Michael S. Forbes | Greg Volk |
Christian Jorgensen | Stephen Kil, Town Manager |
Mr. Forbes nominated Greg Volk for the position of president. Mr. Jorgensen seconded the motion. The motion was carried by voice vote (3/0). Ayes --- all. Nays --- none.
Mr. Volk noted the next position up for nomination is for vice-president. Mr. Volk nominated Mr. Forbes for the position of vice-president. Mr. Forbes seconded the nomination. The motion was carried by voice vote (3/0). Ayes --- all. Nays --- none.
Mr. Volk stated he would hear a motion. Mr. Forbes made a motion to approve the December 17, 2015, Waterworks Board meeting minutes. Mr. Volk seconded the motion. The motion was carried by voice vote (2/0/1). Ayes --- all. Nays --- none. Mr. Jorgensen abstained.
Mr. Volk stated that he would entertain a motion to approve the financial services agreement with Cender & Company. Mr. Forbes made a motion to approve the professional services agreement with Cender & Company. Mr. Jorgensen seconded the motion. The motion was carried by voice vote (3/0). Ayes --- all. Nays --- none.
Mr. Kil informed the Board that a recommendation and cost estimate has been received related to the 2016 Waterworks project. He stated this project is for the replacement of approximately 1410 feet of 12-inch water main located at 101st Avenue US Route 41. Mr. Kil stated that that there has been a lot of trouble with this portion along the east side of the road. He stated that there have been many road and lane closures on Route 41 due to this water main.
Mr. Kil stated that the engineer's estimated cost for this project is approximately $295,000.00. He stated that the project must be bid. Mr. Kil stated if the Board authorizes this project, he will proceed in setting up the bid process.
Mr. Volk asked for a motion on the 2016 Waterworks project. Mr. Forbes made a motion to authorize the 2016 Waterworks project and ready it for bid. Mr. Volk seconded the motion. The motion was carried by voice vote (3/0). Ayes --- all. Nays --- none.
Mr. Volk stated he would entertain a motion to authorize payment of the Waterworks bills in the amount $425,724.58. Mr. Forbes asked if there were any amendments to the bill docket. Mr. Kil stated that for all of the accounts payable tonight a couple of bills were added.
(General discussion ensued.)
Mr. Forbes made a motion to authorize payment for the amended docket in the amount of $426,262.18, as described. Mr. Volk seconded the motion. The motion was carried by voice vote (3/0). Ayes --- all. Nays --- none.
Respectfully submitted:
Beth R. Hernandez, Clerk-Treasurer
Michael S. Forbes | Greg Volk |
Christian Jorgensen | Stephen Kil, Town Manager |
Mr. Forbes made a motion to defer the meeting minutes. Mr. Jorgensen seconded the motion. The motion was carried by voice vote (3/0). Ayes --- all. Nays --- none.
Mr. Forbes noted that these were two separate dockets. Mr. Volk acknowledged there were two separate dockets.
Mr. Volk stated he would entertain a motion to authorize payment of the bills. Mr. Forbes made a motion to approve payment of the Water District APVs in the amount of $18,463.22 and the Water Utility APVs in the amount of $492,799.25. Mr. Jorgensen seconded the motion. Motion was carried unanimously by voice vote (3/0). Ayes---all. Nays---none.
Joe Hero, 11723 South Oak Ridge Drive
Mr. Hero noted the agenda reflects “payment of the bills.” He stated if one goes to Schererville and looks at how things are done there, there is a line item for every bill that’s to be paid. Mr. Hero stated if there is to be transparency of what’s going on with money for this Board there should be, at least, a list of the bills, or a line item for each bill.
Mr. Hero asked the Board, “in the interest of transparency” to use a format other than “payment of the bills” which is too generic. He stated, if he wants to come in and ask for a public record of a certain bill to check the legitimacy of that bill, the Town’s format is too general of a statement. Mr. Hero stated the line item format would enable the citizens to see how the money is being spent. Mr. Hero reiterated that the line item format is used in Schererville “And that’s how real transparency should be so people can monitor the money that’s being spent.”
Mr. Forbes commented, for the record, he is now looking at a payment voucher from the Clerk-Treasurer’s office and this document lists every bill that was just approved for the Water and Utility Districts, referenced by start to finish check numbers. Mr. Forbes stated if anyone ever has any questions related to bill payments, they can go into the Clerk’s Office and obtain a copy of the docket.
