MINUTES
OF THE BOARD OF TRUSTEES
OF THE
HELD JUNE 18, 2010 AT 2:00 P.M.
CALL TO ORDER
The following
trustees were present at the regular meeting of the Board of Trustees of the
Thorn Creek Basin Sanitary District of Chicago Heights, Illinois held May 21,
2010:
Thomas E. Brabec, President
Bernadette M. Morrison, Vice President and
Treasurer
David M. Zerante, Clerk
Guests included Ms. Mary Dankowski,
Finance Director of the Village of Park Forest; and Jill Wokurka-Hagan, Glenn Mazade and
Glen Rowley (via teleconference), from Charter One Bank, governmental
department. Also present were: Ray Hauser, Attorney; and staff members
SUSPENSION OF THE RULES OF
ORDER
As there was no objection, the Chair proposed at this time to take up the following item of business.
Presentation –
Certificate of Achievement for Excellence in Financial
Reporting
Mary
Dankowski, Finance Director of the
Collateralization
Changes
Ms. Jill Wokurka-Hagan, Glenn Mazade, and Glen Rowley (via teleconference) from Charter One Bank, discussed collateralization regarding District’s Investment Policy. Charter One Bank is recommending the collateralization rate to be used in a mark-to-market program be 102%. Currently, the District’s collateralization rate is at 110%. The reason for the change is mainly due to automation in the banking industry allowing daily mark-to-market coverage of investments, and the capability of monitoring the pledged securities daily.
MINUTES
Trustee Morrison made a motion, seconded by
Trustee Brabec, approving the minutes of the regular meeting, the executive
session and public meeting held on May 21, 2010 as presented. Motion unanimously
carried.
PUBLIC COMMENT PERIOD
President Brabec asked for public comments.
No comments were made.
DISBURSEMENTS
Trustee Morrison made a motion, seconded by
Trustee Zerante, that the accounts be allowed and warrants drawn on the
Treasurer for payment of the same. Check Nos. 45119 through 45215 and C9504
through C9507 in the amount of $349,906.62 for the Corporate Fund expenses, in
the amount of $287,081.81 for the Capital Improvement Fund expenses, $0.00 for
the Facility Expansion Fund expenses, $0.00 for the Retention Facility Fund
expenses, and $0.00 for the Holbrook Sewer Fund expenses. Motion unanimously
carried.
FINANCIAL
REPORT
Trustee Morrison made a motion, seconded by
Trustee Zerante approving the transfer of funds from the MAMM account, in the
amount of $365,000, upon need, as of June 18, 2010. Motion unanimously
carried
Trustee Zerante made a motion, seconded by
Trustee Morrison, that the Financial Report be accepted as of May 31, 2010.
Motion unanimously carried.
REPORTS OF
OFFICERS
Legal Report
Attorney Hauser
reported:
·
The
legal report regarding pending, threatened or imminent litigation matters,
property acquisition, personnel matters and collective bargaining matters, will
be discussed in executive session at the end of the regular
meeting.
Executive Director’s
Report
Executive Director
·
The three
remaining violations (pulmonary fitness testing, confined space rescue training,
and Lock-Out/Tag-Out Policy) that resulted from the OSHA (IDOL) inspection have been reported being abated to
OSHA (IDOL) and District employees.
·
Confirmation has
been received that Innophos is responsible for the acid spill to the main plant
on May 6th. District staff met with representatives from Innophos and
determined that they will take every precaution to guarantee this will not
happen again. The District will recover costs associated with repair of related
damage, if any.
·
Rhodia has
executed the agreement to reimburse the District for related project costs
for ferric chloride facilities
design and construction.
·
The
District has received a report from USEPA documenting the results of their
Pretreatment Audit Inspection conducted February 9-13, 2009. The report requires
the District to submit a corrective action plan.
·
The
District has received a USEPA letter requesting information related to the
operation and maintenance of the collection system and overflows from the
system.
·
USEPA has issued
a public notice that they will conduct several “listening sessions” with the
public, regarding the possibility of a comprehensive wet weather policy that
would include blending.
·
Ms. Hindel has
been awarded Rookie of the Year from the Homewood Rotary.
Operations and Maintenance
Report
Director of Operations Lucas Streicher
reported:
- All permit conditions were met for the
month of May and the first half of June at
the main plant and the HEF. The District did not experience any bypasses or
excess days. Even though the District did not have any excess days, it has
been 26 weeks consecutively with measurable rainfall.
·
The main plant
has recovered from last month’s acid spill. The aeration tanks will be taken
down for planned maintenance work next week, and will be inspected for any
damage caused by the acid spill. Overall, the plant is operating well and there
are no major concerns at this time.
·
A representative
from Nalco was at the plant to discuss the different types of polymers. Bench
testing was conducted on different types of polymers to determine improved
performance. Some improvement was noted, but more testing is needed.
·
The
Lack-Out/Tag-Out policy has been implemented, pulmonary testing has been
performed on all applicable personnel, SCBA fit testing remains to be performed
as the adaptor for the equipment is on back order, and mock rescue training was
conducted on June 15th.
