Mr. Gralik made a motion to approve the minutes from the June 10, 2015 Board meeting, seconded by Mr. Mandon. All aye, motion carried.

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1 CITY OF HOBART SANITARY DISTRICT/STORM WATER BOARD MEETING MEETING OF July 8, 2015 Mr. Fulton called the meeting of the Hobart Sanitary District to order at 5 :00 p.m. Members in attendance: M r. Robert Fulton, Mr. Jim Mandon, Mr. Joe Broadaway and Mr. Phil Gralik, City Engineer., Mr. Dave Hill. Also in attendance: Mrs. Deborah Longer, Clerk-Treasurer, Mr. John Dubach, Mr. Matt Claussen, Councilman-at-large, Mr. Jake Dammerall, BF&S, Mr. Ben Kutscheid, Ratio, Mr. Jared Huss, Lawson-Fisher, Mr. Tim Kingsland, Mr. Skip Hanson and Ms. Ma Lisa Cox, Recording Secretary. PLEDGE OF ALLEGANCE Attorney Anthony DeBonis arrived at 5:02 p.m. APPROVAL OF MINUTES: Mr. Gralik made a motion to approve the minutes from the June 10, 2015 Board meeting, seconded by Mr. Mandon. All aye, motion carried. (5/0) APPROVAL OF AGENDA: Mr. Fulton stated to the Board he would like to move the discussion of the 2016 budget before the discussion of the printer for Waste Water Billing. He also noted there are stormwater projects that have been completed that have been paid out of the Capital Improvement fund and he would like to discuss the transfer of funds from the Stormwater fund back to the Capital Improvement fund under the financial report. Mr. Gralik stated he would like to add the contract with Lawson-Fisher for construction observation for the Low Pressure Sanitary project. Mr. Mandon made a motion to approve the agenda as amended, seconded by Mr. Broadaway. All aye, motion carried. (5/0) 2016 BUDGET: Mr. Claussen presented to the Board the proposed salary budget for 2016 for the Sanitary District. He noted the Common Council has had discussions with the Teamsters in regards to pay increases for union members over a three year period. Mr. Claussen stated the Council was approached by the Teamsters in regards to union employees being comparable to surrounding municipalities. He noted the Teamsters presented to the Council an increase of fifteen percent over a three year period, but the Council feels comfortable with a ten percent increase over a three year period. The proposed increase would be four percent in 2016 and a three percent increase in 2017 and Mr. Claussen went on to say the Council is proposing a straight increase of a thousand dollar s for non-union employees of the District for He also noted the contribution from the District to the Mayor, Clerk Treasurer and the Board of Works members salary would also be an increase of a thousand dollars for Mr. Mandon made a motion to authorize the wage increase for employees and officials of the District for the next three years and recommend for affirmation by the Common Council to incorporate the increases as part of the District budget, seconded by Mr. Broadaway. All aye, motion carried. (5/0) HSD Minutes July 8, 2015 Page 1

