Mr. Gralik reported the Crestwood Relining pre-construction meeting is scheduled for tomorrow and the project will start shortly.

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1 CITY OF HOBART SANITARY DISTRICT/STORM WATER BOARD MEETING MEETING OF March 8, 2017 Mr. Fulton called the meeting of the Hobart Sanitary District to order at 5:05 p.m. Members in attendance: Mr. Robert Fulton, Mr. Phillip Gralik, Mr. Joe Broadaway, Mr. Dave Hill. Also in attendance: Attorney Anthony DeBonis, Mr. Tim Kingsland, Mr. Skip Hanson, Mr. Ty Lawson, Mr. John Dubach, Mrs. Reggie Korthals, and Ms. Ma Lisa Cox, HSD Secretary. Absent Board members: Mr. Jim Mandon PLEDGE OF ALLEGANCE APPROVAL OF MINUTES: Board members were sent the minutes from the February 8, 2017 regular Board meeting and the minutes from the February 28, 2017 special meeting. Mr. Gralik made a motion to approve both sets of minutes as presented, seconded by Mr. Broadaway. All aye, motion carried. (4/0) Mrs. Deborah Longer arrived at 5:08 p.m. APPROVAL OF AGENDA: The Board was presented the agenda via . Mr. Broadaway made a motion to approve the agenda as presented, seconded by Mr. Gralik. All aye, motion carried. (4/0) Mayor Brian Snedecor arrived at 5:10 p.m. CITY ENGINEER UPDATE: Mr. Gralik stated to the Board the downtown and Nob Hill relining project has started. He noted that the cleaning contractor got their root cutter stuck in a storm sewer in Nob Hill. They will need to dig up the portion of storm line to remove their cutter. He noted the pipe joints are off set just enough to tangle the root cutter. Also, a little way past where the cutter got stuck there is a tap break that will need to be repaired before the relining can be done. Mr. Gralik stated that after speaking with Mr. Lawson and the contractor, the cost of the point repair be split between the District and the contractor on a time and material bases. There was a brief discussion of the tap break. Mr. Gralik reported the Crestwood Relining pre-construction meeting is scheduled for tomorrow and the project will start shortly. Mr. Gralik stated to the Board the proposals were received today for the Northside Sanitary Master Plan for the Board members review. He noted fees were not asked in the proposal, we are looking for the best consultant with the best ideas and experience for the plan. Mr. Gralik stated that Board members may want to communicate via to possibly set up interviews with the consultants or schedule a special meeting to discuss the proposals. He asked the Board members to contact him within the next week with their review. He also noted if the Board members would want to do interviews, a decision could hold off until the regular Board meeting in April. HSD Minutes March 8, 2017 Page 1

2 Mr. Gralik presented to the Board scoring sheets for the Deep River Outfall and BMP proposals. He asked the Board members to their scoring sheets to him by Monday, March 13, He noted once he reviews the scoring sheets, he will send INDOT the proposal that has been chosen. Mr. Gralik stated to the Board he received additional invoices from Boyd Construction for unforeseen extra cost for installing low pressure sanitary sewers and grinder pumps on Michigan Avenue and East Cleveland Avenue. He noted in one location the contractor encountered an underground pool that was filled in, in another case there was an old foundation of a home or garage that was filled in which they needed to dig though to install the lateral. He went on to say he has questions on one invoice regarding two pipes that was missed during the initial install of the low pressure sanitary lateral. The sub-contractor had to remobilize and believes that the District should not be responsible for the total amount or even a portion of the amount. Mr. Gralik stated he will speak with Boyd Construction and will report to the Board in April. He also mentioned there was a property where the top of the septic tank was eight to nine feet underground, so he ordered a deeper pit for the grinder pump from E-one the standard pit was not deep enough. He did note the pump from the original pit will be used because the depth is not an issue for the pump. Mr. Gralik stated there will be some extra charges for that property due to the deeper excavation and the cost of the deeper pit. Mr. Gralik presented to the Board the proposed service agreement with BF&S for the 2017 Crestwood Flow Monitoring and Evaluation. He noted the agreement is a not to exceed amount of $ 32,676. There was a discussion of the breakdown of the billing. Mr. Gralik stated there was a discussion of additional flow meters and their cost is included in the not to exceed amount. There was a discussion of where the meters will be installed. Mr. Gralik made a motion to approve the service agreement with BF&S for the Crestwood Flow Monitoring and Evaluation in the not to exceed amount of $32,676, seconded by Mr. Broadaway. All aye, motion carried. (4/0) Mr. Gralik presented to the Board Storm Water Resolution , awarding the Barrington Outlet Storm Sewer design contract to Robinson Engineering as per the discussion at the February 28, 2017 special meeting. Attorney DeBonis stated he has reviewed the proposal and recommends the Board approve Storm Water Resolution Mr. Hill stated there is a typo on page one paragraph six that needs to be corrected. Mr. Broadaway made motion to approve Storm Water Resolution , awarding the design of the Barrington Ridge Outlet Storm Sewer to Robinson Engineering with the correction of the typo, seconded by Mr. Gralik. All aye, motion carried. (4/0) Mr. Gralik presented to the Board Storm Water Resolution , awarding the Shelby Street Drainage Improvement design to Abonmarche Consultants, Inc. as per discussion at the February 28, 2017 special meeting. Attorney DeBonis stated after his review, it was determined that the consultant was missing their E-Verify document which is required by law. He noted he recommends the Board award the design to the consultants but not execute the contract until they complete their E-Verify. Mr. Gralik made a motion to approve Storm Water Resolution , awarding the design of the Shelby Street Drainage Improvements to Abonmarche Consultants, Inc and to execute the contract once the E-Verify has been signed, seconded by Mr. Broadaway. All aye, motion carried. (4/0) HSD Minutes March 8, 2017 Page 2