Mr. Volk called for additional public comment. There was no further public comment. Mr. Volk closed the floor to public comment.
Respectfully submitted:
Beth R. Hernandez, Clerk-Treasurer
Michael S. Forbes | Greg Volk |
Christian Jorgensen | Stephen Kil, Town Manager |
Mr. Forbes made a motion to approve the meeting minutes. Mr. Volk seconded the motion. The motion was carried by voice vote (2/0). Ayes --- all. Nays --- none.
Mr. Volk directed Attorney Austgen to begin the bid opening.
Attorney Austgen stated that the Proofs of Publication of Notice to Bidders are evident in both The Times and the Post-Tribune. The notices were published two times in each March 4 and March 11, 2016, editions of the aforementioned newspapers. Attorney Austgen noted that the notices were published timely and consistent with applicable law.
Attorney Austgen opened the first bid from Metro Excavating Corporation, Cedar Lake, Indiana. He noted the bid form was present, executed and notarized. The total base bid on Items One through Thirteen: $149,100.00. A bid bond for ten percent of the amount bid was present. Form 96 was present and executed, an oath affirmation was present for the same amount of $149,100.00, a non-collusion affidavit was also included. E-verify affidavit, Iranian certification and financial data were also enclosed.
Attorney Austgen opened the second bid from LGS Plumbing, Incorporated, He noted the bid form was present. Total base bid, (executed) Items One through Thirteen: $191,535.52. Total optional Alternate A costs, Items One through Fourteen: $211,122.62. Bid bond ten present of the amount was present. Form 96 is present and includes the base amount: $191.535.52. An executed non-collusion affidavit included, an oath affirmation present, executed and notarized. E-verify enrollment is included with affidavit and notarization present. Iranian certification is present along with an information booklet and various information on the company.
Attorney Austgen opened the third bid Rex Construction Company, Incorporated, Schererville, Indiana. He noted the bid form was present. Total base bid, Items One through Thirteen: $199,870.00. Option A, Items One through Fourteen: $216,170.00. Executed bid. Bid bond present in ten percent of the amount bid. Form 96 is present. Oath affirmation and non-collusion affidavit are executed and notarized. E-verify enrollment is present with affidavit. Iranian certification is present. Notices are present, and financial information on the company is enclosed.
Attorney Austgen opened the fourth bid from R&R Sewer, Water & Excavating, Incorporated, Crete, Illinois. He noted the executed bid form was present. Bid bond present for ten percent of the amount bid. Total base bid One through Thirteen: $212,771.17. Option A: One through Fourteen: $254,993.98. Bid form is present. Form 96 is present. Financial data is present. Oath affirmation and non-collusion affidavit are executed and notarized. E-Verify is present with affidavit of compliance. Vendor’s consultant certifications and various certification documents were included.
Attorney Austgen opened the fifth bid from B&D Service & Backhoe Service, Schererville, Indiana. Bid form is present. Total base bid Items One through Thirteen: $165,123.00. Total optional alternate Items One through Fourteen: $170,840.00, executed and witnessed. Bid bond in the amount of ten percent present. Form 96 is present and verifies the base bid. Both affirmation and non-collusion affidavit are executed and notarized. E-verify enrollment agreement with affidavit are present. Notice of nondiscrimination documents present and various financial documents are present. Iranian certification is present.
Attorney Austgen opened the sixth bid from Grimmer Construction, Incorporated, Highland, Indiana. Bid form present. Total base bid Items One through Thirteen: $161,816.00. Option A: Items One through Fourteen, $195,306.00, an executed bid. E-verify enrollment agreement and affidavit are present, executed and notarized. Iranian certification present. Form 96 is present along with various certifications. Oath affirmation and non-collusion affidavit are executed and notarized. Bid bond ten percent of the amount bid is present. Various company documentation concerning qualifications are present. Financial information is included.
Attorney Austgen noted that Gough, Incorporated, is the seventh and final bid. Bid form is present. Total base bid Items One through Thirteen: $154,207.01, Option A: One through Fourteen: $174,392.75, an executed and attested bid. Bid bond ten percent of the amount bid is present. Form 96 is present. Executed oath affirmation and non-collusion affidavit, notarized, is present. E-verify enrollment agreement affidavit of compliance is present, executed and notarized, Iranian certification executed, various certificates present. Financials present.
