MINUTES
OF THE BOARD OF TRUSTEES
OF THE
HELD MAY 21, 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 Attorney Ray Hauser, Sraga
Hauser LLC. Also present were: John Izzo, Attorney; and staff members
ELECTION OF
OFFICERS
This being the first regular meeting of the
new fiscal year, the President, acting as Chairman, called for the nomination
and election of officers for the new fiscal year.
The Board of Trustees shall elect one of
their number as President, one of their number as Vice President, and from
within or outside their membership, a Treasurer, a Clerk and an Assistant
Clerk.
Trustee Morrison made a motion, seconded by
Trustee Zerante, that Attorney Izzo be named Chair for the purpose of nomination
and election of officers. Motion
unanimously carried.
Trustee Morrison nominated and Trustee Zerante seconded Thomas E. Brabec for the office of President. Trustee Brabec nominated and Trustee Zerante seconded Bernadette M. Morrison for the office of Vice President. Trustee Zerante nominated and Trustee Brabec seconded Bernadette M. Morrison for the office of Treasurer. Trustee Brabec nominated and Trustee Morrison seconded David M. Zerante for the office of Clerk, and Jennifer A. Hindel for the office of Assistant Clerk. As there were no further nominations, the Chair declared the nominations closed. On roll call vote, all Trustees present voted “Aye.” The Chair declared the motion carried.
Motion made by Trustee Morrison, second by Trustee Zerante, to accept the slate of officers and that the nominated slate be the elected slate of officers. On roll call vote, all Trustees present voted “Aye.” The Chair declared the motion carried.
SLATE OF
OFFICERS
THOMAS
BERNADETTE M. MORRISON
VICE PRESIDENT TREASURER
DAVID M. ZERANTE
CLERK
JENNIFER A. HINDEL
ASSISTANT CLERK
PRESENTATION OF APPOINTMENTS - ATTORNEY AND
MANAGER
Trustee Morrison made a motion, seconded by
Trustee Zerante, that John M. Izzo be retained as Attorney for the Thorn Creek
Basin Sanitary District on a fee basis and that Jennifer A. Hindel be retained
as Executive Director, and that both appointments shall be subject to the
pleasure of the Board of Trustees. Motion unanimously
carried.
MINUTES
Trustee Zerante made a motion, seconded by
Trustee Morrison, approving the minutes of the regular meeting and executive
session held on April 16, 2010 as presented. Motion unanimously
carried.
PUBLIC COMMENT PERIOD
President Brabec asked for public comments.
No comments were made.
DISBURSEMENTS
Trustee Zerante made a motion, seconded by
Trustee Morrison, that the accounts be allowed and warrants drawn on the
Treasurer for payment of the same. Check Nos. 44884 through 45021 and C9502
through C9503 in the amount of $390,418.38 for the Corporate Fund expenses, in
the amount of $236,468.19 for the Capital Improvement Fund expenses, $1,700.00
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 Zerante made a motion, seconded by
Trustee Brabec approving the transfer of funds from the MAMM account, in the
amount of $25,000.00 upon need, as of May 21, 2010. Motion unanimously
carried.
Trustee Zerante made a motion, seconded by
Trustee Morrison, that the Financial Report be accepted as of April 30, 2010.
Motion unanimously carried.
REPORTS OF
OFFICERS
Legal Report
Attorney Izzo reported:
·
Attorney
Ray Hauser will be attending the June board meeting in place of Attorney
Izzo.
·
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
·
No
safety or health violations were cited for the Monee Road Pump Station, the
Steger Road Pump Station, and the WWRF, as a result of the OSHA (IDOL)
inspection conducted in March.
·
The
Illinois EPA has issued the District a draft permit for the main treatment
plant. It will increase the amount of sulfate that can be discharged into Thorn
Creek, and will allow the District to accept more discharge from
Rhodia.
·
Letters
were sent to all the municipalities notifying them that the District Board of
Trustees approved a second reduction allowance towards their I/I
compliance.
·
With the
exception of three items, all violations for the Deer Creek Pumping Station, the
HEF, and the main plant that resulted from the OSHA (IDOL) inspection have been abated by the required
due date. The District requested an extension for the three remaining violations
(pulmonary fitness testing, confined space rescue training, and Lock-Out/Tag-Out
Policy), due to logistic requirements. Ms. Hindel will continue to report to the
Board and all employees the status of the three remaining items until they are
abated.
