January 10, 2007

 

Minutes of the regular meeting of the Board of Trustees of the North Shore Sanitary District held on Wednesday,

January 10, 2007 at 9:30 A.M. at the District Office of the Raymond E. Anderson Complex located in Gurnee, IL.

 

The meeting was opened with the Pledge of Allegiance.

 

On roll call, the following Trustees were present:

 

                                Daniel M. Pierce, President

                                Stephen J. Drew, Vice President

                                John R. Paxton, Treasurer

                                James E. Swarthout

                                Effie Wroten

 

Staff members present were General Manager Brian Dorn, Assistant General Manager Dave Miller, Attorney Jay Ukena, Director of Engineering Services Jai Gupta, Director of Laboratory Services Joe Robinson, Director of Operations Gary Sowma and Director of Technology Services Pete Russo.

 

President Pierce asked if there were any comments from the public.

 

Bob Aitchison introduced himself from Del Mar Woods.  He said that Del Mar Woods services a 5 block sanitary sewer area between Wildwood and Rt. 22 and is unincorporated.  Mr. Aitchison reported that in the summer 3 gentlemen wearing safety vests had entered a vault in Wildwood and Rt. 22 and appeared to be taking measurements.  Mr. Aitchison questioned them as to where they were from and what they were doing.  They indicated that they were from I.D.O.T.  He wanted to be sure that he was not doing anything wrong by questioning these men.  General Manager Dorn reported that I.D.O.T. should have notified North Shore Sanitary District before they had entered this vault.  General Manager Dorn thanked Mr. Aitchison for being observant and bringing the matter to the District’s attention.  Mr. Aitchison also inquired whether or not the District has changed its mind regarding absorbing smaller sanitary district’s such as the Del Mar Woods Sanitary District.  The Board indicated it was not presently interested in acquiring the Del Mar Woods Sanitary District.

 

Al Westerman introduced himself and said that he owns a nursery near our Zion Township Sludge Recycling facility and had two concerns.  His first concern was the fact that he had seen tanker trucks coming from the Racine area and going into our facility at 9th and Green Bay Road.  He wanted to know what these trucks were hauling.  The name Mr. Westerman saw on the trucks was Rybar which are trucks utilized by Lafarge Corporation to haul flyash in conjunction with their development of Cell B East.

 

Mr. Westerman’s second concern was the odors that he has encountered in the past few months.  The smell seems to be noticed in the area of 9th Street and Kenosha Road.  Whenever there is a southwest wind he can smell this odor and is concerned that it is a health hazard.  He indicated the odor was similar to that he has smelled in the vicinity of the Chicago Skyway.

 

Trustee Paxton commented that he has also encountered this smell and that he feels it is coming from the Veoila Landfill not the North Shore Sanitary District.  General Manager Dorn reported that our policy is to investigate any complaints due to odors so he advised Mr. Westerman to leave his telephone number and the next time he encountered this smell to call the North Shore Sanitary District and we would have someone investigate the odor and return a phone call to him.  Mr. Westerman said he would make sure that he left his phone number after the meeting.

 

President Pierce presented the Consent Agenda as follows:

 

A.            Approval of the Minutes of the Meeting held on December 4, 2006.

B.            Consideration of Bills.

                Wastewater Treatment Fund.                                            $2,019,765.37

                Check Nos. 134517 through 134519, 134541 through 134613.

                Check Nos. 134614 through 135078.

                Void check No. 134598.

C.            Financial Report, November, 2006.

D.            Hearing Summary, December 11, 2006.

E.             First Midwest Bank Banking Resolutions.

F.             2006 Flexible Spending Plan.

G.            Press Articles.

1.        Lake County News Sun.

i.      ‘Study finds Great Lakes threatened by aging sewage systems,’ 11/30/06.

ii.     ‘Pierce elected NSSD president,’ 12/05/06.

2.     Highland Park News.

        i.      ‘Pierce is named NSSD president,’ 12/07/06.

H.            Correspondence.

                                1.     12/20/06 James Casselberry & Son, Ltd. response to 8/16/06 NSSD correspondence

                                        regarding potential discharge of prohibited wastewater.

