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Minutes - 11/01/2005 - Board of TrusteesMINUTES OF THE NOVEMBER 1, 2005 SPECIAL MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS AMENDED ON NOVEMBER 22, 2005. 1. CALL TO ORDER The Special Meeting of the Village Board of Trustees was called to order by President Quinlan in the Public Works Department of the Butler Government Center at 3:00 p.m. 2. ROLL CALL Deputy Village Clerk Carol Harty called the roll with the following persons PRESENT: President Kevin M. Quinlan, Trustees Stelios Aktipis, John W. Craig, Jeffrey J. Kennedy, Kathryn F. Manofsky and Robert G. Sanford. ABSENT: Trustee Asif Yusuf. IN ATTENDANCE: Richard B. Boehm, Village Manager and Michael J. Meranda, Public Works Director. 3. REVIEW OF WATER OPERATIONS AND TOUR OF VARIOUS WATER DISTRIBUTION FACILITIES President Quinlan indicated that he would be unable to participate in the tour. He recognized that there was no action to be taken at this meeting, but he wanted to express that he had spent time with Public Works Director Meranda and Village Manager Boehm on this topic and was whole- heartedly in support of Director Meranda's recommendations. He felt that the recommendations were right on target and that they would protect the Village for the future. Trustees Manofsky and Sanford commented that they were in attendance to become educated and felt that by seeing the facilities they should be able to come to some consensus. The group agreed that Director Meranda would guide the tour and direct the discussion. President Quinlan left the meeting at 3:05 p.m. Director Meranda made note of the water tower located at Tower Road and 22nd Street which was built in the early 60's and holds 250,000 gallons of water. He explained that there were two issues related to storage of water. One was an operational issue which requires elevated storage in order to maintain water pressure. The other issue is one of sufficient storage and the recommendation is to provide additional storage in order to provide sufficient water to residents during high summer usage and for future development. The group went on to Reservoir "B" and the pumping station. Reservoir "B" is a pre -fab concrete tank built in the late 80's and holds 4.0 million gallons of water. During the tour VILLAGE OF OAK BROOK Minutes Page 1 of 3 Special Meeting of November 1, 2005 3. of the pumping station, Director Meranda provided history of the Village of Oak Brook water system. During the development of the Village prior to 1970, a private utility company built the water and sewer systems using cast iron which was then standard for water mains. This type of main has a useful life of approximately fifty years. Most of the water mains are deteriorating. The water system was then sold to the Village of Oak Brook and the sewer system was sold to the Hinsdale Sanitary District. Director Meranda reported that the Village recently has experienced numerous water main breaks, due to the age of the infrastructure, the summer drought which has contributed because of cracked ground and because of temperature changes as a result of Lake Michigan water. When the pumping station was built, the original design recommended by the DuPage Water Commission indicated that the water provided would have sufficient pressure directly from the DWC system to flow into the Village of Oak Brook system. However as the process developed, and other communities were added to the system, it was discovered that this was not the case. The Village would have to provide the pressure to pump the water into its system. Director Meranda described the pumping procedures and the needed upgrades. These included the A 992 outdated SCADA system and the possibility of adding variable speed pumps and enlarging the pumping station. The Village currently loses power approximately two — three times a year which reduces water pressure. He added that the system worked well unless there is a large demand such as during the summer irrigation season or for future redevelopment. Director Meranda commented on additional needs over the next thirty years which included new water meters each fifteen years. Village Manager Boehm added that this was important because, as meters get old and are not working properly, they slow down and that would decrease the revenue. It was asked why the Village went to the automatic reading meters. Director Meranda indicated that the decision was made when NICOR stopped reading meters and the problems in the Village would face attempting to fulfill that function. Director Meranda also addressed the issue of storage in that the DuPage Water Commission only allows the Village to take 7 million gallons of water per day. Currently on a regular basis the Village pumps 4 million gallons of water per day, but during peak irrigation times, that goes up as high as 8 million gallons of water per day and at the same time the pressure also goes down. During the return trip to the Municipal Complex, Trustee Manofsky asked what President Quinlan referred to as endorsing Director Meranda's recommendations. Village Manager Boehm explained that there had been four options provided, but that the option 1 C of the Water Rate Study was recommended because it was right in the middle of the four options, was the safest and most flexible. Option IC increases the size of our above ground storage, funds water main and pumping station replacement and begins a funding VILLAGE OF OAK BROOK Minutes Page 2 of 3 Special Meeting of November 1, 2005 3 stream for maximum storage resources using 50% cash and 50% revenue bonds therefore, the water rate required would be at $3 38 per 1,000 gallons At return to the Municipal Complex at 4 20 p in Trustees Craig and Aktipis left immediately because of other commitments The official meeting was concluded as a result Remaining Trustees Kennedy, Manofsky and Sanford continued general discussion of the topic Consensus of the group was that financially the Village was set to build up the reserve, that the infrastructure at this time was losing ground and that the option suggested was a good starting point at a level with which the group was comfortable Past policy was to pay cash for capital improvements but by using bonds which would not have to be done until 2010 puts some burden on future users not dust current users Also, by 2010 the Village will be debt free and would provide a very strong financial rating The group disbanded at 4 30 p in ATTEST Carol L Harty Deputy Village Clerk LL E OF OAK BROOK Minutes Page 3 of 3 Special Meeting of November 1, 2005