·
The District
received what was determined to be an acid spill to the main plant on May
6th. Director of Operations Streicher will report on the details of
the operational response to this spill. The District was forced to discharge
wastewater at a pH level outside the permit limitations to Thorn Creek for
several hours. Ms. Hindel immediately notified Illinois EPA of the incident and
has continually updated them. The District’s main plant performance suffered
significantly for several days; however, the main plant is back on track and
operating relatively normally at the present time. When the spill occurred,
Laboratory Director Martch immediately investigated all industries that could
have caused this for suspect activity. One of the major industries had
admittedly several operational aberrations and is investigating these
abnormalities. Ms. Hindel is expecting a full report next week and should have a
full explanation at the next board meeting. The District facilities will
continue to be checked to ensure there was no damage caused by the acid
spill.
Operations and Maintenance
Report
Director of Operations Lucas Streicher
reported:
·
The
District did not experience any discharges at the HEF and did not have any
bypasses since the last board meeting. The District
experienced an excess flow day at the main plant on May 13th (Thursday). The
event began early morning with a total accumulation of approximately 0.75 inches
of rain on ground already saturated from 1 inch of rain the day before. During
the course of the event, 50MG was treated at the main plant and 1 MG was stored
at the WWRF.
·
On May
6th (Thursday) Director of Operations Streicher was notified by the
night operator at approximately 9:30 PM that the aeration system Dissolved
Oxygens levels were unusually high. It was discovered that the industrial
influent total dissolved solids meter had increased past readable range. The
night operator was instructed to grab a sample of the water for testing.
Laboratory Director Martch was instructed to begin calling industries to try and
determine what was happening. Executive Director Hindel was then notified that
an industrial discharge was causing a plant upset. At 9:47 PM, all flow (except
the
The acid
discharge had filled up the industrial primary clarifiers and found its way into
three out of four aeration tanks. Because the acid had been in the system for
three hours, isolation of any portion of the aeration system could not be
achieved, but the clean raw flow from
By 12:15 AM, the
excess tanks were full and the discharge was still coming into the plant. The
flow was bypassed around the aeration system and sent to the creek through the
sand filters. At 1:15 AM the final pH began to drop, to a low value of 2.9 at
5:15 AM. The industrial raw pH that the night operator initially grabbed for
sampling was approximately 1.5. The normal pH for the industrial is around 6.8.
Based upon the final pH meter trends, it is estimated that the industrial
discharge arrived at the main plant from 7:00 PM to 2:30 AM.
The District
flushed out the remaining acid from the industrial primary tanks through the old
secondary aeration tanks and clarifiers that are unused and out the old final
flume directly to the creek to avoid further damage to the tanks and the
aeration system. The remaining liquid left in the primary tanks was diluted and
neutralized with lime. The pH was tested throughout the plant at every location
to verify that no extra pockets of acid were still present. The sludge in the
primary tanks was also tested to verify that it would not harm the digesters.
The activated sludge was upset, but not destroyed, and the acid spill had a
significant affect on the nitrifying bacteria. The aeration rates were
dramatically increased and digester feed operations were halted. A normal flow
pattern back to the aeration tanks was started early the next morning. Over the
next ten days, the system returned to almost normal. The biomass wasting rate
was slowly returned to its seasonal norm over the past week, and overall the
entire system is functioning normally.
Overall, the
District will have four permit violations caused by this acid discharge: a pH
violation, two daily max ammonia violations, and an overall monthly average
ammonia violation. Director of Operations Streicher complimented the staff on
all their hard work and efforts that helped mitigate what could have been a
major disaster at the main plant.
Two pH probes
will be purchased for the influent channels to check on the pH levels in the
future as the discharge enters the main plant.
- As reported last month, the District
experienced one excess flow day on April 7th at HEF. The final effluent grab sample for the
suspended solids was 77 mg/l. The two tools available to help reduce the
suspended solids at HEF are distributing flows to the clarifiers and adding a
polymer. It was determined that the flows were properly distributed and the
final sample was taken at a representative time during the event. During the
event the polymer dose of approximately 8 ppm was distributed, consistent with
the dosing used over the past 5 years. Upon further testing, it was determined
that the polymer is most effective above doses of 15 ppm. The polymer supplier
was contacted and is bringing some different polymer samples for bench testing
in early June. The supplier stated the District will get improved performance
with a blended product containing the current polymer used and other heavier
polymers to improve settling.
·
The chemical season officially
began on May 1st and the chemical system is performing well. The new ORP system
has been performing excellently. Chief Operator Barankiewicz is working on
improving the performance of the CL residual analyzers, while Director of
Operations Streicher continues to adjust the controls to improve performance and
reduce chemical costs.
