Utility Board Meeting Minutes 2013

CALL TO ORDER:

Mr. Volk called the regular meeting of St. John Utility Board for January 24, 2013, to order at 7:14 p.m.

ROLL CALL:

Roll call was taken by Ms. Pat Kocot, Pro Tem, for Clerk-Treasurer, Sherry Sury, with the follow members present: Ken Gembala, Mark Barenie, Greg Volk and Larry Bustamante. Michael Forbes was absent. Staff members present: Steve Kil. Attorney Austgen was present. Chief Willman was present. Recording Secretary, Susan E. Wright was also present.

APPROVAL OF MINUTES:

Mr. Volk stated if there were no concerns, comments or amendments he would entertain a motion on the Utility Board regular meeting minutes of November 29, 2012 and December 20, 2012.

Mr. Gembala made a motion to approve the meeting minutes of November 29, 2012, and December 20, 2012. Mr. Barenie seconded the motion. The motion was unanimously carried by voice vote (4/0).

NEW BUSINESS:

A. FINANCIAL MANAGEMENT REPORT FOR THE MUNICIPAL SEWAGE WORKS FOR 2011

Mr. Volk stated that the first item under New Business was the Financial Management Report for the Municipal Sewage Works for 2011. He asked if there were any comments, concerns or questions. There was no discussion.

Mr. Barenie made a motion to accept the Financial Management Report for the Municipal Sewage Works for 2011, as submitted. Mr. Bustamante seconded the motion. The motion was carried by voice vote (4/0).

B. INTERIM FINANCIAL MANAGEMENT REPORT FOR THE MUNICIPAL SEWAGE WORKS AS OF JUNE 30, 2012

Mr. Volk stated that the next item was the Interim Financial Management Report for the Municipal Sewage Works as of June 30, 2012. He asked if there were any comments, concerns or questions. There was no discussion.

Mr. Gembala made a motion to accept the Interim Financial Management Report of the Municipal Sewage Works as of June 30, 2012. Mr. Barenie seconded the motion. The motion was unanimously carried by voice vote (4/0).

C. CONSIDER PROFESSIONAL SERVICES AGREEMENT FOR FINANCIAL SERVICES - CENDER & COMPANY

Mr. Volk stated that the Board was to consider a Professional Services Agreement for Financial Services with Cender & Company for calendar year 2013.

Mr. Barenie opined that Cender & Company has done a phenomenal job for the Town in the last several years in all aspects of their work. With that being said, Mr. Barenie stated he would make a motion to accept the Professional Services Agreement for Financial Services with Cender & Company. Mr. Gembala seconded the motion. The motion was unanimously carried by voice vote (4/0).

REPORTS and CORRESPONDENCE:

Mr. Kil stated he had nothing to report. The Board members had nothing to report.

PAYMENT OF BILLS:

Mr. Volk stated that the Board would address payment of Wastewater Utility bills, APVS 6276 through 6278 in the amount of $188,376.88, and APVs 6000 through 6024 in the amount of 143,558.82. The total amount of the APVs was $331,935.70.

Mr. Barenie a motion to approve payment for APVS 6276 through 6278 in the amount of $188,376.88, and APVs 6000 through 6024 in the amount of 143,558.82. Mr. Gembala seconded the motion. The motion was unanimously carried by voice vote (4/0).

PUBLIC COMMENT:

Mr. Volk called for public comment. There was no public comment.

ADJOURNMENT:

Mr. Volk stated he would entertain a motion to adjourn. "So moved," by Mr. Barenie. The motion was seconded by Mr. Gembala. The motion was unanimously carried by voice vote (4/0).

(The meeting was adjourned at 7:19 p.m.)

A TRUE COPY

_______________________________________________
SUSAN E. WRIGHT, RECORDING SECRETARY

CALL TO ORDER:

Mr. Volk called the regular meeting of St. John Utility Board for February 28, 2013, to order at 7:12 p.m.

ROLL CALL:

Roll call was taken by Ms. Sherry Sury, Clerk Treasurer with the following members present: Greg Volk, Mike Forbes, Ken Gembala, Mark Barenie and Larry Bustamante. Staff members present: Steve Kil. Attorney Austgen was present. Chief Willman was present. Chief Frego was present. Recording Secretary, Susan E. Wright was also present.

APPROVAL OF MINUTES:

Mr. Volk stated that the first item on the agenda was consideration of the regular meeting minutes of January 24, 2013. He asked if there were any amendments or questions concerning these minutes. The Board had no questions.

Mr. Volk stated he would entertain a motion to approve the minutes of January 24, 2013, as circulated. “So moved,” by Mr. Bustamante. The motion was seconded by Mr. Gembala. The motion was carried by voice vote (4/0). Mr. Forbes abstained on the motion citing his absence on January 24, 2013.

NEW BUSINESS:

Mr. Volk announced there was no New Business.

REPORTS and CORRESPONDENCE:

Mr. Volk asked the Board members for any reports or correspondence.

Mr. Forbes had nothing to report. Mr. Gembala hand nothing to report. Mr. Bustamante had nothing to report. Mr. Barenie had nothing to report.

PAYMENT OF BILLS:

Mr. Volk stated that the Board would address payment of Wastewater Utility bills, APVS 6025 through 6049 in the amount of $141,674.40. Mr. Volk asked for any questions or comments related to the bills. There were no questions or comments.

