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HomeMy WebLinkAboutMinutes 1991r "DRAFT, NOT APPROVED" MINUTES OF FLOOD AND POLLUTION CONTROL COMMISSION JANUARY 16, 1991 Members Present: Alderman Margaret Wold, Chairman Alderman Roberta Warshaw Alderman Richard Lanyon Ned Lauterbach Members Absent: Alderman Beth Davis Dr. Michael Coodkind Staff Present: David H. Barber, Director of Public Works Richard J. Figurelli, Supt., Water b Sewer Regina Steuben, Asst. Supt./Administration Dave Stoneback, Asst. Supt./Operations Others Present: Bea Danielson Ann Dienner Bob Siedenberg John Velon, Harza Environmental Services (HES) Richard Persaud, Harza Environmental Services Merrill Smith, Jones S Henry Alderman Esch The Flood and Pollution Control Commission met on January 16, 1991, in Room 2403 at the Civic Center. The Chair called the meeting to order at 7:50 P.M. The minutes of November 8, 1990 and the December 6, 1990 Public Hearing were unanimously approved as submitted. The Chair recognized David Barber, Director of Public Works, to report on the status of the design work being done in basin 503, S06 and 513. Mr. Barber introduced John Velon of HES, the engineering firm contracted to complete this work. He reported that the project was on schedule and should be ready for bid by January 29, 199). Bids would then be received by March 7 or 8 and meet the time table required by the Illinois Environmental Protection Agency (IEPA) for loan applications. Mr. Velon added that acquisition of the necessary permits was progressing very well. Mr. Barber noted that Staff and Harza were working on a loan application packet, a Sewer Use Ordinance and a Sewer User charge ordinance required by the IEPA. FPCC MINUTES — January 16, 1991 Page 2 Alderman Lanyon asked for clarification on the need for a Sewer User Ordinance as long as we are under the rules of the Metropolitan Water Reclamation District (MWRD). Mr. Barber responded that it was his understanding that IEPA requires the municipality to share the responsibilities of the local sewer system. Although MWRD controls the sewer use regarding treatment, the City should have jurisdiction over the use of the local sewers. The Chair moved to the next order of business on the agenda, financing of the Long Range Sewer Facilities Plan. Mr. Barber reviewed the memo of January 14 representing Staff's investigation of the impact on sewer service charges to fund the proposed improvements. A system of sewer service charges is required by the 1EPA to fairly distribute the costs. The charge, he explained, consists of three components, operating costs, capital costs, and debt service cost. The overall user charge would be the sum of these three components. The formula would also include a component for any other revenue generated to be deducted. Back --up spreadsheets showed the 20 year expense projection for the Operating fund, the Capital fund, and the Debt Service. Mr. Lauterbach inquired as to the reason for some items shown on the spreadsheet remaining at the same level of expense without inflation. These included root removal and TV inspection of sewer lines. Mr. Barber said that we assumed we would be keeping the contracts at the same level and as the need dropped off we would be doing less and less. Continuing, Mr, Barber explained the debt service costs were based on the availability of the IEPA loans, With the User Charge system we would be able to adjust these figures, depending on whether these loan funds are available, and make those decisions annually when the budget is approved. Mr. Barber then explained how a user charge, with an annual increase in rates based on exactly what is needed for the plan, would affect the users annual sewer service charge, He then reviewed a spreadsheet illustrating the impact on sewer service charges by raising the rates faster than we need, to build a reserve, and generate some interest income. This would lower the maximum amount the user would need to pay in the future or over the long term by approximately 131. Raising the rates now to the maximum needed, reduces the rate increases over the payback period by 272. Mr. Barber gave the background on the rationale for a storm water user fee. Mr. Barber then introduced Mr. Merrill C. Smith from the - firm of Jones and Henry Engineers, Inc. Mr. Smith was invited to make a presentation so that the Commission could better evaluate the proposal his company had presented for the preparation and - implementation of a storm water user charge. FPCC MINUTES — January 16, 1991 Page 3 Revenues from the storm water user charge would reduce the sewer service charge and are based upon the amount of impervious surface of an owner's property which adds to the storm water load on the sewer system. The impact of the storm water user charge is that it takes some of the cost away from the residential user, because they tend to have less impervious surface, and shifts that cost to commercial/industrial customers. The purpose of this charge is to try to distribute the costs fnirly. The first step to develop thin charge would be to use aerial maps of the City to arrive at an average amount of impervious surface for a residential property and this would become the equivalent residential unit. 