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Waterworks Board Meeting Minutes and Recordings 2020

Meeting Minutes

01-21-2020 Waterworks Board

January 21, 2020 Waterworks Board Meeting Minutes

CALL TO ORDER:

Dr. Chavez called the St. John Waterworks Board Regular Meeting to order on Tuesday, January 21, 2020, at 6:10 p.m.

ROLL CALL:

Board Members present: Jack Chavez and Bill Manousopoulos. Also Present: Michael Schilling and Wayne Pondinas, Town Councilmen. Absent: Ken Gembala.

Note: Election of Officers are slated to take place in February due to discussion of adding additional members.

APPROVAL OF MINUTES:

Mr. Manousopoulos made a motion to approve the December 17, 2019 minutes; Dr. Chavez seconded the motion. Motion carried unanimously.

NEW BUSINESS:

A. Authorize the Clerk-Treasurer to Write Off Unpaid Water Debt
Mr. Manousopoulos made a motion to authorize the Clerk-Treasurer to write off unpaid water debt in the amount of $37.77; Dr. Chavez seconded the motion. Motion carried unanimously.
B. Consider Professional Services Agreement with Baker Tilly for 2020
Mr. Manousopoulos made a motion to approve the Financial Services Agreement with Baker Tilly for 2020; Dr. Chavez seconded the motion. Motion carried unanimously.

REPORTS AND CORRESPONDENCE:

Councilman Pondinas commented that to have a write off of only $37.77 is a great amount.

PAYMENT OF BILLS:

Mr. Manousopoulos made a motion to pay the Water Utility APVs of $194,476.40 and the Water District APVs of $21,800.23; Dr. Chavez seconded the motion. Motion carried unanimously.

PUBLIC COMMENT:

None was had.

ADJOURNMENT:

Mr. Manousopoulos made a motion to adjourn the meeting; Dr. Chavez seconded the motion. Motion carried unanimously. The meeting adjourned at 6:20 p.m.

Respectfully Submitted:

Margaret R. Abernathy, Recording Secretary
St. John Waterworks Board

02-18-2020 Waterworks Board

February 18, 2020 Waterworks Board Meeting Minutes

CALL TO ORDER:

Mr. Gembala called the St. John Waterworks Board Regular Meeting to order on Tuesday, February 18, 2020, at 6:00 p.m. and led all in the Pledge of Allegiance.

ROLL CALL:

Board Members present: Jack Chavez, Vice President; Bill Manousopoulos; and Ken Gembala, President. Also Present: Wayne Pondinas, Town Councilman; Bryan Blazak, Town Councilman; and Gerald Swets, Town Council President. Absent: None.

A quorum was attained.

ELECTION OF OFFICERS:

President:

Mr. Manousopoulos nominated Ken Gembala for President; Dr. Chavez seconded the nomination. Nomination carried unanimously.

Vice-President:

Mr. Manousopoulos nominated Jack Chavez for Vice President; Mr. Gembala seconded the motion. Nomination carried unanimously.

APPROVAL OF MINUTES:

Mr. Manousopoulos made a motion to approve the January 21, 2020 minutes; Dr. Chavez seconded the motion. Motion carried unanimously.

NEW BUSINESS:

None was had.

REPORTS AND CORRESPONDENCE:

None was had.

PAYMENT OF BILLS:

Mr. Manousopoulos made a motion to pay the Water Utility APVs of $479,384.54 and the Water District APVs of $29,267.90; Dr. Chavez seconded the motion. Motion carried unanimously.

PUBLIC COMMENT:

None was had.

ADJOURNMENT:

Dr. Chavez made a motion to adjourn the meeting; Mr. Manousopoulos seconded the motion. Motion carried unanimously. The meeting adjourned at 6:04 p.m.

Respectfully Submitted:

Margaret R. Abernathy, Recording Secretary
St. John Waterworks Board

03-17-2020 Waterworks Board Meeting Canceled
04-21-2020 Waterworks Board Meeting Canceled
05-19-2020 Waterworks Board

May 19, 2020 Waterworks Board Meeting Minutes

CALL TO ORDER:

Mr. Gembala called the St. John Waterworks Board Regular Meeting to order on Tuesday, May 19, 2020, at 6:00 p.m., with all members present on site, and led all in the Pledge of Allegiance.

