Sanitary and Stormwater District Board

CITY OF HOBART SANITARY DISTRICT/STORM WATER BOARD MEETING MEETING OF March 9, 2016 Mr. Fulton called the meeting of the Hobart Sanitary District to order at 5:01 p.m. Members in attendance: Mr. Robert Fulton, Mr. Phil Gralik, City Engineer, Mr. Jim Mandon, Mr. Joe Broadaway, Mr. Dave Hill. Also in attendance: Attorney Anthony DeBonis, Mr. Tim Kingsland, Mr. John Dubach, Mr. Ty Lawson, Mr. Skip Hanson and Ms. Ma Lisa Cox, HSD Secretary. PLEDGE OF ALLEGANCE APPROVAL OF MINUTES: Board member were sent minutes from the February 10, 2016 regular meeting and the February 25, 2016 special meeting via email. Mr. Gralik made a motion to approve the minutes as presented, seconded by Mr. Mandon. All aye, motion carried. (5/0) APPROVAL OF AGENDA: Attorney DeBonis stated at this time he would like to withdraw the Redevelopment Resolution 2016-02 from the agenda until further notice. Mr. Fulton stated he would like to add the memorandum from the Joint Executive session that was held on March 3, 2016 for approval. Mr. Gralik made a motion to approve the agenda as amended, seconded by Mr. Mandon. All aye, motion carried. (5/0) JOINT EXECUTIVE SESSION MEMORANDUM: Mr. Fulton stated the Board received via email the memorandum from the Joint Executive Session that was held on March 3, 2016 for approval. Mr. Mandon made a motion to approve the memorandum from the Joint Executive Session as presented, seconded by Mr. Broadaway. All aye, motion carried. (5/0) CITY ENGINEER UPDATE: Mr. Gralik stated to the Board the agreement with S.E.H. and the Inter Local agreement with the LCRBDC for the Wisconsin Street Bridge are not completed and anticipates them for the April Board meeting. He noted the LCRBDC approved $150,000 to begin the engineering of the Wisconsin Street Bridge and the District is in the process of drafting a contract with S.E.H. He went on to say the contract for S.E.H. would be with the District and the funds for the contract would be paid by the LCRBDC. Mr. Hill asked if there was a reason why and RFP was not prepared to bid out the engineering. Mr. Gralik stated that S.E.H. has already completed the hydraulic analysis for the river and flood modeling. He went on to say that S.E.H. has completed the preliminary engineering up to this point, so to select someone else would be paying for a learning curve at this point. Attorney DeBonis stated professional services for engineering do not require an RFP under spending plan. There was a brief discussion regarding the RFP procedure. HSD Minutes March 9, 2016 Page 1 Mr. Gralik stated he would like to ask the Boards approval for Mr. Kingsland and himself to attend the Strom-Con Conference in Indianapolis. He noted the cost per person to attend the two and a half day conference is $525 not including hotel reservations and travel expenses. Mr. Gralik stated this is the premier national stormwater conference and will be beneficial to attend. Mr. Mandon made a motion to approve the registration and travel expenses for Mr. Gralik and Mr. Kingsland to attend the Storm-Con Conference in Indianapolis, seconded by Mr. Broadaway. All aye, motion carried. (5/0) Mr. Gralik reported to the Board there has been some issues and complaints with the concrete work that was done during the Downtown Project by Hasse Constructions subcontractor. He noted the District has agreed to pay for some of the repairs due to some areas that are not ADA compliant, but the subcontractor was notified the District refuses to pay to have the areas that are spalling and they are required to replace those areas. He went on to say he and the contractor have meet downtown to review the areas in questions. Mr. Gralik stated he wanted to give the Board an update on this issue and will report to the Board after an agreement is made. Mr. Gralik presented to the Board Change Order #11 for the Downtown Infrastructure project for Hasse Construction. He noted the change order is for miscellaneous expenses for the project and after his review, he believes the items are legitimate expenses. The total amount of the change order is an additional $20,633.51. He went on to say there will be one more change order to finalize the quantiles. Mr. Mandon made a motion to approve Change Order #11 in the amount of $20,633.51, seconded by Mr. Broadaway. All