'then commercial, multi --family, and other properties' total impervious area would be divided by that number and multiplied by the number of dollars charged a residential property to arrive at their share of the storm water user charge. The earliest this plan could be implemented would be sometime in 1992 because we would need to measure each property using aerial maps and then field check some parcels to calibrate the results to insure accuracy. Alderman Lanyon moved to approve the concept of a storm drainage utility charge. Instructing staff to provide information to Council relating to the rationale, concept, impact on sewer service charge, and the need to achieve equity when the proposal is presented to Council. The motion was seconded by Alderman Warshaw and unanimously approved. Mr. Lauterbach asked Mr. Barber to try to include an example of how t',e storm drainage utility contribution would reduce the sewer service charge. The Chair and the Commission clarified that the concept approval included both the newer service charge and the storm drainage utility approach. The Chair directed staff to place this proposal and the financial plan on the Council agenda. There being no further business, the Chair adjourned 9:07 P.M. Respectfully submitted, ichard J. Figu6elli "DRAFT, NOT APPROVED" the meeting at r: a a "DRAFT, NOT APPROVED" MINUTES OF FLOOD.AND POLLUTION CONTROL, COMMISSION MARCH 20, t991 Members Present: Alderman Margaret Wold, Chairman Alderman Roberta Warshaw Alderman Beth Davis Dr. Michael Goodkind Ned Lauterbach Members Absent: Alderman Richard Lanyon Staff Present: David H. Barber, Director of Public Works Richard J. Figurelli, Supt., Water S Sewer Regina Steuben, Asst. Supt./Administration Dave Stoneback, Asst. Supt./Operations Greg Ramon, Distribution S Sewer chief Others Present: John Velon, Harza Environmental Services (HES) Richard Persaud, Harza Environmental Services Alderman Each The Flood and Pollution Control Commission met on March 20, 1991, in Room 2404 at the Civic Center. The Chair called the meeting to order at 7:50 P.M. The minutes of January 16, 1991 were unanimously approved as submitted. The Chair recognized David Barber, Director of Public Works, to - review the bids received for the construction of the relief sewers in Basin S03 and Basins 506 and S13. In Basin S03 he reported the bids ranged from $2,688,688 to $3,443,995, with the apparent low bidder being LoVerde Construction Company. Their bid of $2,688,688 was $942,526 (25.9I) lower than the engineers estimated cost of $3,631,214. The apparent low bidder for the construction of the relief sewers in Basin S06 and S13 was McNally Construction and Tunneling Company. _ Their base bid of $14,071,412 is $4,033,431 (22.2%) lower than the Engineers estimated cost of $18,104,843. Their base bid can be further reduced by $197,600 to $13,873,811 by accepting their alternate bid for an 8 foot diameter sewer on Payne Street. Dr. Goodkind moved to accept the bid reports. Alderman Warshaw seconded the motion which was unanimously approved. FPCC Minutes March 20, 1991 Page 2 Mr. Barber said Staff intended to seek Council approval for the acceptance of the low bids contingent upon the Illinois Environmental Protection Agency (IEPA) loan approval. The Committee accepted the memo from Mr. Barber with proposed public information meetings to be held tit Lincolnwood School (Basin S06), Dawes School (Basin S13) and tit either Haven Junior High School or Dyche Stadium (Basin S03). Thene meetings would be held to explain the work involved to the residents of the affected neighborhoods. Staff requested the Committee to consider possible dates. The Chair opened the discussion on the status of the IEPA loan application. Mr. Barber reported we had received it letter of commitment from the IEPA and thi►t final approval of the loan was contingent upon the submittal of the documents listed. Completion of these necessary items is underway. Mr. Barber presented a draft Ordinance to authorize the City to borrow funds from the IEPA Water Pollution Control Revolving Loan Fund. This is one of the documents required prior to the signing of the loan agreement. Discussion ensued in which the Commission recommended Staff introduce the Ordinance to Council as soon as possible, which would be March 25. Dr. Goodkind moved to introduce the draft Ordinance, authorizing the City to borrow funds, at the March 25 Council meeting. Alderman Davis seconded the motion which was unanimously approved. Mr. Barber was called upon to discuss the draft Ordinance and memo to Council on the Sewer Use and User Charge System. The Commission discussed the need for a Sewer Use Ordinance as required by the IEPA. Mr. Barber explained how the long range sewer financing plan, or user charge