                                2.     01/08/07 NSSD response to James Casselberry & Son, Ltd. 12/20/06 correspondence

                                        regarding discharge of potential prohibited wastewater.

I.              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 Paxton and seconded by Trustee Drew that the items under the Consent Agenda be approved.

 

On roll call, all Trustees present voted “Aye”.  Motion declared carried.

 

President Pierce presented the President Report as follows:

 

President Pierce wanted everyone to be aware that the meeting for February, 2007 would be on Tuesday, February 13, 2007 instead of Wednesday February 14, 2007.

 

General Manager Dorn presented the Management Report as follows:

 

A.                  City of Zion Presentation – Trumpet Technology Park.

 

Trustee Paxton introduced Delaine Rogers and Ron Colangelo from the City of Zion to present to the Board an overall view and plan for Trumpet Park.  Handouts were received by all Board members showing the layout and design proposed for Trumpet Park. The City of Zion is interested in the purchase of Cell B East which contains approximately 15 acres at our Landfill facility.  Their one concern was the gradient of Cell B.  They want to have the grade of Cell B brought to a suitable standard to be attractive for potential clients of Trumpet Park and inquired whether the District would be willing to grant a temporary construction easement for this purpose.  The District indicated its willingness to grant such an easement, but indicated that the site would need to be closed and graded in accordance with the District’s IEPA permit, and that any deviation from the approved closure plan would need IEPA approval.

 

A second issue was the public ROW improvements and retention pond improvements plans for the Hutson and Goodwin properties, which Panattoni, the park’s developer, is interested in procuring.  Zion asked if it was feasible to make these improvements prior to the land purchase in order to obtain State funding.  A long discussion followed with the Board of Trustees and General Manager stating that the City of Zion would need to bring forward their initial plan and proposal and a meeting could be scheduled between the two parties along with the developer and legal counsel to further discuss this.

 

A third issue was presented by Delaine Rogers about a potential developer being interested in leasing 40 acres on the south site (trench and fill) part of the Zion Township Landfill Facility.  Another discussion followed about the nature of this Developer’s business and his interest of the land.  General Manager Dorn reported that the south site (trench and fill site) would need a permit modification request presented to the IEPA in order to make any changes in the post-closure use of the land which is a 90 day minimum process.  Discussion followed with the Board of Trustees and General Manager Dorn concluding that a scheduled meeting would need to be set up between the Developer and the North Shore Sanitary District Board and staff to proceed any further.

 

B.                   Zion Township Landfill Sludge Recycling Facility Monthly Status Report.

 

General Manager Dorn reported that the District has encountered operational problems with the Dryer on several occasions in the last two months, resulting in periodic plugging of the unit requiring shutdowns and cleaning of the unit.  VATECH has stated that these problems can be resolved with the installation of a new grating separating the feed sludge from the fluidized bed and heat exchanger constructed with smaller openings.  Fabrication of this grating, based on VATECH’s design, is in progress.  Engineers from VATECH will be here at the facility the week of the 22nd of January to coordinate installation of the new grating and to make any required refinements or adjustments in the dryer system.

 

The delumper equipment required to break apart the larger granulate particles has been installed and tested.  Minergy has been able to run the Melter at up to 80% capacity during testing following installation of the delumpers and is expecting to complete their test runs by the end of January, running the Melter at 100% capacity.  The fabric filter manufacturer has not yet sent his start-up team to resolve operational issues with the fabric filter.  Efforts are in progress to get them to the site as soon as possible.  The District will meanwhile evaluate other alternatives for continuous running of the plant with the help of Donohue and Minergy, in case resolution of the fabric filter problem is delayed.

 

J.J. Henderson has submitted a time extension documentation and delay claim package to the District on January 3, 2007, which is being reviewed by District Staff.

