CITY OF HOBART SANITARY DISTRICT/STORM WATER BOARD MEETING MEETING OF

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1 CITY OF HOBART SANITARY DISTRICT/STORM WATER BOARD MEETING MEETING OF February 27, 2018 Mr. Fulton called the meeting of the Hobart Sanitary District to order at 5:00 p.m. Members in attendance: Mr. Robert Fulton, Mr. Phil Gralik, Mr. Jim Mandon, Mr. Joe Broadaway and Mr. David Hill. Also, in attendance: Mr. John Dubach, Mr. Ty Lawson, Mr. Tim Kingsland, Mr. Phil Schoon, Mr. Jake Dammarell, BF&S, Mr. Jason Douthett, Robinson Engineering and Ms. Ma Lisa Cox, HSD Secretary. Members absent: Attorney Anthony DeBonis. PLEDGE OF ALLEGANCE APPROVAL OF MINUTES: Board members were sent the minutes from the January 23, 2018 meeting and the special meeting February 5, 2018 for review. Mr. Hill made a motion to approve the minutes as presented, seconded by Mr. Broadaway. All aye, motion carried. (5/0) APPROVAL OF AGENDA: Mr. Fulton stated he would like to add the quote for the emergency replacement of the level transducer at the main lift station under their report. Mr. Kingsland requested to add the consideration of approval of the renewal contract with Near Map under his report. Mr. Hill made a motion to approve the agenda as amended, seconded by Mr. Broadaway. All aye, motion carried. (5/0) MONTEGO BAY 322 MAIN STREET: Mr. Teddian Jackson, owner of Montego Bay was present. Mr. Jackson asked the Board to consider the matter of his original tap fee. He stated he believes the fee was too high and he was compelled to enter into the agreement over time as provided per the ordinance. Mr. Jackson stated he felt there was no basis in fact in calculating the fee as it was calculated. He also noted that special consideration should be given to business in the downtown area to encourage business development. He asked that the Board waive the tap fee. Mr. Fulton stated that it is not the place of the Board to encourage business development by the waving of sanitary fees. The fees are collected on the basis of capacity used in the District s system as is a common practice in the state of Indiana. Mr. Gralik stated that the calculations upon which the fee are based was as a result of several months of research and they are not artificial numbers as contended by Mr. Jackson. Mr. Gralik also stated that the District did not hold up the certificate of occupancy for his business as the change of use tape fee is calculated and presented as a condition of receiving a permit for construction. It was suggested the RDC is the proper body to encourage business development in the downtown. Business development is not a function of the Sanitary Board. Mr. Hill stated he thought the Board should delay action on Mr. Jackson request until Attorney DeBonis was present to advise the Board. The other members of the Board concurred. Action on Mr. Jackson s request was tabled. CITY ENGINEER UPDATE: Mr. Gralik reported the Little Calumet River Basin Commission denied the District s application for the assistance with the Stinky Creek Storm Sewer project. He noted in HSD Minutes February 27, 2018 Page 1

