Special Meeting of the MWRD’s Committee on the Budget & Employment
November 5, 2020

On October 13, the Executive Director presented his 2021 budget recommendation.  At today’s meeting, the Committee voted to accept some slight increases to that recommendation, which still result in a small overall decrease from 2020 of 2.1% currently.  The proposed 2021 tax levy may increase by 1.1%.  However, all numbers could still change before final approval of the budget, scheduled for December 17.
Next steps:

• Commissioners to provide further ideas for the budget to President Steele, which are incorporated into a second set of changes.  Upon approval, these are included in what is referred to as the “Tentative Budget” which will be posted on the web site.
• Dec. 3 at 2 pm:  public hearing for the public to weigh in on the Tentative Budget
• December 10 (time not yet set):  Special meeting to consider the Tentative Budget with any further changes
• December 17 at 10:30:  regular Board meeting, with one last opportunity to further amend the budget

Proposed budget as it currently stands (incorporating changes approved on Nov. 5);

• Total appropriation request:    $1.127 B, decrease of $24 M from 2020, or 2.1% reduction
• 2021 estimated tax levy (a portion of the total appropriation):  $658 M, increase of $7 M from 2020, or 1.1% increase of levy.  However, the estimated cost per $100 of Equalized Assessed Valuation (EAV) is 23.61 cents for 2021 vs. 23.90 cents in 2020
• Total positions:  1,938, a decrease of 15 positions from 2020
• If the past is any indication of the future, these numbers will likely go up with further revisions

At this meeting, all major department areas of the MWRD presented highlights of their accomplishments in 2020, along with key initiatives for 2021, all of which are reflected in the Executive Recommendation, as amended at this meeting.  These areas include:
Stormwater Management Fund  --

• There continues to be an issue with levies greater than what is being spent.  MWRD’s responsibility for storm-water management began in 2004, with bonding authority received in 2014.  It takes a long time to identify and implement projects.  2021 levy will remain flat.  COVID responsible for delaying or cancelling some projects in 2020.  
• Comm. Shore recommended a placeholder be added to the budget for someone to help get the Stormwater Trading Project going and oversee the rollout.
• Comm. Du Buclet asked whether there has ever been a study on racial impact.  Not based on race, but there is a map reflecting disproportionate impacted communities (focus on income, not race).  MWRD using this to develop where shove-ready projects should be identified.  
• Comm. Avila reminded that MWRD only has jurisdiction in Suburban Cook County as Chicago has its own stormwater management operation.

Monitoring & Research – included in 2020 highlights was providing samples of wastewater for surveillance for Covid-19

Procurement & Materials Management – moved up and fully implemented electronic bidding and signature process as a result of needs due to COVID-19

General Administration – Planned space\use study halted due to COVID; no provision to do this in 2021 budget.  In Diversity section, President Steele said she wanted to add a position.  Plan is to conduct an affirmative action disparity study for purposes of evaluating MWRD’s Affirmative Action Policy.  With regard to Public Affairs, Comm. Du Buclet asked how the MWRD can be more visible to the public.  Comm. Garcia wants translator to appear at more events.

Board of Commissioners (includes Treasurer and Legislative Section) – Comm. Shore would like to put excess funding released from TIF districts toward Retirement Fund, as was done last year.  Told would be done.  Currently expecting $19 M.

​Retirement Fund – at 56% funding and holding steady

Additional Comments at end from Comm. Davis:

• As part of the Climate Action Plan, wants to establish benchmarks for adding electronic vehicles to MWRD’s fleet.  Suggested 50% by 2025 and 100% by 2030.
• Expressed concern about the Thornton composite reservoir as the clock is ticking on the transitional reservoir.  This impacts flooding in the South Suburbs.  Comm. Davis suggests that green infrastructure projects should be prioritized here to provide capacity to prevent/reduce flooding.  Comm. Davis impressed with the acquisition work in flood plains and flood-prone properties in this area.  He also applauded the work on identifying disproportionately-affected areas as important for prioritizing projects.

Observer:  Priscilla Mims                                                       Length of meeting:  4 hours

Metropolitan Water Reclamation District (MWRD) Board Meeting 
​October 15, 2020

By deleting one high profile item and deferring two others, Commissioners are increasingly expressing their desire to receive information 2-4 weeks before board meetings on large contracts, ordinance and policy changes, and even some legal settlements.  Comm. Davis suggested that committees be used to vet these requests before bringing them to the board. [See “Deleted/Deferred section].