Mr. Volk stated he would entertain a motion to approve payment of the aforementioned bills. “So moved,” by Mr. Barenie. The motion was seconded by Mr. Forbes. The motion was unanimously carried by voice vote (5/0).

PUBLIC COMMENT:

Mr. Volk called for public comment. There was no public comment.

ADJOURNMENT:

Mr. Volk stated he would entertain a motion to adjourn. “So moved,” by Mr. Gembala. The motion was seconded by Mr. Forbes. The motion was unanimously carried by voice vote (5/0).

(The meeting was adjourned at 7:14 p.m.)

A TRUE COPY

_______________________________________________
SUSAN E. WRIGHT, RECORDING SECRETARY

CALL TO ORDER:

Mr. Volk called the regular meeting of St. John Utility Board for March 28, 2013, to order at 7:04 p.m.

ROLL CALL:

Roll call was taken by Ms. Sherry Sury, Clerk-Treasurer, with the following members present: Greg Volk, Mark Barenie, Michael Forbes, Ken Gembala and Larry Bustamante. Staff members present: Steve Kil. Attorney Austgen was present. Recording Secretary, Susan E. Wright, was also present.

APPROVAL OF MINUTES:

Mr. Volk stated that the first order of business for the Board was approval of the minutes of the regular meeting of February 28, 2013. He asked if there were any amendments, deletions or comments on these minutes. The Board had no comments.

Mr. Ken Gembala made a motion to approve the meeting minutes of the February 28, 2013, Utility Board as submitted. Mr. Forbes seconded the motion. The motion was unanimously carried by voice vote (5/0).

NEW BUSINESS:

A. REQUEST BY M&M DEVELOPMENT TO WAIVE SANITARY SEWER CHARGES FOR THE RESIDENCE LOCATED AT 10321 BAILEY STREET

Mr. Volk stated under New Business there was a request from M&M Development to waive sanitary sewer charges for the residence located at 10321 Bailey Street for the Board’s consideration. Mr. Volk asked Mr. Kil to enlighten the Board on this matter.

Mr. Kil stated that he has looked into this matter and the resident is requesting that the sewer portion of the bill, $337.03, be waived due to water usage. He stated resident acknowledged that the water was used but the resident reported that the house was not checked and the water did not go down into the sewer.

Mr. Kil stated he has reviewed the printout but he has not been able to conduct a field check on the residence. He stated he would like to perform a field check before he makes a formal recommendation to the Board. Mr. Kil stated that the water was clearly used, but he would like to send a Town representative to do a field check on the residence. Mr. Kil asked the Board to defer action on this matter until he gathers further information.

Mr. Gembala made a motion to defer action on the request to waive the sanitary sewer charges made by M&M Development to the April meeting. Mr. Barenie seconded the motion. The motion was unanimously carried by voice vote (5/0).

REPORTS and CORRESPONDENCE:

None of the Board members had anything to report.

Mr. Kil had nothing additional to report.

PAYMENT OF BILLS:

Mr. Volk addressed the payment of the bills. He stated Wastewater APVs were in the amount of $231,199.60. He asked if there were any questions about the bills. The Board had no questions about the bills.

Mr. Volk stated, hearing no questions or comments he would entertain a motion on payment of the bills in the amount of $231,199.60. “So moved,” by Mr. Forbes. Mr. Bustamante seconded the motion. The motion was unanimously carried by voice vote (5/0).

PUBLIC COMMENT:

Mr. Volk opened the floor for public comment. He called for public comment. There was no public comment. Mr. Volk closed the floor to public comment.

ADJOURNMENT:

Mr. Volk stated he would entertain a motion to adjourn the meeting. Mr. Forbes made a motion to adjourn the Utility Board meeting. Mr. Gembala seconded the motion. The motion was unanimously carried by voice vote (5/0).

The meeting was adjourned at 7:08 p.m.)

A TRUE COPY

_______________________________________________
SUSAN E. WRIGHT, RECORDING SECRETARY

CALL TO ORDER:

Mr. Volk called to order the regular meeting of the Utility Board for April 25, 2013, at 7:05 p.m.

ROLL CALL:

Roll call was taken by Clerk-Treasurer, Sherry Sury, with the following members present: Gregory Volk, Michael Forbes, Ken Gembala and Larry Bustamante. Mark Barenie was absent. Staff members: Steve Kil. Attorney Austgen was present. Recording Secretary, Susan E. Wright, was present.

APPROVAL OF MINUTES:

Mr. Volk stated he would entertain a motion on the Utility Board minutes of March 28, 2013, if there were no comments or amendments. Mr. Gembala made a motion to approve the regular meeting minutes of March 28, 2013, as posted. Mr. Bustamante seconded the motion. The motion was carried by voice vote (4/0)

NEW BUSINESS:

A. REQUEST BY M&M DEVELOPMENT TO WAIVE THE SANITARY SEWER CHARGES FOR THE RESIDENCE AT 10321 BAILEY STREET

Mr. Volk asked Mr. Kil to update the Board on this M&M Development. Mr. Kil stated that several Town representatives visited 10321 Bailey Street to inspect it. Mr. Kil explained that typically, waiving of sewer charges is never done in this set of circumstances. Mr. Kil stated that at the present time he would recommend no waiver of the sanitary sewer charges at 10321 Bailey Street.

