1. Call to Order/ Roll Call/Minutes Approval
2. Sewer Trunk Line Change Orders/Payment Request
3. I.E.P.A. Permit Plant #1
4. Sewer Rate Increase Letter
5. Facility Plan Update
6. Whispering Oaks Sewer Televising
7. Grinder Pump Preventative Maintenance Update

Also present:

Rich Brecklin, Superintendent of Public Works

Brian Wysocki called the sewer committee meeting to order at 4:30 p.m.

A motion was made by Kenny Mitchell to approve the sewer committee meeting minutes from March 28, 2012. Seconded by Brian Wysocki. Motion passed #1.

Sewer Trunk Line Change Orders/Payment Request-Scott DeSplinter updated the sewer committee on the trunk line status. He noted that the sewer is in and operational and the items remaining are the erosion blanket seeding and the final testing. Scott noted depending on weather the contractor has one or two more weeks. A change order is being submitted for a 30-day extension in case of weather. Scott noted there have been two delays in regards to them not being able to start testing until today and the erosion control blanket supplier had run out of the needed quantity of product.

Greg Falada arrived at 4:38 p.m.

A motion was made by Brian Wysocki to approve change order #4 for the 30-day extension from 4-28-12 to 5-27-12. Seconded by Kenny Mitchell. Motion passed #2.

Scott DeSplinter explained that there would be a change order #5 in order to correct the installed quantities for final completion.

A motion was made by Brian Wysocki to recommend to the Village Board change order #5 not to exceed $9,000. Seconded by Clark Hopkins. Motion passed #3.

A motion was made by Brian Wysocki to recommend to the Village Board pay request #3 in the amount of $105,402.87 to G.A. Rich. Seconded by Theresa Olsen. Motion passed #4.

I.E.P.A. Permit Plant #1-Rich Brecklin indicated that the Village had received a draft permit from the IEPA for sewer plant #1. Rich noted the Village is still exempt from disinfection but there were two changes noted on the permit which include to monitor fecal coliform weekly and (CMOM) Capacity, Management, Operations, and Maintenance. Scott DeSplinter noted this is a draft permit and there is a ten-day window with public notice for 30 days where there could be some changes. CMOM is a study on the collection system and you need to develop a plan to maintain the collection system. Scott and Rich have identified items that are a part of the CMOM but that it is more about maintaining files and records. Scott stated that CMT could put together a contract to show what needs to be done to meet the minimum requirements and you have 12 months to get an approved plan. Scott indicated that the permit starts in June. Clark Hopkins questioned how much time would be involved and do we need to look at getting more help? Brian Wysocki felt that the start up might involve more time but this shouldn’t be an issue once it is set up. Rich Brecklin noted that he will finish working with Scott on the trunk line and Whispering Oaks and then they will work on the CMOM. Brian Wysocki asked about the additional testing costs. Rich will check on the cost and email the draft permit to Brian.

Sewer Rate Increase Letter-Scott DeSplinter drafted a letter to notify and explain to village residents the sewer rate increases that are needed. Rich Brecklin and Brian Wysocki will work on modifying the letter to be sent to Village residents.

Facility Plan Update-Scott DeSplinter reported that he should have the facility plan draft completed prior to the next meeting for board review. The final report will be prior to the 2^nd May meeting.

Whispering Oaks Sewer Televising-Rich Brecklin reported that the televising in Whispering Oaks is complete and they have started reviewing the videos in order to prioritize and mark on maps the needed repairs. Scott noted the major difference that they are seeing now is that there is a lot more root growth and sediment build up. They have noted some point repairs where the line will need to be removed and replaced. Rich Brecklin stated that they would use the remaining bond money for this project.

John Ford noted he has never been against the sewer improvements but personally doesn’t like the sewer rate increases and would like to see if there are any other alternatives to get the needed funds such as an addition to the tax bill. Clark Hopkins noted thinking of other options to get the funds to do the needed improvements might be something at some point that needs to be done. Clark noted Germantown Hills is a great place to live and we need to improve all aspects of the village.

Grinder Pump Preventative Maintenance Update-Rich Brecklin reported that the staff has been working on grinder pump PM’s. They have found some problems that should save with call backs and backups. Kenny Mitchell indicated that the committee needs to go and watch personnel work on a grinder pump in order to have a better understanding. Rich noted on average it takes 1 ½-2 hours for a PM depending on the condition of the equipment and that we currently have 3 new pumps and 3 rebuilt pumps on hand.

Filters-Rich Brecklin reported that he needs to get the filters vacuumed out and order new media. Rich stated that this media has lasted approximately 4 months. Kenny Mitchell noted that the media should be lasting 5-7 years. Scott DeSplinter noted that the filters are required as a part of the permit for the plant and the plant #1 improvements will help with the filters. They are looking at a different type of filters as a possibility. The EPA doesn’t give you a choice but the filters have to be on as much as possible.

Brian Wysocki reported that the tolling agreement has been extended until September.

Clark Hopkins questioned if there is something that can be done to help with the process of changing out the media so that it is not so labor intensive. Clark questioned if the end of the building could be opened up for better access. Scott DeSplinter noted the possibility of a type of crane system.

New Sewer Program-Clark Hopkins stated that he recommended not paying for the new sewer program since there are still some issues that need to be sorted out. The Clerk reported that she and Dori Paule had discussed the whole process and noted that if we are not able to get through a whole billing cycle on the new program this next month that we are going to wait until after the new rates are put in. This should give them the time to finish working out the programming issues. The committee agreed to hold off paying.

A motion was made by Greg Falada to adjourn the meeting at 5:50 p.m. Seconded by Brian Wysocki. Motion passed #5.

Ann Sasso

Village Clerk