WHEATON SANITARY DISTRICT REGULAR SESSION AUGUST 8, 2018 M I N U T E S

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1 1. CALL TO ORDER AND ROLL CALL The Regular Meeting of the Board of Trustees of Wheaton Sanitary District was called to order by Trustee Stillwell at 9:07 a.m., August 8, Upon roll call, the following were present: DISTRICT TRUSTEES: Quorum Present DISTRICT STAFF: Executive Director, Stephen Maney Administrative Services Director, Diana Soltess Plant Lead Operator, Dennis Haile OTHERS: District Attorney, Roger Ritzman Peregrine Stime Newman Ritzman & Bruckner, Ltd. District Engineer, James Bibby Rempe-Sharpe & Associates, Inc. HR Consultant, Kathy Lamki, - HR2U Inc. Auditors, Michael Moyski and Shannon Bachara Mathieson Moyski Austin & Co, LLP PUBLIC: None 2. AGENDA AMENDMENTS/APPROVAL Trustee Stillwell moved and Trustee Walker seconded to approve the Agenda as presented with the exceptions of moving Item #10 Review, Discuss, and Potentially Approve FY 2018 Audit to be the first item discussed, and moving Item #9 Discuss Status of the RFP Process for Selection of a Health Care Program to Start in July 2019 to be the last item discussed.

2 3. PUBLIC COMMENTS No comments were received from the public. 4. REVIEW CUSTOMER COMMENTS A. FOIA REQUESTS: 1. None B. CUSTOMER COMMENTS: 1. Derek Letellier, 1N112 West Street, Carol Stream, ed to complain about the flat rate being unfair, customer service and GreenPay. There were several exchanges until there was a conceptual understanding reached. 2. There have been a few random calls about the flat rate. One customer who phoned said she was going to provide a letter to the Board about the flat rate not being fair, but nothing has been received. 3. Frank Mondia, 0N575 Gary Avenue, Wheaton, has called and ed about his clogged meter from rust in his water. Director Maney has been communicating with Mr. Mondia. Mr. Mondia is fine with the new flat rate. 4. Nicholas Galasso, 499 Norwick Lane, Carol Stream, wrote a letter because he was upset about how the irrigation credit work, and the fact that we have a minimum bill. Mr. Galasso was sent a reply. 5. William Moore, 25W654 Jewell Road, Wheaton, showed his displeasure with the new flat rate for metered-well customer by drawing a frowny face on his bill stub. 5. CONSENT AGENDA A. Discussion and Approval of Items Removed from the Consent Agenda B. Approval of Minutes of Regular Session held July 11, 2018 C. Approval of Minutes of Closed Session held July 11, 2018 D. Approval of Minutes of Special Regular Session held July 18, 2018 E. Approval of Minutes of Special Closed Session held July 18, 2018 F. Approve Payment of Bills The following bills were paid and vouchers drawn as summarized below:

3 User Charge Fund: West Suburban Bank $392, MB Financial $0.00 Capital Improvement Fund: West Suburban Bank $422, Debt Service Fund: West Suburban Bank $447, $1,261, Trustee Stillwell moved and Trustee Walker seconded to approve the Consent Agenda as presented. 6. STAFF REPORTS A. Executive Director 1. It appears that the 1425 Gables Boulevard property that the District sold a few years ago is finally being developed. The name of the residential subdivision will be Ladalia Estates. 2. The District has received a draft proposal from Rempe Sharpe to design an upgrade for the electrical supply to the Pleasant Hill Lift Station. Once the estimated construction price is identified, then Director Maney will determine if it requires Board approval next month. 3. The Main Control Building Electrical Project bidder, Broadway Electric, has agreed to do the work within the bid contract time. B. Plant Superintendent 1. The IEPA Compliance Officer conducted her inspection last week and the District was given a good report. 2. Tertiary treatment with disk filters is proving to be a significant enhancement for the facility. 3. Two new watchmen were hired.

4 C. District Engineer 1. The beams are on order for the Bridge Deck Replacement Project which is scheduled to take place from 9/17/18 to 10/19/ The third and final Screw Pump has been removed to have perimeter fins welded onto it. 3. The Generator Project will be bid in September The Tertiary (disk) Filter Project has two inside filters online and is working very well. Three more filters will be installed inside within the next month. 5. District staff and engineering consultants met with the wetland consultant in order to submit the Northside Interceptor Project permit in August The Excess Flow and Flood Pump Control Relocation Panel is expected to be delivered in November D. Administrative Services 1. The District is continuing its investigation as to what would be required to read the Illinois American Water (ILAM) customers meters since it has had such difficulty getting timely information from ILAM. 2. The District still is screening applications for the part-time Human Resources position. Interviews will begin in the next two weeks. 3. Northwestern Medicine ceased providing occupational health services, so the District s new occupational health provider is Tyler Medical Services in St. Charles. NEW BUSINESS 7. DISCUSS AND POTENTIALLY APPROVE SEPTIC STATION ELECTRICAL CONTRACT The District received a quote from JJ Henderson to repair the damaged electrical lines that service the septage receiving station. A price of $46,280 was quoted by JJ Henderson to repair the lines. While this work may not be deemed eligible or included as part of the IEPA low interest loan, the work still needs to be completed. The District will obtain another quote for the work, and, if the JJ Henderson price is lower, then the item will be added by change order to the Tertiary Filter Project costs. If the second quote is lower than the JJ Henderson quote, then District staff will award the work to the lowerpriced firm. The Board indicated that it will ratify District staff actions at the September Board Meeting.

5 8. DISCUSS AND POTENTIALLY APPROVE FINANCIAL POLICIES Updated drafts of the financial policies with markups of the proposed changes were reviewed. It was agreed that they will be put up for approval at the September 2018 Board Meeting, and each policy will have labels to more clearly identify each policy. In addition, the initial approval dates and the updated approval dates will be documented on each policy. 9. DISCUSS STATUS OF THE RFP PROCESS FOR SELECTION OF A HEALTH CARE PROGRAM TO START IN JULY 2019 Ms. Kathy Lamkin reviewed the status and schedule for the selection of a health care advisor for a new health care plan to take effect in July Proposals were received from six firms and interviews will be scheduled in the upcoming weeks. Another status update will be provided at the September Board Meeting. 10. REVIEW, DISCUSS, AND POTENTIALLY APPROVE THE FY 2018 AUDIT Mr. Mike Moyski and Ms. Shannon Buchara discussed their findings from conducting the FY 2018 Audit. There were no substantial concerns identified, the District saw a substantial improvement in its fiscal status, and no governance comments were made. Trustee Stillwell moved and Trustee Walker seconded to approve the FY 2018 Audit.

6 CLOSED SESSION Trustee Stillwell moved and Trustee Walker seconded to adjourn the Regular Board Meeting to go into Closed Session to discuss personnel matters regarding the employment, compensation, and performance of specific employees per Section 2(c)(1) of the Illinois Open Meetings Act. ADJOURNMENT There being no further business to come before the Board, Trustee Stillwell moved and Trustee Walker seconded that the Board Meeting be adjourned at 11:48 am. CLERK