Mr. Volk asked if this matter was related to a broken water main. Mr. Kil stated that it was “water used,” and this was an instance where the water was clearly used.

Mr. Volk noted that Mr. Kil’s recommendation to the Board was no waiver of the sewer charges at 10321 Bailey Street; he asked for a motion. Mr. Forbes made a motion to accept Mr. Kil’s recommendation and not waive the sanitary sewer charges at 10321 Bailey Street. Mr. Gembala seconded the motion. The motion was carried by voice vote (4/0).

REPORTS and CORRESPONDENCE:

Mr. Volk had nothing to report. Mr. Bustamante had nothing to report. Mr. Forbes had nothing to report. Mr. Gembala had nothing to report.

PAYMENT OF BILLS:

Mr. Volk stated he would entertain a motion to pay the bills as follows: Wastewater Utility APVs 6075 through 6098 in the amount of $182,873.71. He asked if there were any questions or concerns from the Board members. With no comment from the Board, Mr. Volk stated he would entertain a motion. Mr. Bustamante made a motion to approve the Wastewater Utility APVs 6075 through 6098 in the amount of $182,873.71. Mr. Forbes seconded the motion. The motion was carried by voice vote (4/0).

PUBLIC COMMENT:

Mr. Volk asked if there was any public comment for the Utility Board. There was no public comment. Mr. Volk closed the floor to public comment.

ADJOURNMENT:

Mr. Volk asked for a motion to adjourn the meeting. Mr. Gembala made a motion to adjourn the meeting. Mr. Forbes seconded the motion. The motion was unanimously carried by voice vote (4/0).

(The meeting was adjourned at 7:09 p.m.)

A TRUE COPY

_______________________________________________
Susan E. Wright, Recording Secretary
St. John Utility Board

CALL TO ORDER:

Mr. Volk called to order the regular meeting of the St. John Utility Board for May 23, 2013, at 7:04 p.m.

ROLL CALL:

Roll call was taken by Clerk-Treasurer, Sherry Sury, with the following members present: Gregory Volk, Mark Barenie, Michael Forbes, Ken Gembala and Larry Bustamante. Staff members: Steve Kil. Attorney Austgen was present. Recording Secretary, Susan E. Wright, was present.

APPROVAL OF MINUTES:

Mr. Volk stated he would entertain a motion on the Utility Board minutes from April 25, 2013. He asked if there were any questions, concerns or amendments to these minutes. There were no comments from the Board.

Mr. Forbes made a motion to approve the meeting minutes of the St. John Utility Board for April 25, 2013, supplied by Susan E. Wright. Mr. Gembala seconded the motion. The motion was unanimously carried by voice vote (5/0).

NEW BUSINESS:

Mr. Volk stated the Utility Board had no New Business.

He asked the Board members if there was anything they wanted to comment on. There was no comment from the Board members.

REPORTS and CORRESPONDENCE:

Mr. Kil informed the Board that the Town’s sanitary sewer system is in good shape and there was not much going on at the present time. He stated that there are no new improvements needed with the exception of Lift Station Number 1. He stated improvements to Lift Station Number 1 will be development driven. Mr. Forbes asked about the number of buildings that could be built before lift station improvement was necessary.

(General discussion ensued.)

PAYMENT OF BILLS:

Mr. Volk noted that Wastewater APVs 6099 through 6134 totaled $170,845.63. He asked if anyone had any questions about the bills. There were no questions from the Board.

Mr. Volk stated he would entertain a motion for approval of payment of Wastewater APVs 6099 through 6134 for a total of $170,845.63. “So moved,” by Mr. Forbes. Mr. Bustmante seconded the motion. The motion was unanimously carried by voice vote (5/0).

PUBLIC COMMENT:

Mr. Volk called for public comment concerning issues related to the St. John Utility Board. There was no public comment. Mr. Volk closed the floor to public comment.

ADJOURNMENT:

Mr. Volk asked for a motion to adjourn the meeting. Mr. Gembala made a motion to adjourn the meeting. Mr. Barenie seconded the motion. The motion was unanimously carried by voice vote (5/0).

(The meeting was adjourned at 7:10 p.m.)

A TRUE COPY

_______________________________________________
Susan E. Wright, Recording Secretary
St. John Utility Board

CALL TO ORDER:

Roll call was taken by Clerk-Treasurer, Sherry Sury, with the following members present: Gregory Volk, Mark Barenie, Michael Forbes, Ken Gembala and Larry Bustamante. Staff members: Steve Kil. Attorney Austgen was present. Recording Secretary, Susan E. Wright, was present.

APPROVAL OF MINUTES:

Mr. Volk stated he would entertain a motion on the Utility Board meeting minutes from May 23, 2013. He asked if there were any comments, questions or amendments to these minutes. There were no comments from the Board.

Mr. Forbes made a motion to approve the meeting minutes of the St. John Utility Board for May 23, 2013, as supplied by Susan E. Wright. Mr. Gembala seconded the motion. The motion was unanimously carried by voice vote (5/0).

NEW BUSINESS:

A. CONSIDER REQUEST FOR WAIVER OF FEES AT 11104 WEST 105TH – SUSAN KOCOT.

Mr. Volk stated that the Board would consider waiver of fees at 11104 West 105th for Susan Kocot. Mr. Volk asked Mr. Kil if the problem was caused by a broken water main. Mr. Kil stated that it was not a broken water main but a broken pipe in the house. Mr. Kil stated that a lot of water was used from the broken pipe, enough to fill up the crawl space.