·
The new panel for the secondary
lift station is completely installed and fully wired. The two local controllers
calibrated are working very well. The last step is to finalize the remote
controls and test the pump control program in Citect.
Engineer’s Report
District Engineer
·
No residential
connection permits were issued this month, and one commercial/industrial connection permit
was issued for $6,940.00 total.
·
A Violation
Notice was sent to Northwoods Restaurant in
Finance Director's Report
Finance Director
·
Financial statements were not distributed in
the board packets this month, due to the fiscal year-end not
completed.
·
The
auditors from McGladrey & Pullen conducted the District’s pre-audit
the last week in April. They are
scheduled to return the end of June for the final audit.
·
Corporate expenses are not complete for the
fiscal year. The goal is to be within 3% of the budget.
·
Total
net income from all sources is 4% over FYTD budget.
·
Other
Charges are $177,835 over budget. These are industrial surcharges assessed to
industries.
·
Revenue
for Charges for Services is 1.7% below FYTD budget.
·
Tax
Revenues are 22% over FYTD budget.
·
Payment
was made to IMRF in the amount of $15,000 for the pension fund in order for the
District to eliminate the need for booking of a liability. Ms. Krygsheld will
revisit this again in December.
PURCHASE OF SERVICES AND EQUIPMENT NOT REQUIRED TO BE BID
Purchase of Lawn Mower
Director of Operations Streicher presented the following quotes for the purchase of a new lawn mower:
Name
Model
Amount
1. Martin Implement Kubota ZD331 $12,395.00
2. Shorewood Home Auto John Deere 997 $12,273.09
3. Martin Implement Grasshopper 430D $11,752.52
4.
Trustee Morrison made a motion, seconded by Trustee Zerante, accepting the quote from Martin Implement, Kubota ZD331, in the amount of $12,395.00, for the purchase of a new lawn mower. Motion unanimously carried.
REQUEST FOR AUTHORIZATION TO ADVERTISE FOR BIDS
2010 Plant Concrete Rehabilitation Phase 2 Project
District Engineer McDonnell
requested authorization to advertise for bids for the 2010 Plant Concrete Rehabilitation Phase 2
Project.
Trustee Morrison made a motion, seconded by Trustee Zerante, authorizing the advertisement for bids for bids for the 2010 Plant Concrete Rehabilitation Phase 2 Project. Motion unanimously carried.
EMERGENCY PURCHASES
None.
UNFINISHED BUSINESS
Amendment No. 1 –
Engineering Agreement – Greeley & Hansen LLC
District Engineer McDonnell presented Amendment No. 1 to
the Agreement with Greeley &
Hansen, for evaluation of the impact of high level total dissolved solids and
sodium sulfate discharge, on a
time and materials basis, for a lump sum amount of $85,000.00, for ferric
chloride facilities design, contingent upon agreement by Rhodia, Inc., to
reimburse the District for related project costs.
Trustee Morrison made a motion,
seconded by Trustee Zerante, approving and accepting
Amendment No. 1 to the Engineering Services Agreement from Greeley & Hansen,
for evaluation of the impact of high level total dissolved solids and
sodium sulfate discharge, on a
time and materials basis, for a lump sum amount of $85,000.00, for ferric
chloride facilities design, contingent upon agreement by Rhodia, Inc., to
reimburse the District for related project costs. Motion unanimously
carried.
I/I Limits
Compliance
District Engineer McDonnell reported that the
villages of Steger and
Roofing
Project
Director of Operations Streicher reported
that the final roof inspection has been scheduled for Monday, May
24th. This will complete the project and final payment should be
presented at the next board meeting.
Land Application of
Biosolids
District Engineer McDonnell reported that District staff met with the new contractor, Wealing Brothers to review the requirements for land application. The current contractor, Continental Farms, plans to land apply prior to expiration of their current 2-year contract.
Asphalt
Pavement
Application for
Final Payment – John Zarlengo
Director of Operations Streicher presented an Application for Final Payment from John Zarlengo, in the amount of $19,203.00, for completion of paving the employee parking lot and in front of Building 5 to Building 6.
Original Contract Sum: $19,203.00
Total Change Orders to Date: $ 0.00
Work Completed To Date: $19,203.00
Less Retainage: $ 0.00
Previous Payments: $ 0.00
Total Amount Due:
$19,203.00
Trustee Morrison made a motion, seconded by
Trustee Zerante, approving the Final Payment from John Zarlengo, in the
amount of $19,203.00, for completion of paving the employee parking lot and in
front of Building 5 to Building 6.