aye, motion carried. (5/0) Mr. Gralik presented to the Board pay estimates #10 and #11 for the Downtown Infrastructure project. He noted that S.E.H. and he have reviewed the pay estimates and asked the Board for authorization the payments. Mr. Mandon made a motion to authorize pay estimate #10 in the amount of $189,179.18 and pay estimate #11 for retainage in the amount of $95,138.00, seconded by Mr. Broadaway. All aye, motion carried. (5/0) Mr. Gralik stated to the Board Public Works and Engineering Departments have a budget for Interns. He noted there is a need to have an intern due to lack of staff to complete task that need to be done this summer. He went on to say he would like the interns for the Stormwater District to help map the outfalls for the GIS. Mr. Gralik asked the Boards permission to start the process of hiring two interns for the Stormwater District. Mr. Mandon made a motion to authorize Mr. Gralik to hire two interns for the Stormwater District, seconded by Mr. Broadaway. All aye, motion carried. (5/0) Mr. Gralik presented to the Board the INDOT LPA agreement. He noted this is a Local Public Agency agreement in which the District has never done before. The agreement is for the Deep River Outfall and how the agreement works is that is a Federal aid project, the District enters in to a contract with INDOT to do the work. He went on to say once the work is being done, INDOT is the one who will let the project and administrate the contract and pay the contractor. Mr. Gralik stated the preliminary engineering right of way is planned for 2017 and construction in 2018. He also noted the project is eighty percent funded by INDOT and twenty percent by the District. There was a brief discussion of the project. Mr. Gralik asked the Board for approval to execute the contract with INDOT. Attorney DeBonis stated that Mr. Fulton and the Mayor, who is the Executive of the District, will need to the sign the agreement. Mr. Hill made a motion to authorize the Mayor and Mr. Fulton to execute the LPA agreement with INDOT, seconded by Mr. Mr. Gralik. All aye, motion carried. (5/0) HSD Minutes March 9, 2016 Page 2 Mr. Gralik reported to the Board staff, the District and the RDC, are having discussions regarding the reimbursements for the Downtown project. He noted he will report back to the Board at the April 13, 2016 meeting. Mr. Gralik reported to the Board the bid opening for the Downtown Beautification and the 4th Street projects will be delayed until April 11, 2016. He noted the delay is due to the RDC and District staff are in discussions regarding reimbursements for the Downtown project and the RDC has a scheduled meeting for April 8th. Mr. Gralik made a motion to delay the bid opening for the Downtown Beautification and 4th Street projects until April 11, 2016, seconded by Mr. Broadaway. All aye, motion carried. (5/0) LIFT STATION UPDATES/FLOW REPORT: The Board members received via email the monthly report for March 2016; the Main Lift Station recorded 107,856,000 gallons of sewage pumped to the Gary Sanitary District in February 2016, which was a decrease of 18,134,000 gallons pumped than in January 2016. The average daily flow for the month was 3.71 mgd. The White Oak Conservancy District flow from February 1, 2016 through February 29, 2016 was 3,778,100 gallons. The average daily flow for the 29 day period was 130,279 gpd. Precipitation measured at the Main Lift Station totaled 2.05 inches of rain for the month. This was below the 10-year average of 2.11 inches for the month of February. Total for the year through February is 3.16 inches; the 10 year average is 4.07 inches. Mr. Hanson stated to the Board as reported the gate valve is not in operation at the main lift station. He noted he will be presented quotes to the Board for repairs. Mr. Fulton stated he would like Mr. Gralik to assist in the process of obtaining quotes for the repairs. Mr. Hanson stated to the Board he had a contractor look at the cables for the elevator at the main lift station. The contractor stated the cables are in need of repairs. Mr. Hill stated that Mr. Hanson should speak with Mr. Gralik regarding contractors who gave quotes for the repairs that were recently done for the elevator in City Hall. Mr. Gralik stated he will review the documents and meet with Mr. Hanson to discuss the repairs. SANITARY