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Waterworks Board Meeting Minutes 2012

Meeting Minutes

Prior to June 2012 the Waterworks Board and Sanitary District were a combined board. Please click here for the previous meeting minutes.

06-28-2012 Waterworks Board

June 28, 2012 Waterworks Board Meeting Minutes

Mr. Forbes called the meeting to order at 7:55 P.M. Roll was taken with the following members present: Gregory Volk, Member; Ken Gembala, Member; and Michael Forbes, Member. Also in attendance were Steve Kil, Town Manager; David Austgen, Attorney and Sherry Sury, Clerk-Treasurer.

Election of Officers

Mr. Volk nominated Mr. Forbes as President and Mr. Gembala as Vice-President. There were no other nominations. Mr. Gembala seconded Mr. Volk’s nominations. Motion passed 3-0.

New Business

Consider request of Grant of Right to connect to the Municipal waterworks system (Lake Hills Baptist Church) –
Mr. Forbes stated this is on 85th Avenue, the church needs to access the easement. Mr. Kil stated that they will connect to the Town’s system on the end of Schaffer Drive and would require a utility easement from the property over just to the north then the utilities would proceed west for a distance of approximately 180 – 200 feet and then would pick up the right of way that exists at Austin Avenue and go north to the church. He stated that he spoke with their engineer, he is pretty certain they will need a lift station; they would have to work out the logistics of it, if it would be a private system, a public system. They have not done any of that. They are attending the meeting as Mr. Kil advised them they need to do two things: The first one is get approval from the Town to hook up to the utilities; and second get the grant of easement from the property owner. They have to have both. The Church is going to bear all costs of utility installation, etc. This is just the grant of right to tie into the system; they will still be subject to the fee structure, etc. Mr. Gembala added that included in this is their agreement not to remonstrate against any annexation should that ever happen.

Mr. Austgen stated that he drafting an updated Grant of Extension Right and Waiver. There have been some law changes and a bit of statutory tweaking. He suggests the Board grant conditional approval for the Church and its representatives come back with the easement and in the event the easement can be had, then execute the Grant of Right can be had. Discussion ensued.

Mr. Gembala motioned to grant a conditional right to connection contingent on the procurement of the easement and the petitioner sign an agreement not to remonstrate against future annexation. Seconded by Mr. Volk. Motion passed with a vote of 3-0.

Reports & Correspondence

Mr. Kil stated that they have been manually operating the water system due to the drought. They have shut down the Gates water tower and have been pumping directly into the system. They cannot let the water in wells go down too far. If it gets too bad he would like permission to go to an even/odd day system for watering; everyone turns on the same time every morning, you can see the water system just drop. Mr. Gembala motioned to grant authority, if necessary, to the Town Manager to issue an order to go odd/even days for watering. Seconded by Mr. Volk. Motion passed with a vote of 3-0.

Payment of Bills for the Waterworks District & Water Utility -

Waterworks District APV’s #3021 - #3028 for $18,426.31 and Water Utility APV’s #4229 - #4297 for $203,162.95 Total Amount $221,589.26 - Mr. Gembala motioned to pay Waterworks District APV’s #3021 - #3028 for $18, 426.31 and Water Utility APV’s #4229 - #4297 for $203,162.95 for a total amount of $221,589.26 Seconded by Mr. Volk. Motion passed with a vote of 3-0.

Public Comment –

None

Adjournment -

Mr. Gembala motioned to adjourn the meeting. Seconded by Mr. Volk. Motion passed with a vote of 3-0. Meeting adjourned at 8:03 P.M.

ATTEST

_______________________________________________
/s/ Sherry P. Sury
Clerk-Treasurer

07-26-2012 Waterworks Board

July 26, 2012 Waterworks Board Meeting Minutes

Mr. Forbes called the meeting to order at 7:09 P.M. Roll call was taken with the following members present: Michael Forbes, President; Ken Gembala, Vice-President; Gregory Volk, Member; David Austgen, Attorney; Steve Kil, Town Manager and Sherry Sury, Clerk-Treasurer.

Approval of the minutes: June 28, 2012 Special Meeting -

Mr. Gembala motioned to approve the minutes of the June 28, 2012 Special Meeting. Seconded by Mr. Volk. Motion passed with a vote of 3-0.