Mr. Volk stated that he would entertain a motion to take the bids under advisement. Mr. Forbes, “I’ll make that motion.” Mr. Volk seconded the motion. The motion was carried (2/0). Ayes --- all. Nays --- none
Mr. Forbes made a motion to authorize payment of the Water Utility APVs and the Water District APVs for the total amount of $224,070.01. Mr. Volk seconded the motion. The motion was carried (2/0). Ayes --- all. Nays --- none.
Respectfully submitted:
Beth R. Hernandez, Clerk-Treasurer
Michael S. Forbes | Greg Volk |
Christian Jorgensen | Stephen Kil, Town Manager |
Mr. Volk asked for a motion on the minutes of February 25, 2016. Mr. Forbes made a motion to approve the February meeting minutes. “So moved,” by Mr. Jorgensen. Mr. Forbes seconded the motion. The motion was carried by voice vote (3/0). Ayes --- all. Nays --- none.
(General discussion ensued.)
Mr. Forbes stated if there were no other questions, he would make a motion to accept the bid of Metro Excavating Corporation based upon the recommendation of staff and the Town’s engineer. Mr. Jorgensen seconded the motion. The motion was unanimously carried by voice vote (3/0). Ayes --- all. Nays --- none.
Mr. Kil stated a letter was received from Mr. Steve Gard, water superintendent of the Town of Fremont. Mr. Kil stated that Fremont is located in the far northeast corner of the state near the Ohio border. He stated that Fremont is requesting that the Town donate to them their “Fast Track It” device for reading water meters. Mr. Kil explained that the Town is no longer in need of this device, and the device is currently sitting in the IT director’s office collecting dust.
Mr. Kil stated that Fremont is not able to fully utilize their software without the Fast Track It device. He reiterated that the device is not needed anymore. Mr. Kil stated if the Board deemed it appropriate, a motion to donate the Fast Track It device to the Town of Fremont would be in order.
(General discussion ensued.)
Mr. Forbes made a motion to donate the Fast Track It device to the Town of Fremont. Mr. Jorgensen seconded the motion. The motion was unanimously carried by voice vote (3/0). Ayes --- all. Nays --- none.
Mr. Volk stated he would entertain a motion. Mr. Forbes made a motion to authorize payment of the Water Utility APVs and the Water District APVs for the total amount of $302,604.07. Mr. Jorgensen seconded the motion. The motion was carried (3/0). Ayes --- all. Nays --- none.
Joe Hero, 11723 South Oak Ridge Drive:
Mr. Hero stated that he would like the Clerk-Treasurer list what bills are being paid so the residents can ascertain who the contractors are and who is getting paid.
Mr. Volk called for additional public comment. Mr. Volk closed the floor to public comment.
Respectfully submitted:
Beth R. Hernandez, Clerk-Treasurer
Michael S. Forbes | Greg Volk |
Christian Jorgensen | Stephen Kil, Town Manager |
Mr. Volk stated he would entertain a motion to authorize payment of the bills. Mr. Forbes made a motion to authorize payment of those bills. Mr. Jorgensen seconded the motion. Motion was carried unanimously by voice vote (3/0). Ayes---all. Nays---none.
Respectfully submitted:
Beth R. Hernandez, Clerk-Treasurer
Michael S. Forbes | Greg Volk |
Christian Jorgensen | Stephen Kil, Town Manager |
Mr. Volk asked Mr. Kil if he would like to go over this. Mr. Kil stated that this was a fund that, in essence, we could transfer money into from the operating fund into the reserve fund. Then, that would facilitate the next item that is going to be on the agenda, which would be the loan. That is the purpose of it according to our Bond Council. Mr. Austgen can weigh in if there is anything else.
Mr. Austgen stated that will cover the legal requirements for the contemplated transaction. Mr. Volk asked for any questions. Hearing none, Mr. Volk stated that he would entertain a motion. Mr. Forbes made a motion to approve resolution No. 2016-06-23 WW. Mr. Jorgensen seconded the motion. The motion was carried by voice vote (3/0). Ayes --- all. Nays --- none.
Mr. Volk stated that this was a loan towards the lift station and the work that is going to be done. Mr. Kil said that was absolutely accurate. Mr. Kil added that it is a loan from the water to the sewer. It is an internal loan. Mr. Volk asked if there were any questions. There were no questions. Mr. Volk said he would like to entertain a motion to approve this resolution. Mr. Jorgensen made a motion to approve resolution No. 2016-06-23A WW. Mr. Forbes seconded that motion. The motion was carried by voice vote (3/0). Ayes --- all. Nays --- none.