3 LIFT STATION UPDATES/FLOW REPORT: The Board members received via the monthly report for March 2017; the Main Lift Station recorded 107,103,000 gallons of sewage pumped to the Gary Sanitary District in February 2017, which was a decrease of 42,991,000 gallons pumped than in February The average daily flow for the month was 3.82 mgd. The White Oak Conservancy District readings from February1 through the 28th was a total of 3,464,200 gallons of flow. The average daily flow recorded for that 28-day period was 136, gallons. Precipitation measured at the Main Lift Station totaled 3.11 inches of rain for the month. This was above the 10-year average of 2.25 inches for the month of February. Total for the year so far is 6.25 inches. Mr. Hanson reported to the Board there were two rain evens that resulted in two SSO s. He also noted he is in the process of getting estimates for a dehumidifier for the main lift station and he is waiting for Austgen Electric to install the data logger that was approved in January. Mr. Hanson stated that due to the bad wind storm both feeds of power were lost at the main lift station for approximately twenty minutes. Mr. Fulton stated that should not happen and Mr. Hanson will need to contact NIPSCO to see why this happened. Mr. Gralik noted that IDEM recently came into the engineering office to review the SSO reports. He stated for the past year he has sent via the DMR and MRO reports to IDEM every month. The inspector did state that there is a box that needs to be check for SSO s on the report that has not been done. Mr. Gralik stated he was unaware and will begin checking the box and attaching the SSO s for each month submitted. He went on to say the inspector specifically questioned why the power went out on both feeds last year at the main lift station and asked why there is not a generator. Mr. Gralik agreed with Mr. Fulton that a discussion needs to be had with NIPSCO regarding this issue since there was another issue of power being lost to both feeds again. SANITARY DEPARTMENT UPDATE: There was no report. HSD SANITARY/STORMWATER COORDINATOR UPDATE: Mr. Kingsland reported to the Board the District did not receive the grant from the GI Costal grant but we are in the running for a possible grant from the Deep River Watershed Initiative. The maximum amount we can submit for is $50,000 with a one to one match requirement for a project total of $100,000. Mr. Kingsland asked the Board for their consensus to continue to apply for the grant. Mr. Gralik stated the project would be to restore and correct some of the green infrastructure around the parking lot. There was a consensus of the Board to apply for the Deep River Watershed Initiative grant. Mr. Kingsland stated last month he asked the Board s approval for the contract with Nearmap for aerials of the City and has asked Attorney DeBonis to review the contract. Attorney DeBonis stated he has reviewed the contract and concluded it would not interfere with our needs in terms of complying with public records law. Therefore, there is no reason why the Board should otherwise wish to purchase the services from Nearmap. Mr. Fulton stated his concern is that in the contract it states the $5,000 is an introductory rate. Attorney DeBonis stated in the contract it states they monitor the actual usage and the data the District uses. He HSD Minutes March 8, 2017 Page 3