 

C.                   Zion Township Landfill Sludge Recycling Facility Payment Authorizations.

1.        Independent Mechanical, $57,621.07.

2.        Air Design Systems, $4,892.25.

3.        Bane Nelson, $11,935.00.

4.        Bracing Systems North, $805.60.

5.        Martin Peterson Company, $7,990.00.

6.        Maintenance Engineering, $29,800.00.

7.        Pieper Electric, $19,813.27.

 

General Manager Dorn requested approval for the above payments for the month of January for the Zion Township Landfill Sludge Recycling Facility.

 

It was moved by Trustee Drew and seconded by Trustee Swarthout to authorize payment to Independent Mechanical in the amount of $57,621.07.

 

On roll call, all Trustees present voted “Aye”.  Motion declared carried.

 

It was moved by Trustee Paxton and seconded by Trustee Drew to authorize payment to Air Design Systems in the amount of $4,892.25.

 

On roll call, all Trustees present voted “Aye”.  Motion declared carried.

 

It was moved by Trustee Swarthout and seconded by Trustee Paxton to authorize payment to Bane Nelson in the amount of $11,935.00.

 

On roll call, all Trustees present voted “Aye”.  Motion declared carried.

 

It was moved by Trustee Paxton and seconded by Trustee Drew to authorize payment to Bracing Systems North in the amount of $805.60.

 

On roll call, all Trustees present voted “Aye”.  Motion declared carried.

 

It was moved by Trustee Drew and seconded by Trustee Paxton to authorize payment to Martin Peterson Company in the amount of $7,990.00.

 

On roll call, all Trustees present voted “Aye”.  Motion declared carried.

 

It was moved by Trustee Swarthout and seconded by Trustee Drew to authorize payment to Maintenance Engineering in the amount of $29,800.00.

 

On roll call, all Trustees present voted “Aye”.  Motion declared carried.

 

It was moved by Trustee Paxton and seconded by Trustee Swarthout to authorize payment to Pieper Electric in the amount of $19,813.27.

 

On roll call, all Trustees present voted “Aye”.  Motion declared carried.

 

D.                  VA Tech Payment Authorizations.

1.        Presented Payment for Change Order No. 6, $222,087.69.

 

General Manager Dorn stated that Change Order No. 6 was already approved at the August, 2006 Board meeting and that he would like to request approval of payment of this Change Order.

 

It was moved by Trustee Paxton and seconded by Trustee Wroten to authorize payment for Change Order No. 6 in the amount of $222,087.69.

 

On roll call, all Trustees present voted “Aye”.  Motion declared carried.

 

2.        Presented Payment for the Commissioning of Dryer, $281,000.00.

 

General Manager Dorn asked that the Board approve this payment contingent upon VA TECH correcting operational problems associated with the Dryer in a satisfactory manner for North Shore Sanitary District.

 

It was moved by Trustee Paxton and seconded by Trustee Swarthout that payment for the Commissioning of the Dryer in the amount of $281,000.00 to VA TECH be made contingent on the fact that operational problems associated with the Dryer are corrected in a satisfactory manner for North Shore Sanitary District, and that the dryer run successfully for a period of time following the correction of the problems.

 

E.                   Presented the Sludge Disposal Agreement with Republic Services, Inc.

 

General Manager Dorn stated that this Agreement with Republic Services, Inc. would allow disposal of dewatered sludge at the Mallard Ridge Recycling and Disposal Facility in Delavan, Wisconsin for $26.50 per ton.  There would also be a State of Wisconsin tax, currently $3.81 per ton added on to this.  There may be additional charges for the means of disposal, which would be brought to the Board for approval.  This agreement would allow for the disposal of the District’s sludge should the sludge recycling facility be out of service for a prolonged period.  The District will continue to evaluate other options for sludge disposal in order to have a flexible contingency plan in place as a backup to the sludge recycling facility.

 

It was moved by Trustee Swarthout and seconded by Trustee Drew to approve the Sludge Disposal Agreement with Republic Services, Inc.

 

On roll call, all Trustees present voted “Aye”.  Motion declared carried.

 

F.                   Engineering Agreements.

1.        Presented an Agreement with Donohue & Associates, Inc., Highland Park Lakefront Sewer S-8B and S-8D Design Services Assistance, $ 13,600.00.