Mr. Kil informed the Board that the Public Works Department was called out to turn off the B-box, and the B-Box was so old it was broke. Public Works employees entered the residence and found a valve to turn the water off. Mr. Kil stated that the B-Box had to be replaced.

Mr. Kil stated that it is clearly documented that they did use the water, but the water never went down the sewer. He stated that the residents realize this, and are only asking for a waiver for the sewer portion of the bill and not the water. Mr. Kil stated it was also documented that the water did not go down the sewer. He recommended, in this instance, that the Board grant the waiver on the sanitary portion of the bill in the amount of $234.38.

Mr. Forbes commented, judging from the letter that was sent by Ms. Kocot, everything was done right in an effort to stop the water, but everything went wrong. Mr. Forbes stated he could understand, due to the extenuating circumstances, why the Board would consider waiving this bill. Mr. Gembala stated he had no questions, and it was obvious that the water did not go into the sewer.

Mr. Gembala made a motion to approve the waiver for the wastewater portion of the bill in the amount of $234.38 for Susan Kocot. Mr. Forbes seconded the motion. The motion was unanimously carried by voice vote (5/0).

REPORTS and CORRESPONDENCE:

Mr. Gembala had nothing to report. Mr. Bustamante had nothing to report. Mr. Forbes had nothing to report. Mr. Barenie had nothing to report. Mr. Volk stated he had nothing to report.

Mr. Kil had nothing further to report.

PAYMENT OF BILLS:

Mr. Volk noted APVs 6135 through 6173 for a total of $182,772.67. He asked if anyone had any questions about the bills. There were no questions from the Board about the bills.

Mr. Forbes made a motion to approve of payment of APVs 6135 through 6173 for a total of $170,845.63. Mr. Bustamante seconded the motion. The motion was unanimously carried by voice vote (5/0).

PUBLIC COMMENT:

Mr. Volk called for public comment concerning issues related to the St. John Utility Board. There was no public comment. Mr. Volk closed the floor to public comment.

ADJOURNMENT:

Mr. Volk asked for a motion to adjourn the meeting. Mr. Forbes made a motion to adjourn the meeting. Mr. Gembala seconded the motion. The motion was unanimously carried by voice vote (5/0).

(The meeting was adjourned at 7:09 p.m.)

A TRUE COPY

_______________________________________________
Susan E. Wright, Recording Secretary
St. John Utility Board

CALL TO ORDER:

Mr. Volk called to order the regular meeting of the St. John Utility Board for July 25, 2013, at 7:33 p.m.

ROLL CALL:

Roll call was taken by Clerk-Treasurer, Sherry Sury, with the following members present: Gregory Volk, Mark Barenie, Michael Forbes, Ken Gembala and Larry Bustamante. Staff members: Steve Kil. Attorney Austgen was present. Recording Secretary, Susan E. Wright, was present.

APPROVAL OF MINUTES:

Mr. Volk stated he would entertain a motion on the Utility Board meeting minutes from June 27, 2013. He asked if there were any questions, concerns or amendments to these minutes. There were no comments from the Board.

Mr. Gembala made a motion to approve the meeting minutes of the St. John Utility Board for June 27, 2013, as supplied by Susan E. Wright. Mr. Bustamante seconded the motion. The motion was unanimously carried by voice vote (5/0).

NEW BUSINESS:

A. CONSIDER REQUEST TO WAIVE A PORTION OF SANITARY SEWER FEES AT 9450 WICKER AVENUE (ST. JOHN LIBRARY)

Mr. Volk asked Mr. Kil to elaborate on the request to waive a portion of the sanitary sewer fees at the St. John Library, 9450 Wicker Avenue. Mr. Kil stated that he had no first-hand knowledge and little information on this matter other than a letter he received from the library. He stated he was not able to substantiate this claim. Mr. Kil informed the Board that that Wayne was called about consumption, the Town was not informed of the break, nor did the library call the Town to repair the break. Mr. Kil stated that the water was used, but did not enter the sewer.

(General discussion ensued.)

Mr. Kil recommended that the Board waive the excess sanitary sewer fees based on the Library's average use as calculated by the Clerk-Treasurer. Ms. Sury agreed.

Mr. Gembala made a motion to waive the sanitary sewer fees based on the calculations of the Clerk-Treasurer. Mr. Forbes seconded the motion. The motion was unanimously carried by voice vote (5/0).

B. APPROVAL OF WAIVER OF RIGHT TO REMONSTRATE FROM DOBROSLAV PERVAN AT 8615 CHRISTOPER DRIVE

Mr. Volk stated the next matter before the Board was to consider approval of the Waiver of Right to Remonstrate from Dobroslav Pervan. Mr. Kil that he has had numerous conversations with Mr. Pervan and he has agreed to sign the waiver and understands that he must pay the sewer fees.

(General discussion ensued.)

Mr. Gembala made a motion to approve the Waiver of Right to Remonstrate from Dobroslav Pervan. Mr. Barenie seconded the motion. The motion was unanimously carried by voice vote (5/0).