New Business

Authorization to bid Well House No. 3 and Well House No. 5 improvements –
Mr. Kil stated that the engineers estimate the cost will be approximately $250,000. This will have to go out for public bid. They need to raise the entire well house to stop the flooding of the well house. It has happened enough that it is causing a problem. They have been looking at this for two years and it is ready to get the process going. Mr. Gembala motioned to authorize the bidding for Well House No. 3 and Well House No. 5. Seconded by Mr. Volk. Motion passed with a vote of 3-0.
Consider Olcott Avenue Water Main Replacement Project -
Mr. Forbes stated there were two bids for the project. He would like to get the water main part started and get a third bid for the restoration. Mr. Gembala motioned to proceed with the water main replacement with the project cost not to exceed $115,000. Seconded by Mr. Volk. Motion passed with a vote of 3-0.
Consider request by IDEM for a voluntary 10% - 20% reduction in water usage –
Mr. Kil stated that he contacted businesses and banks and asked them to alter their sprinkling patterns. He suggested they ask residents to voluntarily reduce their water usage by putting a notice on the water bill and an article in the newspaper. Mr. Gembala motioned to implement Mr. Kil’s suggestion. Seconded by Mr. Volk. Motion passed with a vote of 3-0.

Reports & Correspondence -

None

Payment of Bills for the Waterworks District and Water Utility -

Waterworks District APV’s #3029 - #3032 for $15,308.09 - Water Utility APV’s #4298 - #4355 for $245,865.06 - Total $261,173.15

Mr. Gembala motioned to approve Water District APV’s #3029 - #3032 for $15,308.09 and Water Utility APV’s #4298 - #4355 for $245,865.06 for a total of $261,173.15. Seconded by Mr. Volk. Motion passed with a vote of 3-0.

Public Comment -

None

Adjournment -

Mr. Gembala motioned to adjourn the meeting. Seconded by Mr. Volk. Motion passed with a vote of 3-0. Meeting adjourned at 7:20 P.M.

ATTEST

_______________________________________________
/s/ Sherry P. Sury
Clerk-Treasurer

08-23-2012 Waterworks Board

August 23, 2012 Waterworks Board Meeting Minutes

Mr. Forbes called the meeting to order at 7:12 p.m. Roll call was taken with the following members present: Michael Forbes, President; Ken Gembala, Vice-President; Gregory Volk, Member; Steve Kil, Town Manager; David Austgen, Attorney and Sherry Sury, Clerk-Treasurer.

Approval of minutes: July 26, 2012 Meeting -

Mr. Gembala motioned to approve the minutes of the July 26, 2012 Water Works meeting. Seconded by Mr. Volk. Motion passed with a vote of 3-0.

New Business

Consider Resolution #WD 12-08-23 a resolution recommending amendment to the Standards of Service for the Town Municipal Water Utility -
Mr. Kil stated that Mr. Austgen prepared a resolution that basically deals with the disconnection of service of residents. Mr. Austgen added that this is a brief amendment to procedures for disconnection in the water utility where notification or certification must be provided that provides that the property is unoccupied or proper notice has been given of at least 30 days that the service termination will occur. This is in most instances related to rental properties. Mr. Gembala motioned to adopt Resolution #WD 12-08-03. Seconded by Mr. Volk. Motion passed with a vote of 3-0.
Consider permission to advertise for bids for Improvements at Well No. 3 and Well No. 5 -
Mr. Kraus stated that the project was given to him several months ago for improvements to Well House 3 and 5; they are combined in the same house. The project was to raise the floor about 4.5 - 5 feet to get it out of the flood plain and to do whatever improvements needed to done inside and outside the building. He distributed a half size and full size version of what will be done. It’s basically tear down the old structure, raise the walls up 4.5 – 5 feet and build another building around it and connect the well house with the treatment plant. They have met with Derwin more than a half a dozen times and have incorporated comments from those meetings into these plans. Mr. Kraus stated that he believes they are ready to go. He has an application that goes to IDEM that must be signed and believes they have followed IDEM’s rules closely and doesn’t believe there will be any big changes requested by IDEM. He would also like to get permission to advertise for bids. Mr. Maurer summarized what the building will look like on the outside. Mr. Kraus stated that there will be a mandatory pre-bid meeting. He added that Derwin said they could shut down these two wells about October 15 and open them up again about May 15; Derwin felt he could manage with the other two wells during the winter months. Mr. Gembala motioned to authorize to Mr. Kraus to send an application to IDEM for this project. Seconded by Mr. Volk. Motion passed with a vote of 3-0. Mr. Gembala added that the bidding process was approved at last month’s meeting.

Reports & Correspondence

Mr. Gembala mentioned that the Olcott water main replacement project has started.

Payment of Bills for the Waterworks District and Water Utility -

Waterworks District APV’s #3033 - #3036 for $12,755.06 - Water Utility APV’s #4356 - #4409 for $524,929.72 for a Total amount $537,684.78 - Mr. Volk motioned to approve payment for Waterworks District APV’s #3033 - #3036 for $12,755.06; Water Utility APV’s #4356 - #4409 for $524,929.72, for a total amount of $537,684.78. Seconded by Mr. Gembala. Motion passed with a vote of 3-0.

Public Comment -

None

Adjournment -

Mr. Gembala motioned to adjourn the meeting. Seconded by Mr. Volk. Motion passed with a vote of 3-0. Meeting adjourned at 7:25 p.m.