 

General Manager Dorn stated that this Agreement would be for assistance in the design phase of the cleaning and inspection of the Highland Park Lakefront Sewer Divisions S-8B and S-8D.  This is the project that was partially completed by Strand Associates prior to their contract termination.  The District had discussed completion of this project with another consulting firm, however their proposed fees far exceeded the District’s budget to complete this project.

 

It was moved by Trustee Swarthout and seconded by Trustee Drew to approve Donohue & Associates, Inc., Highland Park Lakefront Sewer S-8B and S-8D Design Services Assistance in the amount of $13,600.00.

 

On roll call, all Trustees present voted “Aye”.  Motion declared carried.

 

2.        Presented an Agreement with Short Elliott Hendrickson, Inc., MCC Ventilation Improvements Project, $103,590.00.

 

It was moved by Trustee Drew and seconded by Trustee Paxton to approve Short Elliott Hendrickson, Inc., MCC Ventilation Improvements Project in the amount of $103,590.00.

 

On roll call, all Trustees present voted “Aye”.  Motion declared carried.

 

3.        Presented Agreement with Short Elliott Hendrickson, Inc., Administrative and Laboratory HVAC Analysis and Preliminary Design, $34,140.00.

 

General Manager Dorn reported that there have been significant problems with the Administrative and Laboratory HVAC system and improvements needed to be made.

 

It was moved by Trustee Drew and seconded by Trustee Swarthout to approve Short Elliott Hendrickson, Inc. the Administration and Laboratory HVAC Analysis and Preliminary Design in the amount of $34,140.00.

 

On roll call, all Trustees present voted “Aye”.  Motion declared carried.

 

Assistant General Manager Miller gave the Administration Division report as follows:

 

A.            Presented Public Officials Bond Procurement for Trustees.

 

Assistant General Manager Miller presented a proposal from West Insurance to allow for all Trustees to be bonded instead of just the President.  In discussion about these Bonds, Trustee Paxton asked if we could get a blanket type of Bond which would renew each year covering all Trustee positions instead of requiring each Board member to be individually bonded.  He also inquired as to the proper limits covered by the Bond.  Attorney Ukena indicated that he could find no documentation that the circuit court had ever set limits as required in the North Shore Sanitary District Act.

 

It was recommended to table this item until next meeting and have Assistant General Manager Miller contact Brad West at West Insurance and check into this matter further.

 

It was moved by Trustee Paxton and seconded by Trustee Swarthout to table this item until next meeting.

 

On roll call, all Trustees present voted “Aye”.  Motion declared carried.

 

B.       Presented the Reinstatement of Continuation of Dental Insurance Coverage for Mrs. Sara Byers.

 

Assistant General Manager Miller reported that on December 12, 2006, the District received a call from Mrs. Sara Byers.  She stated that she had thought she had paid her continuation coverage payment for November and mailed it to Allied Benefits but had found the un-sent payment on December 6, 2006.  She quickly sent the payment to Allied Benefits Systems, but received the check for payment returned plus a letter stating her continuation dental insurance was terminated effective October 31, 2006.  Mrs. Byers is asking her continuation dental insurance be reinstated.  Allied Benefits has stated she can be reinstated upon the District’s request.

 

Trustee Paxton stated that by all means as many years service that the late Wm. H. Byers had given the District as General Manager that Mrs. Byers was more than welcome to be reinstated.

 

It was moved by Trustee Paxton and seconded by Trustee Swarthout to approve the Reinstatement of Dental Insurance Coverage for Mrs. Sara Byers.

 

On roll call, all Trustees present voted “Aye”.  Motion declared carried.

 

C.       Presented the following Bid Summary.

1.        Bid No. 1269, Molded Case Circuit Breaker with Trip Unit and Lug Kit at Gurnee STP – Tech Electric Co., Inc., $6,683.00.

 

The Bid was published in the paper and mailed to 11 vendors.  Bids were opened Tuesday, January 2, 2007 at 10:00 a.m. with the following results:

 

 

 

                Vendor                                                   Bid Amount

 

Tech Electric Co., Inc.                                           $6,683.00

Goodman Electric Company                                 $ 8,588.00.