REPORTS and CORRESPONDENCE:

Mr. Gembala had nothing to report. Mr. Bustamante had nothing to report. Mr. Forbes had nothing to report. Mr. Barenie had nothing to report. Mr. Volk stated he had nothing to report.

Mr. Kil had nothing further to report.

PAYMENT OF BILLS:

Mr. Volk noted that Wastewater APVs 6174 through 6208 totaled $134,223.36. He asked if anyone had any questions about the bills. There were no questions from the Board.

Mr. Volk stated he would entertain a motion for approval of payment of bills. Mr. Gembala made a motion to pay the total of $134,223.36 for APVs 6174 through 6208. Mr. Bustamante seconded the motion. The motion was unanimously carried by voice vote (5/0).

PUBLIC COMMENT:

Mr. Volk called for public comment concerning issues related to the St. John Utility Board. There was no public comment. Mr. Volk closed the floor to public comment.

ADJOURNMENT:

Mr. Volk adjourned the meeting.

(The meeting was adjourned at 7:43 p.m.)

A TRUE COPY

_______________________________________________
Susan E. Wright, Recording Secretary
St. John Utility Board

CALL TO ORDER:

Mr. Volk called to order the regular meeting of the St. John Utility Board for August 22, 2013, at 7:09 p.m.

ROLL CALL:

Roll call was taken by Clerk-Treasurer, Sherry Sury, with the following members present: Gregory Volk, Mark Barenie, Michael Forbes and Ken Gembala. Larry Bustamante was absent. Staff members: Steve Kil. Attorney Austgen was present. Recording Secretary, Susan E. Wright, was present.

APPROVAL OF MINUTES:

Mr. Volk stated he would entertain a motion on the Utility Board meeting minutes from July 25, 2013. He asked if there were any questions, concerns or amendments to the minutes. There were no comments from the Board.

Mr. Gembala made a motion to approve the meeting minutes of the St. John Utility Board as posted for July 25, 2013, and supplied by Susan E. Wright. Mr. Forbes seconded the motion. The motion was carried by voice vote (4/0).

NEW BUSINESS:

A. CONTRACT WITH INDOT REGARDING RELOCATION OF UTILITIES (PROJECT 1382522)

Mr. Volk asked Mr. Kil to elaborate on the contact with INDOT for Project 1382522. Mr. Kil stated that this is the same contract with the exception of the Attorney General’s Office requesting Mr. Volk’s signature on the document in his capacity as Utility Board president. Mr. Kil recommended that the Board approve this contract so that Mr. Volk can sign it.

Mr. Volk stated he would entertain a motion to approve contract with INDOT, authorizing him to sign the same. “So moved,” by Mr. Gembala. Mr. Barenie seconded the motion. The motion was unanimously carried by voice vote (4/0)

REPORTS and CORRESPONDENCE:

Mr. Gembala had nothing to report. Mr. Forbes had nothing to report. Mr. Barenie had nothing to report. Mr. Volk stated he had nothing to report.

Mr. Kil had nothing further to report.

PAYMENT OF BILLS:

Mr. Volk noted that Wastewater APVs 6209 through 6241 totaling $375,761.00. He asked if anyone had any questions about the bills. There were no questions from the Board.

Mr. Volk stated he would entertain a motion for approval of payment of bills. Mr. Gembala made a motion to pay the APVs 6202 through 6241 for a total of $375,761.00. Mr. Forbes seconded the motion. The motion was carried by voice vote (4/0).

PUBLIC COMMENT:

Mr. Volk called for public comment concerning issues related to the St. John Utility Board. There was no public comment. Mr. Volk closed the floor to public comment.

ADJOURNMENT:

Mr. Volk stated he would entertain a motion to adjourn the meeting. “So moved,” by Mr. Forbes. Mr. Gembala seconded the motion. The motion was carried by voice vote (4/0).

(The meeting was adjourned at 7:13 p.m.)

A TRUE COPY

_______________________________________________
Susan E. Wright, Recording Secretary
St. John Utility Board

CALL TO ORDER:

Mr. Barenie, Vice-President of the Utility Board, chaired the Utility Board meeting in Mr. Volk’s absence. Mr. Barenie called to order the regular meeting of the St. John Utility Board for September 26, 2013, at 7:07 p.m.

ROLL CALL:

Roll call was taken by Clerk-Treasurer, Sherry Sury, with the following members present: Mark Barenie, Michael Forbes, Ken Gembala and Larry Bustamante. Gregory Volk was absent. Staff members: Steve Kil. Attorney Austgen was present. Recording Secretary, Susan E. Wright, was present.

APPROVAL OF MINUTES:

Mr. Barenie stated he would entertain a motion on the Utility Board meeting minutes from August 22, 2013. There were no comments on the meeting minutes of August 22, 2013.

Mr. Forbes made a motion to approve the meeting minutes of the St. John Utility Board for August 22, 2013, as supplied by Susan E. Wright. Mr. Gembala seconded the motion. The motion was carried by voice vote (4/0).

NEW BUSINESS:

No new business.

REPORTS and CORRESPONDENCE:

Mr. Barenie had nothing to report. Mr. Bustamante had nothing to report. Mr. Forbes had nothing to report. Mr. Gembala had nothing to report.

Mr. Kil had nothing further to report.

PAYMENT OF BILLS:

Mr. Barenie asked Ms. Sury if there were any adjustments to be made to the Utility Board bills. Ms. Sury stated that the adjustments were made at the Sanitary District meeting on Tuesday.

