Sanitary District Meeting Minutes 2023

CALL TO ORDER:

Ms. Sims-Smierciak called the St. John Sanitary District Regular Meeting to order at 5:41 p.m. on Tuesday, January 17, 2023, attended by its members and led all in The Pledge of Allegiance.

ROLL CALL:

Board Members present: Jim Czarnik, John Kennedy, Kim Krull, John Schaefer, and Patricia Sims-Smierciak.

Also present: Wayne Pondinas, Town Council Liaison, Joseph Wiszowaty, Town Manager, and Tom Nagle, Robinson Engineering

ELECTION OF OFFICERS:

Ms. Krull nominated Patricia Sims-Smierciak for President. Mr. Czarnik seconded the motion. Motion carried with 5 ayes and 0 nays. Ms. Sims-Smierciak nominated Kim Krull for Vice-President. Mr. Czarnik seconded the motion. Motion carried with 5 ayes and 0 nays.

APPROVAL OF MINUTES:

Ms. Krull made a motion to approve the December 20, 2022, Regular Meeting Minutes. Mr. Czarnik seconded the motion. The motion carried with 5 ayes and 0 nays.

NEW BUSINESS:

A. Sewer and Landscape Credits for a total of $725.76

Mr. Czarnik made a motion to approve the credits for a total of $725.76. Ms. Krull seconded the motion. Motion carried with 5 ayes and 0 nays.

B. Motion to terminate Professional Service Agreement with Attorney Angela Jones and direct the Town Manager to send notice of the same

Mr. Czarnik made a motion to terminate the Professional Services Agreement with Attorney Jones. Ms. Krull seconded the motion. Motion carried with 4 ayes, 0 nays and 1 abstention by Mr. Kennedy.

C. Motion to approve a Professional Service Agreement with Cender Dalton to serve as the Financial Advisor for the Sanitary District for 2023

Ms. Sims-Smierciak explained that the Sanitary District has had a relationship with Baker Tilly. Ms. Krull asked if a proposal had been received from Baker Tilly. Ms. Sims-Smierciak responded that Baker Tilly said they sent a proposal a while ago, but that it had not been presented to the Board. She added that she received a proposal via email on her way to the meeting. She asked that they take this under advisement and take no action until the proposal can be reviewed. Ms. Krull made a motion to table the Professional Service Agreement with Cender Dalton. Mr. Schaefer seconded the motion. Mr. Kennedy advised that the proposal has hourly rates without any “not to exceed” and suggested the agreement have a dollar limit expressed within it. Mr. Schaefer asked that representatives from both firms be in attendance when the Board decides. Motion carried with 5 ayes and 0 nays.

D. Motion to approve a Professional Service Agreement with Robinson Engineering, Ltd. to serve as Engineers for the Sanitary District for 2023

Mr. Nagle explained how the task order process and the Professional Service Agreement works. Ms. Sims-Smierciak added that many of the engineering projects are combined with the Water District. Mr. Czarnik made a motion to approve the Professional Service Agreement with Robinson Engineering, Ltd. to serve as Engineers for the Sanitary District. Mr. Schaefer seconded the motion. Motion carried with 5 ayes and 0 nays.

E. Motion to approve wastewater utility write-off in the amount of $483.40

Ms. Krull made a motion to approve the write-off of $483.40. Mr. Czarnik seconded the motion. Motion carried with 5 ayes and 0 nays.

REPORTS AND CORRESPONDENCE:

A. Project Updates:

Mr. Pondinas asked Mr. Nagle if there will be progress at Acorn on Lift Station 6. Mr. Nagle confirmed they will complete the analysis and provide a report to the Board. He added that they intend to combine it with the water main portion. Mr. Nagle stated that he anticipates the completion of the project to be in the fall, dependent upon the permit process. Discussion about staff and supply shortages ensued.

Mr. Nagle reported on the water analysis and the sewer flow from Schererville and the expense of purchasing the water. He reported on some ways to possibly reduce those costs. The sewer identification and I & I process was discussed.

Mr. Pondinas and Mr. Nagle provided updates on the output of the Monix Treatment Plant. Ms. Sims-Smierciak suggested the new Board members visit the Schererville Treatment Plant. Mr. Nagle added that a tour of the new SCADA system would also be beneficial. He also reported on the status of completion of the SCADA system.

PAYMENT OF BILLS:

A. Sanitary District Docket

Mr. Czarnik made a motion to approve the Sanitary District Docket in the amount of $16,749.59. Mr. Schaefer seconded the motion. The motion carried with 5 ayes and 0 nays.

B. Wastewater Docket

Ms. Krull made a motion to approve the Wastewater Docket in the amount of $189,062.71. Mr. Schaefer seconded the motion. The motion carried with 5 ayes and 0 nays.

PUBLIC COMMENT:

There was no public comment.

Mr. Schaefer asked about a tour of the lift stations and how to arrange it. Mr. Pondinas named off some of the Public Works individuals, as well as himself. Mr. Nagle reported that there are photos of the exterior and interior of the SCADA system.

ADJOURNMENT:

Ms. Krull made a motion to adjourn the meeting. The meeting was adjourned at 6:12 p.m.

Respectfully Submitted:

Anastasia Lowery, Recording Secretary
St. John Sanitary District

Approved This 21st Day of February, 2023:

___________________________________
Patricia Sims-Smierciak, Sanitary District President

CALL TO ORDER:

Ms. Krull called the Joint Study Session with the Waterworks Board and the Sanitary District to order at 5:36 p.m. on Tuesday, February 21, 2023.

ROLL CALL:

Board Members present: Jim Czarnik, Kim Krull, John Schaefer, Ken Gembala, and Joan McInerney

Board Members absent: John Kennedy, Patricia Sims-Smierciak

Also present: Joe Wiszowaty, Town Manager; Wayne Pondinas, Town Council Liaison

REPORTS AND CORRESPONDENCE:

A. First Group – 93rd Avenue / US 41 Project and Bid

Evan Laviolette, First Group Engineering, Designers of the W. 93rd Avenue Improvement Project. He referred to a presentation distributed to the Board Members and described the two (2) phases of the project. He explained the process of the water main movement and replacement and how the properties will continue to access water throughout the process. He displayed the list of costs directly related to the water main. He reported that F.H. Paschen was the low bidder at opening and after engineer’s review and is currently pending award. The low bidder’s cost to the Water Board came in at $889,585.71. The Engineer’s Estimate was $1,120,350.00. Phase 1 is to be completed in 2023 for $889,525.71. Phase 2 is assumed at a cost of $200,000.00 scheduled for 2024. Discussion about the funding of the projects ensued.