ATTEST

_______________________________________________
/s/Sherry P. Sury
Clerk-Treasurer

09-27-2012 Waterworks Board

September 27, 2012 Waterworks Board Meeting Minutes

Michael Forbes, President Gregory Volk Sherry Sury, Clerk-Treasurer
Ken Gembala, Vice President Attorney David Austgen Steve Kil, Town Manager

CALL TO ORDER:

Mr. Forbes called to order the regular meeting of the Board of Waterworks on September 27, to order at 7:00 p.m.

ROLL CALL:

Roll call was taken by Clerk-Treasurer, Sherry Sury, with the follow members present: Mike Forbes, Ken Gembala and Greg Volk. Staff members present: Steve Kil. Attorney Austgen was present. Clerk-Treasurer, Sherry Sury was present.

APPROVAL OF MINUTES: AUGUST 23, 2012

Mr. Forbes stated he would entertain a motion to approve the Waterworks meeting minutes of August 23, 2012. Mr. Gembala made a motion to approve the minutes of August 23, 2012. Mr. Volk seconded the motion. The motion was unanimously carried by voice vote (3/0).

PUBLIC HEARING: WATERWORKS DISTRICT BUDGET FOR 2013:

Attorney Ausgten stated that Proofs of Publication were in order. He indicated that timely publication of a Notice to Taxpayers of the public hearing was advertised in both the Post Tribune and The Times. The Proofs of Publication shall be annexed to the minutes of the meeting for the Board’s consideration and review.

Mr. Zender appeared before the Waterworks Board to announce the proposed budget for the Waterworks District Operating Fund, a property tax-based fund, for 2013. He stated that the proposed budget for 2013 is $312,509.00 up from $228,000.00 in 2012.

Mr. Zender stated that the reason for the increase in the budget is the factoring in of three positions, one part time employee, one full time employee and a firefighter/paramedic. He stated that the maximum levy for the Waterworks Operating fund is $215,839.00, the same as 2012. He stated that Lake County has a frozen levy and the levy cannot change. He stated this is the only fund available for the Waterworks Operating Fund.

Mr. Zender stated he would be happy to answer any questions.

There were no questions from the Board. Mr. Forbes opened the floor for Public Hearing for the Waterworks Operating Budget for 2013. There was no public comment. Mr. Forbes closed the public hearing and brought the matter back before the Board for their consideration.

Mr. Forbes stated he would entertain a motion to consider Ordinance No. WD 75 on first reading only. Mr. Volk made a motion to approve consideration of Ordinance No. WD 75 on first reading only. Mr. Gembala seconded the motion. The motion was unanimously carried by voice vote (3/0).

NEW BUSINESS:

A. BID OPENINGS FOR IMPROVEMENTS TO WELLHOUSE NUMBER 3 AND WELLHOUSE NUMBER 5
Attorney Ausgten stated that the Proofs of Publication and Notice to Bidders were entered into evidence. He indicated timely publication on September 3, 2012 and September 10, 2012, in both the Post Tribune and The Times.

Attorney Austgen opened the first sealed bid received from Gough, Inc. He stated there were three items being bid, the lump sum was $413,522.00. He stated that the bid was executed, contained a Form 96 and appended to the form were the non-collusion affidavit and an oath and affirmation, a bid bond was present in the amount of 10%.

Attorney Austgen opened the second sealed bid received from Grimmer Construction, Inc. There were three items being bid, the lump sum was $417,500.00 Also included were an executed and notarized bid form, a bid bond was present in the amount of 10%, an executed and notarized Form 96 was present along with an oath affirmation and non-collusion affidavit.

Attorney Austgen opened the third sealed bid received from Gaskill & Walton Construction Company of South Chicago Heights, Illinois. There were three items being bid, the lump sum was $338,000.00 Also included were an executed bid form; a bid bond surety check in the amount of $34,000 was present, slightly over the amount being bid; an executed Form 96 was present along with an oath affirmation and non-collusion affidavit.

Attorney Austgen opened the fourth sealed bid received from Gariup Construction Company, Incorporated, of Gary, Indiana. There were three items being bid, the lump sum was $267,400.00 Also included were an executed and notarized bid form, a bid bond was present in the amount of 10% of the amount bid, an executed and notarized Form 96 was present along with an oath affirmation and non-collusion affidavit.

Attorney Austgen opened the fifth and final bid received from John Burns Construction of Orland Park, Illinois. There were three items being bid, the lump sum was $380,000.00 Also included were an executed and notarized bid form, a bid bond was present in the amount of 10% of the amount bid, an executed and notarized Form 96 was present along with an oath affirmation and non-collusion affidavit. John Burns Construction also included some supplemental information in the form of compiled financial statements.

