March 12, 2014 Minutes of the Regular Meeting of the Board of Trustees of the North Shore Sanitary District held Wednesday, March 12, 2014 at 9:30 A.M. at the District Office of the Raymond E. Anderson Complex located in Gurnee, Illinois. The meeting was opened with the Pledge of Allegiance. On roll call, the following Trustees were present: Stephen J. Drew, President Tom Swarthout, Treasurer Preston Carter B. Sugar Young Vice President Daniel M. Pierce was present via telephone due to a medical circumstance. It was moved by Trustee Swarthout and seconded by Trustee Young, that Trustee Pierce be allowed to participate in the meeting and vote on all agenda items. On roll call, the vote was 4 0 with all Trustees present voting "Aye". Motion declared carried. Staff members present were General Manager Brian Dorn, Attorney Greg Jackson, Director of Engineering Services Jai Gupta, Director of Laboratory Services Joe Robinson, Director of Operations Gary Sowma and Director of Technology Services Pete Russo. Assistant General Manager Dave Miller was absent. President Drew asked if there were any comments from the Public. Mr. Bob Aitchison, President of Del Mar Woods Sanitary District introduced himself and provided background information regarding their goal to effectively dissolve Del Mar Woods Sanitary District as a government entity. Mr. Aitchison stated that the West Skokie Drainage District has agreed to take over their stormwater system. This transfer should be completed by the end of April. The Del Mar Woods Sanitary District is requesting that the NSSD likewise take over the ownership of its sanitary sewer system. Mr. Aitchison stated that based on records and inspection of their sewers, there are about thirty-five hammer taps of service lines into the main line sewer and several obstructions. Mr. Aitchison asked if the NSSD would consider takeover of the sanitary sewer system in its present condition, and indicated they had $80,000 to $100,000 in available funds to transfer to NSSD in exchange for this consideration. He asked the Board to consider this offer over the next few months. General Manager Dorn commented that Staff would revisit its files regarding this matter and report back to the Board. Mr. Aitchison thanked the Board and Staff. President Drew presented the Consent Agenda as follows: A. Approval of the Minutes of the Meeting held on February 10, 2014. B. Consideration of Bills. Wastewater Treatment Fund $1,298,144.46 Check Nos. 164773 through 165067. C. Financial Report, January 2014. D. Hearing Summary, February 11, 2014. E. Authorize Payroll and Finance Department to issue District checks to meet expenses where necessary for payroll and to avoid interest and/or penalties before the next Board Meeting. It was moved by Trustee Young and seconded by Trustee Carter, that the items under the Consent Agenda be approved. General Manager Dorn presented the Management Report as follows: A. Consideration of O&M Alternatives for Sludge Recycling Facility.
1. Presented Services Agreement with Veolia Water North America Central, LLC for Operations, Maintenance and Management of Sludge Recycling Facility. General Manager Dorn stated that the Board approved contracting with Veolia Water North America Central, LLC at the January 15, 2014 meeting for the Operation, Maintenance and Management of the Sludge Recycling Facility on a ten year term. General Manager Dorn commented that after several rounds of negotiations between both parties, the District and Veolia Water North America have drafted an Agreement for a ten year term which is provided in the Board packet. General Manager Dorn briefly reviewed the terms of the Agreement and asked for Board approval of the Services Agreement for the Operations, Maintenance and Management of the Sludge Recycling Facility. Trustee Carter asked about the status of the Melter area cleanup at the SRF and if it would have any impact on the transition to Veolia Water North America. General Manager Dorn replied that OTIE is contracted for the cleanup of the area and that there should be no issues or impact on the contract with Veolia Water North America, as that part of the building is not used for the dryer operations. General Manager Dorn commented that Steve Waters and Tim Muirhead were present representing Veolia Water North America and asked if they had anything to add. Mr. Waters replied that Veolia Water North America manages biosolids on a large scale nationwide and that they are looking forward to working with the District. It was moved by Trustee Swarthout and seconded by Trustee Carter that the Services Agreement with Veolia Water North America Central, LLC for the Operations, Maintenance and Management of Sludge Recycling Facility be approved. 2. Presented Monthly Extension of Donohue SRF Operations Support Contract. General Manager Dorn stated no discussion or action was required on this item due to the fact that the Services Agreement with Veolia Water North America Central, LLC was approved. B. Presented Engineering Agreements. 1. Baxter & Woodman. i. Clavey Road STP Building 310 HVAC System Upgrade. General Manager Dorn provided background information regarding the Clavey Road STP Building 310 HVAC System Upgrade and stated this Agreement was for the Design, Bid and Construction-Related Services Phases of the project and requested Board approval of this Agreement. It was moved by Trustee Swarthout and seconded by Trustee Young, that the Engineering Agreement with Baxter & Woodman for the Clavey Road STP Building 310 HVAC System Upgrade be approved. ii. Zion Pumping Station Flow Monitoring Project. General Manage Dorn provided background information regarding the Zion Pumping Station Flow Monitoring Project and stated this project consists of monitoring flows in three sanitary sewers that discharge to the Zion Pumping Station using in-line wastewater flow meters. A report will be prepared at the end of the monitoring period detailing the findings, conclusions and recommendations. The report will be shared with the City of Zion to help them identify and resolve wet weather flow issues that are impacting the District s pumping station. General Manager Dorn requested Board approval of this Agreement. It was moved by Trustee Young and seconded by Trustee Carter, that the Engineering Agreement with Baxter & Woodman for the Zion Pumping Station Flow Monitoring Project be approved.