Approved General Agenda Items

• 20-0876: The staff rejected bids from Odor Control Systems at two Tarp Shafts and the decommissioning of the Thornton Transitional Reservoir because of low bids.  This is second time bids were rejected as too low.  Staff is worried about the safety risks involved if there is a lot of rain.  The staff estimated the costs should be $14.5 to $17.6 million dollars.  Commissioner Spyropoulos said she would have more questions before the contract goes out for bid for the third time.
• 20-0870: The Board approved the District executing an Intergovernmental Agreement to receive $212,000  in Federal Covid-19 funds from the Cook County Bureau of Finance.  Commissioners thanked County Government for sharing these relief funds.
• 20-0845: The Board authorized staff request to advertise for Legal Advisory Services related to the District Financing Program for a period of 5 years at a cost of $235,100.  In approving this request, staff noted that a goal of 30% minority and female participation was set and it will hire five legal firms for each bond sale which increases opportunity for minority and female participation.  Per Commissioners requests, Staff will include participation goals in the RFP for this and other bond sales.

Deleted/Deferred Items

• Deleted:   20-0773 After two previous deferrals, Comm. Garcia asked for the $300,000 contract with Next Generation Technology, Inc. to enhance the District’s new website be rejected.  His concern is with the platform Word Press which is not the platform the District is currently using and is not highly regarded by several of the Commissioners.  In previous deferrals, Comm. Shore said that she was underwhelmed with New Generation’s presentation.  Comm. Garcia wants the new RFP to be tightened to state specifically what the District needs.  Staff indicated New Generation’s does have experience with the District’s platform; and in public comments at the end of the meeting, the Director of Business Development for New Generation confirmed that it did and also stated that Word Press is actually newer than the platform currently in use by the District.  
• Deferred:  #41 20-0880 The Legal Department brought to the board a settlement proposal with Peoples Power and Light and Coke Company which included a 50-year easement for continued operation and maintenance of a natural gas pipeline and remediation of District property in Chicago under an IEPA consent decree.  The concern is the 50 year easement, and would Peoples stretch out the remediation.  Ans:  There is no drop dead settlement date for remediation but the company has agreed to clean up the site to Residential vs Commercial level.  The District set the rent for 28 acres which is 22.5 more acres than Peoples actually needs at a cost of $500,000 per year.  The Legal Staff urged the board to approve this settlement as it has a court date the next week and wanted to bring the settlement to the judge.  During the 2nd comment period, the lawyer for Peoples called in and tried to assure the board by saying that if good weather prevails, the remediation will be done by mid-2021.  However Comm. Spyropoulos did not withdraw the deferral.
• Deferred: #42-20854 [Stormwater Management].  The District requested approval to enter into an Intergovernmental Agreement with the Village of Niles.  The agreement is in the amount not to exceed $2M most of which will be paid by the Illinois EPA and is for the design, construction, operation, and maintenance of the Greenwood Stormwater Park.  Comm. Garcia asked for the deferral based on questions about participation goals.

New Business

• Comm. Morita requested a comprehensive update regarding the District’s role and goal in collaborations with cities or the state for studies on COVID-19 and wastewater.  Comm. Shore requested a memo or briefing to the Board on updates in regards to COVID-19 and fiscal impacts, savings, unexpected costs and employees returning to work.
• Comm. Davis thanked President Steele for considering the League of Women Voters of Cook County’s recommendations on modifying its practice on meeting roll-call votes.  Effective with this board meeting, individual roll-call votes were only taken on agenda items that were removed for discussion.  All non-discussed items were bundled together for a single roll call vote.

Future Items

• Comm. Shore gave a brief update on the District’s Strategic Planning Team’s efforts to date including internal and external surveys, wide and comprehensive outreach, and a Stakeholder’s Workshop on October 22.  Comm. Garcia is co-chairing the planning team with Comm. Shore.
• The 2021 Board Meeting Schedule has been set and posted on the website.

Observer:  Diane Edmundson                                                         Length of Meeting:  2.5 hours

Metropolitan Water Reclamation District (MWRD) Board Meeting
October 1, 2020

In general, the commissioners are digging deeper into the way contracts are defined and bidders’ responses screened.  Comm. Davis asked the rhetorical question "can we sharpen the process to screen in/out bidders with response components that are incomplete or inaccurate”.

