Mr. Fulton nominated Mr. Mandon as Board Vice President, seconded by Mr. Broadaway. All aye. (4/0)

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1 CITY OF HOBART SANITARY DISTRICT/STORM WATER BOARD MEETING MEETING OF January 11, 2017 Mr. Fulton called the meeting of the Hobart Sanitary District to order at 5:02 p.m. Members in attendance: Mr. Robert Fulton, Mr. Phillip Gralik, Mr. Jim Mandon, Mr. Joe Broadaway. Also in attendance: Attorney Anthony DeBonis, Mr. Tim Kingsland, Mr. Skip Hanson, Mr. John Dubach, Mr. Ty Lawson Mr. Jake Dammarell, BF&S, Mrs. Reggie Korthals, BF&S, and Ms. Ma Lisa Cox, HSD Secretary. Absent members: Mr. Dave Hill PLEDGE OF ALLEGANCE ELECTION OF OFFICERS: Mr. Mandon nominated Mr. Fulton as Board President, seconded by Mr. Gralik. All aye. (4/0) Mr. Fulton nominated Mr. Mandon as Board Vice President, seconded by Mr. Broadaway. All aye. (4/0) Mr. Fulton nominated Mr. Gralik as Board Secretary, seconded by Mr. Broadaway. All aye. (4/0) APPROVAL OF MINUTES: Board members were sent the minutes from the December 15, 2016 Board meeting. Mr. Gralik made a motion to approve the minutes as presented, seconded by Mr. Mandon. All aye, motion carried. (4/0) APPROVAL OF AGENDA: The Board was presented the agenda via . Mr. Fulton stated that a discussion for approval for a new computer for the District Secretary needs to be added under the City Engineer report. Also, under the Legal Department, the Clerk Treasurer has requested that the discussion of Joint Resolution be removed until she has more time to review. Mr. Gralik stated he would like to add the discussion of a phone upgrade for the MS4 Coordinator under his report. Mr. Fulton also stated he would like to add additional invoice claims under the financial report. Mr. Mandon made a motion to approve the agenda as amended, seconded by Mr. Gralik. All aye, motion carried. (4/0) CITY ENGINEER UPDATE: Mr. Gralik reported to the Board he has received an from Mr. Dan Repay, Little Calumet River Basin Development Commission, stating they intend to approve a design contract for the railroad bridge that is down stream of Old Ridge Road. He added he is still going to revise the District s application for financial help with the storm sewers in Cressmoor. Mr. Gralik also reported the bids are on track for the Crestwood Sewer Phase II project. Mr. Gralik presented to the Board change order #1 for the 4 th and Main Street Reconstruction project. He noted the change order is a deduction of $31,190 from the original project. There was a brief discussion of the change order. Mr. Mandon made a motion to approve change HSD Minutes January 11, 2017 Page 1