ROLL CALL:

Board Members present: Jack Chavez, Vice President; Bill Manousopoulos; and Ken Gembala, President. Also Present: Craig Phillips, Town Manager; and Wayne Pondinas, Town Council Liaison. Absent: None.

A quorum was attained.

APPROVAL OF MINUTES:

Mr. Manousopoulos made a motion to approve the minutes of February 18, 2020; Dr. Chavez seconded the motion. Motion carried unanimously.

NEW BUSINESS:

None was had.

REPORTS AND CORRESPONDENCE:

Mr. Pondinas reported that the well in The Gates is on hold under advice of the Town Attorney. He further reported that the SCADA system is outdated, that we have three different quotes, and that the cost to update it will be anywhere from $850,000 to $1.1 million. He noted that if Lift Station 1 were to be hit by lightning, we wouldn’t have any way to turn it back on. It has four pumps, and the cost to change the pumps is approximately $25,000 per pump.

Mr. Gembala asked if the Town would be doing main replacements this summer as was done in the past. Mr. Pondinas stated that he has not seen any information on that as yet, but he added that he would find out and let them know.

PAYMENT OF BILLS:

Mr. Manousopoulos made a motion to pay the May Water Utility APVs of $218,895.78; Dr. Chavez seconded the motion. Motion carried unanimously.

Mr. Manousopoulos made a motion to pay the April Water Utility APVs of $286,664.64; Dr. Chavez seconded the motion. Motion carried unanimously.

Mr. Manousopoulos made a motion to pay the March Water Utility APVs of $86,724.98; Dr. Chavez seconded the motion. Motion carried unanimously.

Mr. Manousopoulos made a motion to pay the May Water District APVs of $29,683.45; Dr. Chavez seconded the motion. Motion carried unanimously.

Mr. Manousopoulos made a motion to pay the April Water District APVs of $35,403.97; Dr. Chavez seconded the motion. Motion carried unanimously.

Mr. Manousopoulos made a motion to pay the March Water District APVs of $19,733.33; Dr. Chavez seconded the motion. Motion carried unanimously.

PUBLIC COMMENT:

None was had.

ADJOURNMENT:

Dr. Chavez made a motion to adjourn the meeting; Mr. Manousopoulos seconded the motion. Motion carried unanimously. The meeting adjourned at 6:16 p.m.

Respectfully Submitted:

Margaret R. Abernathy, Recording Secretary
St. John Waterworks Board

06-16-2020 Waterworks Board

June 16, 2020 Waterworks Board Meeting Minutes

CALL TO ORDER:

Mr. Gembala called the St. John Waterworks Board Regular Meeting to order on Tuesday, June 16, 2020, at 6:00 p.m., with all members present on site.

ROLL CALL:

Board Members present: Jack Chavez, Vice President; Bill Manousopoulos; and Ken Gembala, President. Also Present: Craig Phillips, Town Manager; and Wayne Pondinas, Town Council Liaison. Absent: None.

A quorum was attained.

APPROVAL OF MINUTES:

Mr. Manousopoulos made a motion to approve the minutes of May 19, 2020; Dr. Chavez seconded the motion. Motion carried unanimously.

NEW BUSINESS:

None was had.

REPORTS AND CORRESPONDENCE:

Mr. Pondinas noted that he did not have a report but has been in and will be having meetings with members of Public Works and others regarding the SCADA system and water mains, etc.

PAYMENT OF BILLS:

Dr. Chavez made a motion to pay the June Water District APVs of $22,449.42; Mr. Manousopoulos seconded the motion. Motion carried unanimously.

Mr. Manousopoulos made a motion to pay the June Water Utility APVs of $211,323.55; Dr. Chavez seconded the motion. Motion carried unanimously.

PUBLIC COMMENT:

None was had.

Dr. Chavez requested a copy of the minutes or notes for the meetings that were had or will be had regarding the SCADA system. Mr. Pondinas agreed to provide the same.

ADJOURNMENT:

Mr. Manousopoulos made a motion to adjourn the meeting; Dr. Chavez seconded the motion. Motion carried unanimously. The meeting adjourned at 6:04 p.m.

