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HomeMy WebLinkAbout02) Minutes MINUTES OF THE SANITARY SEWER BOARD OF THE CITY OF JEFFERSONVILLE January 12, 2004 The Sanitary Sewer Board of the City of Jeffers onviIl e met in regular session in the Mayor's Conference room in the City County Building, JeffersonviIle, Indiana on the 12th day of January, 2004. Mayor Rob Waiz called the meeting to order at 4:12 p.m.. Board Members Jack Jordan and Jeffi~ey Caldwell were present. Also present were Mark Sneve, Bob Miller, Mark Wright, Tim Crawford, John Perkins, Theresa Lynn, Gayle Parish, Jim Overberg and Wilma Morton. The agenda was presented to the board for approval. Jack Jordan moved to approve the agenda as amended, seconded by Jeffrey Caldwell, passing unanimously. The minutes of December 22,2003 were presented to the board for approval and tabled until the next meeting. The claims were presented to the board for approval. Jack Jordan approve the claims as presented, seconded by Jeffrey Caldwell, passing unanimously. Mark Sneve presented the Public Notification Program and advised the board the next meeting is scheduled for February 23, 2004. Tim Crawford presented the EMC monthly op~rations report for the month of November. Jim Overberg discussed the problem on Evergreen Circle with the board. Theresa Lynn, Gayle Parish and Wilma Morton also expressed the health problems this was contributing to. Mayor Waiz advised the citizens he would check out the problem and a~vise them what the City's options were. Meeting adjourned at 4:45 p.m. Mayor, Rob Waiz ~ ; ATTEST: Peggy Wilder, Secretary Treasurer 1 .. MINUTES OF THE SANITARY SEWER BOARD OF THE CITY OF JEFFERSONVILLE August 25, 2003 The Sanitary Sewer Board of the City of Jeffersonville met in regular session in the Mayor's Conference room in the City County Building, Jeffersonville, Indiana on the 25th day of August, 2003. Mayor Tom Galligan called the meeting to order at 4: 10 p.m.. Board Members Jeffrey Caldwell and Jack Jordan were present. Also present were Tim Crawford, Jorge Lanz, Mark Sneve and Bob Miller, Mike Lanham, John Toombs, Kim Myers and Robert Miller. The agenda was presented to the board of approval. Jack Jordan moved to approve the agenda as amended, seconded by Jeffrey Caldwell, passing unanimously. The minutes of July 28,2003 were presented to the Board for approval. Jeffrey Caldwell moved to approved the minutes as presented, seconded by Jack Jordan, passing unanimously. The minutes of August 11, 2003 were presented to the Board for approval. Jeffrey Caldwell moved to approved the minutes as amended, seconded by Jack Jordan, passing unanimously. The claims were presented to the board for approval. Bob Miller hand carried a claim for Lincoln Cmm in the amount of $6,000.00 for the second installment of the fixed assets. Bob Miller advised the board the City was responsible for the first and third installments. Jack Jordan moved to approve the claims as presented with the additional claim to Lincoln Cmm in the amount of $6,000.00 for the second installment of the fixed asset inventory, seconded by Jeffrey Caldwell, passing unanimously. Jorge Lanz would like to recap the Sewer Master Plan presented at the last meeting. Mr. Lanz is asking for direction from the board. Jack Jordan moved to extend Mark Sneve's contract for a twelve month basis not to exceed $15,000.00 and to begin January 2003. Robert Miller requests direction from the board on the Draft distributed at the last meeting. Jack Jordan moved to advertise the RFQ by the end of the week with the submittal deadline of September 17th by 4:00 p.m., seconded by Jeffrey Caldwell, passing unanimously. Jeffrey Caldwell addressed the board regarding the liquidation of the City equipment. Jeffrey would like Peggy Wilder to make a list of what equipment was bought with Sewer funds. Mayor Galligan advised Jeffrey that Bob Miller would give him a list. The Mayor advised the board he strongly believes the equipment would just sit around because no one would know what or how to do the work. The Mayor believes selling the equipment would be the best for the City. Jeffrey Caldwell disagrees with the Mayor and believes we can hire people with his knowledge and believes the new administration will have the capabilities to hire knowledgeable people and would advise not to rush into selling the equipment. Jeffrey Caldwell moved to approve that no equipment bought by sewer funds will be sold at the auction at this time, seconded by Jack Jordan, the Mayor disagrees, motion passes two to one. Mayor Galligan advised the board he will abide by the wishes of the board but he strongly disagrees with their decision and is insulted by the comments made that he is behind any wrongdoings. Bob Miller addressed the board regarding the sewer bill for Dr. Ramon at the New Albany-Charlestown Road property. He advised the board that the office filed a lien in the amount of $800.00. Dr. Ramon bought a permit from the City but never hooked on. Dr. Ramon does not think he is responsible to pay the bill since he was never hooked in. The