Approved General Agenda Items

• 20-0799  The staff received commissioner commendations for its efforts to diversify Bond underwriters and for the Districts AAA bond rating.
• 20-007  Request to amend the Resources Recovery Ordinance to reduce the tipping fee and increase breweries' willingness to sell and haul their waste to the Calumet Plant was approved without comment after being deferred at the September 17, 2020 board meeting.  One of the reasons for deferral was the commissioners repeated request that ordinance and policy changes be presented to the board 30 days prior to placing on the formal agenda for a vote.
• 20-0738  Authority to advertise for a Management Services Contract to perform real time energy reverse actions and advisory services passed after considerable comment.  Comm. Shore noted that it has been 10 years since the District adopted the reverse auction process for procurement of electricity. Comm. Shore indicated that she wants a determination made as to how this fits into the District's Climate Action Plan and that it is time for a systematic review of green energy options. It was also noted that the County and the City use a sealed bid process.
• 20-0821  Authority to advertise for Biogas Combined Heat and Power System contract at a cost of $2 million was approved after discussion.  Comm. Spyropoulos asked the Executive Director (ED) to state his level of confidence in this project and then asked for a six month progress report.  ED Perkovich stated that he feels "good" about the approach and that it is an example of/for the future.
• 20-0776 A contract to furnish and deliver salt and calcium chloride for year at various plant sites for sidewalks and driveways was approved.  Comm. Spyropoulos asked for a memo on the environmental impact.  
• 20-0787 Approved a contract for television inspection and recording of sewers and manholes at various locations to National Power Rodding Corporation for just under $2.6 million.
• 20-0790 Approved a contract to install mechanical mixers at the Stickney Water plant in an amount not to exceed $8.7 million plus a 5% allowance for change orders.

Deleted/Deferred Items

• Agenda Item # 14-20-0789 Authority to advertise a contract for Farm Management Support Services at a cost of $375,000 was deleted by the ED without comment.
• Agenda Item #21 -20-0773 Authority to cut a purchase order with Next Generation Technology for enhancements to the District's new website in the amount of $300,000 was again deferred by Comm. Garcia.  This is the contract Comm. Shore said in September that she was underwhelmed by the contractor's presentation.  Garcia asked for a second deferral because his questions to the staff were "not answered appropriately"

Future Items

• Watch for a new date and time as the afternoon Study Session on non-profit organization's concerns with the implementation of the updated Ethics Ordinance was postponed due to repeated virtual technical difficulties that could not be corrected.  
• The 2021 budget session is scheduled to start on Thursday, October 15, 2020 at 2:00 pm.  Topics: Budget and Employment and/or Capital Improvement Items

Observer:  Diane Edmundson                                                       Length of Meeting:  2.5 hours

Metropolitan Water Reclamation District (MWRD) Board Meeting
September 17, 2020 
​
Approved General Agenda Items

• 20-0708 A purchase order with Colette Holt & Associations to conduct the District’s Affirmative Action Ordinance Disparity Study that had previously been deferred was approved for an amount not to exceed $341,765.  Comm. Garcia said that he was pleased the study will have an expanded scope.
• 20-0742 Request to decrease the 20-year contract amount with Metropolitan Biosolids Management to design, build, own, finance, operate and maintain a 150 dry tons per day biosolids processing facility at the Stickney plant and to beneficially use the final product for a period of twenty years.  The District isn’t producing the volume expected.  The contract calls for $10 million per year for 20 years starting from 2010 to Metropolitan  Biosolids to produce the final product.

Approved Stormwater Management Items

• 20-0762 The board approved an Intergovernmental Agreement with the Village of Lyons in the amount not to exceed $500,000 for a Green Alleys permeable paver project.  Comm. Garcia asked if the Districts biosolids were used in this type of project.  Answer:  No for alleys and Yes for landscape.  It was noted that Chicago has refused to use biosolids but with a new city person, the District is trying to educate him/her on its value. 
• 20-0763 The District is entering into agreements with municipalities for the use of the District’s GPS units to complete sewer system mapping to help find blockages.
• 20-0749 The District is entering into an agreement for a Stormwater Master Plan for Avalon Park, Englewood, Greater Grand Crossing, and South Shore communities.