Mr. Forbes stated he would entertain a motion on the bids. Mr. Gembala made a motion to take the five bids under consideration for review by the staff and town engineer. Mr. Volk seconded the motion. The motion was unanimously carried by voice vote (3/0.)

REPORTS AND CORRESPONDENCE:

There were no reports or correspondence.

PAYMENT OF BILLS FOR WATERWORKS DISTRICT AND WATER UTILITY:

Mr. Forbes stated that he would entertain a motion on the Waterworks District APV Nos. 3037 through 3041 in the amount of $12,854.23, and Water Utilities APV Nos. 4410 through 4456 in the amount of $160,020.65, for a total of $172,874.88. Mr. Gembala made a motion to approve the total amount of $172,874.88 for the Waterworks District and the Water Utilities. Mr. Volk seconded the motion. The motion was unanimously carried by voice vote (3/0).

PUBLIC COMMENT:

There was no public comment.

ADJOURNMENT:

Mr. Gembala made a motion to adjourn the meeting; Mr. Volk seconded the motion. The motion was unanimously carried by voice vote (3/0).

(The meeting was adjourned at 7:33 p.m.)

A TRUE COPY

_______________________________________________
SUSAN E. WRIGHT, RECORDING SECRETARY

10-11-2012 Waterworks Board

October 11, 2012 Waterworks Board Meeting Minutes

Michael Forbes, President Gregory Volk Sherry Sury, Clerk-Treasurer
Ken Gembala, Vice President Attorney David Austgen Steve Kil, Town Manager

CALL TO ORDER:

Mr. Forbes called to order the special meeting of the Board of Waterworks on October 11, 2012, at 7:00 p.m.

ROLL CALL:

Roll call was taken by Clerk-Treasurer, Sherry Sury, with the follow members present: Mike Forbes, Ken Gembala and Greg Volk. Staff members: Steve Kil was absent. Attorney Austgen was present. Recording Secretary, Susan E. Wright, was present.

NEW BUSINESS:

A. CONSIDER BID FOR WELL HOUSE #3 AND WELL HOUSE #5 – IMPROVEMENT PROJECT ON U.S. ROUTE 41
Mr. Forbes asked Mr. Ken Krauss to update the Board on the bids. Mr. Krauss stated that he reviewed the bids with his colleague, Mr. Jim Maurer, who would present the information to the Board.

Mr. Maurer stated he is the engineer for the Well house #3 and Well House #5 improvement project. He informed the Board that the IDEM construction permit has been received via e-mail on this date. Mr.Maurer submitted a memorandum to the Board which summarized two separate e-mails previously sent to the Town.

Mr. Maurer explained that the October 3, 2012, e-mail forwarded to the Town contained a bid tabulation sheet. In addition, the e-mail mentioned that the low bidder, Group Construction, had written themselves into the bid as the well contractor. He explained that Addendum No. 1 to the project included that the qualifications of the well contractor was required in the list of determinants for the successful bidder.

Mr. Maurer stated that this was an important issue and Gariup Construction was contacted. Mr. Maurer stated that Gariup responded by saying they made an error, and their well contractor would be Peerless Midwest.

Mr. Maurer stated that the last e-mail attached to his submission to the Board puts to rest the request for special price consideration that was added to Gariup’s bid. He stated that this request would only apply if they were not low bidder and the low bidder was not local. The request asked for special price consideration to receive the award if they were within so many percentage points of the low bidder. The last e-mail received from Gariup confirmed the aforementioned was not applicable to their bid.

Mr. Maurer stated that Gariup Construction’s work history has been investigated. He stated that Gariup Construction has never constructed a project designed by Haas & Associates. He stated that he inspected a project that Gariup Construction did in Michigan City, Indiana, and it was successful. Mr. Maurer stated that he has found Gariup Construction to have a very good work history.

Mr. Maurer stated that the second low bidder, Gaskill & Walton, has performed satisfactorily in and for the Town of St. John.

Mr. Maurer stated that he contacted both Gariup Construction and Gaskill & Walton for information on which subcontractors would be used for this project. He stated he was informed by Gariup Construction that they did not have enough time left today to make the decisions on subcontractors, other than Peerless Midwest as the well contractor. He stated that as far as the electrical, masonry and excavation contractors Gariup claimed they needed more time to make that decision. Mr. Maurer stated that Gaskill & Walton informed him that their subcontractors would be Sweeny for electrical, Kwiatkowski for masonry and possibly D&M Excavation.

Mr. Maurer opined that the Board has two options. The first option would be to consider waiving the bid error that Gariup made and accept their bid of in the total amount of $267,400 subject to their designation of acceptable subcontractors for the project. He stated Gariup Construction has seven days to provide this information. He stated that the Board could also reject Gariup’s erroneous bid and accept Gaskill & Walton’s bid in the total amount of $338,000.