Mr. Volk said that he would let Mr. Kil explain. Mr. Kil continued and stated that we received a draw from the state. It is similar to a loan. It is an excess levy draw. It turns out that we need to establish rainy day funds in all of our taxes. The sanitary, water, and the general fund all need a rainy day fund, so we have a place to deposit these monies into. This is why we are establishing this fund. It’s a draw from the state we received.
Mr. Volk stated that if there are no questions he would entertain a motion. Mr. Jorgensen stated that he would make a motion to approve resolution No. 2016-06-23B WW. Mr. Forbes seconded that motion. The motion was carried by voice vote (3/0). Ayes --- all. Nays --- none.
Joe Hero 11723 South Oakridge Drive:
Mr. Hero asked why we are loaning money from the water works to the sewage works. Mr.Hero stated that it is his opinion that if there is excess money in the water works that means we are overpaying for our water. If there is an excess there it should be refunded back to the taxpayers. Mr. Hero asked for an explanation of why we are doing that. If there is an excess there so that we can loan money to the other entity, shouldn’t that be refunded that we are overcharging for water? Mr. Hero also asked if the new green pipeline on U.S. 41, roughly across from the Tractor Supply, is a new waterline. If so, what is the purpose of the waterline?
(General discussion ensued.)
Mr. Kil answered that we did put a waterline on Route 41 that would be on the east side of the road from somewhere in the vicinity of Tractor Supply in front of Ravenswood. It was to replace an old main that we had a break in countless times over the winter and the past years. It was a maintenance issue, so we just replaced the line. Mr. Kil stated that as far as the loan from water to sewer; we have been contemplating the Lift Station Project for some time. So, the fact that we have a little bit of excess money in the water that we can loan to the utility means that we don’t have to go out and get a loan. We can simply loan ourselves our own money. This helps out the utilities as a whole. When you look at utilities, you look at water and sewer utility in tandem. Every house has both. Mr. Kil stated that we are fortunate to be able to do that.
Mr. Austgen noted to Mr. Volk that this is based on the advice and counsel of our financial consultants and our bond council, as they assessed our situation going forward on the Lift Station #1 and the Water/Utility finances.
(The meeting adjourned at 7:10 p.m.)
Respectfully submitted:
Beth R. Hernandez, Clerk-Treasurer
Michael S. Forbes | Greg Volk |
Christian Jorgensen | Stephen Kil, Town Manager |
(The meeting adjourned at 7:06 p.m.)
Respectfully submitted:
Beth R. Hernandez, Clerk-Treasurer
Michael S. Forbes | Greg Volk |
Christian Jorgensen | Stephen Kil, Town Manager |
(The meeting adjourned at 7:05 p.m.)
Respectfully submitted:
Beth R. Hernandez, Clerk-Treasurer
Michael S. Forbes | Greg Volk |
Christian Jorgensen | Stephen Kil, Town Manager |
Mr. Volk made a motion to approve the minutes. “So Moved,” by Mr. Jorgensen. Mr.Forbes seconded the motion. The motion was carried by voice vote (3/0). Ayes --- all. Nays --- none.
Mr. Kil explained that this is the first step to the re-financing of the 2007 and 2009 Water Bonds. The market is in great shape right now. The Town’s financial advisor, Mr. Cender, is in the audience to answer any specifics. In terms of talking with Mr. Cender and the Town’s underwriter out of Chicago, they have recommended strongly that the Board proceed at this time.
Mr. Kil asked Mr. Cender if he would like to give a brief explanation of exactly the initial steps.
Mr. Cender explained that the approval of this Resolution authorizes moving forward. Then, after the Town Council meeting, there is a bond ordinance that really lays out the terms of the proposed ordinance, the re-finance of all, or a portion of, the 2007 and 2009 Water Revenue Bonds. This is all for a purpose of saving money. It is not for doing any projects. The savings are projected somewhere between $200,000-$230,000 for the valued savings over the remaining life of these bonds. That would be about 5-6% of the refunded amount. So, as a rule of thumb, if it is around 3% or more, they like to recommend to their clients to refinance. Any bit of savings helps the user rate-payers for the Town. This resolution is to start the process, and we would want to jump into the market before rates start to rise. Mr. Cender said that he would be happy to answer any questions.
