CALL TO ORDER:

Mr. Gembala called the St. John Waterworks Board Regular Meeting to order at 5:05 p.m. on Tuesday, January 17, 2023.

ROLL CALL:

Board Members present: Jim Czarnik, Joan McInerney, and Ken Gembala

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

ELECTION OF OFFICERS:

Mr. Czarnik nominated Ken Gembala for President. Ms. McInerney seconded the motion. Motion carried with 3 ayes and 0 nays.

Mr. Czarnik nominated Joan McInerney for Vice-President. Mr. Gembala seconded the motion. Motion carried with 3 ayes and 0 nays.

APPROVAL OF MINUTES:

Ms. McInerney made a motion to approve the December 20, 2022, Regular Meeting Minutes as presented. Mr. Czarnik seconded the motion. The motion carried with 3 ayes and 0 nays.

NEW BUSINESS:

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

Mr. Wiszowaty explained that the Town Attorney would represent the Water District. Mr. Czarnik made a motion to terminate Professional Service Agreement with Attorney Angela Jones and direct the Town Manager to send notice of the same. Ms. McInerney seconded the motion. Motion carried with 3 ayes and 0 nays.

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

Mr. Czarnik made a motion to approve a Professional Service Agreement with Cender Dalton to serve as the Financial Advisor for the Water District for 2023. Ms. McInerney seconded the motion. Motion carried with 3 ayes and 0 nays.

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

Ms. McInerney made a motion to approve a Professional Service Agreement with Robinson Engineering, Ltd. to serve as Engineers for the Water District for 2023. Mr. Czarnik seconded the motion. Motion carried with 3 ayes and 0 nays.

D. Motion to approve Peerless Midwest, Inc. Request to Purchase in the amount of $155,972.00

Mr. Wiszowaty reported that this is for Well 9. Mr. Pondinas explained the amount difference from the original purchase price and eventually, the production increased in that well. Ms. McInerney made a motion to approve Peerless Midwest, Inc. Request to Purchase in the amount of $155,972.00. Mr. Czarnik seconded the motion. Motion carried with 3 ayes and 0 nays.

E. Motion to approve water utility write-off in the amount of $297.17

Mr. Czarnik made a motion to approve the water utility write-off in the amount of $297.17. Ms. McInerney seconded the motion. Motion carried with 3 ayes and 0 nays.

OLD BUSINESS:

Mr. Nagle reported they have seven (7) projects they are working on:

1. The Acorn project design is done and sent to IDEM for permit. They are ahead of schedule on it.
2. The computerized hydraulic model is about 50% done and plan to be done around May 1st.
3. Wells 7, 8 and 9 pilot studies are in progress, with an issue on Well 9 as the ground is not frozen.
4. Wells 8 and 9 well house is moving forward with the design.
5. They’ve reviewed the SCADA contract and have a meeting with the contractor.

Mr. Gembala mentioned about posting the Acorn project progress on the website. Mr. Dravet responded that the project is still in the permit phase so there is nothing yet to report. Mr. Wiszowaty stated that the office will send letters to the residents affected. Mr. Nagle added that the idea of holding an open house for the residents once the contractor is selected.

Mr. Pondinas added a few additional updates with the SCADA system, Lift Station One, and the Gates Treatment Plant.

PAYMENT OF BILLS:

A. Water Utility Docket in the amount of $517,640.11

Mr. Czarnik made a motion to approve the Water Utility Docket in the amount of $517,640.11. Ms. McInerney seconded the motion. Motion carried with 3 ayes and 0 nays.

B. Water District Docket in the amount of $17,737.97

Mr. Czarnik made a motion to approve the Water District Docket in the amount of $17,737.97. Ms. McInerney seconded the motion. Motion carried with 3 ayes and 0 nays.

PUBLIC COMMENT:

There was no public comment.

Ms. McInerney asked what the process would be to establish the round-table meeting. Mr. Nagle suggested having it in the afternoon so that Public Works could participate. Mr. Wiszowaty added that since it would be a Study Session, it would require at least 48 hours for notice. Mr. Wiszowaty offered to coordinate the schedule for the Board. Mr. Nagle suggested discussion on the Acorn project be addressed at the Study Session first and invite the residents to attend.

ADJOURNMENT:

Mr. Czarnik made a motion to adjourn the meeting at 5:30 p.m. Ms. McInerney seconded the motion. The motion carried by a unanimous vote of 3-0.

Respectfully Submitted:

Anastasia Lowery, Recording Secretary
St. John Waterworks Board

Approved This 21st Day of February, 2023:

___________________________________
Ken Gembala, Waterworks Board 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:

Mr. Gembala called the St. John Waterworks Board Regular Meeting to order at 5:00 p.m. on Tuesday, February 21, 2023.

ROLL CALL:

Board Members present: Jim Czarnik, Joan McInerney, and Ken Gembala Also present: Joe Wiszowaty, Town Manager; Wayne Pondinas, Town Council Liaison, and Tom Nagle, Robinson Engineering.