Deleted Agenda Items

• 20-0622 The Executive Director requested that this item be deleted without discussion.  It had already been deferred at the September 3rd and August 6th board meetings.  The item asked for authorization to advertise a professional services contract to market EQ Biosolids from the District’s Harlem and Calumet plants.  The September 3rd observer reported that it has been difficult to find sub-contractors that are qualified to sell the biosolids.  
• 20-0659 Authority to rescind a contract for native landscape areas maintenance was deleted at the September 3rd meeting and was not on the September 17 agenda

Deferred Agenda Items

• 020-007 Request to Amend the Resources Recover Ordinance to reduce the tipping fee and increase Breweries’ willingness to sell and haul their waste to the Calumet Plant. Previously the waste was taken to Stickney, but Calumet is in need of the Carbon and Stickney isn’t.  Comm. Morita deferred.  Comm. Davis said he is in favor but would vote “no” because he had previously asked for a 30 day notice for ordinance changes.
• 20-0731 Comm. McGowan asked for deferral to advertise for bids for contracts, legal notices for original entrance and promotional civil service examinations, and other legal notices for a one-year period.  No reason was given.
• 20-0738 Request to advertise for a Management Services Contract to perform real time energy reverse auctions and advisory services.  Comm. Shore deferred as she wants to know how this fits in with the Districts “climate action plan”.
• 20-0744 Request to enter into agreement with AECOM Technical Services for civil consulting support services in an amount not to exceed $1.5 million.  Deferred by Comm. McGowan without discussion.
• 20-0773 Purchase order with Next Generation Technology, Inc. for enhancements to the District’s new website in the amount of $300,000 was deferred by Comm. Garcia.  Comm. Shore said that she found their initial presentation to be “underwhelming”.  This contract with a different vendor was previously deleted by the Executive Director.

Future Items:

• There will be a Study Session scheduled for October 1 at 1:00 to discuss concerns expressed by non-profits regarding how implementation of the District’s new Ethics Ordinance is impacting the non-profit community.  Three speakers using audio technology addressed the virtual board meeting.  Friends of the Chicago River represented two of the three speakers and asked for a moratorium on implementation of the Ordinance until concerns are heard and hopefully resolved.  The Inspector General will attend the study session.  
• Comm. McGowan asked for a report covering Intergovernmental Agreements over the last three years. Report would contain the following information:  1) Total amount paid by MWRD and total amount of the Project; 2) Names of the partners in the agreements; and 3) List participation goals both for the MWRD and the IG partners.  No time frame was given.

Diane Edmundson, Observer                          Meeting Length - 2 hours

Metropolitan Water Reclamation District (MWRD) Board  Meeting
September 3, 2020

Agenda Items

• All agenda items approved except for three items that are listed below. Resolution honored Robert Johnson for his work with STEM and Future Cities engineering programs. You can see him on YouTube.
• Resolution honored the 19th Amendment Passage, 100 years ago.
• Resolution honoring Sister Jean on her 101st birthday. Older than the amendment!
• Item #23 -It was emphasized that the seal coating for roads and patching, contains no coal tar.
• Item #49 - 87% of the levy has been collected. The Assessor will put in a Covid equalizer for the 2021 budget process.
• Item #53 - The Skokie Sports Park will be able to sell and consume alcohol on the premises. MWRD gets 25% of sales.

Stormwater Management

• Items #56 and #57 extended the Green Alley Program in River Grove and Skokie. It was emphasized that the Villages maintain the local projects but if maintenance is found to be lacking, MWRD will step in to fix it. The Village would then have to reimburse MWRD for the cost of this maintenance.

Deferred or Deleted Agenda Items

• Item #15 (rescinding of contract for native landscape areas maintenance) was deleted before the meeting. 
• Items #18 (affirmative action questions on contract advertising for marketing of biosolids) was deferred. It has been difficult to find subs that are qualified to sell the biosolids.
• Item #32 (more discussion needed on purchase order with firm that was to do the Affirmative Action Ordinance Disparity Study) was deferred. 

Observer - Peggy Kell                    Meeting Length: 2 hours 15 minutes

Metropolitan Water Reclamation District (MWRD) Board Meeting
August 6, 2020

Retirement Fund Report:  

• Item 48, 20-0636:  Had a 18.3% return on investments last year, putting it well above average.  Fund is at the highest valuation ever.  However, payments out exceeded contributions by existing employees.  Given that employees being hired now pay in lower contributions (and in turn will receive lower payouts) than those who are now retiring, expect that payouts will continue to be higher than contributions in the foreseeable future.  Why returns on investment are so important.  Good that the Board has been authorizing additional payments, such as the extra $20 million in March this year, to help shore the Fund up. For 2020, reported that at the end of the 1st quarter, the Fund was down by 17%, but has recovered much of the loss during the 2nd quarter. Now at minus 3.6%.  