DEPARTMENT UPDATE: Mr. Dubach stated to the Board the tires on the HSD loader are five years old and are in need of replacement. He noted the cost to replace all four tires would be approximately $4,300. Mr. Mandon made a motion to approve the replacement of the tires for the HSD loader in the amount of $4,300, seconded by Mr. Gralik. All aye, motion carried. (5/0) There was a brief discussion on the purchasing policy. Mr. Lawson stated to the Board due to the thaw, there has been numerous sink holes developing. He noted he was informed today of several sink holes in the easement behind 160 Pembroke East. Staff has provided photos to the Board of the cracking and separation of the HTPE pipe for review. Mr. Lawson stated staff will need to take video of the storm sewer manhole to manhole and then review. Mr. and Mrs. Robert Arambula, 160 Pembroke Drive East, were present. Mr. Arambula stated to the Board that the sinkholes were discovered when a portion of their fence has come down during a heavy wind. He went on to say at that time it was discovered a portion of the foundation of their home was bucking and the yard is holding HSD Minutes March 9, 2016 Page 3 water. Mrs. Arambula stated that the yard has sunk due to erosion issues they seem to believe is due to the storm pipe sucking in dirt and they never had an issue before. Mr. Arambula asked the Board if Mr. Gralik will come to their home and evaluate the problem. Mr. Gralik noted he and Mr. Lawson will go to the property and review the video that was taken. Mr. Lawson noted after review with Mr. Gralik he will seek three quotes for the repair and will present at the April Board meeting. Mr. Lawson reported to the Board a sinkhole was reported in the intersection of Second and Center Street. He noted staff had flooded and dyed the sinkhole and it was determined the sanitary manhole joints were taking in water. Mr. Gralik stated the manhole will need to be repaired prior to the April Board meeting. He noted he and Mr. Lawson will review the condition of the manhole and will report the Board at the April meeting if the repair needs to be deemed an emergency. HSD SANITARY/STORMWATER COORDINATOR UPDATE: Mr. Kingsland presented to the Board the contract in the amount of $1,250 with Animals for Awareness for the Water Festival in June. Mr. Broadaway made a motion to approve the contract with Animals for Awareness for the Water Festival in the not to exceed amount of $1,250, seconded by Mr. Mandon. All aye, motion carried. (5/0) Mr. Kingsland presented to the Board a draft of the flyer for the Water Festival. Mr. Kingsland reported to the Board the District was awarded two grants. One grant is a Costal grant in the amount of $5,000 that will help fund the Water Festival. The seconded grant awarded is for approximately $350,000 from the EPA for green infrastructure. Mr. Kingsland stated that on the grant from the EPA there is no local match from the District. He noted he will be having meetings with administration regarding the EPA and will update the Board. Mr. Gralik made a motion to authorize Mr. Fulton, President of the Board, to execute the grants, seconded by Mr. Mandon. All aye, motion carried. (5/0) BF&S UPDATE: No Report LEGAL DEPARTMENT: Attorney DeBonis presented the Board the draft of Joint Resolution 2016-01, Establishing a Cost-Sharing Program for Users Affected by the Low Pressure Sanitary Sewer Project. There was a brief discussion of the tier system that was discussed at the February Board meeting. Attorney DeBonis stated in the resolution the District will pay eighty percent of the cost to install the grinder pumps, construction of the sewer lateral and tap fee, and the resident will be responsible for twenty percent of the cost. Mr. Gralik noted this resolution is limited to the residents on E. Cleveland Avenue, Kelly Street and Michigan only. Mr. Hill stated in paragraph five it states the property owner will pay their twenty percent after completion of the work, but in the financial agreement it states the property owner will need to pay their portion prior to start of the project. Attorney DeBonis instructed Ms. Cox to correct paragraph five to read the property owner is to pay their portion prior to construction. Mr. Mandon made a motion to approve Joint Resolution 2016-01 as corrected, seconded by