Engineer’s Report
District Engineer
·
No residential
connection permits were issued this month, and two commercial/industrial connection permits
were issued for $4,623.30. One Holbrook resident is scheduled for sewer
connection today.
·
The
final disbursement request will be submitted to Illinois EPA for the SRTS Rehab
Project.
·
District
staff has discussed executing an Intergovernmental Agreement with the
·
A Notice to Proceed was sent to Greeley &
Hansen for the design of ferric chloride storage and distribution
system.
·
The
landscaper for the WWRF basin completed a species evaluation. Full use of the
basin is planned for 2011. The District is also investigating the impact of
longer inundation periods once the full basin is available for
operation.
·
The
District has had reoccurring problems with the build up of oil & grease in
the Steger Road Lift Station. Northwoods Restaurant was identified as the likely
source of oil and grease to the Steger Road Lift Station. The District issued a
violation notice to Northwoods restaurant and is currently working with the
owner to resolve the non-compliance.
Finance Director's Report
Finance Director
·
Discussion was held on the fiscal year
2009/10 Budget Variances that will be presented to the auditors when they
perform the annual onsite audit, scheduled for Monday, June 21.
·
Finance Director Krygsheld reported that
$1,800,000 of Certificates of Deposit will mature on June 25, 2010. Ms.
Krygsheld requested a motion for authorization to accept quotes for the purchase
of $2,350,000 worth of CD’s, for approximately twelve months, in accordance with
the investment policy.
Trustee
Morrison made a motion, seconded by Trustee Zerante, authorizing a request for
quotes for purchasing CD’s totaling $2,350,000, for a period of approximately
twelve months, to invest in accordance with the investment policy.
PURCHASE OF SERVICES AND EQUIPMENT NOT REQUIRED TO BE BID
Purchase of New
Vehicle
Director of Operations Streicher presented
the following quotes for the purchase of a
2011 Ford F350 Pickup for the District.
Name
Amount
Bob Ridings, Incorporated
$26,339.00
Phillip’s Chevrolet Market Dealer
$36,599.00
Morrow Brothers Ford
$26,479.00
(State
of
Trustee Zerante made a motion, seconded by
Trustee Morrison, accepting the quote for the purchase of a
2011 Ford F350 Pickup for the District, from Bob Ridings, Inc., in the amount of
$26,339.00. Motion unanimously carried.
REQUEST FOR AUTHORIZATION TO ADVERTISE FOR BIDS
None.
EMERGENCY PURCHASES
None.
UNFINISHED BUSINESS
Plant Concrete
Rehabilitation Project, Phase 2
District Engineer McDonnell presented the
following bids for the Plant Concrete Rehabilitation Project, Phase 2. The bids
were publicly opened and read in the order received on June 15, 2010 at 2:00
P.M.
BID
ALTERNATE BID
ALTERNATE BID
NAME
AMOUNT
No.
1
No.
2
1.
Gaskill & Walton
$ 88,000.00
$23,800.00
$ 9,880.00
2.
Bullseye Contractors
$ 69,100.00
$28,350.00
$10,290.00
3.
District Engineer McDonnell requested a
motion to reject the bid submitted by Bullseye Contractors, in the amount of
$107,740.00 (bid amount plus alternates), because the bidder is not considered
to be responsible.
Trustee Morrison made a motion, seconded by
Trustee Zerante, to reject the bid submitted by Bullseye Contractors, in the
amount of $107,740.00 (bid amount plus alternates), because the bidder is not
considered to be responsible.
Trustee Morrison made a motion, seconded by
Trustee Zerante, that the bid for the Plant Concrete Rehabilitation Project,
Phase 2, be awarded to Gaskill & Walton, the lowest responsible bidder, in
the amount of $88,000.00, plus Alternate Bid #1 in the amount of $23,800.00 and
Alternate Bid #2 in the amount of $9,880.00, for a total award of
$121,680.00.
ONGOING PROJECTS:
I/I Limits
Compliance
District Engineer McDonnell reported that the
Roofing
Project
Director of Operations Streicher reported
that one deficiency was found during the final roof inspection and has been
fixed by the contractor. The final payment request is being finalized and should
be presented at next month’s board meeting.
Land Application of
Biosolids
Application for
Payment No. 1 – Continental Farms, Inc.
District Engineer McDonnell presented
Application for Payment No. 1 from Continental Farms, Inc., in the amount of
$71,903.54, for completion of land application of biosolids through May
2010.
Original Contract Sum: $239,976.00
Total Change Orders to Date: $ 0.00
Work Completed To Date: $ 75,687.54
Less Retainage: $ 3,784.00
Previous Payments: $ 0.00
Total Amount Due:
$
71,903.54
Trustee Morrison made a motion, seconded by
Trustee Zerante, approving the Application for Payment No. 1 from Continental
Farms, Inc., in the amount of $71,903.54, for completion of land application of
biosolids through May 2010. Motion unanimously carried.