Some Items Passed with Discussion:

• Item 49, 20-0590:  Added Juneteenth to the list of days that an employee can select from to use as an “Additional Holiday.”  
• Item 51, 20-0521:  Authority to commence statutory procedures to lease 5,097+ sq.ft. of District land located on southeastern bank of Collateral Channel at 3152 S. California, Chicago.  Deferred from July 16 mtg to allow neighborhood groups to weigh in.  Richard Golf from Lakeshore Recycling System reported during the Public Comment Period that the company had met with neighborhood group and had meeting scheduled with Friends of the River.  Ald. George Cardenes (12th ward) spoke in support.  Comm. Davis asked that contract include a provision that lessee will comply with all state and federal requirements, including those regarding emergency planning; that emergency contact information be posted at the site in both Spanish and English; and that the lessee have a Spanish-speaking person available.  
• Item 54, 20-0648:  Authorization to declare as surplus and not required for MWRD use and sell to the Illinois Department of Transportation 0.15 acres located south of the Cal-Sag Channel in Alsip, Illinois.  During Public Comments, Friends of the River said that it wants to make sure that this sale would not adversely impact the long-term goal of connecting 2 channels of water.  Comm. Garcia pointed out that if MWRD doesn’t sell, IDOT can instead use eminent domain to acquire.  
• Item 57, 20-0623:  Intergovernmental agreement with Cook County Forest Preserve for a green infrastructure retrofit of a parking lot in unincorporated Proviso Township.  The permeable pavers and bioretention areas to be constructed are expected to mitigate flooding in the area.  MWRD contributing a little less than half ($203,107) to the total expected cost of $486,215.  Comm. Garcia asked about participation goals by the Forest Preserve, which are actually higher than the MWRD’s with respect to MBE/WBE.  Comm. Garcia wants to have a separate discussion in the future on the MWRD requiring other entities to use the MWRD goals, if the other entity’s goals are not higher, for the entire project, not just for the amount contributed by the MWRD, as currently provided. 

Items to Watch for at Future Meetings:
Items Deferred:

• Item 18, 20-0622:  Authority to advertise for professional services to market EQ (Exceptional Quality) Biosolids.  Comm. Garcia continues to be troubled that the District doesn’t have a single person/department overseeing a comprehensive strategy for dealing with bio-solids.  Also troubled by the lack of participation goals and would like an estimated return on investment.  Other Commissioners wanted to move forward because MWRD does not have marketing expertise and needs help, particularly given the elimination of trade shows due to COVID.  Comm. Morita also asked for staff memo to be prepared on where the District is with regard to the bio-solid program. 
• Item 30, 20-0602:  Authority to award contract to furnish janitorial supplies.  Comm. Garcia deferred and wants to know how many MBE/WBE, etc. entities participated and whether other government entities have goals for this kind of contract.  President Steele pointed out that this is a “furnish and deliver” contract which, under current Board rules, does not need participation goals.  However, this is part of the ongoing discussion regarding a possible modification of the Affirmative Action Ordinance.

Items Deleted:

• Item 11, 20-0591:  Authority to advertise for professional services to conduct facility needs studies for Hanover Park and Lemont Water Reclamation Plants.  Comm. Shore concerned that it has only been 10 years since the last Master Plan and Executive Director agreed that normally would expect a Master Plan to have a useful life of at least 20/30/40 years.  But main issue is the Comm. Shore wanted the scope to be expanded to include study of inflows during rain events.  Deleted, rather than deferred item so that scope could be expanded (which may also impact cost).
• Item 27, 20-0631:  Authority to issue purchase order for creation of Stormwater Master Plan for Avalon Park, Englewood, Greater Grand Crossing, and South Shore Study Area. (Deleted by Exec. Director, no discussion.)

Potential Amendment to the Ethics Ordinance:

• Comm. Davis said at the end of the meeting that he has heard from a number of non-profit groups that do not lobby for themselves, but for the public good, that they are being hurt by being treated as “lobbyists” and required to pay fees under the current Ethics Ordinance.  He would like to fine-tune the ordinance, but wants to have a Study Session at least 30 days after any proposed amendment to allow time for public comment.

Length of Meeting:  4.5 hours (including 70 minute Executive Session before last hour of meeting)

Observer - Priscilla Mims