B. Robinson Engineering Project Updates

Tom Nagle, Robinson Engineering, referred to a presentation of the current projects in the Town.

Sanitary Sewer Agenda:
1. Schererville Wastewater Billings – He provided a chart of the annual costs.
2. Inflow and Infiltration Strategy Inspection Areas study revealed that the older parts of Town have the most problems. He addressed the costs estimated to be associated with locating the problems in each zone area, which is about $1 million in total.
3. Acorn Drive Lift Station Abandonment – He reviewed the IDEM Rules and Regulations and an alternative method.
4. Five-Year Roadway Improvement Plan – He asked the Boards to interlay the improvement plans as the Town as a whole and referred to a map of the roads for improvement for each of the five (5) years.

Water Agenda:
1. Schererville Water Billings – He provided a chart of the annual costs which is driven by the consumption of the population. A discussion on altitude valves ensued.
2. Acorn Water Main – He expects the IDEM permit to be available in the second week of March. Once received, the project will be going out for bid. Once the permit is in place and the cost is determined and funded, there will be a town hall meeting with the contractor and the residents within the neighborhood.
3. Interconnecting Water Mains – He described the 18” raw water mains and the locations for placement to Wells 8 and 9 as well as a new regional treatment plant. 2,500’ of 12” water main will be installed at US 41 in 2024. A discussion about low rate loans and financing ensued.
4. Hydraulic Water Model – The process includes hydrant testing for calibration and workshopping the model.
5. Wells 7, 8 and 9 Pilot Study – He described the studies as verifying the Town can hydraulically load more water at each well on the new filter media in lieu of building more water treatment plants.
6. Well Houses Wells 8 and 9 and Regional Water Treatment Plant – The well houses are being designed and should be operational in 2024. For the new Treatment Plant, there is an issue with the property and the Town is resolving it.
7. SCADA – He presented the list of items remaining on the SCADA system.
8. Altitude Valves at Killkenny and Hack Street Tanks – Install two new altitude valves to improve the operations of the water system to occur in fall/winter 2023.
9. Replace high maintenance water mains one year prior to roadway jobs.

Mr. Schaefer suggested more joint meetings as finances are discussed for prospective projects combining both water and wastewater. Mr. Valois reported that the SCADA system cellular cost for the Town is about $7,200 annually.

ADJOURNMENT:

A motion was made to adjourn the Joint Waterworks and Sanitary District Study Session at 7:00 p.m.

Respectfully Submitted:

Anastasia Lowery, Recording Secretary
St. John Waterworks Board
St. John Sanitary District

Approved This 21st Day of March, 2023:

___________________________________
Ken Gembala, Waterworks Board President

Approved This 21st Day of March, 2023:

___________________________________
Patricia Sims-Smierciak, Sanitary District President

CALL TO ORDER:

Ms. Sims-Smierciak called the St. John Sanitary District Regular Meeting to order at 5:41 p.m. on Tuesday, January 17, 2023, attended by its members and led all in The Pledge of Allegiance.

ROLL CALL:

Board Members present: Jim Czarnik, Kim Krull, and John Schaefer

Board Members absent: Patricia Sims-Smierciak, John Kennedy

Also present: Wayne Pondinas, Town Council Liaison and Joseph Wiszowaty, Town Manager

PLEDGE OF ALLEGIANCE:

Ms. Krull led the Board Members and all present in the Pledge of Allegiance.

APPROVAL OF MINUTES:

Mr. Czarnik made a motion to approve the January 17, 2023, Regular Meeting Minutes. Mr. Schaefer seconded the motion. The motion carried with 3 ayes and 0 nays.

PRESENTATIONS – Financial Advisors:

A. Daniel Dalton, Cender Dalton Municipal Advisors – Mr. Dalton referred to the agreement provided to the Board Members and added that the document defines the scope of service and the rates. He explained that the change in this document provides a “not to exceed” limit of $10,000.00. He shared that the document provides a list of specific projects that the Board may want to assign to the firm. He confirmed that they are capable of assisting in all aspects of municipal finance. He added that with the close proximity to St. John, they are able to respond quickly and can attend meetings with short notice.

B. Eric Walsh, Partner with Baker Tilly – Mr. Walsh explained that they charge a standard hourly rate and could add a “not to exceed” clause. He provided a history of the service provided to St. John. He listed off his team members and their role in the work. He listed the benefits of a large firm.

NEW BUSINESS:

A. Sewer and Landscape Credits for a total of $570.57

David Kegebin 11475 W. 93rd Avenue $ 26.16

Mr. Czarnik made a motion to approve the sewer credit for Mr. Kegebin. Mr. Schaefer seconded the motion. Motion carried with 3 ayes and 0 nays.

Tom Parada 9535 Joliet Street $544.41

Mr. Wiszowaty asked to postpone this item to the next meeting. Mr. Czarnik made a motion to table this item. Mr. Schaefer seconded the motion. Motion carried with 3 ayes and 0 nays.

B. Motion to approve a Financial Advisor Professional Service Agreement for the Sanitary District for 2023.

Mr. Czarnik made a motion to table this item. Mr. Schaefer seconded the motion. Motion carried with 3 ayes and 0 nays.

C. Motion to waive the wastewater penalties assessed in January on all Lake Central High School Corporation accounts in the amount of $731.47

Mr. Czarnik made a motion to waive the wastewater penalties in the amount of $731.47. Mr. Schaefer seconded the motion. Motion carried with 3 ayes and 0 nays.

