Trustees Present: Chairman Paul Elsen, Stan Maligranda, Mike Mckinnon

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August 27 2012

Public Works Meeting

4:00 p.m. in the Village Hall

Trustees Present: Chairman Paul Elsen, Stan Maligranda, Mike McKinnon

Guests: President Frank Eubank, Chad Insko (Director of Water), and Dennis Noegel (Public Works Director)

The properly posted meeting was called to order at 4:00 p.m.

President Eubank was asked to take the minutes of the meeting.

1)Meeting minutes— Mike McKinnon made a motion to approve the Minutes of August 13, 2012. The motion was seconded byStan Maligranda. Motion carried on a voice vote.

2)Disclosure of any Conflict of Interest - None

3)Public comment—None.

4)Engineering Firm Interviews–.

STRAND: Troy Stinson and Mike Forslund presented to the Committee. They have offices in Madison, WI and Joliet, IL, among other ones in the MidWest. Have been in business since 1946. Have done projects in Belvidere, Galena, Freeport, and Rockford. They perform SCADA in-house. They have non-proprietary SCADA screens, which is important so that anyone can do the work on the screen in the future, not just Strand. They would not sub out anything regarding our water projects. Would only sub out any geo-technical (soil borings) to someone else. Have performed over 85 water SCADA projects (more than 200 total SCADA projects), over 150 water storage facility projects, over 225 wells and water treatment plant projects. Have visited Well #3 and have made multiple site visits to the Village since April of 2009. Presented 3 phases to project: (1) Preliminary Design (best if done in warmer weather), (2) Final Design and Building (best in late Fall or Winter in order to get lined up for , and (3) Construction. The Galena project has components very similar to what we are looking to do. The Waukesha, WI project is a similar size project. Gave us 4 funding types: (1) IEPA revolving loan program with the current rate of 1.97%; (2) DCEO (Department of Commerce and Economic Opportunity) CDAP – Community Development Assistance Program, but need to have low to moderate income and the Village as a whole has too high an income on average to qualify for this type of program; (3) USDA (United States Department of Agriculture) however need low income to qualify; and (4) SAP Grant – USEPA Region 5 which is a line item from government and would need to go through our State Representative – would need to use political influence to try to get it – Dixon and Mt. Morris were successful in getting this type of funding. The presenters would be involved in the engineering and construction process. Finished at approximately 4:38 p.m. and the committee took a break until 4:45 p.m.
MSA: Pat Ready, Nick Wagner, and Scott Chilson presented to the Committee. They have several contacts with the Village over the past few years. Provided some information for sump pump inspections. They have 15 offices in 4 states (MN, WI, IA, and IL). They work a lot with smaller communities. Pat is the project manager. Nick is the Design Leader, and Scott is the SCADA designer. Their Mt. Carroll project is very similar to the project we are looking to complete which included a new water storage tower and upgrades to wells. They will look at the Village’s future needs in designing what needs to be done for this project. Pat and Scott met with Chad a few weeks before to discuss Chad’s thoughts and needs for SCADA. Steps to be taken: (1) Design for SCADA; (2) Plan; (3) Bid; (4) Construction. They promote open architecture. Need to make sure we put in provision for vertical real estate, best time to add things is at the time of initial construction – not after the storage tower is erected. They would prequalify people in the area regarding SCADA. Steve Haring from their office would help with any grants or funding items. They were able to obtain $1,000,000 total in planning grants for 10 different communities. Mt. Carroll project obtained a lot of funding from DCEO and IEPA. That project was initially started in 2005, design in 2006 to 2007, majority of construction took place in 2008 and completed in Spring of 2009. Funding was the main reason for the delay in completing the project. Finished at approximately 5:17 p.m. and took a break until 5:23 p.m.
FEHR GRAHAM: R. Todd Weegens and Terry Heitkamp presented to the Committee. Lead Engineer would be Terry Heitkamp. Todd would oversee the delivery of the project. Fehr-Graham has extensive experience with the Village. 1995 responsible for painting of our current water storage tower. Also built well house #4. No real improvement projects since that time in the Village. 2000 prepared the Village’s Comprehensive Plan informing Village of what was needed at that time. 2010 prepared a Water System Study. Identified needs of our water system. They engineered a water storage tower in Cortland, IL They have also done 6 well houses and 4 elevated tank painting projects recently. Most recent project is in Lena, IL and the top of the water tower tank was just being put on the tank that day. Lena project is very similar to our project. Fehr-Graham is a 40 year old firm. They have a very good reputation with the IEPA. That is a very big factor to be considered when selecting an engineering firm. They have 3 offices within 30 miles of the Village. They have obtained $18,000,000 for communities in one year. Over $40,000,000 over the past 5 years. SCADA would not be done in house, but would be sub-contracted out. Finished at approximately 5:58 p.m.

There was a lengthy discussion after all of the engineering firms had finished and left. We set out the pros and cons of each firm looking at the following 7 factors: (1) Engineering Expertise; (2) Proximity to the Village; (3) Availability (ability for us to contact someone); (4) Grant Writing; (5) Experience; (6) Communication; and (7) Past Performance with the Village. Discussed that Strand would be all in one package, whereas MSA and Fehr-Graham would have to sub out SCADA. Felt that Strand has by far the best SCADA of any company anywhere. Felt that Fehr-Graham has been very successful at Grant writing. Discussed looking at the Lena project by Fehr-Graham soon. After full discussions it was determined that more information and discussion would need to take place to make a final recommendation to the Village Board.

5)Employee Input—None – other than the previous discussions.

6)New Business— Next meeting scheduled for September 7, 2012, at 4:00 p.m. to further discuss recommendation of Engineering firm for these projects to full board at September Village Board Meeting

7)Executive Session- none

Mike McKinnonmade a motion to adjourn at 7:27pm. The motion was seconded by Stan Maligranda Motion carried.

Respectfully Submitted,

Franklin J. Eubank, Jr., Village President