board disagrees and advised that he is still responsible for bill and must hook-up as soon as possible. Kim Myers presented the Financial Report to the board. Meeting adjourned at 5:40 p.m. Mayor, Torn Galligan ATTEST: Peggy Wilder, Secretary Treasurer MINUTES OF THE SANITARY SEWER BOARD OF THE CITY OF JEFFERSONVILLE September 8, 2003 The Sanitary Sewer Board ofthe City of Jeffersonville met in regular session in the Mayor's Conference room in the City County Building, Jeffersonville, Indiana on the 8th day of September, 2003. Mayor Tom Galligan called the meeting to order at 4:05 p.m.. Board Members Jeffrey Caldwell and Jack Jordan were present. Also present were Tim Crawford, Jorge Lanz, Mark Sneve and Bob Miller, Mike French and Steve Kline. The agenda was presented to the board of approval. Jeffrey Caldwell moved to approve the agenda as presented, seconded by Jack Jordan, passing unanimously. The minutes for the August 25,2003 were presented for approval and tabled until the next meeting. The claims were presented to the board for approval. Jeffrey Caldwell moved to approve the claims as presented, seconded by Jack Jordan, passing unanimously. Mark Sneve presented the Summary of Ongoing Public Works Projects to the Board. . Mark Sneve presented the Review of EMC Operations for the month of July and the Review of the Combined Sewer System Operations for the month of July. Jorge Lanz presented the Projects in Planning. Tim Crawford presented the Monthly Operations Report for the month of July. Meeting adjourned at 5:35 p.m. Mayor, Tom Galligan ATTEST: Peggy Wilder, Secretary Treasurer ~ ;~ MINUTES OF THE SANITARY SEWER BOARD OF THE CITY OF JEFFERSONVILLE September 22, 2003 The Sanitary Sewer Board of the City of Jeffersonville met in regular session in the Mayor's Conference room in the City County Building, Jeffersonville, Indiana on the 22nd day of September, 2003. Mayor Tom Galligan called the meeting to order at 4:00 p.m.. Board Members Jeffrey Caldwell and Jack Jordan were present. Also present were Tim Crawford, Jorge Lanz, Mark Sneve and Bob Miller, Robert Miller, Mike Lanum, Steve James and Kim Myers. The agenda was presented to the board of approval. Jeffrey Caldwell moved to approve the agenda as presented; seconded by Jack Jordan, passing unanimously. The minutes of September 8, 2003 were presented to the board for approval and tabled until the next meeting. Mr. Pete Wright addressed the board regarding his sewer back up on Mechanic Street. Mr. Wright would like to Board to repay him in the amount of $1 ,000.00 for the trouble. Jeffrey Caldwell suggests that the board review the documents provided and address with the legal department. . The claims were presented to the board for approval. Jack Jordan moved to approve the claims as presented, seconded by Jeffrey Caldwell, passing unanimously. Mayor Tom Galligan advised the board that the claims for next meeting would have a claim for Mike Flint in the amount of $20,000.00 Mr. Flint is an intermediary that assists the board financially. Mr. Flint directly assisted the getting $250,000.00. Jack Jordan requested an itemized bill for Mr. Flint's claim. Jorge Lanz advised the board that 10th Street Lift Station bids are open. Tim Crawford discussed the televising unit possibilities. Mr. Crawford would recommend that the board purchase the Omni 2 and that the Brown Company woule take the "trailer" for $10,000.00, the board would then purchase the Omni 2 for $7,100.00 from the R&R account. Robert Miller advised the board they received four RFQ's: AquaSource, MSD, American Water and EMC. Mr. Miller advised the board all companies are qualified. Mr. Sneve handed out a spreadsheet he created with the companies qualifications listed. Robert Miller advised the board he would request proposals from all four companies and be returned by October 22, 2003.. Mark Sneve advised after proposals are received the board should choose two companies by October 27,2003 and schedule interviews for ~ October 29,2003. Jack Jordan moved to request proposals from all four companies, seconded by Jeffrey Caldwell, passing unanimously. Meeting adjourned. Mayor, Tom Galligan ATTEST: Peggy Wilder, Secretary Treasurer '~, MINUTES OF THE SANITARY SEWER BOARD OF THE CITY OF JEFFERSONVILLE October 13,2003 The Sanitary Sewer Board of the City of Jeffersonville met in regular session in the Mayor's Conference room in the City County Building, Jeffersonville, Indiana on the 13th day of October, 2003. Mayor Tom Galligan called the meeting to order at 4:00 p.m.. Board Members Jeffrey Caldwell and Jack Jordan were present. Also present were Tim Crawford, Jorge Lanz, Mark Sneve and Bob Miller, Robert Miller, Mike Lanum, Anne Marie Galligan, R. Monty Snelling, Larry Wilder and Alex Davis. The agenda was presented to the board of approval. Jeffrey Caldwell moved to approve the agenda as presented, seconded by Jack Jordan, passing unanimously. The claims were presented to the board for approval. Jack Jordan addressed the correspondence sent to the Clerk-Treasurer requesting financial information. The