1 Downers Grove Sanitary District General Manager's

DOWNERS GROVE SANITARY DISTRICT GENERAL MANAGER'S REPORT August 12, 2016 August Board Meeting Copies of the following items are enclosed for the August 16, 2016 meeting: 1) Proposed Agenda 2) Minutes of July 19, 2016 regular meeting 3) Claim Ordinance 1844 4) FY 2015-16 Audit Report 5) Financial Policies: Fund Balances, Fixed Assets 6) Memo regarding Open House arrangements 7) Memo and Resolution No. 2016-01 – Net zero energy policy 8) Contract Award – Combine Heat and Power Phase 2 9) Memo and recommendations regarding disposition of prior executive session minutes (sent separately and marked CONFIDENTIAL) 10) Annexation Ordinance AO 2016-12, 6014 Springside, Downers Grove BOLI Meeting There is no BOLI meeting scheduled for this month. Operations Reports Copies of the following are enclosed for July operations: 1) Progress Report from Clay on Administrative Services activities. 2) The WWTC Operations Report from Marc. 3) The Maintenance Report from Jeff. 4) Progress Report from Bob on Collection System Maintenance activities. 5) Progress Report from Ted on Collection System Construction activities. 6) Progress Report from Reese on Laboratory activities. I/I Removal Work Inspection efforts on private property under the I/I program with the intention of conducting I/I removal is ongoing in the 1-K-028 area. A map showing progress for this area is included here, as well as a status summary sheet. Flow metering continues. Financial A copy of the Investment Schedule as of July 31, 2016 is enclosed. The Treasurer’s Report for July, 2016 covering the first three months of FY16-17 is included here, along with a summary cover memo. Meetings I attended the following meetings since the July 15, 2016 General Manager’s Report: -July 18 attended DRSCW Executive Board meeting in Downers Grove. Larry also attended. -July 21 spoke at the Illinois Recycling Association’s annual conference in downtown Chicago. 1 -July 28 attended Downers Grove Village Administrators meeting in Downers Grove. -August 3 attended meeting between IEPA and IAWA regarding seasonal wet weather disinfection, in Springfield, IL. Miscellaneous I plan to be on vacation August 15-19, and will miss the regular August meeting. Copies of the following items are enclosed: 1) General Manager’s Reports to Employees dated July 22 and August 5, 2016. 2) July 28, 2016 letter to IEPA regarding discharge during storm from construction site. 3) July 29, 2016 letter to IEPA regarding wet weather manhole overflows. 4) E-mail thanking staff for BSSRAP repair at 5322 Grand. 5) Draft slides for DGSD’s participation in the Village of Downers Grove’s Super Retreat. 6) E-mail and press release regarding Utility of the Future Recognition. 7) E-mail from NACWA announcing co-chairs of energy workgroup. cc: WDVB, ASK, DFP, BOLI, TTC, WCC, MGP 2 DOWNERS GROVE SANITARY DISTRICT BOARD OF TRUSTEES MEETING AUGUST 16, 2016 – 7:00 PM PROPOSED AGENDA I. APPROVE MEETING MINUTES – JULY 19, 2016 II. APPROVAL OF CLAIM ORDINANCE NO. 1844 III. PUBLIC COMMENT IV. OLD BUSINESS V. NEW BUSINESS A. FY 2015-16 AUDIT REPORT B. FINANCIAL POLICIES – FUND BALANCES AND FIXED ASSETS C. OPEN HOUSE ARRANGEMENTS D. RESOLUTION NO. 2016-01 – NET ZERO ENERGY POLICY E. CONTRACT AWARD – COMBINED HEAT AND POWER FACILITY PHASE 2 F. REVIEW OF PRIOR EXECUTIVE SESSION MINUTES G. ANNEXATION ORDINANCE AO 2016-12, 6014 SPRINGSIDE, DG July 19, 2016 MINUTES The monthly meeting of the Downers Grove Sanitary District Board of Trustees was held on Tuesday, July 19, 2016, convening at 7:00 p.m. The meeting was held at the District's Administration Center, 2710 Curtiss Street, Downers Grove. Present were President Wallace D. Van Buren, Trustee Amy S. Kovacevic, Trustee Donald F. Peters, General Manager Nicholas J. Menninga, Administrative Services Director W. Clay Campbell, Information Coordinator Alyssa J. Cherwak, and Attorney Michael G. Philipp. Ethan Peters of Downers Grove also attended. Minutes of Regular Meeting – June 21, 2016 A motion was made by Trustee Kovacevic seconded by Trustee Peters approving the minutes of the regular meeting held on June 21, 2016 as presented and authorizing the President and Clerk to sign same. The motion carried. Claim Ordinance No. 1843 A motion was made by Trustee Peters seconded by Trustee Kovacevic adopting Claim Ordinance No. 1843 in the total amount of $574,291.70 as presented and authorizing the President and Clerk to sign same. The motion carried. (Votes recorded: Ayes–Van Buren, Kovacevic and Peters.) Public Comment – None Old Business – None New Business: Operations Report – IMRF and GASB 68 General Manager Menninga presented an operations report to the Board regarding the implementation of GASB 68 in the annual audit for fiscal year ending April 30, 2016. GASB 68 incorporates changes