Mr. Barenie stated he would entertain a motion on Utility Board APVs 6242 through 6274 in the amount of $182,202.32. “So moved,” by Mr. Forbes. Mr. Gembala seconded the motion. The motion was carried by voice vote (4/0).

PUBLIC COMMENT:

Mr. Barenie called for public comment concerning issues related to the St. John Utility Board. There was no public comment. Mr. Barenie closed the floor to public comment.

ADJOURNMENT:

Mr. Volk adjourned the meeting.

(The meeting was adjourned at 7:11 p.m.)

A TRUE COPY

_______________________________________________
Susan E. Wright, Recording Secretary
St. John Utility Board

CALL TO ORDER:

Mr. Volk called to order the regular meeting of the St. John Utility Board for October 24, 2013, at 7:07 p.m.

ROLL CALL:

Roll call was taken by Clerk-Treasurer, Sherry Sury, with the following members present: Gregory Volk, Mark Barenie and Michael Forbes. Ken Gembala and Larry Bustamante were absent. Staff members: Steve Kil was absent. Attorney Austgen was present. Recording Secretary, Susan E. Wright, was present.

APPROVAL OF MINUTES:

Mr. Volk stated he would entertain a motion on the Utility Board meeting minutes from September 26, 2013. He asked if there were any questions, concerns or amendments to the minutes. There were no comments from the Board.

Mr. Volk stated he would entertain a motion to approve the minutes of September 26, 2013, as circulated, prepared by Susan E. Wright. “So moved,” by Mr. Barenie. Mr. Forbes seconded the motion. The motion was carried by voice vote (3/0).

NEW BUSINESS:

No new business.

REPORTS and CORRESPONDENCE:

Mr.Volk asked if the Board members had any reports. Mr. Forbes had nothing to report. Mr. Barenie had nothing to report.

Attorney Austgen recommended that Mr. Volk request a year-end update from Mr. Kil on all projects completed or nearing completion from both the Waterworks Board and the Utility Board for the next meeting. Duly noted, by Mr. Volk.

Mr. Kil was absent.

PAYMENT OF BILLS:

Mr. Volk noted that payment of Wastewater Utility APVs 6273 through 6300 for a total of $211,942.07, was before the Board. He asked if the Board members had any questions about the bills. There were no questions from the Board.

Mr. Volk stated he would entertain a motion for approval of payment of Wastewater Utility bills in the amount of $211,942.07. “So moved,” by Mr. Forbes. Mr. Barenie seconded the motion. The motion was carried by voice vote (3/0).

PUBLIC COMMENT:

Mr. Volk called for public comment concerning issues related to the St. John Utility Board. There was no public comment. Mr. Volk closed the floor to public comment.

ADJOURNMENT:

Mr. Volk stated he would entertain a motion to adjourn the meeting. “So moved,” by Mr. Barenie. Mr. Forbes seconded the motion. The motion was carried by voice vote (3/0).

(The meeting was adjourned at 7:10 p.m.)

A TRUE COPY

_______________________________________________
Susan E. Wright, Recording Secretary
St. John Utility Board

CALL TO ORDER:

Mr. Volk called to order the regular meeting of the St. John Utility Board for November 21, 2013, at 7:08 p.m.

ROLL CALL:

Roll call was taken by Clerk-Treasurer, Sherry Sury, with the following members present: Gregory Volk, Michael Forbes and Larry Bustamante. Mark Barenie and Ken Gembala were absent. Staff members: Steve Kil was present. Attorney Austgen was present. Recording Secretary, Susan E. Wright, was present.

APPROVAL OF MINUTES:

Mr. Volk stated he would entertain a motion on the Utility Board meeting minutes from October 24, 2013. He asked if there were any questions, concerns or amendments to the minutes. Mr. Forbes stated he had none. Mr. Bustamante stated he was not present at the October 24, 2013 meeting.

Mr. Volk noted that the meeting minutes of October 24, 2013 would have to be deferred. Mr. Forbes made a motion to defer the meeting minutes for the October 24, 2013, St. John Utility Board as Mr. Bustamante was absent. Mr. Bustamante seconded the motion. The motion was carried by voice vote (3/0).

NEW BUSINESS:

A. UTILITY EASEMENT AGREEMENT FOR LAKE HILLS BAPTIST CHURCH AND AUTHORIZATION TO CONNECT TO THE TOWN OF ST. JOHN MUNICIPAL UTILITIES

Mr. Volk stated that the utility easement agreement for Lake Hills Baptist Church and authorization to connect to the Town of St. John utilities was before the Council for their consideration and review. Mr. Volk noted that he had a letter from Haas & Associates, the Town’s engineer. He stated that Haas & Associates indicated that they have reviewed all of the plans and everything appears to be in order.

Mr. Volk read a portion of the letter into the record, as follows: “Find everything satisfactory with the inclusion of Item 2 above.” Mr. Volk asked Mr. Kil if he could elaborate on this matter. Mr. Kil stated that he has conferred with Mr. Kenn Kraus on this matter. He stated that the church’s engineer, Mr. Doug Rettig, was present in the audience at tonight’s meeting.

Mr. Kil stated that it was determined that either an air relief valve could be installed at the high point, or the pipe could be lowered, which would cause a deeper cut. Mr. Kil asked Mr. Doug Rettig to explain how this project was going to be addressed.