2 order #1 for a deduction of $31,190 to the contract amount, seconded by Mr. Broadaway. All aye, motion carried. (4/0) Mr. Gralik presented a Request for Proposal (RFP) for the Barrington Ridge Outlet Storm Sewer. He noted the current plan is to install a storm sewer along South Hobart Road to an existing drainage ditch. The estimated construction budget for this project is $800,000. Mr. Gralik also presented an RFP for Shelby Street. He noted this project is to install a storm sewer in the existing ditch along Shelby to take the flow north and connect the outlet from the Liberty Heights detention ponds to it. The estimated construction budget for the project is $200,000. He asked the Board for authorization to send the RFP s for proposals. Mr. Mandon made a motion to authorize Mr. Gralik to issue the RFP s as presented to engineering firms for proposals, seconded by Mr. Broadaway. All aye, motion carried. (4/0) Mr. Gralik presented an RFP for the Northside Sanitary Master Plan. He noted he gave the consultants two months to respond instead of one month as in the RFP s for the storm projects previously discussed. He stated the study is to provide a long-range plan to eliminate SSO s and improve efficiency and reliability to the District s system. Mr. Mandon made a motion to authorize Mr. Gralik to issue an RFP for the Northside Sanitary Sewer Master Plan, seconded by Mr. Broadaway. All aye, motion carried. (4/0) Mr. Gralik stated he received three quotes to replace the computer for the District s Secretary. He noted that Ms. Cox has been having problems over the last month with some software and as of now, IT personnel can no longer fix the issues and he recommends the computer be replaced. Mr. Gralik stated the lowest priced machine is already outdated, the second is near being outdated and the highest quote would extend the useful life of the computer a few years. He asked the Board to approve the quote for an HP I7 computer in the amount of $ Mr. Broadaway made a motion to approve the purchase of a replacement computer for the HSD Secretary in the amount of $934.65, seconded by Mr. Mandon. All aye, motion carried. (4/0) Mr. Gralik stated that the MS4 Coordinator, Mr. Kingsland, has an outdated phone and is unable to access the GIS and s on his phone when he is in the field. He noted that when Mr. Kingsland is out in the field he needs to have a phone capable of accessing his and the GIS. He went on to say that he had spoken to the Mayor prior to the meeting to get his approval. Mr. Mandon made a motion to authorize the upgrade to Mr. Kingsland s district phone and data package, seconded by Mr. Broadaway. All aye, motion carried. (4/0) Mr. Gralik stated he received a call from a resident that lives at 2109 W. 49 th Ave with a complaint that a tree had fallen over in a drainage ditch behind their home. The resident contends that the increased flow from the new storm drains that were installed on 49 th Ave has increased erosion and has caused the tree to fall over. He noted that he and staff went to inspect the drainage ditch and he gave a brief description of what needs to be done to correct the issues. Mr. Gralik stated he received three quotes and Boyd Construction was the lowest quote in the amount of $15,700. He added that a grant of easement will need to be obtained from the resident to enter the property and will speak with Attorney DeBonis to have one drafted. Mr. Mandon made a motion to approve the quote from Boyd Construction in the amount of $15,700 subject to the grant of easement from the resident, seconded by Mr. Broadaway. All aye, motion carried. (4/0) HSD Minutes January 11, 2017 Page 2

3 LIFT STATION UPDATES/FLOW REPORT: The Board members received via the monthly report for December 2016; the Main Lift Station recorded 126,943,000 gallons of sewage pumped to the Gary Sanitary District in November 2016, which was an increase of 19,377,000 gallons pumped than in October The average daily flow for the month was 4.23 mgd. The White Oak Conservancy District readings from November 1 through the 30 th was a total of 4,234,000 gallons of flow recorded for that 30 day period. Precipitation measured at the Main Lift Station totaled 4.61 inches of rain for the month. This was below the 10-year average of 4.81 inches for the month of November. Total for the year through November is inches; the 10 year average is inches. Mr. Hanson reported there was a break in the force main on Wisconsin Street in mid- December. He noted the break began at 8:30 am and was contained by 12:35 pm. Boyd Construction was contacted to make the necessary emergency repair. Mr. Hanson also reported that on December 26, 2016, due to snow melt and rain, lift station #2 had another bypass that was reported to IDEM. Mr. Hanson stated to the Board that when ALS came to collect the sample for GSD this morning, the technician was unable to get the sampler to pump water for the sample. It was determined there was a section of hose that was full of mildew and mold so staff removed the section of hose and replaced to allow the technician to grab the sample. Mr. Fulton stated staff is performing sampling as per protocol and in the reports, he is questioning why there are some samples that were high. He noted he will be contacting ALS lab to see if the issue of mold and mildew could be affecting the readings. There was a brief discussion of the maintenance of the sampler. SANITARY DEPARTMENT UPDATE: Mr. Lawson reported to the Board that the sanitary repair in the alley of Washington Street has been completed by Grimmer Construction. HSD SANITARY/STORMWATER COORDINATOR UPDATE: Mr. Kingsland presented to the Board task order numbers eight and nine from American Structurepoint as discussed at the December meeting where the Board asked for a breakdown of on call services from the consultant. Mr. Fulton stated he would like to have a meeting with department heads to discuss what layers are needed for their departments. He noted by determining who is using what layers, we could allocate the cost of the GIS accordingly. Mr. Fulton stated that Mr. Gralik and Mr. Dubach have identified areas in the current data layers for sanitary and storm where there are some discrepancies in what was provided by the consultant that developed the mapping that was provided to American Structurepoint for the GIS. He noted a work session would need to be held so the consultant can call in to explain what already exists in the program and some of the fixed cost to the Board members. There was a brief discussion on what was discussed in the meeting with the Mayor and consultant regarding the GIS system. Mr. Fulton stated task order #8 is for on call services in the not to exceed amount of $45,400 and task order #9 is for the hard cost of service licenses in the not to exceed amount of $34,600 which includes an hourly rate. There was a brief discussion on how the consultant tracks who contacts them to allocate who is responsible to pay the cost. Mr. Mandon made a motion to approve task order #8 in the not to exceed amount of $45,400 and HSD Minutes January 11, 2017 Page 3