in the reporting of the District’s pension obligations in the annual audit and includes the District’s IMRF net pension liability in the Total Net Position for the District stated in the annual audit. Contract Award – Asphalt Paving General Manager Menninga reviewed the 2016 DuPage Municipal Partnering Initiative (MPI) procurement results for asphalt paving work. G.A. Paving LLC of Bellwood, Illinois was the lowest bidder in that procurement process. Even though the District’s unit quantities were not included in the totals bid on during the MPI process, the unit prices offered by G.A. Paving were very favorable and the contractor has offered to honor these same unit prices for the scope of work included in the District’s 2016 Asphalt Paving project. He recommended award of the District’s 2016 Asphalt Paving project to the lowest responsive, responsible bidder in the DuPage MPI 2016 Asphalt Paving Contract, G.A. Paving LLC of Bellwood, Illinois, with a not-to-exceed price of $60,000. A motion was made by Trustee Kovacevic seconded by Trustee Peters awarding the contract for the District’s 2016 Asphalt Paving project to the lowest responsive, responsible bidder, G.A. Paving LLC of Bellwood, Illinois, in the amount of $60,000.00, and authorizing the General Manager to engage the 1 contractor for the work. The motion carried. (Votes recorded: Ayes–Van Buren, Kovacevic and Peters.) Annexation Ordinance No. AO 2016-11 – 1340 35th Street, Downers Grove General Manager Menninga presented Annexation Ordinance No. AO 2016-11 for the annexation of one lot located at 1340 35th Street, Downers Grove. A motion was made by Trustee Kovacevic seconded by Trustee Peters accepting the Petition for Annexation, adopting Annexation Ordinance No. AO 2016-11 as presented and authorizing the President and Clerk to sign same. The motion carried. (Votes recorded: Ayes–Van Buren, Kovacevic and Peters.) Other New Business Trustee Kovacevic inquired about the current delay in biosolids production, applauded the staff on their use of social media tools like “Nextdoor” as it improves transparency and looked forward to the next board meeting to review staff’s preparations in planning the annual open house on October 1. Trustee Peters wondered if the District’s engineer, Baxter & Woodman, would be able to prepare any three-dimensional or isometric representations of the District’s Combined Heat and Power Engine that could be used for display at the District’s annual open house. Trustee Van Buren asked about the current status of the District’s 1K-028 Basin Rehabilitation Project in Westmont and items discussed at the most recent DuPage River Salt Creek Workgroup meeting on June 22, 2016. A motion was made by Trustee Kovacevic seconded by Trustee Peters to adjourn the regular meeting at 7:41 p.m. The motion carried. Approved: August 16, 2016 - President Attest: - Clerk 2 Downers Grove, Illinois Date: August 16, 2016 Claim Ordinance No. 1844 An Ordinance Providing for the Payment of Certain Claims. WHEREAS, it appears to the Board of Trustees of the Downers Grove Sanitary District that there are certain claims against said District which would be allowed and paid therefore, BE IT ORDAINED, by the Board of Trustees of the Downers Grove Sanitary District That the following claims be and they are hereby approved and ordered paid and that an order be drawn on the Treasurer of said District out of the funds shown below. Said claims, totaling $575,049.50 being in words and figures as follows: GENERAL LEDGER RECAP Payroll Ending Date: 07-15-16 DATE 07/18/16 PERIOD END 07/15/16 PAGE 4 Payroll Paid Date: 07-19-16 GL Date: 08-31-16 G/L NUMBER COST DESCRIPTION DEBIT CREDIT 01-00.1001 CASH - PAYROLL ACCOUNT 18386.19- 01-00.2000 FEDERAL TAX WITHHELD 3126.26- 01-00.2001 STATE TAX WITHHELD 965.39- 01-00.2002 SOCIAL SECURITY WITHHELD 2252.20- 01-00.2003 IMRF WITHHELD 1324.82- 01-00.2013 CREDIT UNION WITHHELD 750.00- 01-00.2014 VOLUNTARY ADDITIONAL PENSION CONTRIBUTION 1108.45- 01-00.2020 DEFERRED COMPENSATION WITHHELD 1375.00- 01-00.2021 FLEXIBLE ACCOUNT WITHHELD - MEDICAL 173.59- 01-00.2024 FLEXIBLE ACCOUNT WITHHELD - PREM CONVERSION 208.00- 01-00.2025 EMPLOYEE INS PREM CONTRIBUTION - POST TAX 52.00- Ol-11.A003 GENERAL MANAGEMENT 7881.40 Ol-ll.A004 FINANCIAL RECORDS 82.40 01-11.A007 CODE ENFORCEMENT 8398.13 01-11.A008 SAFETY ACTIVITIES 61.48 01-12.A009 OPERATIONS MANAGEMENT 5595.33 01-12 .AOll MAINTENANCE - WWTC 3724.80 01-12.A014 MAINTENANCE - ELECTRICAL 96.13 01-12.A021 WWTC OPERATIONS 382.68 01-12.A030 BUILDING & GROUNDS 72.22 01-13.A009 OPERATIONS MANAGEMENT 3268.12 Ol-13.A042 LAB - PRETREATMENT 113 .54 01-14.A063 INSPECTION - PERMIT INSPECTIONS 45.67 29721. 90 29721.90- GENERAL LEDGER RECAP Payroll Ending Date: 07-16-16 DATE 07/20/16 PERIOD END 07/16/16

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