2 HSD BILLING PRINTER: Mrs. Longer stated to the Board she has been negotiating with different printer companies for a printer/copier that will be able to handle the volume performed by the Waste Water billing office. She note d that Adams Remco has a new Toshiba Network copier/scanner that would connect to all four computer stations in the billing center and handle the high volume of copies for the bills. Mrs. Longer went on to say the original quote for this machine was $15,290. After discussions with Adams Remco, they have offered the same machine at a purchase price of $11,934 and also agreed to allow the first 3 months maintenance free with a quarterly cost set at $420 per quarter. At this time, Mrs. Longer made a recommendation to the Board to purchase the Toshiba copier from Adams Remco. Mr. Mandon made a motion to authorize the purchase of the Toshiba copier for Waste Water Billing from Adams Remco in the amount of $11,934, seconded by Mr. Gralik. All aye, motion carried. (5/0) CITY ENGINEER UPDATE: Mr. Gralik reported to the Board the Downtown project is well on its way. He noted the contractor was allowed to close one block of Main Street to help maintain the schedule of the project. There were delays due to weather and to Indiana American Water replacing their water main on Center Street. Mr. Gralik reported to the Board the Southside Sewer project is substantially complete and the lift station has been successfully tested. During the testing everting was function al but a problem occurred the next day so there is a warranty issue. Mr. Gralik stated the seal around the twelve inch pipe that comes into the wet well apparently failed. It is believed when the water was pumped out of the wet well when the station was tested, the hydraulic pressure increased along the wall and the seal was blown. He noted the contractor is in the process of coming up with a few solutions that BF&S and himself will review to determine what needs to be done to make the necessary repair. Mr. Gralik reported to the Board the 49 th Avenue project is also substantially completed and the final walkthrough has been completed. He noted there were a few question s in regards to the ADA ramps being correct and BF&S will be reviewing. He went on to say a culvert located in a driveway is being reviewed to see if a permit is required to replace it. Mr. Gralik added to the Southside Sewer report that Ms. Janice Hunley, Nayak parcel, stated there were trees removed in the easement and she requested some of the trees be replanted back towards the home to restore some of the privacy the trees provided. He noted M s. Hunley is asking now if the District is willing to resurface part of the driveway. Mr. Gralik noted Enbridge will be returning next week to resurface a portion of the drive but at this time does not have the paving limits. He went onto say the easement was purchased and agreed to restore the trees but hesitates to agree to resurfacing the drive due to it is on private property. Mr. Gralik stated he has asked BF&S to stake the easements to show what work was completed in the easement and where the contractor may have gone off the easement. He noted the District is only going to restore what was disturbed. He went on to say there was an agreement between the resident and the contractor concerning certain things but is unaware if they have a written agreement. Mr. Gralik noted the District did not authorize any work outside the easement. Attorney DeBonis stated the District did not purchase the easement, it was agreed upon with the owner to wa ive the tap fee for future tap in to the sewer line. Mr. Broadaway HSD Minutes July 8, 2015 Page 2

3 stated more information needs to be gathered and then presented to the Board at the next meeting. Mr. Gralik stated the Union Street project is progressing. At the July Board meeting there was a discussion regarding the replacement of the storm pipe under the bike trail with an open ditch. He noted that after review it was determined the drainage pipe is not in an easement and if it is removed the District would lose the prescriptive easement we have right now. Mr. Gralik stated he has spoken with Weaver to review the possibility to leave the pipe, even though it is undersized for the future condition, and right now clean the pipe and repair the end section so it can be serviceable for a few more years. Mr. Gralik presented to the Board an agreement with Lawson-Fisher for part-time construction observation for the Low Pressure Sanitary Sewer project in the amount not to exceed of $32, 100. He noted there will be a pre-construction meeting sometime next week. He added the project will begin on Cleveland Ave because that street is scheduled to be repaved once the project is completed. Mr. Gralik noted he was informed by Indiana American Water that they will replacing the water main located on Cleveland Avenue between Eastin and County Line Road. He stated IAW agreed to replace the water main this construction season. Mr. Gralik also reported the Section 219 project plans have been submitted to the Army Corps of Engineers for the water main to be constructed along County Line Road. He noted the water main will need to be upsized to an eight inch pipe for fire protection. Mr. Broadaway made a motion to authorize the agreement with Lawson-Fisher for the part-time construction observation for the Low Pressure Sewer project in the amount not to exceed of $32,100, seconded by Mr. Mandon. All aye, motion carried. (5/0) Mr. Gralik presented to the Board two agreement s for NIPSCO for the gas and electric for the Southside Sewer lift station. The agreement for the electrical is $7, and the agreement for the gas is $14, Mr. Broadaway made a motion to authorize the agreements to NIPSCO for the gas and electric for the Southside Sewer lift station in the total amount of $22,068.45, seconded by Mr. Mandon. All aye, motion carried. (5/0) LIFT STATION UPDATES/FLOW REPORT: The Board members received via emai l the monthly report for July 2015 ; the Main Lift Station recorded 157,336,000 gallons of sewage pumped to the Gary Sanitary District, w hich was an increase of 37,323,000 gallons from the month of June The average daily flow for the month was 5.24 mgd. The White Oak Conserva ncy District flow from June 1, 2015 through June 30, 2015 was 5,253,200 gallons. The average daily flow for the 30 day period was 175,106 gpd. Precipitation measured at th e Main Lift Station tota led 7.19 inches of rain for the month. This was above the 10-year average of 5.35 inches for the month of June. Total for the year through June is inches; the 10 year average is inches. Mr. Hanson reported to the Board that there were four bypasses due to heavy rain fall on June 7 th and June 15 th. He noted the proper reports were sent to IDEM. Mr. Hanson stated to the Board since the letter regarding what to flush was included in the sewer bills he has seen improvement. He noted since the letter was sent there have been no pumps that have needed to be pulled. HSD Minutes July 8, 2015 Page 3

