Metropolitan Water Reclamation District (MWRD) Commissioners
Special Meeting of MWRD Committee on Budget and Employment
November 7, 2019

The Committee met to consider the Executive Director’s 2020 Budget Recommendations contained in the October 15 book, along with the proposed changes submitted by the Executive Director on October 30, 2019.  The initial recommendations and the changes may all be accessed at http://mwrd.legistar.com/calendar.aspx  and clicking on the “meeting details” for the entry for this Nov. 7 meeting.  The Recommendations as amended were accepted. 

Next Steps in Budget Process:

• Public Hearing on Dec. 5 at 2 pm
• Special Board Meeting on Dec. 12 at 10:30 am to consider further amendments and adopt budget
• Board Meeting on Dec. 19 at 10:30 am to consider any further, and final, amendments

Budget Overview (reflecting changes):

• Total proposed budget of $1.089 billion, a decrease of 10.9% from 2019.
• Total proposed tax levy is $652.6 million, an increase of 1.4% from 2019.
• Number of employees (Full Time Equivalents, or FTEs) are 1,953, down by 14 from 2019.

The Commissioners heard from representatives from each MWRD department who presented the overview of that department’s proposed and 2019 budget and employee count, the 2019 operational highlights, and the primary initiatives for 2020.  Their slide presentations may also be found at http://mwrd.legistar.com/calendar.aspx. Only a few of the Commissioners asked questions.  Here are some of the highlights:

• Maintenance & Operations will be issuing a Request for Proposal (RFP) for marketing and developing biosolids.  Plan to hire an outside firm rather than add staff because need to fine new outlets.  The changing weather that is bringing more rain increases the costs to the District.
• Engineering plans to review contract language and requirements to see if more bids for RFPs might be obtained to ensure the MWRD is getting the most favorable prices. 
• Stormwater Management averages only 37 days after submission to issue permits.  In 2020, the plans are to continue the Addison Creek Reservoir construction and award the Addison Creek Chanel Improvements project to reduce overbank flooding.  Commissioner Shore said she remains concerned that the MWRD has had problems spending all of the tax levy for the Stormwater Management Fund in past years, though it appears that that will be done in 2019.  She wonders if consideration should be given to contracting outside of the District if Staff cannot generate enough projects internally.
• The Monitoring and Research Department had a long list of accomplishments for 2019 and a number of new projects for 2020.  The Director explained that the employees are now organized by programs and projects, rather than particular specialties.  In the past, if you were in the soil area, you only worked on soil-related projects.  This new organization means they can work more efficiently and so will be able to eliminate 6 unfilled positions.
• The Law Department expects that the revised Ethics Ordinance will be ready before the end of 2019.  Commissioner Davis raised the idea of the Board hiring its own attorney.  The General Counsel responded that that could be done, but the Law Department’s client is the MWRD, and the Board is part of the MWRD.
• The General Administration Budget is up by $2.8 million over 2019; $2.4 million of which is proposed for a 2% increase in the salaries of non-union employees.  Low-flow toilets were installed in the main MWRD building in 2019.  Already in 2019 the prescription drug collection program has exceeded the number of pounds of drugs collected and disposed of in 2018.
• Public Affairs helped create a road show to celebrate the 130th anniversary of the MWRD, and has a new storybook for children called “Where Does My Poop Go?”!!!
• Commissioner Shore asked the Director of Information Technology whether there is a need for a Chief Information Security Officer.  Director Sudduth said that he is going to try to recruit someone who could help fill that role, but there is a great demand for qualified people in the private sector at higher salaries  He may also look to outside services.
• Human Resources has an RFP coming for a compensation and benefits study to be completed in 2020.  Commissioner Shore asked that the staff advise what the impact on the budget the parental leave policy has had.
• During 2020 the Commissioners and staff will embark on a new 5-year strategic plan.
• Commissioner Shore asked whether the MWRD should consider seeking legislation from Springfield that would permit the District to contribute larger amounts to the Pension Fund, particularly when the District has one-time revenues, such as the TIF-surplus that the City of Chicago is releasing to the MWRD and the other government entities.

Observer:  Priscilla Mims

Metropolitan Water Reclamation Board Meeting -  June 16, 2016   

Significant Decisions Made:
Approval of funds for a 20 foot wide Inflow/Tunnel to the McCook Reservoir (Agenda Item 18-16-0629)

• Project over rides the Army Corps of Engineers proposed eight foot tunnel. 
• To relieve flooding along the Des Plaines River at LaGrange and Hillside
• Project will be  accomplished through blasting and digging and not by the more expensive tunnel boring machine  
• Construction will begin promptly with proposed completion by 2020 
• Projected cost not to exceed $113,158,880
• Will employ approximately 1,077 people.  .

Prescription Drug Take-Back Program Expansion (Agenda Item 37-16-0629)

• The MWRD Board approved a $100,000 Intergovernmental Agreement to partner with the Cook County Sheriff’s Office (CCSO) for expansion of this program. 
  
• Up to 2/3 of the funds will be used for operational/administrative expenses. 
  
• Remaining 1/3 of funds will be used for purchase and installation of drug collection receptacles.
  