Mr. Maurer stated that they wanted to present this information to the Board for their consideration. He stated he hoped that one of the bids could be accepted tonight so that Notice of Award can be forwarded to one of the bidders along with a Construction Agreement. He stated that a Notice to Proceed should be forwarded as soon as possible as Derwin has indicated that the water use is declining to the point that he feels confident that the two wells can be taken out of service and there will still be enough water to meet the demand. Mr. Maurer stated he would be happy to answer any questions from the Board.

Mr. Gembala asked if there was anything in the bid proposals that required subcontractors to be listed. Mr. Maurer stated that the bid proposal required that only the well contractor be listed. Mr. Gembala asked if that meant they bid the job without knowing what subcontractors they were using. Mr. Maurer stated Gariup added their own name in and claimed it was an error. He stated that they may not have read what the signature was for.

(General discussion ensued.)

Mr. Volk noted the $71,000 difference in the bids. Mr. Forbes asked Attorney Austgen for his thoughts on the “so called error.” Attorney Austgen stated he did not believe this to be an error. He stated that Gariup has been in business for a long time, have performed thousands of projects, and have tens of millions of dollars in construction projects at the present time. He stated that this does not surprise him at all. He stated that the well is the specialty item on this project.

Attorney Austgen informed the Board that they, as the policy making body, are responsible for awarding the bid to the lowest responsive and responsible bidder. He stated that if the Board finds material errors, as have been identified, they can be considered as to whether or not the bid is responsive, or they can also waive the irregularity. He stated that that this is a significant amount of money in savings for the Town.

Attorney Austen noted that the recommendation of the Board waiving Gariup Construction’s error and awarding the bid seems to be the better alternative. He stated that the bid seems to comply with the law provided the Board is willing to waive the irregularities.

Mr. Volk noted that Gariup Construction is an old company. He asked if it was relevant if the Board knew what subcontractors they used. Attorney Austgen noted that their choice of subcontractors verifies the quality of work.

(General discussion ensued.)

The timeframe of the project was discussed. Mr. Maurer stated there are several milestones with final completion at 210 calendar days. Mr. Forbes asked Mr. Maurer to beef up his recommendation. Mr. Maurer stated, if pressed for his recommendation to the Board it would be Gariup Construction, the low bidder. He stated Derwin’s recommendation would be Gaskill & Walton. He stated that Derwin has worked with Gaskill & Walton before and is comfortable with them. He also stated that Gariup Construction was given a good recommendation by many people.

Mr. Gembala noted that $71,000 was a lot of money to justify spending if it was just a typographical error on a bid form. Mr. Volk stated that he is comfortable with Gariup Construction. Mr. Forbes noted that Gariup Construction is reputable, and he is comfortable with waiving the bid error. Mr. Gembala stated that his company has previously worked with Gariup Construction.

Mr. Forbes stated he would entertain a motion on the improvement project for Well #3 and Well #5. Mr. Volk made a motion to waive the bid error made by Gariup Construction and award the bid in the amount of $267,400 to Gariup Construction. The motion was seconded by Mr. Gembala. The motion was unanimously carried by voice vote (3/0).

Mr. Volk made a motion to authorize signature on the Notice of Award and Contract Agreement subject to Attorney Austgen’s review, and request Gariup Construction provide a list of subcontractors. The motion was seconded by Mr. Gembala. The motion was unanimously carried by voice vote (3/0).

Mr. Gembala thanked Mr. Maurer for keeping the Board updated on the project.

REPORTS AND CORRESPONDENCE:

There were no reports or correspondence.

Mr. Gembala remarked that slowly but surely the hydrant painting is getting done and looking very good.

PUBLIC COMMENT:

(General discussion ensued.)

ADJOURNMENT:

Mr. Gembala made a motion to adjourn the meeting; Mr. Volk seconded the motion. The motion was unanimously carried by voice vote (3/0).

(The meeting was adjourned at 7:25 p.m.)

A TRUE COPY

_______________________________________________
SUSAN E. WRIGHT, RECORDING SECRETARY

10-25-2012 Waterworks Board

October 11, 2012 Waterworks Board Meeting Minutes

Michael Forbes, President Gregory Volk Sherry Sury, Clerk-Treasurer
Ken Gembala, Vice President Attorney David Austgen Steve Kil, Town Manager

CALL TO ORDER:

Mr. Forbes called to order the regular meeting of the Board of Waterworks on October 25, 2012, at 7:00 p.m.

ROLL CALL:

Roll call was taken by Clerk-Treasurer, Sherry Sury, with the follow members present: Mike Forbes, Ken Gembala and Greg Volk. Staff members: Steve Kil. Attorney Austgen was present. Recording Secretary, Susan E. Wright, was present.