REPORTS AND CORRESPONDENCE:

PAYMENT OF BILLS:

A. Sanitary District Accounts Payable Voucher

Mr. Czarnik made a motion to approve the Accounts Payable Voucher dated February 21, 2023 representing payment for payroll, purchases, supplies, equipment, services rendered to the Sanitary District in the combined total of $18,840.80. Mr. Schaefer seconded the motion. The motion carried with 3 ayes and 0 nays.

B. Wastewater Accounts Payable Voucher

Mr. Czarnik asked about a recapture fees to which Mr. Pondinas provided a response and some details. Mr. Czarnik asked about the LBL Lawsuit to which Mr. Wiszowaty explained that the Sanitary District was named as the defendant on the lawsuit and is ongoing. Mr. Schaefer asked about the approval of the bill without a budget. Mr. Wiszowaty agreed with Mr. Schaefer and that it is something the Town will be addressing with the Financial Advisor on a budget for the Utilities. He added that it is not required by law, but would be a best practice for the Town.

Mr. Czarnik made a motion to approve the Accounts Payable Voucher dated February 21, 2023 representing payment for payroll, purchases, supplies, equipment, services rendered to the Wastewater Utility in the combined total of $1,383,321.08. Mr. Schaefer seconded the motion. The motion carried with 3 ayes and 0 nays.

PUBLIC COMMENT:

There was no public comment.

ADJOURNMENT:

Mr. Czarnik made a motion to adjourn. Mr. Schaefer seconded the motion. The Sanitary District regular meeting was adjourned at 7:35 p.m.

Respectfully Submitted:

Anastasia Lowery, Recording Secretary
St. John Sanitary District

Approved This 21st Day of March, 2023:

___________________________________
Patricia Sims-Smierciak, Sanitary District President

CALL TO ORDER:

Ms. Sims-Smierciak called the St. John Sanitary District Regular Meeting to order at 6:30 p.m. on Tuesday, March 21, 2023.

PLEDGE OF ALLEGIANCE:

Ms. Sims-Smierciak led the Board Members and all present in the Pledge of Allegiance.

ROLL CALL:

Board Members present: Jim Czarnik, Kim Krull, John Schaefer, and Patricia Sims-Smierciak, President

Board Members absent: John Kennedy

Also present: Wayne Pondinas, Town Council Liaison and Joseph Wiszowaty, Town Manager

APPROVAL OF MINUTES:

• February 21, 2023 Regular Meeting
• February 21, 2023 Joint WW and SD Study Session

Ms. Krull made a motion to approve the February 21, 2023, Regular Meeting Minutes. Mr. Schaefer seconded the motion. The motion carried with 4 ayes and 0 nays.

Mr. Schaefer made a motion to approve the February 21, 2023, Study Session Minutes. Mr. Czarnik seconded the motion. The motion carried with 4 ayes and 0 nays.

NEW/OLD BUSINESS:

A. Sewer and Landscape Credits for a total of $343.03

• Clinton Diekman 9085 Olcott Ave $112.50
• Oscar Magallanes 11175 Hickory Grove Rd $230.53

Mr. Wiszowaty stated that there was a Sewer Credit request from last month that was deferred. Ms. Sims-Smierciak asked to have it added to the next month’s agenda. Mr. Czarnik made a motion to approve the two (2) credits for a total of $343.03. Ms. Krull seconded the motion. The motion carried with 4 ayes and 0 nays.

B. Motion to approve a Financial Advisor Professional Service Agreement for the Sanitary District for 2023.

Mr. Schaefer asked if the matter could be deferred as there is not a full Board in attendance. Mr. Czarnik made a motion to defer. Mr. Schaefer seconded the motion. The motion carried with 4 ayes and 0 nays.

REPORTS AND CORRESPONDENCE:

There were no reports or correspondence.

PAYMENT OF BILLS:

A. Sanitary District Accounts Payable Voucher in the amount of $14,401.96

Ms. Krull made a motion to approve the Accounts Payable Voucher dated March 21, 2023 representing payment for payroll, purchases, supplies, equipment, services rendered to the Sanitary District in the combined total of $14,601.96. Mr. Czarnik seconded the motion. The motion carried with 4 ayes and 0 nays.

B. Wastewater Accounts Payable Voucher in the amount of $304,932.50

Ms. Krull made a motion to approve the Accounts Payable Voucher dated March 21, 2023 representing payment for payroll, purchases, supplies, equipment, services rendered to the Wastewater Utility in the combined total of $304,932.50. Mr. Czarnik seconded the motion. Mr. Schaefer asked about the Dell invoice and how it is broken down. Ms. Sims-Smierciak added that they normally pay a third of the total as it is for all of the Microsoft end-users of the Town, however, the SCADA system has new license requirements. Discussion about the end user qualifiers continued. The motion carried with 4 ayes and 0 nays.

PUBLIC COMMENT:

There was no public comment.

ADJOURNMENT:

Mr. Czarnik made a motion to adjourn. The Sanitary District regular meeting was adjourned at 6:42 p.m.

Respectfully Submitted:

Anastasia Lowery, Recording Secretary
St. John Sanitary District

Approved This 18th Day of April, 2023:

___________________________________
Patricia Sims-Smierciak, Sanitary District President

CALL TO ORDER:

Ms. Sims-Smierciak called the St. John Sanitary District Regular Meeting to order at 6:14 p.m. on Tuesday, April 18, 2023.

PLEDGE OF ALLEGIANCE:

Ms. Sims-Smierciak led the Board Members and all present in the Pledge of Allegiance.

ROLL CALL:

Board Members present: Jim Czarnik, Kim Krull, John Schaefer, and Patricia Sims-Smierciak, President

Also present: Wayne Pondinas, Town Council Liaison and Joseph Wiszowaty, Town Manager

APPROVAL OF MINUTES:

• March 21, 2023 Regular Meeting

Mr. Czarnik made a motion to approve the March 21, 2023 Regular Meeting Minutes. Ms. Krull seconded the motion. Motion carried with 4 ayes and 0 nays.