Respectfully Submitted:

Margaret R. Abernathy, Recording Secretary
St. John Waterworks Board

07-21-2020 Waterworks Board

July 21, 2020 Waterworks Board Meeting Minutes

CALL TO ORDER:

Mr. Gembala called the St. John Waterworks Board Regular Meeting to order on Tuesday, July 21, 2020, attended by its members onsite and virtually, at 6:03 p.m.

ROLL CALL:

Board Members present: Jack Chavez, Vice President; and Ken Gembala, President. Also Present: Craig Phillips, Town Manager; and Wayne Pondinas, Town Council Liaison. Absent: Bill Manousopoulos. A quorum was attained.

APPROVAL OF MINUTES:

Dr. Chavez made a motion to approve the minutes of June 16, 2020; Mr. Gembala seconded the motion. Motion carried unanimously.

NEW BUSINESS:

Mr. Phillips notified that a flyer is going out with the water bill to promote water conservation.

REPORTS AND CORRESPONDENCE:

None was had.

PAYMENT OF BILLS:

Dr. Chavez made a motion to pay the July Water District APVs of $21,419.48 and the July Water Utility APVs of $283,132.81; Mr. Gembala seconded the motion. Motion carried unanimously.

PUBLIC COMMENT:

None was had.

ADJOURNMENT:

Dr. Chavez made a motion to adjourn the meeting; Mr. Gembala seconded the motion. Motion carried unanimously. The meeting adjourned at 6:07 p.m.

Respectfully Submitted:

Margaret R. Abernathy, Recording Secretary
St. John Waterworks Board

08-18-2020 Waterworks Board

August 18, 2020 Waterworks Board Meeting Minutes

CALL TO ORDER:

Mr. Gembala called the St. John Waterworks Board Regular Meeting to order on Tuesday, August 18, 2020, attended by its members on-site, at 6:01 p.m.

ROLL CALL:

Board Members present: Bill Manousopoulos and Ken Gembala, President. Also Present: Craig Phillips, Town Manager; and Wayne Pondinas, Town Council Liaison. Absent: Jack Chavez, Vice President. A quorum was attained.

APPROVAL OF MINUTES:

Mr. Manousopoulos made a motion to approve the minutes of July 21, 2020; Mr. Gembala seconded the motion. Motion carried unanimously.

NEW BUSINESS:

None was had.

REPORTS AND CORRESPONDENCE:

Mr. Pondinas reported that the Town Engineer recommended having Wells 3 and 5 inspected and rebuilt, which would include doing the casings and lowering the pumps.

Mr. Pondinas also reported that they would like to continue a water line to where Well No. 8 is going to be, just east of where Cline Avenue would go in. The cost would be approximately $149,000, but if we wait until the streets are installed, it would be more costly. There would be an 18-inch transition line from Well 8 into the treatment plant that is in The Gates of St. John.

Mr. Gembala commented that there are two prices based on the type of overhaul. Mr. Pondinas responded that one is for a partial overhaul and that the other is to do the whole thing. He recommended having the entire overhaul.

Mr. Manousopoulos asked how much time overhauling the well would give us on the pump. Mr. Pondinas responded that he did not know but that Bob Volois with Public Works has recommended the same thing.

Mr. Manousopoulos made a motion to approve the quotes from Peerless Midwest for PW No. 3 in the amount of $44,750 and PW No. 5 in the amount of $45,270 for complete restoration; Mr. Gembala seconded the motion. Motion carried unanimously.

PAYMENT OF BILLS:

Mr. Manousopoulos made a motion to pay the August Water Utility APVs of $826,790.14 and the August Water District APVs of $28,442.58; Mr. Gembala seconded the motion. Motion carried unanimously.

PUBLIC COMMENT:

None was had.

ADJOURNMENT:

Mr. Manousopoulos made a motion to adjourn the meeting; Mr. Gembala seconded the motion. Motion carried unanimously. The meeting adjourned at 6:09 p.m.

Respectfully Submitted:

Margaret R. Abernathy, Recording Secretary
St. John Waterworks Board

09-15-2020 Waterworks Board

September 15, 2020 Waterworks Board Meeting Minutes

CALL TO ORDER:

Dr. Chavez called the St. John Waterworks Board Regular Meeting to order on Tuesday, September 15, 2020, attended by its members on-site and virtually, at 6:04 p.m.