APPROVAL OF MINUTES: SEPTEMBER 27 2012

Mr. Forbes stated he would entertain a motion on the minutes of the September 27, 2012, Waterworks Board, with any amendments, provided by Recording Secretary, Susan E. Wright. Mr. Gembala made a motion to approve the minutes of the September 27, 2012, meeting as circulated. Mr. Volk seconded the motion. The motion was unanimously carried by voice vote (3/0).

NEW BUSINESS:

A. ORDINANCE WD-75 – ORDINANCE ESTABLISHING 2013 WATERWORKS DISTRICT BUDGET – SECOND READING
Mr. Forbes stated that Ordinance WD-75 before the Board was an ordinance establishing the Waterworks 2013 budget. He stated this was the second reading. He asked the members if they had any questions. There were no questions or comments from the Board.

Mr. Forbes stated he would entertain a motion on Ordinance WD-75. Mr. Volk made a motion to adopt Ordinance WD-75, the Waterworks District budget for 2013. Mr. Gembala seconded the motion. The motion was unanimously carried by voice vote (3/0).

REPORTS AND CORRESPONDENCE:

Mr. Kil informed the Board that the Town was recently informed by INDOT that INDOT will be replacing a culvert underneath U.S. Route 41 which will require the Town to relocate a water main. Mr. Kil stated that he received a copy of the plans via e-mail. Mr. Kil stated that he was just informed of this matter and he will have more information to present to the Board at its next meeting.

Mr. Kil stated that prior to the next meeting he would submit a sketch from the Town’s engineer, Kenn Kraus, and some preliminary cost estimates so the Board would know what the project would entail.

Mr. Volk asked Mr. Kil for an update on the Town’s water meter replacement. He stated he saw a letter drafted by Attorney Austgen for those who were not in compliance or refusing compliance with the water meter replacement. Mr. Kil stated that the project is 80 to 90 percent complete, and the Town is moving pretty quickly on this project. He estimated that the project would be complete by summer of 2013.

(General discussion ensued.)

Mr. Gembala brought up the long-range plan of water main replacement. He directed Mr. Kil to provide obtain an update on this program. Mr. Gembala recommended that Mr. Kil talk to Mr. Cender to see what money was available to keep the program going.

(General discussion ensued.)

Mr. Kil stated that next year’s plan entails going down the west side of Olcott, down 95th to the west to Northcutt where there is a stretch of water main in real bad shape which will be replaced.

Mr. Forbes asked if the Town received a security deposit for the water meters. Ms. Sury responded, “Water meter deposit. Right.” Mr. Forbes asked if interest was paid on the security deposit. Ms. Sury stated that the Town does pay interest on the security deposits. Mr. Forbes asked if it was necessary to pay interest on the security deposit. Ms. Sury stated that the ordinance would have to be changed in order to not pay interest.

(General discussion ensued.)

Mr. Forbes asked Mr. Kil and Attorney Austgen to provide the Board with a report on whether or not paying interest on the water meter security deposit was mandatory. Attorney Austgen stated that if the ordinance does not declare that interest accrues (and it is silent) then an amendment could be added to the ordinance declaring it a flat rate deposit.

(General discussion ensued.)

There was no further comment under Reports and Correspondence.

PAYMENT OF BILLS FOR WATERWORKS DISTRICT AND WATER UTILITY:

Mr. Forbes stated he would entertain a motion on payment of the bills for the Waterworks District APVs 3042 through 3046 in the amount of $16,060.85, and Water Utility APVs 4459 through 4519 in the amount of $204,305.68. Mr. Gembala made motion to pay APVs 3042 through 3046 in the amount of $16,060.85, and APVs 4459 through 4519 in the amount of $204,305.68. Mr. Volk seconded the motion. The motion was unanimously carried by voice vote (3/0).

PUBLIC COMMENT:

There was no public comment.

ADJOURNMENT:

Mr. Gembala made a motion to adjourn the Waterworks meeting; Mr. Volk seconded the motion. The motion was unanimously carried by voice vote (3/0).

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

A TRUE COPY

_______________________________________________
SUSAN E. WRIGHT, RECORDING SECRETARY

11-29-2012 Waterworks Board

November 29, 2012 Waterworks Board Meeting Minutes

Michael Forbes, President Gregory Volk Attorney David Austgen
Ken Gembala, Vice President Larry Bustamante Sherry Sury, Clerk-Treasurer
Mark Barenie   Steve Kil, Town Manager

CALL TO ORDER:

Mr. Forbes called the regular meeting of St. John Utility Board for November 29, 2012, to order at 7:38 p.m.

ROLL CALL:

Roll call was taken by Clerk-Treasurer, Sherry Sury, with the follow members present: Mike Forbes, Ken Gembala, Mark Barenie, Greg Volk and Larry Bustamante. Staff members present: Steve Kil. Attorney Austgen was present. Recording Secretary, Susan E. Wright was also present.