Mr. Volk asked if that recommendation was to move now. Mr. Cender said that, if possible, they would like to close before the end of the year.
Mr. Volk asked Mr. Austgen for any comments. Mr. Austgen said that he would identify a couple of specifics, approximately 4.7 million is still outstanding to be repaid on the bond issues that exist. This is proposing, not to exceed 4.99 million, and refunding bonds at an interest rate not to exceed 4.5%. Mr. Austgen agreed with Mr. Cender on the benefits and the downward pressure it will put on the customer-rates.
Mr. Volk asked for any questions. Hearing none, Mr. Volk stated that he would entertain a motion. Mr. Jorgensen made a motion to adopt this resolution. Mr. Forbes seconded. The motion was carried by voice vote (3/0). Ayes --- all. Nays --- none.
Mr. Volk asked if there were any questions on this. Hearing none, Mr. Volk stated he would entertain a motion to authorize payment of the bills. Mr. Forbes made a motion to approve. Mr. Jorgensen seconded the motion. Motion was carried unanimously by voice vote (3/0). Ayes---all. Nays---none.
(The meeting adjourned at 7:19 p.m.)
Respectfully submitted:
Beth R. Hernandez, Clerk-Treasurer
Michael S. Forbes | Greg Volk |
Christian Jorgensen | Stephen Kil, Town Manager |
Mr. Forbes stated that he would make a motion to accept the September 22, 2016 meeting minutes. Mr. Jorgensen seconded the motion. The motion was carried by voice vote (3/0). Ayes --- all. Nays --- none.
(General Discussion Ensued.)
Mr. Volk asked if there were any questions on this. Hearing none, Mr. Volk stated he would entertain a motion to authorize payment of the bills. Mr. Forbes made a motion to authorize the payment of the bills. Mr. Jorgensen seconded the motion. Motion was carried unanimously by voice vote (3/0). Ayes---all. Nays---none.
(The meeting adjourned at 7:20 p.m.)
Respectfully submitted:
Beth R. Hernandez, Clerk-Treasurer
Michael S. Forbes | Greg Volk |
Christian Jorgensen | Stephen Kil, Town Manager |
Mr. Volk said that the Board members should have a bid in front of them. He noted that Peerless Midwest has done our wells in the past, and also other studies that we have had done. So, Mr. Kil is asking for a motion not to exceed $106,000.00 for this project.
Mr. Forbes asked if this well site is on the east-side of Town. Mr. Kil responded that this well is on the east-side of Town and will utilize the current Water Treatment Plant at The Gates. Mr. Kil reminded the Board members that we did drill a test well on the west-side of Town, and it did fail. We know that we have great water. We have a lot of fractures on the east-side of Town. The upside of that is that we will get the gallon-age we need, and we won’t have to build a treatment facility to do that.
During the next well, we will hopefully be looking at the west-side of Town. Mr. Kil said that he will keep the Board advised on how that goes.
Mr. Volk asked if the $106,000.00 is worst case scenario. Mr. Volk said that to his knowledge there are several different components to this with several different scenarios that could happen. Mr. Kil said that is why that number is not to exceed.
Mr. Volk asked what Mr. Kil’s guess is of what it should run or what it might run. Mr. Kil said that he thinks it will be somewhere in the neighborhood of about ninety thousand for a sixteen-inch well. Ninety to one-hundred thousand. One hundred and six thousand is worst case. Mr. Volk said okay, the numbers are in front of them.
(General Discussion Ensued.)
Mr. Jorgensen stated that he would make a motion to approve the proposal for Peerless Midwest not to exceed $106,000.00. Mr. Forbes seconded the motion. Motion was carried unanimously by voice vote (3/0). Ayes---all. Nays---none.
(The meeting adjourned at 7:12 p.m.)
Respectfully submitted:
Beth R. Hernandez, Clerk-Treasurer
Michael S. Forbes | Greg Volk |
Christian Jorgensen | Stephen Kil, Town Manager |
Hearing none, Mr. Volk stated he would entertain a motion to authorize payment of the bills. Mr. Forbes made a motion to approve. Mr. Jorgensen seconded the motion. Motion was carried unanimously by voice vote (3/0). Ayes---all. Nays---none.
(The meeting adjourned at 7:02 p.m.)
Respectfully submitted:
Beth R. Hernandez, Clerk-Treasurer