system, would work. The sewer user charge would be calculated annually based on metered water sales and three expense components: Operation, maintenance, and repair costs; Capital costs exclusive of improvements covered under the long range plan; Debt Service costs. Based on the sum of all three components, the FY 1991-92 total user charge would be $0.478 and would reach a maximum in FY 2002-2003 of $2.302. The difference between the estimated need in FY 1991-92 of $0.478 and the current charge of $0.360 will be covered by Sewer Fund reserves and will not affect the current budget. The formula would be reviewed as part of the budget review process and the user charge for the following year would be adopted in conjunction with the budget process. Mr. Barber also discussed with the Commission the development of a separate charge based on the amount of runoff of stormwater from a parcel of property. Since the new sewers would be based on storm sewer design criteria, it was felt this would help to more equitably distribute the cost of the improvements. The Commission was concerned about the impact on economic development. Dr. Goodkind moved to approve the Ordinance on the Sewer Use and User Charge System and keep the Storm Water Contribution Charge separate. He also moved to present this to Council for introduction on March 25 and recommend its adoption. Seconded by Alderman Davis and unanimously approved. FPCC Minutes March 20, 1991 Page 3 The Chair then moved to the next order of business, a proposal from Harza Environmental :Services for engineering services during construction of Phase 1' of the Long Range Sewer Improvement Plan. Mr. Barber noted that the, cost for engineering construction services will be incorporated into our IEPA loan and be paid from the disbursement of the loan proceeds. Therefore the cost estimate of $1,250,000 indicates a i,ieeximum potential cost which we feel should be used in our loan application. This will. onsure that all costs will be supported by the IEPA loan proccedfi. Payment for these services will be based uti the level of effort a(-tually performed by Harza. Dr. Goodkind mewed approval of llarza's proposal. Alderman Warshaw seconded the motion which was approved unanimously. Mr. Barber advised the Commission he had authorized a final contract change order to the cony ract with Harza to complete the Long Range Sewer Plan. The Director had been authorized to approve expenditures not to exce!e:d $200,000. This change order, to cover additional printing of the facility plan, production of the executive summary, and extended expenses for computer usage, brought the total amount of this contract to $180,094. Mr. Lauterbach moved approval of the change order, seconded by Dr. Goodkind and unanimously approved. Mr. Barber presented a request from Harza for a change order in the amount of $42,000 to mover four items beyond the scope of work required in the original contract for design of sewer improvements in Phase I of the Long; Range Sewer Plan. This would raise the aggregate contract amount from $970,000 to $1,012,000. This is 5.1 percent of the bid construction costs, which is well within the allowable limit set by the IEPA of 7 percent. After discussion, Mr. Lauterbach moved to recommend to the City Council to authorize the City Manager to sigh the change order approving the proposed additional work. Dr. Goodkind seconded the motion which was unanimously approved. Mr. Barber requested the Commission's concurrence to proceed on - Phase 11 of the Long Range Sewer Plan using Harza as our consultant on this project. The next step being to secure a proposal from Harza to prepare detailed plans and specifications for work covered under Phase 11. The Commission directed Staff to proceed. The Chair, Alderman Wold, announced this was her last meeting, commended Staff and said after eight years it was nice to know she can leave knowing that the plan was going to move forward. There being no further business, the Chair adjourned the meeting at 9:10 PM. Respectfully submitted, ft1chard J. Figur li ,. • "DRAFT, NOT APPROVED" MINUTES OF FLOOD AND POLLUTION CONTROL COMMIISION May 15, 1991 Members Present: Alderman Roberts Warshaw,Chairman Alderman Beth Davis Alderman Edmund Moran Ned Lauterbach Members Absent: Alderman Richard Lanyon Dr. Michael Goodkind Staff Present: David H. Barber, Director of Public Works Richard J. Figurelli, Supt., Water & Sewer Regina Steuben, Asst. Supt./Administration Greg Ramon, Distribution & Sewer chief Others Present: Richard Persaud, Harza Environmental Services (HES) Alderman Esch Bea Danielson The Flood and Pollution Control Commission met on May 15, 1991, in Room 2404 at the Civic Center. The Chair called the meeting to order at 7:50 P.M. The minutes of March 20, 1991 were unanimously approved as submitted. The Chair recognized David Barber, Director of Public Works, to report on the status of the first phase of the long rang sewer plan. He informed the Commission of the Illinois Environmental Protection