Also present: Wayne Pondinas, Town Council Liaison, Joseph Wiszowaty, Town Manager, and Tom Nagle, Robinson Engineering
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.
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.
Respectfully Submitted:
Anastasia Lowery, Recording Secretary
St. John Sanitary District
Approved This 21st Day of February, 2023:
___________________________________
Patricia Sims-Smierciak, Sanitary District President
Board Members absent: John Kennedy, Patricia Sims-Smierciak
Also present: Joe Wiszowaty, Town Manager; Wayne Pondinas, Town Council Liaison
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.
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
Board Members absent: Patricia Sims-Smierciak, John Kennedy
Also present: Wayne Pondinas, Town Council Liaison and Joseph Wiszowaty, Town Manager
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.
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.
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.
Respectfully Submitted:
Anastasia Lowery, Recording Secretary
St. John Sanitary District
Approved This 21st Day of March, 2023:
___________________________________
Patricia Sims-Smierciak, Sanitary District President
Board Members absent: John Kennedy
Also present: Wayne Pondinas, Town Council Liaison and Joseph Wiszowaty, Town Manager
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.
Respectfully Submitted:
Anastasia Lowery, Recording Secretary
St. John Sanitary District
Approved This 18th Day of April, 2023:
___________________________________
Patricia Sims-Smierciak, Sanitary District President
Also present: Wayne Pondinas, Town Council Liaison and Joseph Wiszowaty, Town Manager
Ms. Sims-Smierciak reported that Baker Tilly will be asked to attend the meeting next month.
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.
Respectfully Submitted:
Anastasia Lowery, Recording Secretary
St. John Sanitary District
Approved This 16th Day of May, 2023:
___________________________________
Patricia Sims-Smierciak, Sanitary District President
Board Member absent: Jim Czarnik
Also present: Wayne Pondinas, Town Council Liaison; Joseph Wiszowaty, Town Manager and Tom Nagle, Robinson Engineering
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.
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.
Respectfully Submitted:
Anastasia Lowery, Recording Secretary
St. John Sanitary District
Approved This 20th Day of June, 2023:
___________________________________
Patricia Sims-Smierciak, Sanitary District President
Also present: Wayne Pondinas, Town Council Liaison; Joseph Wiszowaty, Town Manager and Tom Nagle, Robinson Engineering
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.
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.
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.
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.
Respectfully Submitted:
Anastasia Lowery, Recording Secretary
St. John Sanitary District
Approved This 18th Day of July, 2023:
___________________________________
Patricia Sims-Smierciak, Sanitary District President
Board Members absent: Kim Krull
Also present: Wayne Pondinas, Town Council Liaison; Joseph Wiszowaty, Town Manager and Tom Nagle, Robinson Engineering
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.
A. Robinson Engineering
B. Town Council Liaison
C. Town Manager
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
Respectfully Submitted:
Anastasia Lowery, Recording Secretary
St. John Sanitary District
Approved This 15th Day of August, 2023:
___________________________________
Patricia Sims-Smierciak, Sanitary District President
Also present: Wayne Pondinas, Town Council Liaison; Joseph Wiszowaty, Town Manager and Tom Nagle, Robinson Engineering
Respectfully Submitted:
Anastasia Lowery, Recording Secretary
St. John Sanitary District
Approved This 17th Day of October, 2023:
___________________________________
Patricia Sims-Smierciak, Sanitary District President