NEW/OLD BUSINESS:

A. Sewer and Landscape Credits for a total of $1,140.10

• Thomas Parada 9535 Joliet Street $544.41
• St. John Library 9540 Wicker Avenue $595.69

Mr. Czarnik made a motion to approve the Sewer Credits in the amount of $1,140.10. Mr. Schaefer seconded the motion. Motion carried with 4 ayes and 0 nays.

B. Motion to approve a Financial Advisor Professional Service Agreement for the Sanitary District for 2023.

Mr. Czarnik explained that Cender Dalton is supporting the Waterworks Board. Ms. Sims-Smierciak responded that the Clerk-Treasurer’s offices uses Baker Tilly. Ms. Sims-Smierciak explained that Baker Tilly assisted with the water rate and worked hard with the State to complete that. Mr. Schaefer added that Baker Tilly is a large firm with a lot of resources and Cender Dalton is a local firm, which has its advantages. A discussion of audits ensued. Mr. Wiszowaty explained that Cender Dalton has been hired by the Town Council to prepare the budgets for the Town, the Sanitary District and the Water District. Having another firm prepare the Wastewater financials would increase the work. Also, having checks and balances is a good thing. Ms. Krull made a motion to approve Baker Tilly as the Financial Advisory for 2023. Mr. Schaefer seconded the motion. Motion carried with 3 ayes and 1 nay by Mr. Czarnik.

Ms. Sims-Smierciak reported that Baker Tilly will be asked to attend the meeting next month.

REPORTS AND CORRESPONDENCE:

Robinson Engineering - Tom Nagle reported on the Acorn lift station abandonment. They have a preliminary estimate of $225,000.00. He explained what was included in the cost, but reported that they were unable to get the permit for it yet and they need the authorization to move forward. Mr. Nagle expressed the idea of co-mingling the job with the water main job, but the water portion will be ready for bid in about 14 days. In order to get the permit, the design, construction cost and inspection need to be done first. He added that the task order has not been created for it. Ms. Sims-Smierciak ask about timing on the permit. Mr. Nagle provided descriptions on the multiple steps within the project. Ms. Sims-Smierciak asked about formal paperwork for the project, to which Mr. Nagle responded that everything moved so quickly with the best way to approach the work and satisfy IDEM. Ms. Sims-Smierciak asked Mr. Nagle to provide the paperwork for the next meeting. Mr. Wiszowaty suggested a study session to review the details and costs. Mr. Schaefer asked what the project described entails. Mr. Nagle provided the details and descriptions referring a map displayed on the screen. A discussion around timing, projection and process flow continued. Mr. Nagle explained how Robinson could possibly tie the timing in with the water project. Mr. Wiszowaty asked if they could delay the water bidding until the permit for the sanitary portion is obtained and ready for bid. Mr. Nagle suggested speaking with the Waterworks Board about delaying the project. Discussion about the bidding process and contractors ensued. Mr. Nagle explained that Robinson could move forward immediately with the intention that the task order would be approved at the next meeting. He added that they would go to bid without the permit and hold the Notice to Proceed for the sanitary portion until the sanitary permit is received. Discussion on the engineering cost ensued. Mr. Czarnik suggested the Board have Robinson move forward with the project. Mr. Czarnik made a motion to authorize Robinson Engineering to proceed with the design and permitting of the sanitary sewer improvements on Acorn Drive, not to exceed $25,000.00. Ms. Krull seconded the motion. Motion carried with 4 ayes and 0 nays.

Mr. Nagle provided an update on the I & I investigations and the four (4) different segments to begin with. He advised the Board to show the financial advisors those numbers. The construction costs are unknown and the segments could be completed at different times. He suggested working with Bob Davis on determining which system is the worst to start with.

PAYMENT OF BILLS:

A. Sanitary District Accounts Payable Voucher in the amount of $23,168.46

Mr. Czarnik made a motion to approve the Accounts Payable Voucher dated March 21, 2023 representing payment for payroll, purchases, supplies, equipment, services rendered to the Sanitary District in the combined total of $23,168.46. Mr. Schaefer seconded the motion. The motion carried with 4 ayes and 0 nays.

B. Wastewater Accounts Payable Voucher in the amount of $352,444.46

Ms. Krull made a motion to approve the Accounts Payable Voucher dated March 21, 2023 representing payment for payroll, purchases, supplies, equipment, services rendered to the Wastewater Utility in the combined total of $352,444.46. Mr. Schaefer asked about the Robinson invoice for the I & I work. Mr. Nagle described what work was done on that project for the invoice. Mr. Czarnik asked about an expense from Master Meter. Mr. Dravet explained that this charge is the Sanitary District’s half of the meter reading system. Mr. Dravet explained how the meter reader works and eventually process the bills. Mr. Schaefer seconded the motion. The motion carried with 4 ayes and 0 nays.

PUBLIC COMMENT:

There was no public comment.

ADJOURNMENT:

Mr. Czarnik made a motion to adjourn. Ms. Krull seconded the motion. The Sanitary District regular meeting was adjourned at 6:57 p.m.

Respectfully Submitted:

Anastasia Lowery, Recording Secretary
St. John Sanitary District

Approved This 16th Day of May, 2023:

___________________________________
Patricia Sims-Smierciak, Sanitary District President

CALL TO ORDER:

Ms. Sims-Smierciak called the St. John Sanitary District Regular Meeting to order at 5:55 p.m. on Tuesday, May 16, 2023.

PLEDGE OF ALLEGIANCE:

Ms. Sims-Smierciak led the Board Members and all present in the Pledge of Allegiance.

ROLL CALL:

Board Members present: Kim Krull, John Schaefer, and Patricia Sims-Smierciak, President

Board Member absent: Jim Czarnik

Also present: Wayne Pondinas, Town Council Liaison; Joseph Wiszowaty, Town Manager and Tom Nagle, Robinson Engineering

APPROVAL OF MINUTES:

• April 18, 2023 Regular Meeting

Ms. Krull made a motion to approve the April 18, 2023 Regular Meeting Minutes. Mr. Schaefer seconded the motion. Motion carried with 3 ayes and 0 nays.