APPROVAL OF MINUTES:

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

NEW BUSINESS:

1. Motion to waive the $126.11 in water penalties assessed in January on all Lake Central High School Corporation accounts. Ms. McInerney made a motion to waive the Lake Central High School Corporation penalties in the amount of $126.11. Mr. Czarnik seconded the motion. Motion carried with 3 ayes and 0 nays.

OLD BUSINESS:

REPORTS AND CORRESPONDENCE:

Wayne Pondinas, Town Liaison: Mr. Pondinas reported that he received estimates to clean the water towers. Mr. Pondinas reported that the SCADA system just about complete. Ms. McInerney referred to the review completed by Robinson show some gap areas that need to be done. Mr. Wiszowaty added that having Matt Austgen at a meeting would be helpful. Ms. McInerney read off a list of the incomplete gaps as identified by Robinson. Discussion about the retention of payment ensued. Ms. McInerney questioned the 10 year Verizon contract for $70,000 and asked that it be further investigated as well as the cloud storage. A discussion about the Verizon contract ensued. Mr. Dravet suggested the Town not prepay for the cellular and bring it back to the Town to process month to month. Mr. Wiszowaty added that the Town could possibly get the $70,000 credited.

PAYMENT OF BILLS:

A. Water Utility Docket in the amount of $1,502,001.75

Mr. Czarnik questioned some of the items on the Docket. Ms. McInerney requested a bond schedule. Mr. Czarnik made a motion to approve the Water Utility Docket in the amount of $1,502,001.75. Ms. McInerney seconded the motion. Motion carried with 3 ayes and 0 nays.

B. Water District Docket in the amount of $20,480.87

Mr. Czarnik made a motion to approve the Water District Docket in the amount of $20,480.87. Ms. McInerney seconded the motion. Motion carried with 3 ayes and 0 nays.

PUBLIC COMMENT:

Mike Aurelio, 8895 Overlook Point – Mr. Aurelio stated that he had some questions about the SCADA system. He stated that Gasvoda Associates responded to the RFP with a bid amount of $375,000. He added that Austgen Electric met the criteria of the RFP for $1.192 million. Mr. Aurelio asked Mr. Pondinas about the difference and why Austgen was awarded the bid. Mr. Pondinas responded that if a contractor used proprietary software, it makes it more difficult to maintain. It was under Baker Tilly advisement and the Water Board to select the bid that did not include proprietary software. Mr. Gembala added that there were other issues that arose and that Austgen had a good track record from the systems installed in surrounding communities. Mr. Gembala added that intangible factors went into the decision. Mr. Aurelio stated that based on the decision it appears there was only one bidder. Mr. Aurelio asked why the RFP was not altered to justify the $800,000 difference.

Ms. McInerney asked for a copy of the RFP. She also asked if there was a comparison matrix completed. Ms. McInerney asked about the status of the American Relief Act funds.

ADJOURNMENT:

Ms. McInerney made a motion to adjourn the meeting at 5:34 p.m. Mr. Czarnik seconded the motion. The motion carried by a unanimous vote of 3-0.

Respectfully Submitted:

Anastasia Lowery, Recording Secretary
St. John Waterworks Board

Approved This 21st Day of February, 2023:

___________________________________
Ken Gembala, Waterworks Board President

CALL TO ORDER:

Ms. McInerney called the St. John Waterworks Board Regular Meeting to order at 5:00 p.m. on Tuesday, March 21, 2023.

ROLL CALL:

Board Members present: Jim Czarnik and Joan McInerney

Board Members absent: Ken Gembala

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

APPROVAL OF MINUTES:

A. February 21, 2023 Regular Meeting
B. February 21, 2023 Joint WW and SD Study Session

Mr. Czarnik made a motion to approve the February 21, 2023 Regular Meeting Minutes as presented. Ms. McInerney seconded the motion. The motion carried with 2 ayes and 0 nays.

Mr. Czarnik made a motion to approve the February 21, 2023 Joint Study Session Minutes as presented. Ms. McInerney seconded the motion. The motion carried with 2 ayes and 0 nays.

NEW/OLD BUSINESS:

A. West 93rd Avenue/US-41 Project – First Group Engineering, Inc.

Evan Laviolette, First Group Engineering, presented the Consultant Engineers Agreement for the West 93rd Avenue project for $80,378.40. He explained how the agreement and cost was divided between the Town and Waterworks, based on pay item costs of the entire project. The amount is based on a worst-case scenario. Mr. Laviolette confirmed this agreement is not for construction, but for the inspection part of the project. Mr. Czarnik asked if the Board had the money to do the project, although he noted the need for the project. Discussion on the split percentage continued. Mr. Wiszowaty informed the Board that there was a balance of about $1.4 million in the water maintenance fund, in addition to the ARPA funds from Lake County, confirming the money is there. Clarification of the total Consultant Engineering cost was discussed and determined that it is roughly 9% of the total construction project cost. Mr. Czarnik stated that any project beyond this one will require scrutiny. Mr. Pondinas asked how the Acorn project is being paid for and Mr. Wiszowaty confirmed it was through the water bond. Mr. Wiszowaty stated he will provide an update on the water bond projects to the Board. Ms. McInerney expressed concerns with not having a budget in place. Mr. Wiszowaty responded that he is working with Robinson Engineering and Cender Dalton on the Capital plan and will be building budgets for both the Waterworks and the Sanitary Districts for adoption. He also added that the Town has never budgeted for utilities and it is not a statutory requirement. Continued discussion ensued and a timetable discussed.