2. HR Green, Inc. i. Gurnee STP & Upper Skokie Valley Pumping Station (PS5) Bar Screen Upgrade. General Manager Dorn provided background information regarding the Gurnee STP & Upper Skokie Valley Pumping Station (PS5) Bar Screen Upgrade and stated this Agreement was for the Design, Bid and Construction-Related Services Phases of the project and requested Board approval of this Agreement. It was moved by Trustee Carter and seconded by Trustee Swarthout, that the Engineering Agreement with HR Green, Inc. for the Gurnee STP & Upper Skokie Valley Pumping Station (PS5) Bar Screen Upgrade be approved. 3. Donohue & Associates, Inc. i. Excess Flow Basin Disinfection Project. General Manager Dorn provided background information regarding the Excess Flow Basins associated with the three sewage treatment plants and the North Chicago Pump Station (PS-4). General Manager Dorn stated this Agreement will evaluate each system and a report will be prepared identifying any improvements needed to ensure consistent compliance with both current and new NPDES permit disinfection requirements and requested Board approval. It was moved by Trustee Swarthout and seconded by Trustee Young, that the Engineering Agreement with Donohue & Associated, Inc. for the Excess Flow Basin Disinfection Project be approved. 4. Pure Technologies US, Inc. i. Electromagnetic Inspection of PCCP Forcemain Division F-4. General Manager Dorn provided background information regarding the Inspection of PCCP Forcemain Division F-4 and stated that recent advances in technology allows the inspection of forcemains without having to take them out of service. General Manager Dorn recommended the District be proactive and utilize this technology to inspect the forcemains associated with North Chicago, Lake Bluff and Cary Avenue Pumping Stations since they have never been able to be inspected and that the North Chicago line initially be inspected. This new technology provides information regarding wire breaks, gas pockets and leaks within the line. General Manager Dorn requested approval of this Agreement with Pure Technologies US, Inc. who has the expertise to conduct this inspection. It was moved by Trustee Carter and seconded by Trustee Young, that the Engineering Agreement with Pure Technologies US, Inc. for the Electromagnetic Inspection of PCCP Forcemain Division F-4 be approved. General Manager Dorn presented the Administration Division Report as follows: A. Presented Personnel Policy Revisions. 1. Policy 151.4 Leaves of Absence not Covered by the Family and Medical Leave Act of 1993. 2. Policy 160.0 Paid Time off (PTO) General Manager Dorn stated that the current Policy 160.0 - Paid Time Off (PTO) states that new full time, non-bargaining unit employees are allotted no PTO during their 180 day probationary period, and accordingly any unpaid leave requests must be granted by the General Manager. This policy revision would provide employees having no available PTO an allotment in any calendar year of up to 40 hours of unpaid leave. This allotment would be subject to the same terms and conditions as those pertaining to PTO. General Manager Dorn stated this revision requires a corresponding change to Policy 151.4 Leave
of Absence not Covered by the Family Medical Leave Act of 1993. General Manager Dorn requested Board approval of the revisions to both policies. It was moved by Trustee Carter and seconded by Trustee Swarthout, that Personnel Policy Revisions of Policy 151.4 Leaves of Absence not Covered by the Family Medical Leave Act of 1993 and Policy 160.0 Paid Time Off (PTO) be approved. Director of Engineering Services Gupta presented the Engineering Services Division Report as follows: A. Presented Bid Summary. 1. Collector Shack Replacement at the Gurnee and Waukegan STPs. Director of Engineering Services Gupta gave a brief overview of the project and stated the recommendation is to award the bid to Maxim Construction Corporation, Inc. of Volo, IL being the lowest responsive and responsible bidder qualified and capable of performing the work as specified. It was moved by Trustee Carter and seconded by Trustee Young to award Collector Shack Replacement at the Gurnee and Waukegan STPs to Maxim Construction Corporation, Inc. of Volo, IL. B. Presented Construction Change Order. 