NEW/OLD BUSINESS:

There is no new business. Ms. Krull referred to the meeting minutes and that Baker Tilly was to be at this meeting. She asked if they had been invited. Ms. Sims-Smierciak responded that she, the Town Manager and the Town Engineer met with them yesterday and provided them with some of the plans, and invited them to a Special Study Session to begin work on a 3-year plan and a 5-year plan. She also confirmed that they are working on the budget.

REPORTS AND CORRESPONDENCE:

A. Robinson Engineering

Mr. Nagle referred to documents addressing the “I and I” (inflow and infiltration) reduction, while refreshing the Board on their prior discussions on the topic. He said that the Public Works department identified the four (4) areas of most concern and then referred to an exhibit showing the cost of doing the investigations of the four (4) sections, which totaled just over $1 million. Since $1 million is more than the Board is willing to spend, it was decided to break up the project. Mr. Davis, the Public Works Director suggested to focus on Lantern Woods. In an effort to reduce the cost, it was suggested to only complete the investigation part. The hope is to determine the future replacement costs based on the results of that investigation in Lantern Woods. He then referred to the other zones and described the sewer make-up of them. He stated that the smoke testing is time sensitive, which is when the ground is the driest and is best done in June, July, or August. Ms. Sims-Smierciak stated that the Board should approve said work with the rough estimate of $78,000.00. Mr. Schaefer asked that Robinson develop the final scope to be approved at the next meeting. Mr. Nagle confirmed that he will provide the Task Order within a couple of weeks for review.

Acorn Drive Sanitary Sewer – Mr. Nagle reported that Robinson has the draft plans done as directed. The job will be comingled with the water main project, with the same contractor be doing both. Also, there will be one (1) contract with separate pay items for the Boards. They will be ready to go to bid on the project in a couple of weeks. They will apply for the permit on the sewer portion when the plans are finalized, which is a 30 to 45 day process, during which time they will advertise and accept bids. The Task Order will be provided within a couple of weeks. Mr. Nagle asked about the desired process for accepting the bids. Additional discussion on the bid opening process ensued. The opening has to be public but does not have to be a one of the meetings. The bids received would be available to all of the Board members for review. Mr. Nagle explained how the bid opening and review process is managed. There is a bid bond for submitting a bid, which is 10% of the contract cost, in event a contractor does not go forward with finalizing the contract, then the Town has a right to cash in the bid bond and use the funds to rebid it. The performance bond will be 100% of the construction cost with a one year guarantee on the project. Discussion about how the bids and contracts are separated for water and sanitary continued.

(Mr. Wiszowaty departed the meeting at 6:16 p.m.)

B. Town Council Liaison
Mr. Pondinas announced that he had another meeting to attend but thanked Ms. Sims-Smierciak for having the meeting with Robinson Engineering and the Accounting firm. Discussion about the meeting process ensued.

(Mr. Pondinas departed the meeting at 6:19 p.m.)

Ms. Sims-Smierciak reported that Eric Walsh will be in attendance at a Special Study Session to discuss financials.

PAYMENT OF BILLS:

A. Sanitary District Accounts Payable Voucher dated May 16, 2023 representing payment for payroll, purchases, supplies, equipment, services rendered to the Sanitary District in the amount of $42.922.67

Mr. Schaefer made a motion to approve the Accounts Payable Voucher in the amount of $42,922.67. Ms. Krull seconded the motion. Motion carried with 3 ayes and 0 nays.

B. Wastewater Accounts Payable Voucher dated May 16, 2023 representing payment for payroll, purchases, supplies, equipment, services rendered to the Wastewater Utility in the in the amount of $1,133,994.17

Ms. Krull asked about the item for Austgen Electric for the new generator and said she received the claim from the Clerk-Treasurer’s office. She asked about the reports received in the past from Public Works. Mr. Schaefer said that he had also contacted Public Works about that item. He reported that the generator was ordered in 2022 and was finally delivered, installed and running well. Ms. Sims-Smierciak said she would request those reports be included in the packets again.
Mr. Schaefer made a motion to approve the Accounts Payable Voucher in the amount of $1,133,994.17. Ms. Krull seconded the motion. Motion carried with 3 ayes and 0 nays.

PUBLIC COMMENT:

There was no public comment.

ADJOURNMENT:

Ms. Krull made a motion to adjourn. Mr. Schaefer seconded the motion. The Sanitary District regular meeting was adjourned at 6:23 p.m.

Respectfully Submitted:

Anastasia Lowery, Recording Secretary
St. John Sanitary District

Approved This 20th Day of June, 2023:

___________________________________
Patricia Sims-Smierciak, Sanitary District President

CALL TO ORDER:

Ms. Sims-Smierciak called the St. John Sanitary District Regular Meeting to order at 5:50 p.m. on Tuesday, June 20, 2023.

PLEDGE OF ALLEGIANCE:

Ms. Sims-Smierciak led the Board Members and all present in the Pledge of Allegiance.

ROLL CALL:

Board Members present: Jim Czarnik, Kim Krull, John Schaefer, and Patricia Sims-Smierciak, President

Also present: Wayne Pondinas, Town Council Liaison; Joseph Wiszowaty, Town Manager and Tom Nagle, Robinson Engineering

APPROVAL OF MINUTES:

1. May 16, 2023 Regular Meeting

Mr. Schaefer made a motion to approve the May 16, 2023 Regular Meeting Minutes. Ms. Krull seconded the motion. Motion carried with 3 ayes, 0 nays and 1 abstention from Mr. Czarnik.