Agency (IEPA) approval of the loan for the Phase I work in basin S03, S06 and S13. This means we will be able to get reimbursed from the loan for monies that were paid for design engineering. We will then spend the money for design engineering on the next phase. We have scheduled pre -construction meetings with the contractors. The meeting for Basin S03 with LoVerde Construction is scheduled for May 29th and the meeting for Basins S06 and S13 with McNally Construction and Tunneling is scheduled for May 20th. At that time we will find out when they will commence work and receive their time table for construction. Mr. Barber then informed the Commission of the City"s plans to hold neighborhood meetings in each of the sections of the City where construction will take place. The sites for S03 are either FPCC Minutes May 15, 1991 Page 2 liaven School or Dyche Stadium. The sites for S06 are either Lincolnwood School or Elliott Hall at Presbyterian Home. The nite for S13 is Dawes School. The sites and times for the meetings will be coordinated with the Aldermen for the Ward and Notices will be hand delivered to the residents. At the meetings a general overview of the plan will be presented, the specifics related to construction in the area, and user charges and their Impact on the long term sewer rates. Mr. Barber assured the Commission members that they would be informed once the schedule and sites were selected. The Chair then moved to the next order of business, Phase IT. As directed by the Commission at the last meeting, Mr. Barber presented a proposal that staff requested from Harza Environmental Services (HES) for Phase II design services. The cost for their services amounts to $930,000 or about 4.9% of the total estimated project cost of $19,050,000. Mr. Barber went over the details in the bid proposal which includes design of facilities in six (6) separate sewer drainage basins: S06; 507; S10; Sll; S13; S82B. The Commission discussed several specifics of the proposal including reasons for using Harza in Phase II, reasonability of their rates and estimated hours, comparison to other consultants, use of the computer model of our sewer system, legal aspects, insurance, and reliability of cost estimates. Alderman Davis moved to present the HES proposal to Council for approval, Mr. Lauterbach seconded the motion which was unanimously approved. The Chair opened the discussion on the revised proposal for consulting services from Jones and Henry Engineers, Inc. Alderman Davis said she was pleased that Staff was able to obtain a proposal that included only a portion of the proposed Stormwater Contribution Charge Study. Council would have available more complete information on how to implement this charge without spending $75,000 as was originally proposed. ,tones and Henry's revised proposal indicates they can provide the initial work to make this information available for a fee of $12,000 and could have the work completed in 90 days. Alderman Davis moved to submit the proposal to Council for approval. The motion was seconded by Mr. Lauterbach and unanimously approved. Discussion then was opened on the Survey of communities with Storm Water Utility Fees. Concerns were expressed on the results of the survey that indicated the communities were unaware of any adverse effect to economic development in their area as a result of establishing a storm water user fee. It was decided that this resulted because Staff mainly spoke to the utilities or the consultants and that Staff should contact the economic development arm in each of these communities to judge the impact of the charge. Results of the survey and Jones and Henry's study would be brought to the Commission to develop recommendations for the Council. PPCC MINUTES May 15, 1991 Page 3 There being no further business, the Chair adjourned the meeting of 9:20 P.M. Respectfully submitted, c � ,Chard J. 4g:-urelri "DRAFT, NOT APPROVED" "DRAFT, NOT APPROVED" MINUTES OF FLOOD AND POLLUTION CONTROL COMMISSION November 20, 1991 Members Present: Alderman Roberta Warshaw,Chairman Alderman Beth Davis Alderman Edmund Moran Alderman Richard Lanyon Ned Lauterbach Members Absent: Dr. Michael Goodkind Staff Present: David H. Barber, Director of Public Works Richard J. Figurelli, Supt., Water & Sewer Regina Steuben, Asst. Supt./Administration Greg Ramon, Distribution & Sewer Chief David Stoneback, Asst. Supt./Operations Others Present: Richard Persaud, Harza Environmental Services (HES) John Velon, (HES) The Flood and Pollution Control Commission met on November 20, 1991, in Room 2401 at the Civic Center. The Chair called the meeting to order at 7:50 P.M. The minutes of May 15, 1991 were unanimously approved as submitted. The Chair recognized David Barber, Director of Public Works, to report on the status of the first phase of the long range sewer plan. Mr. Barber reviewed the memorandum from Harza Environmental Services reporting on the construction progress in Phase 1. Using visual aids he indicated the locations of sewers and water mains that had been installed, where construction was in progress, and where work still needed to be completed. Mr. Lauterbach asked why water lines were being replaced in the sewer project. Mr. Barber explained that water lines are replaced when they are in the way of the sewer or when we cannot maintain the separation distance mandated by the Environmental Protection Agency between the water and sewer lines. Alderman Moran asked what our time frame for construction completion looked like. Mr. Barber explained that the tunnel contractor was behind schedule, but still anticipated completion of the work in the original two year period. FPCC MINUTES November 20, 1991 Page ... 