(General discussion ensued.)

Mr. Kil stated he believed a revised set of drawings would be submitted. He stated that Mr. Kraus has no objection to the installation of an air relief valve as long as the change is made.

Mr. Kil stated that the grants of easement that were necessary for this project were prepared by Attorney Austgen. Attorney Austgen stated that construction will occur within easements that properly belong to the Town. Mr. Kil stated that after the original documents are properly signed they can be recorded.

(General discussion ensued.)

Mr. Volk stated a motion was needed to approve the easement Mr. Bustamante made a motion to approve the utility easement agreement and grant authorization for Lake Hills Baptist Church to connect to the municipal utilities. Mr. Forbes seconded the motion. The motion was carried by voice vote (3/0).

B. CONSIDER REQUEST FOR ADJUSTMENT OF UTILITY FEES AT 9574 VILLAGIO WAY PLACE – AMY BARSHA.

Mr. Volk noted that the next three items before the Council were requests from residents to adjust or waive utility fees. Mr. Volk asked Mr. Kil to elaborate on the requests.

Mr. Kil explained to the Council that the first request was received from Amy Barsha. He stated that Ms. Barsha used 114,000 gallons of water in approximately six weeks. Mr. Kil stated that a Public Works representative went to the residence and checked on this issue.

Mr. Kil stated, bottom line, Ms. Barsha sprinkled. He stated that he could not provide a reason to the Council why this bill should be waived. Mr. Kil stated that Ms. Barsha sprinkled amply and he did not believe the timer on the sprinkling system was set properly.

(General discussion ensued.)

Mr. Volk asked if there were any questions or comments regarding this request. There were none. Mr. Volk indicated that Mr. Kil made a recommendation to deny this request; he asked for a motion. Mr. Forbes made a motion, based on the Town manager’s recommendation and review by Public Works staff, that the request for adjustment of utility fees be denied. Mr. Bustamante seconded the motion. The motion was carried by voice vote (3/0).

C. CONSIDER REQUEST FOR ADJUSTMENT TO UTILITY FEES AT 8341 HERON LAKE ROAD – JACKIE ALVARADO.

Mr. Volk noted the next request was from Jackie Alvarado. Mr. Kil stated that the Alvarados moved into their residence in 2004. He stated that the Alvarados have had low consumption since that date. Mr. Kil stated that the Town’s system did not flag the very low consumption. He stated that the consumption was in the “hundreds of gallons.”

Mr. Kil explained to the Council that the Town’s system is designed to identify fluctuations in readings. Mr. Kil stated that a Public Works representative went to the home, inspected the meter and determined that there was a large gap over the years. Mr. Kil stated that the resident received a $2,373.00 water bill; he stated that the resident is understandably upset.

Mr. Kil stated that unless the Town’s system flags an unusual reading (high/low)or someone brings it to the attention of the Town, thousands of bills are processed. Mr. Kil stated that the situation that caused this occurrence has been corrected.

(General discussion ensued.)

Mr. Kil stated that he submitted this matter to the Council for their review because the bill was for a lot of money. Mr. Kil stated that the resident regularly paid the utility bill she was sent every month. He stated that the resident has already paid $200.00 towards the bill in question.

Mr. Kil recommended that the Council accept the $200.00 payment, allow Connie to make a final calculation of the overage and waive the arrearage of the bill.

(General discussion ensued.)

Mr. Volk and Mr. Bustamante concurred with Mr. Kil’s recommendation. Mr. Volk stated his calculation, minus the $200.00 payment, would make the overage amount $2,173.54.

Mr. Volk stated he would entertain a motion to adjust the utility fee for Jackie Alvarado, minus the $200.00 payment and subject to Connie’s final review and calculation of the arrearage. Mr. Forbes made a motion as stipulated by the Town Manager’s recommendation. Mr. Bustamante seconded the motion. The motion was carried by voice vote (3/0).

D. CONSIDER REQUEST FOR ADJUSTMENT TO UTILITY FEES AT 10905 WEST 82ND LANE – ROBERT ORR

Mr. Volk stated that the next consideration for the Council was a request for an adjustment to utility fees for 10905 West 82nd Lane for Robert Orr. Mr. Volk stated that a letter was received from Mr. Orr. Mr. Volk stated that the resident is requesting a credit for different amounts for two different months.

Mr. Kil stated that he printed out Mr. Orr’s utility history. Mr. Kil stated that the resident lives in Golden Pond. He stated he has already paid for the winter months when he will be out of town. Mr. Kil stated the resident is extremely consistent in his water usage.

Mr. Kil stated that a Public Works representative has been to the residence and changed the meter. Mr. Kil stated that Mr. Orr’s usage history leads him to believe that a waiver would be appropriate.

(General discussion ensued.)

Mr. Kil stated he cannot identify the reason for this fluctuation. Mr. Volk noted that the resident is requesting a waiver of a total $206.00. Mr. Kil stated after conferring with Connie, he has come to the conclusion that it would probably be appropriate to grant the small waiver. Mr. Kil recommended that the Council grant the waiver of approximately $206 subject to Connie’s final calculation.

Mr. Volk asked for a motion on Mr. Kil’s recommendation. Mr. Forbes made a motion to accept the recommendation from Mr. Kil. Mr. Bustamante seconded the motion. The motion was carried (3/0).

