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 9:08 a.m., September 14, 2016.
Upon roll call, the following were present: DISTRICT TRUSTEES: William A. Kindorf Henry S. Stillwell Jeffrey R. Walker Quorum Present DISTRICT STAFF:
Executive Director, Stephen Maney Plant Superintendent, Sue Baert
Administrative Services Director, Diana Soltess District Attorney, Roger Ritzman
2. AGENDA AMENDMENTS/APPROVAL
Trustee Stillwell moved and Trustee Kindorf seconded to approve the Agenda with the removal of Item 9.
ROLL CALL VOTE: William A. Kindorf Henry S. Stillwell Jeffrey R. Walker MOTION CARRIED 3. PUBLIC COMMENTS None
4. REVIEW CUSTOMER COMMENTS A. FOIA REQUESTS:
1. None
B. CUSTOMER COMMENTS:
1. 1510 County Farm Court, Wheaton, called about odor.
2. 1559 Woodhaven, Wheaton, called to remove his name from the minutes. 3. 2131 Fox Run, Wheaton, called about odor.
4. Angie Tellone, 0N084 Nepil Avenue, Wheaton, sent an email complaining about the shut-off process and fees.
5. CONSENT AGENDA
A. APPROVE MINUTES OF REGULAR SESSION HELD ON AUGUST 10, 2016 B. APPROVE MINUTES OF CLOSED SESSION HELD ON AUGUST 10, 2016 C. APPROVE PAYMENT OF BILLS
The following bills were paid and vouchers drawn as summarized below:
User Charge Fund:
West Suburban Bank $340,459.07
Wheaton Bank & Trust $0.00
Capital Improvement Fund:
West Suburban Bank $590,379.62
Debt Service Fund:
West Suburban Bank $311,907.53
$1,242,746.22
D. STATUS OF INVESTMENTS
E. REVIEW OF MONTHLY FINANCIAL REPORT
Trustee Stillwell moved and Trustee Kindorf seconded to approve the Consent Agenda. ROLL CALL VOTE:
William A. Kindorf Henry S. Stillwell Jeffrey R. Walker
AGENDA
No items were removed from the Consent Agenda.
7. STAFF REPORTS A. Executive Director
1. As part of shared service cooperation, requested DuPage County to provide a wood chipper.
2. Sharing of the cost of a gaging station was investigated.
3. We anticipate receipt of a draft lease agreement for a monopole installation within the next week or two.
4. The updated web site should go active this week. 5. The District is starting to use the new logo.
6. We are developing a plan to address District Engineer responsibilities. B. Plant Superintendent
1. We are setting up documents, studies, and procedures to meet the requirements of the District’s new NPDES permit.
2. The Plant is undergoing some medium-term maintenance activities such as white washing of walls.
C. Sewer Department / IT
1. The District is into the final stages of easement negotiations. 2. We have identified a route change that can save costs. D. Administrative Services
1. Temporary office staff has been hired to fill the recent opening.
2. We are planning to install a drop box for payments outside of normal office hours.
8. APPROVE FISCAL POLICIES ON FUND STRUCTURE, STRATEGIC FINANCIAL PLANNING, FINANCIAL REPORTING, FUND RESERVES, BUDGET
DEVELOPMENT AND APPROVAL, AND DEBT SERVICE
Trustee Kindorf moved and Trustee Stillwell seconded to approve the six financial policies, subject to some minor wording modifications on the Fiscal Policy on Budget Development and Approval.
ROLL CALL VOTE: William A. Kindorf Henry S. Stillwell Jeffrey R. Walker
9. APPROVE DESIGN CONTRACT WITH APPLIED ENGINEERING FOR THE
DESIGN OF AN AMBIENT AIR TREATMENT SYSTEM FOR THE PRELIMINARY TREATMENT BUILDING
This item was dropped from the Agenda
10. DELEGATE AUTHORITY TO AWARD WOODLAND DRIVE SEWER EXTENSION CONSTRUCTION CONTRACT
The Board authorized Director Maney to award the contract as long as it was at or below $60,000 for the sanitary sewer portion of the work, and the water main work may or may not be included depending on whether or not the owners want to pay for it.
Trustee Kindorf moved and Trustee Stillwell seconded to delegate authority to Executive Director Maney to award the Woodland Drive Sewer Extension Construction Contract. ROLL CALL VOTE:
William A. Kindorf Henry S. Stillwell Jeffrey R. Walker
MOTION CARRIED
11. APPROVE CONTRACT WITH GCSI FOR GOVERNMENT RELATIONS SERVICES The contract with Government Consulting Services of Illinois, LLC for the next six months was approved at the rate of $3,000 per month.
Trustee Stillwell moved and Trustee Kindorf seconded to approve the contract. ROLL CALL VOTE:
William A. Kindorf Henry S. Stillwell Jeffrey R. Walker
MOTION CARRIED
12. APPROVE UPDATES TO EMPLOYEE HANDBOOK ON ATTENDANCE AND PROGRESSIVE DISCIPLINE
A total of $410,000 was transferred from User Charge Fund 10 to Capital Improvements Fund 40 to ensure there were adequate funds to cover capital improvement costs. Trustee Stillwell moved and Trustee Kindorf seconded to ratify the transfer. ROLL CALL VOTE:
William A. Kindorf Henry S. Stillwell Jeffrey R. Walker MOTION CARRIED CLOSED SESSION
Trustee Stillwell moved and Trustee Kindorf seconded to move into Closed Session to discuss the pending, imminent, or probable litigation as authorized by Section 2 (c) (11), Purchase or Lease of Real Property for the Public Body as authorized by Section 2 (c) (5), and to discuss Personnel Matters as authorized by Section 2 (c) (1) of the Illinois Open Meetings Act.
ROLL CALL VOTE: William A. Kindorf Henry S. Stillwell Jeffrey R. Walker MOTION CARRIED ADJOURNMENT
There being no further business to come before the Board, Trustee Stillwell moved and Trustee Kindorf seconded that the Board Meeting be adjourned at 12:16 pm.
ROLL CALL VOTE: William A. Kindorf Henry S. Stillwell Jeffrey R. Walker
MOTION CARRIED