2 Alderman Moran asked if Staff had considered follow-up meetings in the areas where construction projects were starting up. Mr. Barber stated that newsletters have been continually sent to those areas as the work progressed •to keep residents being affected updated, but Staff would be glad to be at a ward meeting to provide information. He said Staff would definitely be planning neighborhood meetings when work begin: on Phase II. The Chair moved to the next order of business on the status of the Facilities Plan approval from the Illinois Environmental Protection Agency (IEPA). David Barber reported that Staff had encountered some frustrations dealing with the IEPA. Some of the problems were due to personnel changes at the IEPA. The City has finally received the Preliminary Environmental Impact Determination which allows us to go forward now with the hearing to get final approval for the rest of the Facilities Plan. This public hearing has been tentatively set for December 11, 1991. When approved the Facilities Plan will only need to be reviewed for its environmental impact in five years. Mr. Barber explained that because we did not have an approved Facilities Plan we are not on the "intended use" list for eligible funding for next year. This means we will need to wait in line to find out if any funds will be available after those projects on the list are funded. We are moving ahead to have all of our papers in order so that we will be eligible for any available funds. Mr. Barber explained that Phase li design for next years project has been broken up into three sections, so that we can bid all or part of the work depending on available funds. The plans are about 807, complete and we are on target to get them to the Metropolitan Water Reclamation District (MWRD) and IEPA in December for approval. We would then be ready to take bids on the project in the January -February time frame. If we don't have IEPA funding at that time we will delay until we get a response from them one way or the other. The Chair then moved to the next order of business, the Storm Water Utility Charge. Mr. Barber presented the results of the economic development impact survey. At the last meeting, Staff was requested to contact the business community in areas which have enacted a storm water drainage utility fee similar to that proposed for the City of Evanston. The survey was conducted to determine the impact the drainage fee had upon the business community and economic development in the community. The Commission then discussed the survey. FPCC MINUTES November 20, 1991 Page...3 Mr. Barber reported on the draft received from Jones & Henry Engineering, Inc. on the evaluation report for a storm drainage utility user fee. The results did not come out as we had anticipated although the engineers did as we asked. The reason being that we had thought there would be about 120,000 equivalent residential units (ERU) we would or could use to levy the charge against. This was based on an average of four ERU's per parcel as was the average in other communities. This would generate about $900,000 per year in revenue at $1.00 per month. A large amount of ERU's producing a large revenue would substantially reduce the sewer service charge portion of a residential bill. The engineers randomly selected lag residential units around the City and found they averaged about 2570 square feet per unit of impervious surface. They then sampled commercial, industrial, and institutional properties to get the total ERU's in the City. They found we had a total of only 33,000 ERU's and at $1.00 per month that generates only $385,000. The result is that this amount does not offset the sewer charge enough to reduce it significantly and in most cases residential property remained the same or increased slightly. This was not the intention. We did some calculations and because our residential properties have a wide range of impervious area, we believe using an ERU equal. to 1000 square feet may be more equitable. We have requested Jones S Henry to look at this option and we will make a comparison with residences using an average of about 1100 cubic feet of water to see the effect on their bill. Alderman Lanyon asked what the impact of this delay would be. Mr. Barber responded that the debt service on the present loan would not impact the present rate structure until 1993. Therefore, we don't need to make a decision or implement this user fee until March of 1993. The Chair then asked for approval of the proposed Public Hearing date. Aldermen Moran so moved and Alderman Lanyon seconded. The motion was unanimously approved. FPCC MINUTES November 20, 1991 Page ... 