REPORTS and CORRESPONDENCE:

Mr.Volk asked if any of the Board members had any correspondence. Mr. Forbes had nothing. Mr. Volk had no correspondence.

Mr. Volk noted that Mr. Kil was instructed to present a year-end project update that would include the Waterworks and Utility Boards. Mr. Kil stated that not much utility work was performed in 2013. He stated that the waterworks project on 92nd is complete.

Mr. Kil stated that in 2014, the Town and INDOT will be working on a project together. He stated that currently contract agreements are being worked on for the INDOT project.

Mr. Kil stated that the INDOT project will commence in February of 2014, at which time the Town will be required to come up with their share of the costs after the bids are received. He stated that the funds are available for the INDOT project, and this has been certified to the State.

Mr. Kil stated, as far as the Plan Commission is concerned, there are a couple of new developments coming in that will require the extension of utilities. He stated these developments have been recently submitted to the Plan Commission.

(General discussion ensued.)

Mr. Kil stated that there are other waterworks projects to be considered for 2014, one includes picking up where the project was left off on a water main on Northcutt, or the proposed waterworks project in front of Aspen Café. Mr. Kil states he generally leaves the project decisions to the discretion of Derwin Nietzel and Bobby Davis.

Mr. Kil stated that the raising of Well Houses #3 and #5 and the new construction completed there turned out perfect.

(General discussion ensued.)

PAYMENT OF BILLS:

Mr. Volk noted that payment of Wastewater Utility bills was now before the Council. He asked if there were any concerns or amendments that needed to be made. Hearing none, Mr. Volk stated that the Wastewater APVs 6301 through 6338 were a total of $133,879.56. He stated he would entertain a motion to pay the aforementioned bills. “So moved,” by Mr. Forbes. Mr. Bustamante seconded the motion. The motion was carried by voice vote (3/0).

PUBLIC COMMENT:

Mr. Volk called for public comment concerning issues related to the St. John Utility Board. There was no public comment. Mr. Volk closed the floor to public comment.

ADJOURNMENT:

Mr. Volk asked for a motion to adjourn. “So moved,” by Mr. Forbes. Mr. Bustamante seconded the motion. The motion was carried by voice vote (3/0).

(The meeting was adjourned at 7:28 p.m.)

A TRUE COPY

_______________________________________________
Susan E. Wright, Recording Secretary
St. John Utility Board

CALL TO ORDER / ROLL CALL

Mr. Volk called the meeting to order at 7:07 P.M. Roll call was taken with the following members in attendance: Gregory Volk, President; Michael Forbes, Vice-President; Ken Gembala, Member; Mark Barenie, Member; Larry Bustamante, Member; Stephen Kil, Town Manager; David Austgen, Attorney; and Sherry Sury, Clerk-Treasurer.

APPROVAL OF MINUTES:

Mr. Forbes moved to approve the October 24, 2013 Utility Board minutes and the November 21, 2013 Utility Board minutes. Seconded by Mr. Barenie, the motion passed with a vote of 3-0-2 for the October 24, 2013 minutes, and a vote of 4-0-1 for the November 21, 2013 minutes. Mr. Bustamante abstained from voting for the October 24, 2013 minutes as he was absent from that meeting. Mr. Gembala abstained from voting on both sets of minutes as he was absent from both meetings.

NEW BUSINESS:

A. Consider Approval of the Sanitary Master Plan Study to be conducted by Haas & Associates in the amount of $34,000.00 (50% from Sewer)

Mr. Volk stated that Mr. Gembala had covered this topic in the previous Waterworks Meeting. Mr. Volk advised this Board is considering paying the other half of the fee for this study. Mr. Kil advised that the amount quoted is the top figure, or the most it would cost, for this study. Mr. Gembala moved to approve the Sanitary Master Plan Study to be conducted as proposed by Haas & Associates. Seconded by Mr. Barenie, the motion passed with a vote of 5-0.

B. Consider Approval to “Write-Off” Uncollectable Bad Debt (Sewer/Penalties $455.31)

Mr. Volk stated to Mrs. Sury that this amount was pretty good since it was fairly low. Mrs. Sury thanked Mr. Volk, and continued with saying she wanted to report that the Town received its tax money on Friday. Regarding the two (2) liens that are on the list, Mrs. Sury stated she also received the money from those as well; one being in the amount of $544.17 and the other in the amount of $154.36. Mr. Gembala moved to authorize the write-off of the uncollectable bad debt in the amount of $455.31 for the Sewer District. Seconded by Mr. Barenie, the motion passed with a vote of 5-0.

REPORTS and CORRESPONDENCE:

There were no Reports or Correspondence brought before the Board at this meeting.

PAYMENT OF BILLS:

Mr. Forbes moved to pay bills for the Wastewater Utility District APV’s #6339 – #6383 in the amount of $326,700.15. Seconded by Mr. Barenie, the motion passed with a vote of 5-0.

PUBLIC COMMENT:

There were no Public Comments at this meeting.

ADJOURNMENT:

Mr. Gembala moved to adjourn the meeting. With a second by Mr. Forbes, the motion passed with a vote of 5-0. Meeting adjourned at 7:12 P.M.

ATTEST:

/s/Joan M. Gorcos
Recording Secretary