Mr. Gralik. All aye, motion carried (4/0) Mr. Broadaway abstained. HSD Minutes March 9, 2016 Page 4 FINANCIAL REPORT/INVOICE APPROVAL: The SRF Bond Claims list was presented to the Board for the month of March 2016. The Bond and Interest invoice submitted for the month total is $19,509.00; Debt Service Reserve invoice submitted for the month total is $3,930.00; SRF Disbursement Request invoices submitted for the month total is $23,439.00. Mr. Gralik made a motion to approve the SRF Bond Claims for the month of February as presented, seconded by Mr. Mandon. All aye, motion carried. (5-0) The Financial Report was presented for the month of February 2016. The month began with a balance of $5,907,709.81; total revenues of $1,162,831.27 and total disbursements of $1,042,474.20 to end the month with a balance of $6,028,066.88. Sanitary invoices submitted for the month of March 2016 total $204,006.17; Storm Water invoices submitted for the month of March 2016 total $40,025.37. The Board was also presented an additional claims for Attorney DeBonis; Sanitary invoice for professional legal services in the amount of $2,820.00 and Stormwater invoice in the amount of $480.00. Mr. Gralik made a motion to approve the claims list for March 2016 and the additional claims list for Attorney DeBonis, seconded by Mr. Mandon. All aye, motion carried. (5/0) GENERAL DISCUSSION: Mr. Lawson stated to the Board staff has spent a few days in the Nob Hill subdivision this past month cleaning the sanitary sewer main due to grease issues which is due to the complex where Strack and Van Til’s is located. Mr. Lawson stated staff needs to discuss options that need to prevent the grease building up in the main. Mr. Kingsland stated the issue will be addressed at the Industrial Pre-Treatment meeting scheduled next week. Mr. Hill stated he would like to discuss a standing unit contract for emergency repairs. He asked rather getting three quotes for every emergency repair, would a standing unit contract work in the Districts favor. Attorney DeBonis stated yes it would benefit the District to have a standing unit contract. It noted the City has a similar contract for paving and asphalt. There was a brief discussion of what could be in the contract. Mr. Gralik stated he will review the paving documents and will report to the Board at a future meeting. Mr. Gralik reported to the Board he attended the WETT conference in February. He noted the conference was very informative and many good presentations on I&I. He noted one of the items was it was made clear the EPA is not backing down on anything, they are actually vamping it up. He continued saying in one presentation the speaker asked who owns the lateral in the right-of-way in your community. Mr. Gralik stated by a show of hands approximately fifteen percent of five hundred people raised their hands and the speaker stated by what is going on in other parts of the country, all municipalities will eventually own the lateral in the right-of-ways in five years. He noted this is something that will need to be addressed in the upcoming future for the District. He went on to say that another good point that was discussed was that twenty-five percent of I&I come from manholes but in a rehabilitation project of the manholes only ten percent is the cost of the project. Mr. Gralik stated he has spoken with Mr. Dubach in the possibility of developing a manhole relining crew that could grout the outsides of the manholes with probes through the soil to make the seal. He noted the equipment to do this type of project is between two and three thousand dollars, but the District will need to create two or three new positions for the sanitary staff. Mr. Gralik stated that another conference was presented by the City of Naperville. He noted they discussed their pipe HSD Minutes March 9, 2016 Page 5 relining project. Mr. Gralik stated that he will continue looking into the procedures that were discussed at the conference and will report to the Board on his findings. ADJOURNMENT: There being no further comments or discussion, Mr. Gralik made a motion to adjourn, seconded by Mr. Broadaway. All ayes, motion carried. (5-0) Meeting adjourned at 6:30 p.m. _________________________ ____________________________ Robert Fulton, President Ma Lisa Cox, Recording Secretary HSD Minutes March 9, 2016 Page 6