4 The Chair asked for approval of the proposed 1992 calendar of meetings. Alderman Lanyon so moved and -Mr. Lauterbach seconded. The motion was unanimously approved. There being no further business, the Chair adjourned the meeting at 8:35 P.M. Respectfully submitted, Richard J. 11-i u 11i "DRAFT, NOT APPROVED" 1 1 « r 9:i1= 9 1Ir-I i��v M I NU7ES FLOOD AND FUJ-L T I ON CONTROL_ CQT9I SS I ON PUBLIC FEARING Wednesday, Ducember 11, 1991 City Council Chambers, 7:30 P.M. Civic Center MEMBERS PRESENT: Alderman Warshaw. Alderman Lanyon, Alderman Moran, Pbd Lauterbach MEMBERS ASSENT: Dr. Michael Goodkind. Alderman Davis OTHERS PRESENT: John Velon. Richard Persaud. and Dan Gallagher. FPRZA Environmental Services. Inc.: David H. Barber, City of Evanston Director of Public Works: Richard J. Figurelli. David Stoneback and Regina Steuben, City of Evanston Water & Sewer Department Alderman Warshaw opened the Public Hearing at 7:40 p.m.. She explained that the purpose of the hearing is to provide the public with the opportunity to comment on the City's Long Range Sewer System Facilities Plan Report and the Preliminary Environmental Impact Determination prepared by the Illinois Environmental Protection Agency (IEPA). This Public Hearing is a requirement of the IEPA for final approval of the entire Facilities Plan. The hearing which was held last year was for the iir:t phase of the plan only. Alderman Warshaw opened the meeting for public comment. There being no comments, the public hearing portion of the meeting was adjourned. Mr. Barber provided a brief update on the status of construction on Phase I. He explained that the tunnel work is behind schedule, though the contractor still anticipates completion of the work in the original two year pe,iod. The tunneling should begin within the next month. The open cut construction in Basin S13 is well underway and most of the open cut seviers in Basin S13 will be installed prior to the tunneling work commencing. David Bar!-+er provided an update on tlx- application to the IEPA for loan funds for Phase 11 of the Facilities Plan. Using visual aids he described the areas to be included in Phase II. The design work and application have been developed in such a way to provide three individual segments so that in the event only partial funding is available. we can select the segment of work to be completed. If no funding is made available from the IEPA this year, we may want to go out for bond funds for a portion of the Phase II work. This will keep up the momentum of the project which is important to its overall success. Alderman Moran asked if any questions are anticipated in the 15 day comment period required by the IEPA and if questions are raised to the IEPA, does the City have the opportunity to respond. He noted that the last paragraph of the Preliminary Environmental Impact Determination describes "possible significant economic impact" resulting from the user's fee, necessary to facilitate the plan. Mr. Barber responded that the IEPA will ask for a response from the City should comrcnts or concerns be submitted to them regarding possible adverse impacts of the project. He did not believe anyone had asked to see the report from the City Clerk's office and he had received no comments to date, therefore he did not anticipate any comments would be made to the IEPA. He also noted that the analysis done by the IEPA on the economic impact of the project utilized income data from the 1979 census and an average home market value for tax assessment of $100,000. This data was then used to calculate the percentage of a homeowners income that would be paid for the sewers in the year 2011. Mr. Barber stated that the approval of the Facilities Plan will enable us to be on the eligibility list for future funding cycles. We have had a number of difficulties with the IEPA over the last year. Many of the troubles stemmed from internal staffing problems within the IEPA. He believes we are now moving forward and that these problems have been resolved. Alderman Moran commented that he believed that the actual policy and funding decisions of the IEPA were made somewhere outside of the Agency. He asked if we had brought these issues up to the Governor's office. Mr. Barber responded that 4L- t3ve primarily been working with the staff of the IEPA and that at this paint we do not want to point fingers at anyone in particular as our relationship with the IEPA will continue throughout the project and we do not want to inhibit the movement and processing of applications for the funding of future phases. There taeing no further business, the meeting was adjourned at 5:15 p.m.. Respectfully submitted, Relina R. Steuben