ROLL CALL:

Board Members present: Jack Chavez, Vice President, and Bill Manousopoulos. Also Present: Craig Phillips, Town Manager; and Wayne Pondinas, Town Council Liaison. Absent: Ken Gembala, President. A quorum was attained.

APPROVAL OF MINUTES:

Mr. Manousopoulos made a motion to approve the minutes of August 18, 2020; Dr. Chavez seconded the motion. Motion carried unanimously.

NEW BUSINESS:

A. Bid Advertisement for New SCADA System
Mr. Phillips advised that SCADA stands for supervisory control and data acquisition and that a SCADA system is a combination of computers and equipment that help monitor water levels. He summarized how the system works, stated that the system’s cost would be $1.2 to $1.4 million, and noted that the cost would be split between the water and wastewater utilities. He requested permission to advertise for bids due to the cost of the project.

Mr. Pondinas advised that our current SCADA system has been failing at different locations. Lift Station No. 1, the largest and newest lift station, can’t be monitored at this time, so this needs to be done as quickly as possible.

Mr. Phillips noted that the expected timeline is to advertise the bid before the October meeting, accept bids by the November meeting.

Mr. Manousopoulos made a motion to grant permission to advertise for the new SCADA system; Dr. Chavez seconded the motion. Motion carried unanimously by roll-call vote.

Mr. Manousopoulos Aye
Dr. Chavez Aye

REPORTS AND CORRESPONDENCE:

Mr. Pondinas reported that the 1400-foot transition line was run for Well No. 8, commencing at Cline Avenue and running to the future pump-house location. Once the pump house is built, the line will be continued into the treatment plant in The Gates of St. John.

PAYMENT OF BILLS:

Mr. Manousopoulos made a motion to pay the September Water Utility APVs of $221,315.28; Dr. Chavez seconded the motion. Motion carried unanimously by roll-call vote.

Mr. Manousopoulos Aye
Dr. Chavez Aye

Mr. Manousopoulos made a motion to pay the September Water District APVs of $17,104.97; Dr. Chavez seconded the motion. Motion carried unanimously by roll-call vote.

Mr. Manousopoulos Aye
Dr. Chavez Aye

PUBLIC COMMENT:

None was had.

ADJOURNMENT:

Mr. Manousopoulos made a motion to adjourn the meeting; Dr. Chavez seconded the motion. Motion carried unanimously. The meeting adjourned at 6:16 p.m.

Respectfully Submitted:

Margaret R. Abernathy, Recording Secretary
St. John Waterworks Board

10-20-2020 Waterworks Board

October 20, 2020 Waterworks Board Meeting Minutes

CALL TO ORDER:

Mr. Gembala called the St. John Waterworks Board Regular Meeting to order on Tuesday, October 20, 2020, attended by its members on-site and remotely, at 6:07 p.m.

ROLL CALL:

Board Members present: Jack Chavez, Vice President; Bill Manousopoulos; and Ken Gembala, President. Also Present: Craig Phillips, Town Manager; and Wayne Pondinas, Town Council Liaison. Absent: None. A quorum was attained.

APPROVAL OF MINUTES:

Mr. Manousopoulos made a motion to approve the minutes of September 15, 2020; Mr. Gembala seconded the motion. Motion carried unanimously. (A roll-call vote was not had as Dr. Chavez had temporarily lost his remote connection.)

NEW BUSINESS:

A. Resolution No. 2020-10-20-WW
Mr. Gembala read Resolution No. 2020-10-20-WW, a resolution for a temporary loan from the Waterworks Utility to the Sewer Works Utility. Mr. Phillips advised that there was an existing loan for a lift station project that had not had any payments made as yet, and the financial advisors recommended this resolution, which is allowable by law.

Mr. Manousopoulos made a motion to adopt Resolution No. 2020-10-20-WW; Mr. Gembala seconded the motion. Motion carried unanimously by roll-call vote.

Dr. Chavez Aye
Mr. Manousopoulos Aye
Mr. Gembala Aye

B. SCADA System – Request for Proposals
Mr. Gembala advised that Mr. Dravet, IT Director; Bob Davis, Superintendent of Public Works; and Bob Valois, Water Operator; all recommend moving forward with a request for proposals. Mr. Phillips noted that the Town Attorney recommended using a request for proposals.