4 SANITARY DEPARTMENT UPDATE: Mr. Dubach reported to the Board he was approached by a resident who lives on N. Guyer just north of 41 st. He noted she has complained about the drainage in her yard for several years. He noted that he had spoken to Mr. Gralik in what can be done to eliminate the drainage issue. Mr. Dubach stated there is a 24 inch culvert under the railroad that leads to the Cressmoor and any work that is done will affect that subdivision. Mr. Fulton stated Indiana American Water will replacing some of the water mains located in the Cressmoor area in the next few years. He went on to say to eliminate the drainage issues will be a multimillion dollar project. There was a brief discussion in regards to the issues and Mr. Gralik stated staff will continue to review at the next internal technical staff meeting. Mr. Dubach reported to the Board staff is hauling spoils to the gun range from the 6 th Street yard. Mr. Dubach reported the new Vac-con will be delivered in August and the Vactor truck staff currently uses is in need of some repairs. He also noted that he will be out on vacation for the next three weeks and Mr. Lawson will be the contact person for any sewer or stormwater concerns. HSD SANITARY/STORMWATER COORDINATOR UPDATE: Board members received via the monthly report for July MS4 Coordinator report on file. Mr. Kingsland reported to the Board he would like to reopen the discussion in regards to the Deep River Access project. At this time Mr. Mandon made a motion to remove the Deep River Access project from the table, seconded by Mr. Gralik. All aye, motion carried. (5/0) He noted the Board members have received via the new estimate from Ratio and would like to discuss rebidding the project. He noted the s cope of work has been reduced. Mr. Kingsland stated after review by BF&S it was determined t he Ajax system tha t was originally scoped could be red uced from 256 feet to 170 feet which would result in significant savings. Mr. Kutscheid stated they have also reduced some of the grating and the stone armor around the kayak launch. There was a brief discussion of the new estimated cost. Mr. Mandon made a motion to reject all bids that were previously submitted and return all bid securities for the Deep River Access project, seconded by Mr. Gralik. All aye, motion carried. (5/0) Mr. Mandon made a motion to authorize the solicitations of bids for the Deep River Access project under the new scope of work, seconded by Mr. Gralik. All aye, motion carried. (5/0) Attorney DeBonis stated in the solicitation for bids the word rebid be removed before publication. Mr. Kingsland stated to the Board he would like to thank everyone who help with the Water Festival. He noted the Potawatomi Indians have asked th e Board for $1054 for their services they provided for the Water Festival. At this time they have not presented an invoice but would like the Board to authorize the payment to the Potawatomi Indians. Mr. Hill made a motion to authorize the payment of the invoice from the Potawatomi Indians in the amount of $1054, seconded by Mr. Broadaway. All aye, motion carried. (5/0) Mr. Kingsland stated to the Board he has been working on the Rain Garden Business Assistance program. He noted what he is proposing is a percentage credit to the businesses for the storm water runoff retained by the rain garden. He went on to say after some research the maximum percentage allowed for the cr edit to the business would be forty percent. Mr. HSD Minutes July 8, 2015 Page 4

