types of requests quite often. Maybe not this high in volume, but they are common. Mr. Forbes agreed with Mr. Volk.

Mr. Jorgensen asked if we could find the numbers of what they would be charged right now. Ms. Hernandez said it is possible someone could go and try and find the numbers.

Mr. Kil told Mr. Jorgensen that it is not going to be anywhere near the amount. Mr. Volk said that we would be writing off about $2,500.00. Ms. Hernandez said that they have been paying what they can, but that it has been weighing on them.

Mr. Volk said that in the mean time we can move on.

REPORTS and CORRESPONDENCE:

Mr. Volk addressed Reports & Correspondence. There were no reports from any of the Board members.

PAYMENT OF BILLS:

Mr. Volk stated the next item on the agenda was payment of the bills. He stated that we have Wastewater and Water Utility APV’s. Wastewater was $158,555.15. Utility is $79,180.23. That makes a grand total of $237,735.38. Mr. Volk asked if there are any questions on any of the payments being made on these bills.

Hearing none, Mr. Volk stated he would entertain a motion to authorize payment of the Wastewater & Utility bills. Mr. Forbes made a motion to authorize payment of the bills as presented. Mr. Jorgensen seconded the motion. The motion was passed by voice vote (5/0). Ayes --- all. Nays --- none.

PUBLIC COMMENT:

Mr. Volk opened the floor to public comment related to the Utility Board only. There was no public comment.

RESUMED NEW BUSINESS:

A. Request from Christopher Wankowba (8347 Heron Lake Road); adjustment of Utility Bill.

Mr. Kil asked Mr. Volk, if he wouldn’t mind, he would speak to the request, and speed it up a little. Mr. Kil noted that, in the packet, there is a water bill. It gives the month of Jan, Feb, Mar, everything through November of 2016. Mr. Kil said that in January, it was 4,500 gallons. In February it was 3,600, March 4,200, etc. Then all the way down, in November, it was 148,400 gallons. Mr. Kil reiterated that they are not even close. That is why it was such a shocker. Their highest two months would be July and August at 5,000 gallons and 11,200 gallons. That would be their two highest months. Mr. Kil said that it is not even close. Mr.Kil said that he can’t speak to the cost of that right off the top of his head; he doesn’t know that, but their usage is in the packet.

Mr. Volk said that we then know it is going to be about a $50.00-$60.00 a month. Mr. Kil said that even if you go with the highest month and double it, you are still looking at only 11,200 gallons of water. Mr. Kil said that would probably be about $110.00 water bill. Worst case scenario $220.00.

Mr. Jorgensen said that he is assuming Christopher is not here tonight. Mr. Kil said that he does not believe so. Mr. Jorgensen asked if there is any idea about ability pay. Mr. Hernandez said that she does not know about ability pay, but she doesn’t think that this is something they are able to swing. They call frequently as they are panicking about this bill. Ms. Hernandez said that if they waive sewer only, they will have to go on some sort of payment arrangement.

Mr. Volk said that we have a motion and a second on the table, so we should go ahead and take a vote. Mr. Volk said that we could wait for Kim, Clerk-Treasurer employee, to come back, but we know what the approximate is going to be. Mr. Jorgensen asked Mr. Volk what the actual cost is going to be to the Town. Mr. Volk said he does not know what the cost of the water is, but it is going to be $1,200.00.

Mr. Kil reminded the Board that with our water system, we are not a wholesale customer of anybody. We do not have a hard cost of water. We have the cost to pump it, treat it, put it in the transmission system. We don’t purchase it from anybody, but there is a cost to do that. Mr. Barenie clarified that it is a loss of revenue.

Mr. Jorgensen said we have a motion and there is a second. The motion was passed by voice vote (3/2). Ayes --- three. Nays --- two.

ADJOURNMENT:

Mr. Volk stated he would entertain a motion to adjourn. “So moved” by Mr. Jorgensen. Mr. Forbes seconded the motion. The motion was carried by voice vote (5/0). Ayes --- all. Nays --- none.

(The meeting adjourned at 7:29 p.m.)

ATTEST:

___________________________________________
Beth R. Hernandez
Clerk-Treasurer

12-15-2016 Utility Board

December 15, 2016 Utility Board Meeting Minutes

GREG VOLK, PRESIDENT CHRISTIAN JORGENSEN CLERK-TREASURER, BETH HERNANDEZ
MIKE FORBES, VICE-PRESIDENT MARK BARENIE STEVE KIL, TOWN MANAGER
STEVE HASTINGS   ATTORNEY, DAVID AUSTGEN

CALL TO ORDER:

Mr. Volk called the December 15, 2016 Utility Board meeting to order at 7:03 p.m.

ROLL CALL:

Clerk Treasurer, Beth Hernandez took roll call with the following members present: Greg Volk, Michael Forbes, Steve Hastings, and Christian Jorgensen. Town Manager, Steve Kil, was present. Attorney David Austgen was present. Member Mark Barenie was absent.

NEW BUSINESS:

A. Resolution 2016-12-15, A Resolution declaring un-collectable accounts of the Town of St. John as "bad debt", and authorizing collection efforts to cease and allowing the Clerk-Treasurer to write off said accounts.
Mr. Kil stated the receipts are in the millions for water and sewage utilities, and the uncollectable amount is only $765.91. Mr. Kil stated this is a housekeeping item that is done annually.

Mr. Volk asked if there were any questions regarding the resolution. There were none. Mr. Jorgensen made a motion to adopt the resolution. Steven Hastings seconded the motion. The resolution was adopted by voice vote (4/0) Ayes - all. Nays - none.

REPORTS and CORRESPONDENCE:

Mrs. Hernandez stated the Clerk-Treasurer's office needed permission to delete certain customer accounts from their utility billing system. All of the accounts have been final billed, paid in full and have zero balances. Mrs. Hernandez mentioned that this is a general housekeeping item and will allow her office to start off 2017 with fresh books.

Mr. Forbes made a motion to authorize removing the accounts from the utility billing system. Mr. Jorgensen seconded the motion. The motion was passed by voice vote (4/0). Ayes --- all. Nays --- none.

PAYMENT OF BILLS:

Mr. Volk stated the Board has the Wastewater APV's totaling $32,464.12. Mr. Volk asked if there are any questions regarding the bills. There were none.

Mr. Volk stated he would entertain a motion. Mr. Jorgensen made a motion to authorize payment of the bills. Mr. Forbes seconded the motion. The motion was passed by voice vote (4/0). Ayes --- all. Nays --- none.

ADJOURNMENT:

Mr. Volk stated he would entertain a motion to adjourn. "So moved" by Mr. Forbes. Mr. Jorgensen seconded the motion. The motion was carried by voice vote (4/0). Ayes --- all. Nays --- none.

(The meeting adjourned at 7:07 p.m.)

ATTEST:

___________________________________________
Beth R. Hernandez
Clerk-Treasurer

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