4 task order #9 in the not to exceed amount of $34,600 with American Structurepoint for the GIS system, seconded by Mr. Gralik. All aye, motion carried. (4/0) Mr. Kingsland stated to the Board that the development and installation of ponds over the last few years has been a challenge with. He noted after his review of the storm water ordinance, there are paragraphs that allow the District to require a maintenance bond to ensure the ponds are properly constructed and maintained. Mr. Kingsland stated he spoke with Mr. Gralik and they agreed it would only be for new developments. He noted that he would like to draft a policy and present to the Board at a later meeting. There was a brief discussion on drafting a policy for a maintenance bond and what would be required. BF&S UPDATE: Mr. Dammarell stated to the Board there have been discussions regarding a Storm Water Credit program. He noted the task order gave authorization up to $10,000 and seventy percent has been used as of now. He went on to say that BF&S would like to know if it is still the Board s desire to continue the work which would require additional cost. Mr. Dammarell stated BF&S would like to schedule a Work Session to discuss the program in more detail. Mrs. Korthols presented to the Board a handout that gives an analysis of the draft of the Storm Water Credit program. She noted the LID manual and Storm Water permit needs to be reviewed to even consider a credit program. She asked if the Board to check their calendars to see what date would work best to schedule a work session to further the discussion. There was a brief discussion of the credit programs in other areas. Mr. Fulton asked Ms. Cox to check the availability of Council Chambers and contact Mrs. Korthols to schedule the work session. Mr. Fulton stated that Mr. Jim Burns, Burns Funeral Home, installed a rain garden in 2014 and they have not received any storm water credits. At that time, there was a discussion of Mr. Burns getting money back by the incentive program once they were in place. And as it stands right now he has not seen any incentive. He noted Mr. Burns is asking the Board to pay for the sign that was installed. The cost of the sign is $300 and after a conversation with the Mayor, he suggested out of good faith the Board cover the cost of the sign. Mr. Fulton stated he would have the invoice for the sign on the February claims list. There was a discussion of having the work session on January 25, Mr. Gralik stated that he would like to also include a discussion of the GIS program at the work session. LEGAL DEPARTMENT UPDATE: Attorney DeBonis stated to the Board the Draft resolution for the repayment of the 2015 bond has been taken off the agenda for this meeting due to the Clerk Treasurer is still reviewing the resolution and asked the Board to review and contact him if there are any questions. He noted he will represent to the Board at the February meeting. Attorney DeBonis stated he had sent the study from Umbaugh to Mr. Hollenbeck from the White Oak Conservancy District for his review. He noted he will contact Mr. Hollenbeck to set a meeting to discuss the user rate. There was a brief discussion. FINANCIAL REPORT/INVOICE APPROVAL: HSD Minutes January 11, 2017 Page 4

5 The SRF Bond Claims list was presented to the Board for the month of January 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 January as presented, seconded by Mr. Mandon. All aye, motion carried. (4/0) The Financial Report was presented for the month of December The month began with a balance of $5,566,509.05; total revenues of $1,933, and total disbursements of $2,405, to end the month with a balance of $5,095, Sanitary invoices submitted for the month of January 2017 total $252,946.49; Storm Water invoices submitted for the month of January 2017 total $30, The Board was also presented an additional claims list for Attorney DeBonis invoices which sanitary total was $2,520 and storm water total was $ Mr. Broadaway made a motion to approve the additional claims list for December 2016, seconded by Mr. Mandon. All aye, motion carried. (4/0) The Board was presented the Waste Water Adjustment for January. Mr. Gralik made a motion to approve the Waste Water Adjustments as presented, seconded by Mr. Broadaway. All aye, motion carried. (4/0) GENERAL DISCUSSION: 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 6:07 p.m. Robert Fulton, President Ma Lisa Cox, Recording Secretary HSD Minutes January 11, 2017 Page 5