Mr. Manousopoulos made a motion to distribute a request for proposals for a new SCADA System; Dr. Chavez seconded the motion. Motion carried by roll-call vote.

Dr. Chavez Aye
Mr. Manousopoulos Aye
Mr. Gembala Aye

REPORTS AND CORRESPONDENCE:

None was had.

PAYMENT OF BILLS:

Mr. Manousopoulos made a motion to pay the Water Utility APVs of $549,359.55; Dr. Chavez seconded the motion. Motion carried unanimously by roll-call vote.

Dr. Chavez Aye
Mr. Manousopoulos Aye
Mr. Gembala Aye

Mr. Manousopoulos made a motion to pay the Water District APVs of $15,538.53; Dr. Chavez seconded the motion. Motion carried unanimously by roll-call vote.

Dr. Chavez Aye
Mr. Manousopoulos Aye
Mr. Gembala Aye

PUBLIC COMMENT:

None was had.

ADJOURNMENT:

Mr. Gembala adjourned the meeting at 6:24 p.m.

Respectfully Submitted:

Margaret R. Abernathy, Recording Secretary
St. John Waterworks Board

11-17-2020 Waterworks Board

November 17, 2020 Waterworks Board Meeting Minutes

CALL TO ORDER:

Mr. Gembala called the St. John Waterworks Board Regular Meeting to order on Tuesday, November 17, 2020, attended by its members on-site and virtually, at 6:07 p.m.

ROLL CALL:

Board Members present: Bill Manousopoulos and Ken Gembala, President. Also Present: Craig Phillips, Town Manager; and Wayne Pondinas, Town Council Liaison. Absent: Jack Chavez, Vice President. A quorum was attained.

APPROVAL OF MINUTES:

Mr. Manousopoulos made a motion to defer the approval of the October minutes; Mr. Gembala seconded the motion. Motion carried unanimously.

NEW BUSINESS:

A. SCADA System – Acceptance of Proposals
Mr. Phillips opened the proposals received advised that Gasvoda & Associates in the amount of $375,772, Flygt Cloud in the amount of $779,302 with an annual recurring cost of $15,563, Metropolitan Industries in the amount of $282,611, and Austgen Electric in the amount of $1,192,500.

Mr. Manousopoulos made a motion to accept the proposals and take them under advisement; Mr. Gembala seconded the motion. Motion carried unanimously.

B. Consider Proposal for Water Capacity Study
Mr. Gembala advised that Haas & Associates has submitted a proposal for a water-capacity system improvement study. Mr. Tim Haas was present remotely to address any questions or concerns; he noted that this proposal is a direct result of the potable water supply shortage that the Town had over the past summer.

Mr. Manousopoulos made a motion to approve the water-capacity study as proposed; Mr. Gembala seconded the motion. Motion carried unanimously.

C. Consider proposal for new altitude valves for water towers
Mr. Gembala advised that Austgen Electric submitted a proposal for installing new altitude valves for the water tower in The Gates of St. John in the amount of $42,550.

Mr. Manousopoulos made a motion to approve the proposal for installing new altitude valves at The Gates of St. John water tower; Mr. Gembala seconded the motion. Motion carried unanimously.

Mr. Gembala advised that Austgen Electric submitted a proposal for installing new altitude valves for the water tower on Hack Street in the amount of $40,835 plus a buffer of $5,000 for potential additional servicing at that tower.

Mr. Manousopoulos made a motion to approve the proposal for installing new altitude valves at the Hack Street water tower; Mr. Gembala seconded the motion. Motion carried unanimously.

Mr. Pondinas noted that Bob Valois wants to try replacing the valves at The Gates tower first, and then if need be, they will have the work done at the Hack Street tower. Mr. Pondinas further noted that there wasn’t a water shortage last summer, but the issue was due to everyone using the water for sprinkling at the same time, causing the water in the towers to go down and not replenish quickly enough. Mr. Haas concurred and stated that the water distribution system has limited capacity to move the water through the system to the point of demand during peak periods and that the wells have plenty of water.

REPORTS AND CORRESPONDENCE:

Mr. Gembala noted an update letter he received on November 12, 2021, and thanked those who provided the letter.