Motion unanimously carried.
2009 Electrical
Upgrades
Director of Operations Streicher reported
that the contractor has completed most of the work inside Building 9 and all of
the improvements on the primary digester heaters are complete. The next step is
to begin work on the new motor distribution center in Building
4.
South Regional Trunk Sewer
Rehabilitation Project
Application for
Final Payment – Insituform Technologies
Director Engineer McDonnell presented an
Application for Final Payment from Insituform Technologies, in the amount of
$58,862.75, for completion of work on the South Regional Trunk Sewer
Rehabilitation Project.
Original Contract Sum: $492,175.00
Total Change Orders to Date: $ 13,290.25
Updated Contract Price: $505,465.25
Work Completed To Date: $505,465.25
Less Retainage: $ 0.00
Previous Payments: $446,602.50
Total Amount Due:
$
58,862.75
Trustee Morrison made a motion, seconded by
Trustee Zerante, approving the Application for Final Payment from Insituform
Technologies, in the amount of $58,862.75, for completion of work on the South
Regional Trunk Sewer Rehabilitation Project. Motion unanimously
carried.
Digester No. 3 Cover Replacement
Project
Application for
Payment Request No.1 – Gaskill & Walton
District Engineer McDonnell presented an
Application for Payment Request No. 1, from Gaskill & Walton, in the amount
of $52,200.00, for demolition and mobilization charges 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: $ 58,000.00
Less Retainage: $ 5,800.00
Previous Payments: $ 0.00
Total Amount Due:
$
52,200.00
Trustee Morrison made a motion, seconded by
Trustee Zerante, approving the Application for Payment Request No. 1, from
Gaskill & Walton, in the amount of $52,200.00, for demolition and
mobilization charges related to the Digester No. 3 Cover Replacement Project.
Motion unanimously carried.
Plant Concrete Rehabilitation
Project
Application for
Final Payment – Chicago Heights Construction Company
District Engineer McDonnell presented an
Application for Final Payment from Chicago Heights Construction Company, in the
amount of $36,157.20, for work related to the Plant Concrete Rehabilitation
Project.
Original Contract Sum: $46,465.00
Total Change Orders to Date: $22,359.00
Updated Contract Price: $68,824.00
Work Completed To Date: $64,824.00
Less Retainage: $ 0.00
Previous Payments: $28,666.80
Total Amount Due:
$36,157.20
Trustee Morrison made a motion, seconded by
Trustee Zerante, approving the Application for Payment Request No. 2, from
Chicago Heights Construction Company, in the amount of $36,157.20, for work
related to the Plant Concrete Rehabilitation Project. Motion unanimously
carried.
NEW BUSINESS
Agreement Between
TCB and Rhodia, Incorporated
Attorney Izzo presented a draft of an
agreement between Thorn Creek Basin and Rhodia, Inc., and requested a motion to
enter into an agreement with Rhodia for Rhodia to reimburse the District for
costs associated with the engineering and construction of improvements at the
main plant that will be required in advance of the District accepting increased
sulfate loading from Rhodia, contingent upon attorney review for non-substantive
provisions.
Trustee Morrison made a motion, seconded by
Trustee Zerante, approving a motion to enter into an agreement with Rhodia for
Rhodia to reimburse the District for costs associated with the engineering and
construction of improvements at the main plant that will be required in advance
of the District accepting increased sulfate loading from Rhodia, and
authorizing and directing the President and Clerk to execute the
Agreement between TCB and Rhodia, Incorporated, contingent upon attorney review
for non-substantive provisions. Motion unanimously carried.
Engineering
Services Agreement – Baxter & Woodman
District Engineer McDonnell presented an
amendment to engineering services agreement with Baxter & Woodman, for GIS
assistance during the fiscal year 2010/2011, for a lump sum of $13,915.00, plus
administrative oversight and training, on a time and material basis not to
exceed $5,245.00.
Trustee Morrison made a motion, seconded by
Trustee Zerante, approving and accepting the amendment to engineering services
agreement with Baxter & Woodman, for GIS assistance during the fiscal year
2010/2011, for a lump sum of $13,915.00, plus administrative oversight and
training, on a time and material basis not to exceed $5,245.00. Motion
unanimously carried.