Mr. Czarnik made a motion to approve the Consultant Engineering Agreement with First Group. Ms. McInerney seconded the motion. The motion carried with 2 ayes and 0 nays.

B. Task Orders – Robinson Engineering

Mr. Czarnik had questions on some of the new Task Orders. Mr. Czarnik made a motion to table Task Orders 22-07, 22-08, and 22-09. Ms. McInerney seconded the motion. The motion carried with 2 ayes and 0 nays.

Mr. Pondinas asked about the Pilot Study cost. Robinson Engineering referred to the Scope of Work and everything that is entailed on the estimate.

Mr. Czarnik made a motion to approve Task Order 22-04 with Robinson Engineering. Ms. McInerney seconded the motion. The motion carried with 2 ayes and 0 nays.

Mr. Czarnik made a motion to approve Task Order 22-05 with Robinson Engineering. Ms. McInerney seconded the motion. The motion carried with 2 ayes and 0 nays.

Mr. Czarnik made a motion to approve Task Order 22-06 with Robinson Engineering. Ms. McInerney seconded the motion. The motion carried with 2 ayes and 0 nays.

REPORTS AND CORRESPONDENCE:

A. SCADA – Austgen Electric, Matt and Mike Austgen

Mr. Austgen referred to a report he provided to the Board. Mr. Czarnik asked about the Verizon support charge for the next 10 years. Mr. Austgen responded that it was added into the total cost so it could be included in the water bond. Austgen will pay the ten years of support to Verizon in advance and include it with the final balance due to Austgen, through the retainage. Discussions on the process for managing the Verizon support expense continued with multiple questions and answers. It was determined to remain as part of the SCADA contract, whereby, Austgen will pay the Verizon communications support for the next ten years and the Town will pay Austgen against the water bond as per the contract. Austgen will then close out the SCADA job. A discussion about the final inspection ensued. Austgen will be testing all of the sites next week. Ms. McInerney asked about the final punch list that was necessary to close out the project. Mr. Austgen reported on the items being completed over the next week, to include training. Mr. Wiszowaty asked Mr. Austgen to collect signatures on any employees completing the training. Ms. McInerney asked that the Public Works water employees sign off on the completion of the project as well. Ms. McInerney asked about incidental items discovered. Mr. Austgen reported that they fixed things along the way and that there does not appear to be anything else remaining besides adding more wells online. He listed off some of the items that Austgen fixed throughout the project at incremental cost outside of SCADA. Mr. Dravet suggested adding water transducers tied into the SCADA system at the lift stations with water service to maintain pressure monitoring of the water system.

PAYMENT OF BILLS:

A. Water District Accounts Payable Voucher in the amount of $11,703.61

Mr. Czarnik asked about the difference between the Water District and the Water Utility. Mr. Wiszowaty explained that the Water District is the taxing body with revenue generated through the taxes. The Water Utility revenue is generated from the utility billing. Generally, the expenses from the District are significantly lower.

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 Water District in the amount of $11,703.61. Ms. McInerney seconded the motion. Motion carried with 2 ayes and 0 nays.

B. Water Utility Accounts Payable Voucher in the amount of $414,014.34

Mr. Czarnik questioned the Dell Microsoft license on the Docket. Mr. Dravet explained that the Town has a Microsoft agreement with an annual fee that the Town has been paying for the past 12-13 years. The expense is split between Town Council, Water and Sanitary. 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 Water Utility in the amount of $414,014.34. Ms. McInerney seconded the motion. Motion carried with 2 ayes and 0 nays.

PUBLIC COMMENT:

Gerry Swets, 9490 Joliet Street: Mr. Swets mentioned the SCADA system and that the charges will be appearing on all of the dockets. He asked that each of the Boards review their dockets carefully to avoid any over-runs. He asked for the documentation to ensure accuracy in the billing.  

ADJOURNMENT:

Mr. Czarnik made a motion to adjourn the meeting. Ms. McInerney seconded the motion. The motion carried by a unanimous vote of 2-0. The Waterworks regular meeting was adjourned at 6:21 p.m.

Respectfully Submitted:

Anastasia Lowery, Recording Secretary
St. John Waterworks Board

Approved This 21st Day of February, 2023:

___________________________________
Ken Gembala, Waterworks Board President