PAYMENT OF BILLS:

Mr. Manousopoulos made a motion to pay the Water Utility APVs of $3,849,549.65; Mr. Gembala seconded the motion. Motion carried unanimously by roll-call vote.

Mr. Manousopoulos Aye
Mr. Gembala Aye

Mr. Manousopoulos made a motion to pay the Water District APVs of $26,644.45; Mr. Gembala seconded the motion. Motion carried unanimously by roll-call vote.

Mr. Manousopoulos Aye
Mr. Gembala Aye

PUBLIC COMMENT:

Mr. Haas noted that he needs to speak with them regarding the improvements along U.S. 41 and possibly needing an easement. The Board discussed the easement, alternate easements, and when they could have a meeting regarding the same.

ADJOURNMENT:

Mr. Manousopoulos made a motion to adjourn the meeting; Mr. Gembala seconded the motion. Motion carried unanimously. Mr. Gembala adjourned the meeting at 6:38 p.m.

Respectfully Submitted:

Margaret R. Abernathy, Recording Secretary
St. John Waterworks Board

12-15-2020 Waterworks Board

December 15, 2020 Waterworks Board Meeting Minutes

CALL TO ORDER:

Mr. Gembala called the St. John Waterworks Board Regular Meeting to order on Tuesday, December 15, 2020, attended by its members on-site and remotely, at 6:02 p.m.

ROLL CALL:

Board Members present: Jack Chavez, Vice President; Bill Manousopoulos and Ken Gembala, President. Also Present: Craig Phillips, Town Manager; and Wayne Pondinas, Town Council Liaison. Absent: None. A quorum was attained.

APPROVAL OF MINUTES:

Mr. Manousopoulos made a motion to defer the October and November minutes; Dr. Chavez seconded the motion. Motion carried unanimously by roll-call vote.

Dr. Chavez Aye
Mr. Manousopoulos Aye
Mr. Gembala Aye

NEW BUSINESS:

A. SCADA System Proposals – Continued Discussion
Mr. Phillips advised that the proposals have been reviewed and compared, and the recommendation is to award the proposal to Austgen Electric. He further advised that the Town Attorney affirmed that the Board is handling the proposal process appropriately.

Mr. Manousopoulos made a motion to table awarding the proposal because he just received the staff review and has not had time to read that yet; Dr. Chavez seconded the motion. Motion to table carried unanimously by roll-call vote.

Dr. Chavez Aye
Mr. Manousopoulos Aye
Mr. Gembala Aye

REPORTS AND CORRESPONDENCE:

Mr. Pondinas reported that when the staff met to review the proposals, it was decided that the Town did not want a company with proprietary software. He explained the difference between some of the proposals to affirm why Austgen Electric was the recommended company. The Board discussed the possibilities for a potential special meeting or study session.

PAYMENT OF BILLS:

Mr. Manousopoulos made a motion to pay the Water Utility APVs of $241,350.19; Dr. Chavez seconded the motion. Motion carried unanimously by roll-call vote.

Dr. Chavez Aye
Mr. Manousopoulos Aye
Mr. Gembala Aye

Mr. Manousopoulos made a motion to pay the Water District APVs of $13,640.34; Dr. Chavez seconded the motion. Motion carried unanimously by roll-call vote.

Dr. Chavez Aye
Mr. Manousopoulos Aye
Mr. Gembala Aye

PUBLIC COMMENT:

None was had.

ADJOURNMENT:

Mr. Manousopoulos made a motion to adjourn the meeting; Dr. Chavez seconded the motion. Motion carried unanimously. Mr. Gembala adjourned the meeting at 6:33 p.m.

Respectfully Submitted:

Margaret R. Abernathy, Recording Secretary
St. John Waterworks Board

Meeting Video Recordings may be found on the Town's YouTube channel

Meeting Audio Recordings

01-21-2020 Waterworks Board

02-18-2020 Waterworks Board

05-19-2020 Waterworks Board

06-16-2020 Waterworks Board

07-21-2020 Waterworks Board

08-18-2020 Waterworks Board

09-15-2020 Waterworks Board

10-20-2020 Waterworks Board

11-17-2020 Waterworks Board

12-15-2020 Waterworks Board

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