1. C.O. No. 2, 2013 Pavement Rehabilitation Program at the Waukegan & Gurnee STPs, Sludge Recycling Facility, and Upper Skokie Valley Pumping Station PS5, Chicagoland Paving Contracts, Inc. Director of Engineering Services Gupta gave an overview of the Change Order as provided in the handout in the Board packet and asked for approval. It was moved by Trustee Young and seconded by Trustee Swarthout to approve Change Order No. 2, 2013 Pavement Rehabilitation Program at the Waukegan & Gurnee STPs. Sludge Recycling Facility, and Upper Skokie Valley Pumping Station PS5, Chicagoland Paving Contracts, Inc. Director of Laboratory Services Robinson presented the Laboratory Division Report as follows: A. Presented Current Status of Significant Industrial Wastewater Violation(s) in the Service Area of the NSSD. Director of Laboratory Services Robinson reported that all industries were in compliance at this time. Director of Laboratory Services Robinson then updated the Board on both the Commercial and the Industrial User Population Equivalent (PE) Audits including the findings of the 2013 audit as provided in the handout in the Board packet. This item did not require any action. There was no report by the Operations Division. There was no report by the Technology Services Division. There was no report requiring Board action by Attorney Gregory Jackson. President Drew presented Other Business as follows: A. Presented NSSD Centennial Progress Update.
Chris Ganschow, representing Cagwood Consulting, provided a brief update on the NSSD Centennial Progress as provided in the attachment included in the Board packet. Mr. Ganschow stated he would like to obtain Board consensus on a date for a centennial reception and tour of the plant. Mr. Ganschow commented that after reviewing the schedule of Congress and the Illinois General Assembly, his recommendation would be to hold the reception on the evening of Wednesday, April 23 rd and would like confirmation from the Trustees if this date will work. All Trustees agreed on the evening of April 23 rd to host the centennial reception and tour. General Manager Dorn brought up the District s proposed name change, and suggested that in order to avoid any election issues it may be best to pass an ordinance authorizing the name change at the April Board meeting with an effective date to coincide with the date of the organizational meeting in December, 2014. General Manager Dorn indicated that this item would be put on the April Board agenda. B. Presented Purchase of Administration Building Chairs. President Drew stated that Trustee Carter had requested that the issue of the Administration Building chairs needing replacement be placed on the Agenda. Trustee Carter stated that he had spoken to several employees regarding the condition of their office chairs. General Manager Dorn has planned to include the replacement of chairs in its FY15 budget. It the Board wishes to proceed immediately with the replacement of chairs during the current fiscal year, the expenditure would come out of the unallocated fund account, which is normally reserved for unbudgeted emergency expenditures. Director of Operations Sowma asked that the Maintenance Division at the Base Shop also be included for replacement of chairs. President Drew responded that these chair replacements should be budgeted in FY15. General Manager Dorn stated that a previous capital project request to replace the carpeting and paint the Administration Building had been rejected. The Board indicated its support to budget this project in FY15. A discussion then ensued on how many chairs need to be replaced at the Administration Building. It was suggested by President Drew the Administration Building chair replacements be done at the discretion of the General Manager. It was moved by Trustee Carter and seconded by Trustee Young that the replacement of Administration Building Chairs at the Discretion of the General Manager be approved. C. Presented Rescheduling of April Board Meeting. General Manager Dorn stated that Trustee Pierce had asked that the April Board meeting be rescheduled. Trustee Pierce stated that he needed to be in Springfield on April 9 th and would not be able to attend the April meeting as scheduled and asked if the Trustees would mind rescheduling the meeting. Trustee Swarthout suggested moving the April meeting to April 23 rd to coincide with the centennial celebration, perhaps scheduling it an hour before the event. There was a discussion how much business would be on the Agenda and if there would be sufficient time to conduct the meeting. Trustee Pierce thought that having the meeting and celebration on the same day would be too complicated, and suggested rescheduling the meeting to Thursday, April 10 th at 9:30. It was moved by Trustee Pierce and seconded by Trustee Young to reschedule the April Board Meeting from April 9, 2014 to April 10, 2014 at 9:30 a.m. There being no further business to come before the Board, on motion duly made, seconded and unanimously passed, the meeting was then and there adjourned until the next regular meeting to be held on Thursday, April 10, 2014 at 9:30 A.M. at the District Office of the Raymond E. Anderson Complex in Gurnee. PRESIDENT SECRETARY