2009 Electrical
Upgrades
Application for
Payment No. 4 – Sweney Electric Company
Director of Operations Streicher presented
Application for Payment No. 4, from Sweney Electric Company, in the amount of
$157,790.86, for work related to the 2009 Electrical Upgrades
Project.
Original Contract Sum:
$371,900.00
Total Change Orders to Date: $ 17,816.00
Updated Contract Price: $389,716.00
Work Completed To Date:
$273,903.60
Less Retainage:
$
19,256.00
Previous Payments:
$
96,856.74
Total Amount Due:
$157,790.86
Trustee Morrison made a motion, seconded by
Trustee Zerante, approving Application for Payment No. 4, from Sweney Electric
Company, in the amount of $157,790.86, for work related to the 2009 Electrical
Upgrades Project. Motion unanimously carried.
Application for
Payment No. 5 – Sweney Electric Company
Director of Operations Streicher presented
Application for Payment No. 5, from Sweney Electric Company, in the amount of
$37,459.20, for work related to the 2009 Electrical Upgrades
Project.
Original Contract Sum:
$371,900.00
Total Change Orders to Date: $ 17,816.00
Updated Contract Price: $389,716.00
Work Completed To Date:
$311,592.60
Less Retainage:
$
19,485.80
Previous Payments:
$254,647.60
Total Amount Due:
$
37,459.20
Trustee Morrison made a motion, seconded by
Trustee Zerante, approving Application for Payment No. 5, from Sweney Electric
Company, in the amount of $37,459.20, for work related to the 2009 Electrical
Upgrades Project. Motion unanimously carried.
Customer Work
Agreement – Commonwealth
Director of Operations Streicher presented a Customer Work Agreement with Commonwealth Edison to include four trips to the main plant by ComEd to de-energize and liven two transformers adjacent to Building No. 4, in the amount of $11,631.55.
Trustee Zerante made a motion, seconded by Trustee Morrison, approving the Customer Work Agreement with Commonwealth Edison to include four trips to the main plant by ComEd to de-energize and liven two transformers adjacent to Building No. 4, in the amount of $11,631.55. The motion carried with Trustee Brabec voting nay.
Digester No. 3 Cover Replacement
Project
Application for
Payment No. 2 – Gaskill & Walton
District Engineer McDonnell presented
Application for Payment No. 2, from Gaskill & Walton, in the amount of
$13,500.00, for work related to the Digester No. 3 Cover Replacement
Project.
Original Contract Sum: $662,180.00
Total Change Orders to Date: $ 0.00
Work Completed To Date: $ 73,000.00
Less Retainage: $ 7,300.00
Previous Payments: $ 52,200.00
Total Amount Due:
$
13,500.00
Trustee Morrison made a motion, seconded by
Trustee Zerante, approving Application for Payment No. 2, from Gaskill &
Walton, in the amount of $13,500.00, for work related to the Digester No. 3
Cover Replacement Project. Motion unanimously carried.
NEW BUSINESS
Ordinance to Comply
to the Prevailing Rate of Wages in the State of
Executive Director Hindel presented an
Ordinance to Comply to the Prevailing Rate of Wages as defined by the Illinois
Department of Labor for laborers, mechanics and other workers in the District
employed in performing construction of public works.
Trustee Morrison made a motion, seconded by
Trustee Zerante, that the Ordinance to Comply to the Prevailing Rate of Wages
for Cook and
Service
Agreement – American Disposal Services of Illinois, Inc.
District Engineer McDonnell presented a Leachate Generator Hauling Agreement with American Disposal Services of Illinois, Inc., to provide wastewater treatment services for leachate or other waste delivered to the plant by truck deliveries.
Trustee Morrison made a motion, seconded by Trustee Zerante, approving the new Service Agreement with American Disposal Services of Illinois, Inc., and authorizes the President and Clerk to execute the agreement. Motion unanimously carried.
Amendments to
Investment Policy
Finance
Director Krygsheld presented amendments to the Investment
Policy.
Trustee Zerante made a motion, seconded by Trustee Morrison, accepting and approving the amendments to the Investment Policy. Motion unanimously carried.
EXECUTIVE SESSION
Executive Director
Hindel requested an executive session at this time to discuss pending, threatened or imminent litigation
matters, property acquisition, personnel matters and collective bargaining
matters.
Trustee Morrison made a motion, seconded by
Trustee Zerante, to enter into an executive session at this time to
discuss pending, threatened or imminent litigation matters, property
acquisition, personnel matters and collective bargaining matters. On roll call vote, all Trustees voted “Aye.”
The motion carried.
Trustee Morrison made a motion, seconded by
Trustee Zerante, to adjourn the executive session and to reconvene the regular
meeting at 5:38 p.m.
Meeting reconvened at 5:38
p.m.
ADJOURNMENT
Trustee Morrison made a motion, seconded by
Trustee Zerante, that the meeting be adjourned Meeting adjourned at 5:39 p.
m.
Approved by the Board of Trustees on July 16,
2010.