Presentation – Amber Nielsen with Baker Tilly – Budgets and Five (5) Year Plan

Ms. Nielsen reported that their team looked at the 2023 budget and about five (5) years out to see if there are any red flags that need to be addressed. Ms. Nielsen reported that she’d been working with the Town of St. John for several years, in some capacity. She referred to a presentation displayed on the screen that highlights the information found in the report. She explained that it is not required by state statute to prepare a formal budget for utilities and that this budget does not include the Sanitary District tax funds or expenses. The purpose of looking five (5) years into the future is to ensure the rates are adequate for today and for the next five (5) years. It also focuses on long-term capital improvements for prioritizing projects. She reported on the process taken to create the budget and explained some outliers. She referred to the Budget in the packets and talked to some of the details. She stated that the budget process includes a look-back of three (3) years, then once the budget numbers are determined, they look at the next five (5) years. Ms. Nielsen explained that the documents can be amended as needed, since it is not statutorily required. Discussion about engineering costs and how those are appropriated ensued. Questions about the capital projects whether maintenance should be included as such were raised. Ms. Nielsen responded that there are some exceptions when the maintenance supports a capital purchase. Discussion about the expense categories continued. Mr. Czarnik asked about the project at the Parrish Roundabout. Mr. Nagle explained that INDOT was installing a roundabout there and that Robinson had to locate the utilities and determine any conflicts. Based on the numbers used, the Summary shows a short-fall in cash of about $230,000.00. Discussion about the debt service reserve continued. Ms. Nielsen asked the Board members to reach out to her with any comments or questions on the documents provided. She said that she would issue a new report for next month’s meeting.

Ms. Sims-Smierciak asked Mr. Dravet about the maintenance costs under the lift stations for about $66,000.00. Mr. Dravet responded that it could be the Wonderware and Microsoft licenses. Mr. Wiszowaty corrected to say the $66,000.00 represents actual services for the lift station and not the software. The software is figured in the capital plan. A discussion of maintenance costs ensued.

NEW/OLD BUSINESS:

A. Sewer and Landscape Credits Totaling $1,054.56

Mr. Czarnik made a motion to approve the Sewer and Landscape Credits Totaling $1,054.56. Mr. Schaefer seconded the motion. Motion carried with 4 ayes and 0 nays.

B. New Vactor 2100i Sewer Cleaner

a. Motion to approve and authorize Town Manager to proceed with purchase process

Mr. Wiszowaty suggested moving forward on this purchase and is asking to have this authorized. He informed the Board that the current truck is beyond the end of its life cycle, and that the delivery on this truck won’t be until sometime in 2024. Moving forward will allow for a final purchase price and the purchase expense will be apportioned out at 40% sanitary, 30% water and 30% storm water. Once the final number is received, the Request to Purchase will be a presented to the Boards for approval. Discussion about the condition of the current truck continued. Mr. Czarnik made a motion to approve and authorize the Town Manager to proceed with the purchase process of the New Vactor 2100i Sewer Cleaner. Mr. Schaefer seconded the motion. Motion carried with 4 ayes and 0 nays.

REPORTS AND CORRESPONDENCE:

A. Robinson Engineering – Project updates – Mr. Nagle referred to a graph he distributed to the Board representing the Schererville treatment use and how it ties into the budget process. He reported that they reviewed the Schererville agreement and that St. John is entitled to 2.63 million gallons of their 8.75 million gallons from the treatment plant and how it lines up with the usage. Based on the usage, the numbers are getting close to the 2.63 million gallons. He explained that the options are to remain with the 2.63 million gallons, request more capacity from Schererville, if available, or going to a different provider. Mr. Czarnik asked about the Schererville Expansion fund that the Town pays into. Ms. Sims-Smierciak responded that since St. John is a 30% owner on the plant, the Town is responsible for 30% of the expansion costs. Mr. Nagle suggested a conversation with Schererville for increased capacity and possibly passing the additional cost to the new developments. Ms. Sims-Smierciak added that the Board needs to be looking forward when it comes to capacity and when new developments are approved, as the discussion of water and sewer needs to be included. Mr. Schaefer asked if it would make more sense to build an excess flow plant. A discussion of I&I ensued and how it relates to the Schererville agreement. Ms. Sims-Smierciak asked about grant money to which Mr. Nagle responded that he would look into it, however, anything development driven doesn’t normally qualify for grant funding. Mr. Wiszowaty added that the revised subdivision control ordinance will have the accommodations to cover the expenses of adding capacity. Ms. Sims-Smierciak reported that the conversations with Schererville have already started. She explained that they are having proactive planning meetings with staff.

Mr. Nagle addressed the status of the Acorn lift station project, having received the permit last week. Ms. Sims-Smierciak asked about the anticipated expense. Mr. Nagle explained that the lift station is now at $350,000.00, as the original $225,000.00 was an early estimate. He added that when the bids are received, the numbers will better reflect the cost. Mr. Nagle explained that, the Board could decide against moving forward, however, the expenses to maintain the lift station will continue. Mr. Nagle reported that the Town Council, the Waterworks Board and the Sanitary District all need to approve the bidding process, and the need to pick a date to open the bids. Mr. Nagle proposed opening the bids on either July 17th or July 18th, the date of the regular Waterworks Board and Sanitary District meetings. If the Boards could make a recommendation at their meeting, it could be presented to the Town Council on July 26th. Mr. Nagle added that moving the openings to August, would place the project beyond the 2023 construction schedule, missing the opportunity to finish it this year. Mr. Nagle explained that the Town typically opens bids at the Town Council meetings, then waits a month to reward the bid. Mr. Nagle stated that they would strive for a 10:00 a.m. bid opening in a public meeting. Discussion about the bid opening continued. Mr. Nagle reported that they are going to work with the Clerk’s office for the advertisement. Mr. Schaefer asked about the scope of work to which Mr. Nagle responded that he would have it in a week.

B. Town Council Liaison – Mr. Pondinas had nothing to report.

C. Town Manager – Mr. Wiszowaty had no report.

PAYMENT OF BILLS:

A. Sanitary District Accounts Payable Voucher dated June 20, 2023 representing payment for payroll, purchases, supplies, equipment, services rendered to the Sanitary District in the amount of $35,950.20

Mr. Schaefer asked about the 2 invoices from Cender Dalton. Mr. Wiszowaty explained that those charges are for the continued disclosures for the bonds. Ms. Krull made a motion to approve the Sanitary District Accounts Payable Voucher in the amount of $35,950.20. Mr. Czarnik seconded the motion. Motion carried with 4 ayes and 0 nays.

B. Wastewater Accounts Payable Voucher dated June 20, 2023 representing payment for payroll, purchases, supplies, equipment, services rendered to the Wastewater Utility in the in the amount of $874,982.93

Mr. Czarnik made a motion to approve the Wastewater Accounts Payable in the amount of $874.982.93. Ms. Krull seconded the motion. Motion carried with 4 ayes and 0 nays.

