WHEATON SANITARY DISTRICT REGULAR SESSION APRIL 12, 2017 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 Walker at 9:07 a.m., April 12, Upon roll call, the following were present: DISTRICT TRUSTEES: Quorum Present DISTRICT STAFF: Executive Director, Stephen Maney Plant Superintendent, Sue Baert Administrative Services Director, Diana Soltess GUESTS: District Attorney, Roger Ritzman Peregrine Stime Newman Ritzman & Bruckner, Ltd. District Engineer, Jim Bibby Rempe-Sharp & Associates, Inc. 2. AGENDA AMENDMENTS/APPROVAL Trustee Kindorf moved and Trustee Stillwell seconded to approve the Agenda as presented.

2 3. PUBLIC COMMENTS None 4. REVIEW CUSTOMER COMMENTS A. FOIA REQUESTS: None B. CUSTOMER COMMENTS: 1. The customer at 2077 W. Roosevelt Road, Wheaton, ed Director Maney again stating that he saw his comments in our Board Minutes and asked that his name be removed, asked about an irrigation credit for which he had not applied, and provided notice of his official name change. 2. Complimentary s regarding customer service efforts by Svetlana Denisov were received by customers at 628 Knollwood Drive, Wheaton, and 1007 Creekside Drive, Wheaton. 5. CONSENT AGENDA A. APPROVE MINUTES OF HELD MARCH 8, 2017 B. APPROVE MINUTES OF THE CLOSED SESSION HELD MARCH 8, 2017 C. APPROVE PAYMENT OF BILLS The following bills were paid and vouchers drawn as summarized below: User Charge Fund: West Suburban Bank $2,129, Wheaton Bank & Trust Capital Improvement Fund: West Suburban Bank $309, Debt Service Fund: West Suburban Bank $3, $2,443,087.16

3 D. STATUS OF INVESTMENTS E. REVIEW OF MONTHLY FINANCIAL REPORT Trustee Stillwell moved and Trustee Kindorf seconded to approve the Consent Agenda. 6. DISCUSSION AND APPROVAL OF ITEMS REMOVED FROM CONSENT AGENDA No items were removed from the Consent Agenda. 7. STAFF REPORTS A. Executive Director 1. Contacted DuPage County about sharing of services. 2. Key management personnel are receiving executive training. 3. Economic Interest Statements are nearly complete. 4. The District is continuing its education and efforts to bundle loans regarding its capital improvement projects. B. Plant Superintendent 1. There will be a plant and personal interview with Plant Superintendent Sue Baert by Treatment Plant Operator Magazine regarding Baert having received the Operator of the Year Award. 2. There was an excursion. 3. Staff training included CEU for plumber s license, visiting other treatment plants, two lunch and learn sessions, and a plant-wide safety meeting regarding lifting and personal protective equipment. C. District Engineer 1. The two generator projects will be joined together for one bid to expedite the project and achieve cost savings. 2. The Roadway Improvements Project bid was awarded to Allstar Asphalt of Wheeling, Illinois. 3. Handrails on the entrance bridge were completed in stainless steel. 4. The District and Rempe Sharpe have developed an expanded Essex Sewer Extension Service Area Plan that can potentially serve 99 homes and the St. James Forest Preserve Facilities.

4 5. There is continued movement on all of the remaining easements needed for the Northside Interceptor Project D. Administrative Services 1. Fahrida Mujic was hired as the District s Human Resources Intern. 2. There has been a notable increase in permit activity. 3. The customer payment dropbox should be complete by summer. 4. Staff authority and customer credits were discussed. 8. REVIEW STATUS OF EMPLOYEE HANDBOOK UPDATE The Handbook is on hold until straggler items are resolved, which are anticipated to be completed within the next couple of months. There was discussion about the incentive pay program, job descriptions, exempt classification, and hourly rates. 9. APPROVE ORDINANCE NO. 635 FY 2018 BUDGET & APPROPRIATIONS There was a discussion of changes, water consumption, rates, and similar regarding the FY 2018 Budget. Trustee Stillwell moved and Trustee Kindorf seconded that Ordinance No. 635 FY 2018 Budget & Appropriations be approved. 10. APPROVE ORDINANCE NO. 636 FY 2018 USER CHARGE RATES The general overall increase in rates is 9.9%. The increase primarily is to fund the $40M Northside Interceptor Project and various smaller capital improvements projects. Trustee Stillwell moved and Trustee Kindorf seconded that Ordinance No. 636 FY 2018 User Charge Rates be approved.

5 11. APPROVE ORDINANCE NO. 634 ESTABLISHING USER CHARGES, COLLECTION PROCEDURES, AND SERVICE TERMINATION PROCEDURES Ordinance No. 634 establishes that the District may charge it customers for user charges, addresses how collection procedures are conducted, and how service termination is conducted. Trustee Stillwell moved and Trustee Kindorf seconded that Ordinance No. 634 Establishing User Charges, Collection Procedures, and Service Termination Procedures be approved. 12. APPROVE 2017 ROADWAY IMPROVEMENTS CONTRACT A bid opening was held on March 23, Bids ranged from $64,000 to $110,000. It was recommended that the Board approve the low bid of $64, by All Star Asphalt of Wheeling, Illinois, with a contingency to $70,000. Trustee Kindorf moved and Trustee Stillwell seconded to approve the 2017 Roadway Improvements Contract for a not-to-exceed price of $70, APPROVE ORDINANCE NO. 639 BUNDLED LOAN AGREEMNT WITH IEPA FOR VARIOUS PROJECTS Ordinance No. 639 will bundle paperwork between the District and the Illinois Environmental Protection Agency (IEPA) for the following three projects: Backup Power Supply Generators, Northside Interceptor Sewer, and Ultraviolet (UV) Disinfection. Trustee Stillwell moved and Trustee Kindorf seconded to approve Ordinance No. 639.

6 14. RATIFY TRANSFER OF MONIES FROM FUND 10 TO FUND 66 TO RETIRE 2006 DEBT CERTIFICATE In March 2017, the Board approved paying off the 2006 Debt Certificate. The amount paid from Fund 10 was $1,736, Trustee Stillwell moved and Trustee Kindorf seconded to ratify the transfer of $1,736, from Fund 10 (user charge) to Fund 66 (debt) to pay off the 2006 Debt Certificate. 15. APPROVE BIOSOLIDS CONTRACT WITH STEWART S SPREADING Proposal for hauling biosolids were received from Stewart s Spreading and Synagro. Stewart s was significantly less expensive at $26.85 per cubic yard for FY 2018, $17.19 per cubic yard for FY 2019, and $17.53 per cubic yard for FY Trustee Stillwell moved and Trustee Kindorf seconded to approve the three-year contract with Stewart s Spreading for the above prices regarding the hauling of biosolids, the annual cost of which should be between $84,250 and $87,650.

7 16. APPROVE FY 2018 PREMIUMS FOR VARIOUS INSURANCE COVERAGES The total cost of the premiums for the District s general liability, property, inland marine, auto, and other insurance policies for FY 2018 is $87,178. There was discussion about the umbrella coverage and the cost associated with higher amounts. Trustee Kindorf moved and Trustee Stillwell seconded to approve the District s insurance premiums at $87,178, but to inquire about the cost of a higher umbrella policy. CLOSED SESSION A Closed Session was held to discuss the 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 Kindorf moved and Trustee Stillwell seconded that the Board Meeting be adjourned at 11:13 am. CLERK