 

The Purchasing Department recommends that the project be awarded to Tech Electric Co., Inc. being the lowest bidder meeting bid specifications.

 

It was moved by Trustee Drew and seconded by Trustee Paxton to award Bid No. 1269, Molded Case Circuit Breaker with Trip Unit and Lug Kit at Gurnee STP to Tech Electric Co., Inc. in the amount of $6,683.00.

 

On roll call, all Trustees present voted “Aye”.  Motion declared carried.

 

Director of Engineering Services Gupta reported as follows:

 

A.                  Bid Summaries.

1.        Presented the bid for Lake Forest Pump Station (PS7) Sewage Storage Basin, Keno and Sons Construction Company of Lake Bluff, IL in the amount of $8,139,000.00.

 

Director of Engineering Services Gupta reported that this Bid was re-bid after rejection of the original bids opened on July 27, 2006.  On December 14, 2006 five bids were received for this project.  The bid results are as follows:

 

Contractor                                                                            Total Bid Price

 

            Keno & Sons Construction Company                                                      $8,139,000.00

            Manusos General Contracting, Inc.                                                          $8,290,000.00

            Rausch Construction Company, Inc.                                                        $9,444,000.00

            Boller Construction Company, Inc.                                                           $9,775,000.00

            Kovilic Construction Company, Inc.                                                        $9,936,000.00

 

Director of Engineering Services Gupta reported that Donohue & Associates recommended awarding the bid to the low bidder, Keno & Sons who submitted a responsive Bid and is qualified and capable of performing the Work as specified.  By rebidding the project, the project bid price has been reduced by $598,000.00.  General Manager Dorn stated that past work experience with Keno and Sons has always been good.

 

It was moved by Trustee Swarthout and seconded by Trustee Paxton to award the Lake Forest Pump Station (PS7) Sewage Storage Basin to Keno & Sons Construction Company of Lake Bluff, IL in the amount of $8,139,000.00.

 

On roll call, all Trustees present voted “Aye”.  Motion declared carried.

 

2.        Presented the Bid for Replacement of Existing Motor Control Center in Screen and Grit Building at North Chicago Pump Station, Aldridge Electric, Inc. of Libertyville, IL in the amount of $23,900.00.

 

On December 29, 2006 at 10:00 A.M., bids were publicly opened and read aloud.  The following is a summary of the bids that were opened.

 

                      Contractor                                                                      Total Bid Price

 

                Aldridge Electric                                                                    $23,900.00

                Benson Electric                                                                      $27,200.00

                Pieper Power                                                                           $44,000.00

 

                Budget Amount                                                                     $24,400.00

 

The Design & Construction Department recommends that the project be awarded to Aldridge Electric of Libertyville, IL who is the low bidder for the project.

 

It was moved by Trustee Wroten and seconded by Trustee Swarthout to award the Replacement of Existing Motor Control Center in Screen and Grit Building at North Chicago Pump Station to Aldridge Electric, Inc. of Libertyville, IL in the amount of $23,900.00.

 

On roll call, all Trustees present voted “Aye”.  Motion declared carried.

 

3.        Presented the Bid for Channel Blower No. 2 Repair at Gurnee STP, Wm. W. Meyer & Sons, Inc. of Skokie, IL in the amount of $ 22,436.00.

 

On December 15, 2006, a Procurement Document Proposal Invitation was published in the Waukegan News-Sun for the Channel Blower Repair Project.  On December 29, 2006 at 10:30 A.M., the sole bid was publicly opened and read aloud.  Wm. W. Meyer & Son, Inc. proposal was $22,436.00.  The budget amount was $18,500.00. 

 

The budget amount was based on a quote by Wm. W. Meyer & Son, Inc. that actually took the blower apart to assess the repair work needed to fix the blower.  The bid proposal came in higher because the quote was almost two years old and the bid documents required the contractor to provide a performance bond and field services after installation.  The repair cost is still significantly below the replacement cost and therefore is recommended.