PUBLIC COMMENT:

There was no public comment.

Mr. Czarnik asked if the Board could take action on the Budget next month, to which Ms. Sims-Smierciak responded they could.

Ms. Sims-Smierciak addressed the meeting schedule following the Water Board, and provided a suggestion to follow the Water Board for the first half of the year, then switch times to have the Water Board follow the Sanitary District meeting. She asked for suggestions.

ADJOURNMENT:

Mr. Czarnik made a motion to adjourn. Mr. Schaefer seconded the motion. The Sanitary District regular meeting was adjourned at 7:06 p.m.

Respectfully Submitted:

Anastasia Lowery, Recording Secretary
St. John Sanitary District

Approved This 18th Day of July, 2023:

___________________________________
Patricia Sims-Smierciak, Sanitary District President

CALL TO ORDER:

Ms. Sims-Smierciak called the St. John Sanitary District Regular Meeting to order at 6:00 p.m. on Tuesday, July 18, 2023.

PLEDGE OF ALLEGIANCE:

Ms. Sims-Smierciak led the Board Members and all present in the Pledge of Allegiance.

ROLL CALL:

Board Members present: Jim Czarnik, John Schaefer, and Patricia Sims-Smierciak, President

Board Members absent: Kim Krull

Also present: Wayne Pondinas, Town Council Liaison; Joseph Wiszowaty, Town Manager and Tom Nagle, Robinson Engineering

APPROVAL OF MINUTES:

1. June 20, 2023 Regular Meeting

Mr. Czarnik made a motion to approve the June 20, 2023 Regular Meeting Minutes. Mr. Schaefer seconded the motion. Motion carried with 3 ayes, 0 nays.

NEW/OLD BUSINESS:

A. Sewer and Landscape Credits Totaling $75.21

Mr. Schaefer made a motion to approve the Sewer and Landscape Credits Totaling $75.21. Mr. Czarnik seconded the motion. Motion carried with 3 ayes and 0 nays.

B. 2023 Wastewater Budget – Motion to approve Resolution No. SD2023-07-18 2023 Wastewater Utility Budget

Amber Nielsen, Baker Tilly, explained that they had made a few revisions to the report based on some of the comments from last month’s meeting. She referred to the revised report and described the changes. Ms. Nielsen suggested adopting the 2024 Budget early in the year. Mr. Wiszowaty added that the Town is currently working on the 2024 Budget and will include Baker Tilly on the Sanitary portion of the planning. Mr. Czarnik asked about a statement appearing on the report and requested an explanation. Ms. Nielsen provided the reasoning as mandated by the SCC to include the verbiage on the reports. Ms. Schaefer made motion to approve Resolution Number SD2023-07-18 Resolution of the Sanitary District Board setting the annual budget for 2023. Mr. Czarnik seconded the motion. Motion carried with 3 ayes and 0 nays.

C. Bid Recommendation for Acorn Lift Station Abandonment

Mr. Nagle reported that the bids were opened on July 17th at 10:00 am and there were three (3) bidders on the project, M&J Underground at $1,344,853.25, Grimmer Construction at $1,631,293.50 and Gatlin Plumbing and Heating at $1,650,000.00. The engineer’s estimate on the project was $1,350,000.00. Using the low bidder, M&J Construction, they broke up the water portion of $1,121,008.75 and the sewer portion of $223,844.50. The bid breakdown can be found in the final two (2) pages of the bid recommendation document and is based on actual pay items. He explained how they did their due diligence with M&J Underground and this contractor has not done work for St. John on the past. Robinson’s recommendation is to award the work to M&J Underground in the amount of $1,344,853.25, with the contingency that the Town Council does also. The Water Board awarded it with the contingency as well. Mr. Nagle reported that he has a Task Order for the design and the inspection on the project, but is not associated with the award. Mr. Nagle suggested a ground-breaking with the Sanitary Board, the Water Board and the Town Council present. Following the approval of the Town Council on July 26th, they would like to have a preconstruction meeting with the contractor on the following Friday after which they would provide a schedule and inform the residents via a mailed letter. They anticipate the project to be done before the winter. Mr. Czarnik made a motion to approve the Acorn Drive project award to M&J Underground contingent on approval of the Town Council. Mr. Schaefer seconded the motion. Motion carried with 3 ayes and 0 nays.

Mr. Nagle addressed the task order for not to exceed $25,000.00 for the construction inspection. The task order lists out the duties and the details. Ms. Sims-Smierciak asked to have it on next month’s meeting agenda for approval.

REPORTS AND CORRESPONDENCE:

A. Robinson Engineering
B. Town Council Liaison
C. Town Manager

PAYMENT OF BILLS:

A. Sanitary District Accounts Payable Voucher dated July 18, 2023 representing payment for payroll, purchases, supplies, equipment, services rendered to the Sanitary District in the amount of $30,574.94

B. Wastewater Accounts Payable Voucher dated July 18, 2023 representing payment for payroll, purchases, supplies, equipment, services rendered to the Wastewater Utility in the in the amount of $402,908.38

PUBLIC COMMENT:

There was no public comment.

ADJOURNMENT:

Mr. Czarnik made a motion to adjourn. Mr. Schaefer seconded the motion. The Sanitary District regular meeting was adjourned at 6:36 p.m.

Respectfully Submitted:

Anastasia Lowery, Recording Secretary
St. John Sanitary District

Approved This 15th Day of August, 2023:

___________________________________
Patricia Sims-Smierciak, Sanitary District President

CALL TO ORDER:

Ms. Sims-Smierciak called the St. John Sanitary District Regular Meeting to order at 5:35 p.m. on Tuesday, August 15, 2023.

PLEDGE OF ALLEGIANCE:

Ms. Sims-Smierciak led the Board Members and all present in the Pledge of Allegiance.