APPROVAL OF MINUTES: OCTOBER 25, 2012

Mr. Forbes state he would entertain a motion to approve the Utility Board meeting minutes of October 25, provided by Recording Secretary, Susan E. Wright. Mr. Volk made a motion to approve the minutes of the October 25, 2012, Utility Board as circulated. Mr. Barenie seconded the motion. The motion was unanimously carried by voice vote (5/0).

NEW BUSINESS:

A. CONSIDER PERMISSION TO CONNECT TO MAIN SEWER SYSTEM BY MASSARO ENTERPRISES – 8126 WICKER AVENUE
Mr. Mike Massaro, Massaro Enterprises, and Mr. Ken Sevoich, Rosebud Antiques, appeared before the Board. Mr. Massaro was seeking permission to connect to the main sewer system.

Mr. Kil gave the Board some background information. He stated that Mr. Massaro has made arrangements to purchase the parcel of land that Rosebud Antique sits on over a series of years. Mr. Massaro will locate a business on this parcel. Mr. Kil stated that the property needs sanitary sewer. Mr. Kil stated that he has informed both Mr. Massaro and Mr. Sevoich that since the parcel is contiguous with the Town of St. John the requirement is that the property be annexed into the community as a prerequisite to receiving sanitary sewer services.

Mr. Kil stated he has in his possession an annexation agreement signed by Mr. Ken Sevoich, the current property owner. Mr. Kil stated he will start the annexation process shortly. He stated that the parties have voluntarily agreed to annex into Town. He stated that Mr. Massaro is requesting permission to connect to the sewer system. He stated that Mr. Massaro will not be connecting to the water main at the present time, but in the event that he wishes to do so in the future he will already be annexed into the community.

Mr. Kil stated that it will take approximately 90 days to be formally annexed into Town. He stated that Mr. Massaro is seeking permission to tie into the sewer system before the annexation process is complete.

(General discussion ensued.)

Attorney Austgen commented that at any time after the sewer connection is made and before the annexation is complete, the annexation agreement could be withdrawn. Mr. Sevoich stated, for the record, that he is willing to annex his property. Attorney Austgen recommended that an executed Waiver to Remonstrate be placed in the file.

Mr. Forbes stated that he would entertain a motion to approve connection to the main sewer system by Massaro Enterprises with an executed Waiver for Remonstration. Mr. Sevoich stated he would like to place on the record that Mr. Massaro would be responsible for the exterior of the building and the “water situation.” Mr. Gembala made a motion to approve the connection to the main sewer by Massaro Enterprises for the property at 8126 Wicker Avenue with the submittal of an executed Waiver for Remonstrating. Mr. Bustamante seconded the motion. The motion was unanimously carried by voice vote (5/0).

B. PERMISSION TO CONNECT TO THE MAIN SEWER SYSTEM BY LAKE HILLS BAPTIST CHURCH – 9201 WEST 85TH AVENUE
Doug Rettig, representative of Lake Hills Baptist Church appeared before the Board seeking permission to connect to the main sewer system. The Board noted that they were presented with pertinent information on this matter at the Waterworks meeting. Mr. Forbes noted that it was the same easement and the same waivers. Mr. Gembala noted that a lift station would be placed on the Lake Hills Baptist Church and then pumped into the St. John sewer system. Mr. Rettig concurred.

Mr. Forbes stated he would entertain a motion. Mr. Gembala made a motion to approve the connection to the main sewer system by Lake Hills Baptist Church, 9201 West 85th Avenue, with the submittal of a Waiver to Remonstrate. Attorney Austgen recommended that the motion be contingent upon Lake Hills Baptist Church adhering to Town’s engineering and design criteria standards, per Mr. Kraus’s review. Mr. Gembala amended his motion to include that Lake Hills Baptist Church adhere to the Town’s engineering and design criteria standards. Mr. Volk seconded the motion. The motion was unanimously carried by voice vote (5/0).

REPORTS AND CORRESPONDENCE:

Mr. Kil had nothing to report. Attorney Austgen had nothing to report. Clerk-Treasurer, Sherry Sury, had nothing to report. The Board members had nothing to report.

PAYMENT OF BILLS FOR WASTE WATER UTILITY:

Mr. Forbes stated that he would entertain a motion on payment of Wastewater Utility bills, APVS 6231 through 6256 in the amount of $187,125.26. Mr. Gembala made a motion to approve payment of APV Nos. 6231 through 6256 in the amount of in the amount of $187,125.26. Mr. Barenie seconded the motion. The motion was unanimously carried by voice vote (5/0).

PUBLIC COMMENT:

There was no Public Comment.

ADJOURNMENT:

Mr. Volk made a motion to adjourn the meeting. Mr. Bustamante seconded the motion. The motion was unanimously carried by voice vote (5/0).

(The meeting was adjourned at 7:49 p.m.)