2 conversations with Mr. Dan Repay, he thinks their Board would consider another application where the District would be asking for approximately eighty percent of the design. Mr. Gralik said it s possible LCRBC didn t understand what the District was trying to accomplish with the project. Mr. Gralik stated to the Board a public meeting will be scheduled for March 14, 2018 to discuss the connection to the sewer mains and water lines with residents that live on 61 st Avenue, 60 th Avenue and County Line Road. He also noted other public meetings will be scheduled soon for the Storm Water Master Plan and the storm water projects on Shelby Street and South Hobart Road. Mr. Gralik stated there has been discussion over the last week regarding the District s Backflow Prevention program. He noted the program is still in place to where the District would pay fifty percent, up to $1,000, to the resident after installation of the back-flow preventer and the contractor was paid in full. There have been numerous inquires due to the recent rain event. Mr. Fulton stated the City standards need to be reviewed and needs to include a back-flow preventer when a lateral is installed or replaced. Mr. Gralik stated the E-1 pump has been installed at 536 N. Kelly. He noted this is the property where the pump needed to be installed inside the home due to the location of the septic tank. He presented to the Board an estimate from Advance Sewer in the amount of $2,400 to pump out and decommission the septic tank. Mr. Mandon made a motion to approve Advance Sewer to pump out and decommission the septic tank at 536 N. Kelly Street in the amount of $2,400, seconded by Mr. Broadaway. All aye, motion carried. (5/0) Mr. Gralik stated to the Board they received an invoice from Grimmer for the radio equipment that was to be installed at the new lift station on 61 st Avenue. He noted after speaking with Mr. Schoon, at this time the equipment has not been installed and staff has not received any training. Mr. Gralik stated at this time the invoice is to be held until he speaks with Grimmer regarding the radio equipment. Mr. Gralik stated to the Board the guaranteed savings contract is progressing for lift station #2. He presented to the Board a contract with Alt & Witzig Engineering to conduct soil boring along Lake Park Avenue and a few through the old golf course. The contract amount for the borings is $17,830. Mr. Gralik noted there will be a pre-kick-off meeting with Bowen to discuss the project. Mr. Broadaway made a motion to approve the contract with Alt & Wizig Engineering for the soil boring for Lift Station #2 in the not to exceed amount of $17,830, seconded by Mr. Hill. All aye, motion carried. (5/0) Mr. Gralik reported to the Board due to the flooding, the dam was over topped by three inches right next to the spillway. When the water gets within a foot of the crest of the dam, we are required to active the City s Lake George Dam Emergency Action Plan. Part of the plan is to notify Lake County Emergency Management and DNR then start the multiple daily inspections of the dam. Mr. Gralik stated he went out to do his inspections three to four times on February 22, That afternoon, he noticed the water was not flowing down the downstream portion of the dam but into some of the holes in the armor and the joint between the armor and the spillway wall. Mr. Gralik stated at that time Public Works came to sandbag the sidewalk and staff diverted the flow off the top of the dam. He noted there is damage to the dam under the armor. Lawson-Fisher has been to the site several times, which they are engineer of record on the dam as the part of the emergency action plan. Mr. Gralik presented a HSD Minutes February 27, 2018 Page 2

3 proposal from Lawson-Fisher for engineering services for the 2018 Biennial Inspection and Flood Assessment. The proposal is for a not to exceed amount for $15,000 and asked the Board to approve. There was a brief discussion of the proposal and what actions to repair the dam. Mr. Hill made a motion to approve the proposal from Lawson-Fisher for engineering services for the dam in the not to exceed amount of $15,000, seconded by Mr. Mandon. All aye, motion carried. (5/0) LIFT STATION UPDATES/FLOW REPORT: The Board members received via the monthly report for February 2018; the Main Lift Station recorded 86,289,000 gallons of sewage pumped to the Gary Sanitary District in December; this was an increase of 10,934,000 gallons pumped in December The average daily flow for the month was 2.78 mgd. The White Oak Conservancy District readings from January 1 through the 31 st were a total of 3,800,900 gallons of flow. The average daily flow recorded for the 31-day period was 122,609 gallons. Precipitation measured at the Main Lift Station totaled 1.28 inches for the month. This was below the 10-year average of 1.55 inches for the month of January. Total for the year so far is 1.28 inches. Mr. Schoon stated to the Board the transducers at the main lift station are damaged and are in need of replacement. Mr. Fulton stated Mr. Schoon spoke with Mr. Gralik regarding the issues and has determined to declare the repairs an emergency. Mr. Schoon presented to the Board a quote from Austgen Electric to replace two level transducers in the amount of $12,750. There was a brief discussion of the repair. Mr. Mandon made a motion to make the emergency repair to the transducers at the main lift station and approve the quote from Ausgten Electric in the amount of $12,750, seconded by Mr. Gralik. All aye, motion carried. (5/0) Mr. Schoon reported that Pro-Pump is still working on the repair to the check valve on pump #3 at the main lift station and plan to have finished by the end of the week. Mr. Gralik also noted staff will need to develop some type of flood protection for lift station #1 on 8 th Street for future rain events. SANITARY DEPARTMENT UPDATE: Mr. Dubach stated due to the flooding, staff is inspecting sink holes that have developed. He will report to the Board of any issues at future meetings. HSD SANITARY/STORMWATER COORDINATOR UPDATE: Mr. Kingsland presented the renewal contract with Near Map for 2018 in the amount of $5,000. There was a brief discussion regarding how many flyovers they will do over the next year. Mr. Mandon made a motion to approve the renewal contract with Near Map in the amount of $5,000, seconded by Mr. Gralik. All aye, motion carried. (5/0) Mr. Kingsland presented to the Board a draft specification for the proposed mechanical sweeper. He stated Attorney DeBonis has indicated the purchase of the Elgin Pelican street sweeper can proceed as a special purchase. There will be a meeting tomorrow with Standard Equipment to review the sweeper. Mr. Kingsland stated the only thing that has yet to be finalized is how the purchase will be bid, either through bids or the NJPA. Mr. Gralik noted he HSD Minutes February 27, 2018 Page 3