ROLL CALL:

Board Members present: Jim Czarnik, Kim Krull, John Schaefer, and Patricia Sims-Smierciak, President

Also present: Wayne Pondinas, Town Council Liaison; Joseph Wiszowaty, Town Manager and Tom Nagle, Robinson Engineering

APPROVAL OF MINUTES:

1. July 18, 2023 Regular Meeting

Mr. Schaefer made a motion to approve the July 18, 2023 Regular Meeting Minutes. Mr. Czarnik seconded the motion. Motion carried with 4 ayes, 0 nays.

NEW/OLD BUSINESS:

A. 2023 Wastewater Budget

Mr. Schaefer asked about the spreadsheet to be managed by the Town Manager. Mr. Wiszowaty responded that Amber provided the current expenses, in budget to actual from January through the end of July. The Clerk-Treasurer’s office provides a copy of the report every month. Baker Tilly will provide this on a monthly basis.

B. Robinson Task Order 23-01 Acorn Lift Station Abandonment

1. Approval of Task Order 23-01 for $25,000.00
   
   Mr. Czarnik made a motion to approve Task Order 23-01. Ms. Krull seconded the motion. Motion carried with 4 ayes and 0 nays.
2. Approval of Invoice No. 23070491 for Task Order 23-01 for $25,000.00
   
   Mr. Czarnik asked about the details that are not included on the invoice. Mr. Nagle responded that, when originally presented with the task, it was determined that it would not exceed $25,000.00, however, in actuality, they are over $26,000.00. Ms. Sims-Smierciak asked for a break down on any future invoices. Mr. Czarnik made a motion to approve Invoice No. 23070491 for $25,000.00. Mr. Schaefer asked about the process with invoices on the docket. Mr. Wiszowaty explained that upon the approval of the Board the invoice will appear on a subsequent docket. Ms. Krull seconded the motion. Motion carried with 4 ayes and 0 nays.

REPORTS AND CORRESPONDENCE:

A. Robinson Engineering – Tom Nagle reported that he has been working with Schererville on the wastewater treatment capacity and provided some history dating back to before 2016. He explained that the Town would like to get capacity to the current buildout population capacity of 35,000. In working with the Town of Schererville, they agreed to give the Town of St. John 10% additional capacity to get to the Master Plan’s population of 35,000. Schererville’s accounting team is working on the cost and when that number becomes available, it would be applied to the future developments in the Town. Currently, the Town population is about 21,000 and the wastewater treatment capacity is at 26,000. The plan is to get this in place so that developers can be notified for consideration. Mr. Wiszowaty added that the Town will also need to create legislation with the Plan Commission for amending the subdivision control ordinances in order to have the regulations in place for the developments. Discussion on the status of development ensued. Mr. Nagle addressed the million gallons per day (mgd) rates and how it will affect the sewage based on the location of new development, mainly south of US-231. Mr. Nagle reported that the Acorn Lift Station Abandonment project will be starting at about the fourth week of August. He added that there is a resident informational kickoff scheduled tomorrow evening at 6:00 pm on Acorn Court. He reported that the contractor, Robinson, and Public Works will be there and invited the Board members to attend. They will have a table setup with a set of plans. The contractor will have their equipment and type of uniform for identification. Mr. Nagle does not anticipate much by way of water shut-off occurrences. Ms. Sims-Smierciak asked how many homes are impacted by this project. Mr. Nagle responded that there are approximately 30 homes. Mr. Schaefer asked if there are any minutes or summary reports from the meetings with Schererville or other meetings. Mr. Nagle responded that he could produce some minutes from the first meeting with Schererville. Ms. Sims-Smierciak asked if the Board could receive an informal synopsis of the meetings going forward. B. Town Council Liaison – Mr. Pondinas reported that the Vac Truck is on order. He will confirm, though. C. Town Manager – Mr. Wiszowaty provided an update on the W. 93rd Avenue project. They completed the water main project, but have to run the main on the south end under US-41. They are in the process of getting the concrete curbing, drive-way and sidewalk on the north end of W. 93rd. Once the paving is done, they will switch to the south side of the road. The project should be done at the end of November or December. Mr. Schaefer recalled discussion about information on the Vac Truck with regards to cost coming back to the Board. Discussion on the final price continued. The use of ARPA funds was discussed. Other Public Works vehicle purchases were discussed. Mr. Schaefer referred to the Cash Flow report provided by Baker Tilly and if enough was not accounted for in the report, the Board should request ARPA funds from the Town Council to make up the difference. Ms. Sim-Smierciak requested better communication on the truck issue. Mr. Wiszowaty stated that Sourcewell has a contract for the truck. The Sourcewell system was explained. The option of purchase to lease was discussed.

PAYMENT OF BILLS:

A. Sanitary District Accounts Payable Voucher dated August 15, 2023 representing payment for payroll, purchases, supplies, equipment, services rendered to the Sanitary District in the amount of $23,566.69

Ms. Krull made a motion to approve the Sanitary District Accounts Payable Voucher in the amount of $23,566.69. Mr. Schaefer asked about a Haas and Associates charge for data search on Lift Station One. Mr. Nagle responded that Robinson Engineering requested their design summary of Lift Station One. Mr. Schaefer asked about the charge for Lake County Surveyor for $1300.00. Mr. Nagle responded that the Lake County Drainage Board has to review crossing Bull Run Creek. Mr. Czarnik seconded the motion. Motion carried with 4 ayes and 0 nays.

B. Wastewater Accounts Payable Voucher dated August 15, 2023 representing payment for payroll, purchases, supplies, equipment, services rendered to the Wastewater Utility in the in the amount of $305,718.32

Mr. Schaefer made a motion to approve the Wastewater Accounts Payable Voucher in the amount of $305,718.32. Mr. Czarnik seconded the motion. Motion carried with 4 ayes and 0 nays.

PUBLIC COMMENT:

There was no public comment.

ADJOURNMENT:

Ms. Krull made a motion to adjourn. Mr. Schaefer seconded the motion. The Sanitary District regular meeting was adjourned at 6:08 p.m.

Respectfully Submitted:

Anastasia Lowery, Recording Secretary
St. John Sanitary District

Approved This 17th Day of October, 2023:

___________________________________
Patricia Sims-Smierciak, Sanitary District President