4 also noted that this contract is not an auto-renew, but would need to be renewed every year if the District wishes too. There was a brief discussion of the GIS layer. Mr. Gralik noted that the layer will need to be protected and only used by staff and Nearmap will notify staff when data limits are being reached. Mr. Broadaway made a motion to approve the contract with Nearmap in the not to exceed amount of $5,000 for the aerials for the layer on the GIS, seconded by Mr. Gralik. All aye, motion carried. (4/0) Mr. Kingsland updated the Board on the letters that were sent to the residents who have not tied into the low-pressure sewer. He noted one resident s letter has been returned and he will need to hand deliver the letter to the home. Mr. Fulton stated in Mr. Kingsland s report he has created a Facebook page for the Water Festival. He suggested that Mr. Kingsland review the employee manual on social media due to the concern that a city page has now been created without the oversight generally required for the postings. He added that any posting that is on the page is now a public record and cannot be removed. Mr. Fulton stated a discussion needs to take place on how this will be administered. Mr. Kingsland stated he was following what the Even Coordinator, Mrs. Nikki Lopez, had done with an event page and was not aware of the policy. Mr. Fulton noted that Mrs. Lopez is an administrator who oversees the city website and there is a procedure she is required to follow. He suggested Mr. Kingsland speak with Mrs. Lopez regarding the policy in the employee handbook. BF&S UPDATE: Mrs. Korthals informed the Board the US Forrest Service has a grant that is available under the Great Lakes Restoration fund. She noted she would like to speak to the Board regarding possibly partnering with another MS4 community to apply for the grant. There was a brief discussion. LEGAL DEPARTMENT UPDATE: Attorney DeBonis presented to the Board members, draft number five of Joint Resolution , for the 2015 Bond repayment of RDC funds expended on the behalf of the District to RDC fund 406 for the Downtown Sewer Improvement project. At this time, Attorney DeBonis went through and reviewed the resolution with the Board. Attorney DeBonis stated the estimated amount of the bond is $1.9 million dollars of actual proceeds used for the Downtown project, which is subject to adjustments of the amount due. He noted that amount will not be known until all change orders and counter charges are completed in the upcoming months. There was a discussion of the resolution. Attorney DeBonis recommends that the Board approve the resolution knowing that it will be refined at a later date. He noted to the Board the first payment listed in the resolution is due on March 31, 2017 in the amount of $250,000. Mr. Gralik questioned section two in the resolution whereby the RDC can make a loan from one fund to another and require the District to accelerate its next payment if District fund are available. Attorney DeBonis stated in the resolution it does state shall. Mr. Gralik stated that the RDC can decide to accelerate the District s payment schedule whether or not the District has project needs for the funds. He noted that he would rather have the RDC come to the District and ask us to adopt a new resolution. Attorney DeBonis stated that as of right now the District is ok because the bids have been received for the Streetscape project and the bids are under the engineer s estimate. He noted that there may be some unforeseen items that will arise. There was a brief discussion regarding the section of section two of the resolution. HSD Minutes March 8, 2017 Page 4

5 Mr. Hill made a motion to approve draft number five Joint Resolution , seconded by Mr. Broadaway. All aye, motion carried. (4/0) Mr. Fulton stated the Board will need to make a motion to authorize Clerk Treasurer, Mrs. Longer, to make the payment of $250,000 by March 31, 2017 to the RDC as stated in Joint Resolution that was just adopted. Mr. Gralik made a motion to authorize Mrs. Longer to make the payment of $250,000 to the RDC as per Joint Resolution , seconded by Mr. Broadaway. All aye, motion carried. (4/0) FINANCIAL REPORT/INVOICE APPROVAL: The SRF Bond Claims list was presented to the Board for the month of March The Bond and Interest invoice submitted for the month total is $19,617.00; Debt Service Reserve invoice submitted for the month total is $3,930.00; SRF Disbursement Request invoices submitted for the month total is $23, Mr. Gralik made a motion to approve the SRF Bond Claims for the month of March as presented, seconded by Mr. Broadaway. All aye, motion carried. (4/0) The Financial Report was presented for the month of February The month began with a balance of $5,051,401.77; total revenues of $1,189, and total disbursements of $1,460, to end the month with a balance of $4,781, Ms. Cox stated to the Board there was a duplicate invoice under the lift station claims from Ajax Sanitary Supply in the amount of $ that need to be removed. She noted the new total for sanitary invoices would be $83, for the month of March Storm Water invoices submitted for the month of March 2017 total $18, The Board was also presented an additional claims list which sanitary total was $141, and storm water total was $ Mr. Gralik made a motion to approve the amended claims list and the additional claims list for March 2016, seconded by Mr. Broadaway. All aye, motion carried. (4/0) Mr. Fulton stated the he and Mrs. Longer had a discussion regarding the tap-on fee payment plan for residential and commercial customers. He noted that it states under code , it allows for a payment plan for people requesting a tap-on to the District s sanitary sewer system. Under the code, it allows them to pay nine percent interest for twelve months. Mrs. Longer stated the Board received in their packet a breakdown of how the promissory note would work and who would be involved. She noted in the packet there was a request in writing along with the promissory note that was issued at nine percent along with the tap permit. Mrs. Longer stated the payment for the promissory noted will be added to their sewer bill for the next twelve months and when the note has been paid in full, Ms. Cox will be informed by Waste Water Billing. She made the Board aware that in addition to the one before the Board this evening, there will likely be two more to be processed. Mrs. Longer noted that Ms. Cox will be provided a copy of each request for the District s records. GENERAL DISCUSSION: Mr. Daniel Shenn, 124 N. Illinois Street, stated to the Board that he has spoken with Mr. Gralik in regards to the conditions of his road and flooding and if a storm drain can be installed by the manhole located on Home. Mr. Fulton stated it depends on the depth of the storm located on Home if it would be possible to tie in. Mr. Gralik stated residents were asked about flooding issues through a survey that was given to Robinson Engineering who is drafting a revised storm water master plan. He went on to say that area is being reviewed by the engineers. There was a brief discussion of the flooding issues in that area. HSD Minutes March 8, 2017 Page 5

6 ADJOURNMENT: There being no further comments or discussion, Mr. Gralik made a motion to adjourn, seconded by Mr. Broadaway. All ayes, motion carried. (4/0) Meeting adjourned at 6:15 p.m. Robert Fulton, President Ma Lisa Cox, Recording Secretary HSD Minutes March 8, 2017 Page 6