5 Mandon stated the next step is to move forward on the financial part of the program. He noted Mr. Kingsland will need to meet with the Clerk Treasurer and Attorney DeBonis to discuss the financials. Mr. Kingsland stated to the Board all the surveys have been sent out he has received a few surveys from business in regards to the Industrial Pretreatment Program. He noted there will need to be a follow-up to the business that have not yet sent theirs in. Mr. Gralik stated that the Engineering Department Intern has been assisting in the process of scanning the surveys that have been returned. Mr. Kingsland added staff will be working with Gary Sanitary District regarding updates to the administration and the rollout to the program. BF&S UPDATE: Mr. Dammare ll reported to the Board the 61 st Avenue Phase III project has been awarded to GE Marshall and is waiting on the Notice to Proceed. He also noted he will be sending s in regards to the ground breaking ceremony once the date has been determined. Mr. Dammarell went on to say with the 49 th Avenue Stormwater project being completed there will be a ribbon cutting ceremony scheduled and will notify the Board when that date has been determined. Mr. Dammerall noted to the Board a ribbon cutting will be set for 49 th Avenue and will advise the Board of the date once it has been set. LEGAL DEPARTMENT: Attorney DeBonis stated to the Board with the eminence with the Low Pressure System project there will need to be a policy developed on how this will be financed. He noted there are some projects where we are able to extend the sanitary sewer system by virtue of grants. He went on to say the District has already developed a policy on connecting to the system. Attorney DeBonis stated there are many septic tanks that are failing which causes a concern for public health. He noted there are septic tank throughout the state that through the EPA guidelines have been deemed failing due to the age of the systems. This means some duty will be incumbent on the District to finance these projects. Attorney DeBonis stated the developmental portion of laying new lines in areas where there are no lines available there needs to be a distribution of the cost and there are several ways to do so. One being the Barrett Law Bon d System w hich allocates the cost to the a ffected residents. He noted there are also contract systems where the resident is required to pay for the system over a period of time. Attorney DeBonis stated the Board will also need to review the current program where the District gives assistance to the resident by paying fifty percent to have the septic decommissioned and lateral installed. He stated he would like to schedule a special meeting in the beginning of August to discuss what options the District has and asked Ms. Cox to coordinate dates. FINANCIAL REPORT/INVOICE APPROVAL: The Board was presented pay estimate #2 for the Downtown Infrastructure proj ect in the amount of $122, Mr. Gralik made a motion to approve pay estimate #2 for Hasse Construction in the amount of $122,635.57, seconded by Mr. Mandon. All aye, motion carried. (5/0) HSD Minutes July 8, 2015 Page 5

6 The Board was presented the pay estimate to reimburse the Redevelopment Commission from the District through the Bond in the amount of $699, Mr. Mandon made a motion to approve the reimbursement through the Bond for the Redevelopment Commission in the amount of $699,703.75, seconded by Mr. Hill. All aye, motion carried. (5/0) The Board was the pay estimate for the Southside Sewer project from Grimmer Construction in the amount of $28,950. Mr. Gralik made a motion to approve the pay estimate from Grimmer Construction for the Southside Sewer project in the amount of $28,950, seconded by Mr. Mandon. All aye, motion carried. (5/0) The SRF Bond Claims list was presented to the Board for the m onth of July The Bond and Interest invoice submitte d for the month total is $19,662.00; 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 February as p resented, seconded by Mr. Broadaway. All aye, motion carried. (5-0) The Financial Report w as presented for the mo nth of June The month began with a balance of $7,199, ; total revenue s of $3,124, a nd tota l disbursements of $2,190, to end the month with a balance of $8,133, Sanitary invoices sub mitted for t he month of July 2015 total $263,132.98; Storm Water invoices submitte d for the month of July total $ 327, Mr. Gralik made a mot ion to approve the invoices as p resented, seconded by Mr. Mr. Mandon. All aye, motion carried. (4/0) Mr. Fulton stated to the Board there are three basic accounts that are used by HSD to pay invoices. Account 610 is used for stormwater, 606 is used for daily operations and 608 is used for capital improvement projects. He noted at this time there are projects that were paid under 608 for storm related projects that needs to be reimbursed by the 610 account. The two projects in question are the 49 th Avenue Drainage Improvement project and the other is the St. Joseph Sanitary/Stormwater Improvements. He noted the 49 th Avenue project was completely stormwater and there were portions of the St. Joseph project that were stormwater related. Mr. Fulton stated Mr. Dammerall has gone through the previous invoices and has separated the stormwater from sanitary for the St. Joseph project. Mr. Fulton stated the amount that needs to be transferred from the stormwater fund to the capital improvement fund totals $1,599, for both projects. He went on to say going forward stormwater projects will be allocated to the stormwater fund. Mr. Hill made a motion to authorize the Clerk Treasurer, Mrs. Deborah Longer to transfer funds from the stormwater fund to the capital improvement fund in the amount of $1,599,033.36, seconded by Mr. Broadaway. All aye, motion carried. (5/0) GENERAL DISCUSSION: ADJOURNMENT: There being no further co mments or discussion, Mr. Hill made a motion to ad journ, seconded by Mr. Gralik. All ayes, motion carried. (4-0) Meeting adjourned at 7:05 p.m. HSD Minutes July 8, 2015 Page 6

7 Robert Fulton, President Ma Lisa Cox, Recording Secretary HSD Minutes July 8, 2015 Page 7