A TRUE COPY

____________________________________________
SUSAN E. WRIGHT, RECORDING SECRETARY

12-20-2012 Waterworks Board

December 20, 2012 Waterworks Board Meeting Minutes

Michael Forbes, President Gregory Volk Sherry Sury, Clerk-Treasurer
Ken Gembala, Vice President Attorney David Austgen Steve Kil, Town Manager

CALL TO ORDER:

Mr. Forbes called to order the regular meeting of the Board of Waterworks for December 20, 2012, at 7:05 p.m.

ROLL CALL:

Roll call was taken by Clerk-Treasurer, Sherry Sury, with the follow members present: Mike Forbes, Ken Gembala and Gregory Volk. Staff members: Steve Kil. Attorney Austgen was present. Recording Secretary, Susan E. Wright, was present.

APPROVAL OF MINUTES:

Mr. Forbes stated that the minutes would be dealt with at the January 10, 2013, meeting.

NEW BUSINESS:

A. CONSIDER REQUEST TO WRITE-OFF UNCOLLECTIBLE, BAD DEBT FOR SEWER AND PENALTIES IN THE AMOUNT OF FOUR HUNDRED SEVENTY TWO DOLLARS AND THIRTY NINE CENTS ($472.39)
Mr. Forbes stated that the Board would consider writing off an uncollectible bad debt for sewer and penalties. He noted there was a discrepancy in the numbers. Mr. Kil stated that the number is correct; he verified it with Ms. Sury. Ms. Sury stated that she submitted a handout in the Board’s packets with for their perusal of the information used to arrive at the bad debt figure.

Mr. Forbes asked if there was any further discussion on this matter. He stated he would entertain a motion. Mr. Gembala made a motion to approve the request to write-off the bad debt in the amount of Four Hundred Seventy Two Dollars and Thirty Nine Cents ($472.39). Mr. Volk seconded the motion. The motion was unanimously carried by voice vote (3/0).

B. CONSIDER RESOLUTION NUMBER WD 12-12-20 – A RESOLUTION TO TRANSER APPROPRIATIONS WITHIN A DEPARTMENT
Mr. Forbes noted that Resolution No. WD 12-12-20 was a request to transfer money with in a department. Ms. Sury explained that this was a simple transfer of funds from supplies to personal/personnel?? Services. There were no questions or discussion.

Mr. Forbes stated he would entertain a motion to adopt Resolution 12-12-20. Mr. Volk, “so moved.” Mr. Gembala seconded the motion. The motion was unanimously carried by voice vote (3/0).

REPORTS AND CORRESPONDENCE:

A. BOARD
Mr. Gembala asked Mr. Kil for an update on the status of the hydro-flow testing. Mr. Kil stated that he believed that the testing was completed in 2012. Mr. Gembala asked Mr. Kil to provide him with a copy of the hydro-flow testing report.

Mr. Gembala requested a schedule for the 2013 water main replacement program. Mr. Kil stated that the Board will be presented with a smaller project sometime in January or February. Mr. Kil explained that a substantial amount of water construction funds were used for the Well House No. 3 and No. 5 project; for that reason, he stated that the Town will not be able to replace as much water main as previously anticipated. Mr. Kil stated there is a small section of water main in the same section where work has been done that is in need of repair.

(General discussion ensued.)

Mr. Volk asked for a report on the status of the Well House project. Mr. Kil stated that the project is progressing well and looks great.

Mr. Volk asked about the status of the project with INDOT. Mr. Kil stated that the project is being reviewed by Mr. Kraus. He stated that INDOT will be replacing a culvert and installing a wing wall and the Town will be required to relocate a water main during this project. Mr. Kil is awaiting information from INDOT.

B. CLERK-TREASURER
Ms. Sury had nothing to report.
C. STAFF
Mr. Kil had nothing further to report.

PAYMENT OF BILLS FOR WATERWORKS DISTRICT AND WATER UTILITY:

Mr. Forbes stated he would entertain a motion on payment of the bills for the Water District and Water Utilities. Water District APVs 3054 through 3059 in the amount of $13,406.76, and Water Utility APVs 4577 through 4619 in the amount of $257, 798.56.

Mr. Gembala made motion to pay Water District APVs 3054 through 3059 in the amount of $13,406.76, and Water Utility APVs 4577 through 4619 in the amount of $257,798.56. Mr. Volk seconded the motion. The motion was unanimously carried by voice vote (3/0).

PUBLIC COMMENT:

Mr. Forbes called for public comment. There was no public comment.

ADJOURNMENT:

Mr. Forbes called for an adjournment. Mr. Gembala made a motion to adjourn the Waterworks meeting; Mr. Volk seconded the motion. The motion was unanimously carried by voice vote (3/0).

(The meeting was adjourned at 7:11 p.m.)

A TRUE COPY

_______________________________________________
SUSAN E. WRIGHT, RECORDING SECRETARY

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