• The agreement is for one year and is renewable. 
  
• Currently more than one-half of Cook County districts are considered “collection deserts” with fewer than 5 takeback sites.  

Restriction of Herbicides (Agenda Item 31-16-0618) 
The Board passed a motion to adopt a policy restricting the use of toxic and persistent herbicides on landscaped areas and around facilities and infrastructure of the MWRD. 

Other Items of Note:

1. The Board gave formal recognition to the Midwest Pesticide Action Center and their Midwest Grows Green Initiative for their 22 years of providing safer alternatives to the “90 million pounds of herbicide product on lawns and gardens each year”. (Agenda Item 34-16-0642)
2. The Comprehensive Annual Financial Report of the MWRD Retirement Fund for 2015 was given an unqualified opinion by the Fund’s independent auditor, Legacy Professionals LLP.   (26-16-0615)
3. The MWRD will end rainbarrel distribution on December31, 2016.  
   
4.  All regular board meetings will begin at 10:30 a m until the end of 2016.  

Eleanor Prince - observer

Metropolitan Water Reclamation Board Meeting - June 2, 2016

Topics Discussed:

• The MWRD received the best possible results from the audit of the 2015 Comprehensive Annual Financial Reports of the MWRD and the MWRD Retiree Health Care Trust.  Both audit letters contained no recommendations for any changes to the controls in place or in the numbers on these financial reports.  In the words of the auditor, both letters reflect “unmodified opinions.”  
• One contact for up to $13 million was not awarded to the low bidder for failure to comply with the Minority Business Enterprise (MBE) requirement of 2%.  Instead, the contract was awarded to the second lowest bidder who did comply with the MBE, Women Business Enterprise, and Small Business Enterprise requirements, at an additional cost of about $700,000 (agenda item 17, 16-0587). 
• Commissioner Santos requested deferral on an item so she could discuss it with staff. The item concerned an intergovernmental agreement with the Cook County Sheriff’s office for up to $100,000 for drug collection receptacles and collection and safe disposal of the drugs collected.

Study Session on Pension Funding

• As of December 31, 2015, the Pension Plan is deemed funded at 55%, and is expected to be fully funded by the end of 2049. 
• The Retiree Health Care Benefits program is deemed funded at 52%, and is expected to be fully funded by the end of 2026. 
• Finance Chair Avila expressed concern about the current funding percentages.  However, the MWRD is capped by statute as to how much it can contribute to fund the plans each year.
• While employees are vested in the Pension Plan at 10 years (which is fairly standard), vesting in the Retiree Health Care Plan occurs after only 6 years.  Commissioner McGowan said she remembered the time for vesting was reduced to 6 years in 2008 when Commissioner Horton was leaving the Board, the inference being that it was done to cover her.  Executive Director St. Pierre said that the staff should be able to find out more about the circumstances of the change in vesting.

Study Session on Rain Barrel Program
Executive Director St. Pierre presented an overview of the MWRD free rain barrel program.  

• Under a consent decree entered into in January 2014, the MWRD was required to distribute 10,000 rain barrels by January 6, 2017 and 15,000 rain barrels by January 6, 2019. 
• To date, the MWRD has already exceeded those requirements by distributing 52,000 rain barrels.  In addition, 17,000 have been ordered. 
• From January 2014 thru May 2016, the cost has been $2.7 million, with the cost thru 2016 to jump by an additional $3.4 million to $6.1 million. 
• Should the program continue through 2017, the additional cost is estimated to be $4.8 million.  

Given these costs and the fact that the consent decree has been complied with, Mr. St. Pierre is recommending that the program be discontinued at the end of 2016, but that the MWRD continue to offer rain barrels at cost to municipalities and non-governmental organizations.  The Committee members all agreed, with the emphasis on the need to have a good plan in place for publicizing this change.  During the public comments at the end, George Blakemore noted that the MWRD had failed to require municipalities to report on how many rain barrels had actually been connected to downspouts, and he urged that accountability be included in any “at cost” distribution so the success of the program could be properly evaluated after 2016.

Items to watch for in the future:: 

• More Information on why vesting for the Health Care Plan is only 6 years.
• Will the full board discontinue the free rain barrel program?

Observer:  Priscilla Mims

Metropolitan Water Reclamation District Board Meeting - May 19, 2016

While the Board meeting was fairly routine the post study session to hear feedback from the author of the District’s Affirmative Action “disparity study” was not! The report itself was complimentary of the District’s goals and achievements but said it is time to use electronic tools for monitoring.  Testimony from several speakers highlighted the complexity for the District:  

• One speaker said it is time to include the LGBT community in the goal setting process – others said no they are already included if they are a female or a minority. 
• A regular public speaker wants set asides specifically for the black community stating that was the original intent of affirmative action initiatives. 
• A third commended the MWRD saying that blacks are more likely to be hired and helped through its apprentice program.  

Action of Note:
The Board expanded its prescription drug disposal hours at all of its locations to 7 days a week from 8 am to 6 pm and at its Downtown offices to 5 days a week with the same hours.  

Diane Edmundson - Observer