4 believes going through the NJPA would be best to purchase the new sweeper. There was a brief discussion of how the NJPA works. Mr. Kingsland stated he has been working with S.E.H. in regards to the pretreatment program. There has been discussion of the development of standards for a grease trap program which the District does not have standards at this time. He noted he had a meeting with St. Mary s hospital in July to discuss milestones they will need to commit too. As of December 2017, they have yet to meet any of the milestones set. There was a discussion regarding examples of other municipalities pretreatment programs. Mr. Kingsland stated he will present at the March Board meeting a draft scope of work for the Boards review. Mr. Kingsland stated he has received three quotes for the green infrastructure maintenance sites. He stated the lowest quote was received by AES in the amount of $8,300. Mr. Broadaway made a motion to approve the quote from AES in the amount of $8,300 for the green infrastructure maintenance, seconded by Mr. Mandon. All aye, motion carried. (5/0) Mr. Kingsland stated to the Board he has drafted an RFP for the GIS program. He noted he has sent the draft to Attorney DeBonis for review and will present to the Board at the March Board meeting. Mr. Kingsland stated he recommends a short-term contract with 39 Degrees North to continue work on the GIS program until the RFP has been reviewed. There was a brief discussion of the draft RFP and a possible short-term contract with 39 Degrees North. Mr. Kingsland stated he was approached by Wilcox Environmental in regards to them wanting to tap into the sanitary sewer for the discharge from their remediation system. The mediation is currently treating a release of petroleum into the ground near the school city maintenance building, Mr. Kingsland stated he will need to speak with staff and get more information from Gary Sanitary District. He will report back to the Board at a future meeting. There was a brief discussion regarding remediation sites. Mr. Kingsland stated he was contacted by Mr. Lawson regarding grease issues in the sanitary sewer main located by Strack VanTil on Old Ridge Road. He and staff went to inspect the grease trap. It was determined that the current system in place is not designed as a functional grease trap. Mr. Kingsland noted there have been several calls of sewer backups in that area and the discovery of significant grease in the sewer main. He believes the store will need a complete replacement of their current grease trap but the District does not currently have any enforcement. Mr. Fulton stated Mr. Kingsland will need to speak with Attorney DeBonis regarding this issue and to get direction of what the District can enforce. There was a brief discussion of a grease trap program and pretreatment program. BF&S UPDATE: Mr. Dammarell reported survey crews will begin taking survey of the Cressmoor area starting tomorrow LEGAL DEPARTMENT UPDATE: No report. FINANCIAL REPORT/INVOICE APPROVAL: HSD Minutes February 27, 2018 Page 4

5 The SRF Bond Claims list was presented to the Board for the month of February The Bond and Interest invoice submitted for the month total is $19, Mr. Gralik made a motion to approve the SRF Bond Claims for the month of February as presented, seconded by Mr. Broadaway. All aye, motion carried. (5/0) The Financial Report was presented for the month of February The month began with a balance of $4,579,161.92; total revenues of $1,352, and total disbursements of $1, 322, to end the month with a balance of $4,608, Sanitary invoices submitted for the month of February 2018 total $304, Storm Water invoices submitted for the month of February 2018 total $9, Mr. Broadaway made a motion to approve the claims as presented for February 2018, seconded by Mr. Gralik. All aye, motion carried. (5/0) GENERAL DISCUSSION: ADJOURNMENT: There being no further comments or discussion, Mr. Broadaway made a motion to adjourn, seconded by Mr. Hill. All ayes, motion carried. (5/0) Meeting adjourned at 6:43 p.m. Robert Fulton, President Ma Lisa Cox, Recording Secretary HSD Minutes February 27, 2018 Page 5