Health Insurance
Renewal
Executive Director Hindel presented the
renewal of contract for a one year period with the State of
Trustee Morrison made a motion, seconded by
Trustee Zerante, accepting the renewal of the one year contract with the State
of
Surplus Item – Lawn
Mower
Director of Operations Streicher requested a
motion to have the District’s Grasshopper, Model 725, lawn mower declared as
surplus property.
Trustee Morrison made a motion, seconded by
Trustee Zerante, declaring the District’s Grasshopper, Model 725, lawn mower as
surplus property. 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 4:30 p.m.
Meeting reconvened at 4:30
p.m.
ADJOURNMENT
Trustee Morrison made a motion, seconded by
Trustee Zerante, that the meeting be adjourned until completion of the Public
Hearing, scheduled for 4:30 p.m. Motion unanimously
carried.
OPENING OF THE PUBLIC
HEARING
CALL TO ORDER
Publication
of Notice of Public Hearing
Executive Director Hindel reported that, upon
the direction of the Board of Trustees, publication of the “Notice of Public
Hearing” for the Budget and Appropriation Ordinance, and amendments to the
Ordinance Establishing Fees and Charges, was made in the Southtown Star Newspaper on
April 23, 2010, and that a copy of the Budget and Appropriation Ordinance for
the fiscal year May 1, 2010 to April 30, 2011 was available for public
inspection on May 1, 2010, in the Administration Office of the Thorn Creek Basin
Sanitary District.
Budget &
Appropriation Ordinance - Fiscal Year 2010-2011
Executive Director Hindel presented the
proposed Budget and Appropriation Ordinance for the fiscal year beginning May 1,
2010 and ending April 30, 2011.
Ordinance
Establishing Fees and Charges
Executive Director Hindel presented the
proposed Ordinance amending the Establishing Fees and Charges for the Thorn
Creek Basin Sanitary District.
REMARKS
FROM THE AUDIENCE
None.
REMARKS FROM THE DISTRICT
BOARD
None.
ADJOURNMENT OF THE PUBLIC
HEARING
Trustee Morrison made a motion, seconded by
Trustee Zerante, that the Public Hearing on the Proposed Budget, and the
Ordinance Establishing Fees and Charges for the Thorn Creek Basin Sanitary
District be adjourned and the regular meeting be reconvened at 4:46 p.m. Motion
unanimously carried.
CALL TO ORDER OF THE ADJOURNED
MEETING
Budget and
Appropriation Ordinance – May 1, 2010 - April 30, 2011
Trustee Morrison made a motion, seconded by
Trustee Zerante, that the Budget and Appropriation Ordinance for the fiscal year
May 1, 2010 to April 30, 2011, be approved and adopted in words and figures, and
the Executive Director is hereby directed to have the Budget and Appropriation
Ordinance published in the Southtown Star Newspaper. On roll call vote, all
Trustees present voted “Aye.” The motion carried and the ordinance was approved
and adopted.
Ordinance
Establishing Fees and Charges for the
Trustee Morrison made a motion, seconded by
Trustee Zerante, that the amended Ordinance Establishing Fees and Charges for
the Thorn Creek Basin Sanitary District be approved and passed in words and
figures and the Executive Director is directed to have the amendments to the
Ordinance Establishing Fees and Charges for the Thorn Creek Basin Sanitary
District published in the Southtown Star Newspaper. On roll call vote, all Trustees present
voted “Aye.” The motion carried and the ordinance was approved and adopted.
Trustee Zerante made a motion, seconded by
Trustee Morrison, to reconvene to executive session at this time to discuss
pending, threatened or imminent litigation matters, property acquisition,
personnel matters and collective bargaining matters. Motion unanimously carried.
RECOVENED EXECUTIVE
SESSION
Trustee Morrison made a motion, seconded by
Trustee Zerante, to adjourn the executive session and to reconvene the regular
meeting at 5:44 p.m.
Meeting reconvened at 5:44
p.m.
Amendments to
Personnel Policy
Whereas
the Illinois Department of Labor requires the District to have a written
lock-out/tag-out safety policy, and whereas the District has offered to discuss
policy changes with the union that affect working conditions of bargaining unit
members.
Motion made by Trustee Morrison, seconded by Trustee Zerante, approving the amendments to the Personnel Policy, Section 800, Safety Policy, subject to bargaining with the union regarding changes pertaining to bargaining unit member working conditions. Motion unanimously carried.
ADJOURNMENT
Trustee Morrison made a motion, seconded by
Trustee Zerante, that the meeting be adjourned. The motion carried and the
meeting was adjourned at 5:45 p. m.
Approved by the Board of Trustees on June 18,
2010.