board decided to table all October 13,2003 claims until requested information in writing from the Clerk-Treasurer is received. The minutes of September 22, 2003 were presented to the board for approval and tabled until the next meeting. Jorge Lanz presented the Projects in Planning. Mark Sneve presented the Summary of Ongoing Public Works Projects to the Board. Mark Sneve presented the Review of EMC Operations for the month of August and the Review of the Combined Sewer System Operations for the month of August. The board has requested Mr. Sneve to prepare a cost analysis on a UV system for the new plant. Tim Crawford presented the Monthly Operations Report for the month of August. Jack Jordan moved to approve the purchase and installment of the rain gauge by Delta at the three main lift stations in the amount of$7,275.00 from the R & R account. The board will have a special meeting on October 22,2003 at 4:00 p.m. to receive the RFP's. ~.t: The board will have a special meeting on October 29 for the interviews on the two companies chosen after receiving the RFP's. Interviews will be held at 4:00 p.m. and 6:00 p.m. Meeting adjourned at 5: 15 p.m. Mayor, Tom Galligan ATTEST: Peggy Wilder, Secretary Treasurer it::. MINUTES OF THE SANITARY SEWER BOARD OF THE CITY OF JEFFERSONVILLE October 27, 2003 The Sanitary Sewer Board of the City of Jeffersonville met in regular session in the Mayor's Conference room in the City County Building, Jeffersonville, Indiana on the 27th day of October, 2003. Mayor Tom Galligan called the meeting to order at 4:00 p.m.. Board Members Jeffrey Caldwell and Jack Jordan were present. Also present were Tim Crawford, Jorge Lanz, John Toombs, Steve Kempf, Kim Myers, Mark Sneve, Joe Edwards and Mr. and Mrs. Estes, Bob Miller, Robert Miller and Anne Marie Galligan. The agenda was presented to the board of approval. Jack Jordan moved to approve the agenda as amended, seconded by Jeffrey Caldwell, passing unanimously. The minutes of October 13, 2003 were presented to the board for approval and tabled until the next meeting. . Steve Kempf addressed the board with the sewer back-up situation at 1523 Nole Drive. Mr. Kempf advised the board that he believes the Elks Lodge does not have a grease trap and they should be responsible to a degree for the problem. Mr. and Mrs. Estes addressed the board regarding the sewer back-up situation at 1516 Sportsman Drive, which is in the same vicinity as Mr. Edwards property. EMC assessed the situation and supplied the city attorney with a correspondence of the details and several pictures. The city attorney, Anne Marie Galligan, advised both home owners to seek counsel and the sewer board will substantiate that the Elks Lodge was in violation of the ordinance to have a grease trap. Mark Sneve presented the Sewer Use Ordinance Revisions prepared by PEH Engineers and the City Attorney. Mark Sneve recommended that the Board endorse the changes and recommend the adoption to the City Council. The City Attorney requested that the consultants and engineers review the proposed ordinance and give her any feedback. Kim Myers presented an print out of the updated liens and the Summary Trial Balances as of September 30,2003. Robert Miller presented the Fund Report as of October 20,2003 and discussed with the board. /"w-' The Mayor believes the State Board of Accounts made adjustments that are not reflected in Ms. Myers report. Mr. Myers is arranging a meeting with Marty Fontaine, Robert Miller, Peggy Wilder, Jeffrey Caldwell and herselfto discuss the differentiating reports. Mark Sneve presented the Standard Operating Procedure for the protection of the CSO System during Ohio River flood conditions. Mark Sneve presented an executive summary regarding the feasibility of converting to a UV Disinfecting program at the WWTP as requested by the board. Mark Sneve presented the new IDEM requirements regarding the CSO notification rule and PEH's draft plan to address the requirements. PEH will have a working draft to the city by November 3rd for review. John Toombs advised the board the lowest bidder for the loth Street Sanitary Sewer Interceptor, Pump Station and Force Main was Dan Christiani in the amount of $821,765.68. John Toombs advised the board he recommends to award the contract to Dan Christiani Excavating. The board would like to table the discussion until the next meeting. The board has discussed that no negotiations are being made for the new plant site. As of now the board is just looking at options in the East. Meeting adjourned at 6:25 p.m. Mayor, Tom Galligan ATTEST: Peggy Wilder, Secretary Treasurer ~ MINUTES OF THE SANITARY SEWER BOARD OF THE CITY OF JEFFERSONVILLE November 10, 2003 The Sanitary Sewer Board of the City of Jeffersonville met in regular session in the Mayor's Conference room in the City County Building, Jeffersonville, Indiana on the 10th day of November, 2003. Mayor Tom Galligan called the meeting to order at 4: 15 p.m.. Board Members Jeffrey Caldwell and Jack Jordan were present. Also present were Peggy Wilder, Tom Lowe, John Toombs, Mark Sneve, Bob Miller, Robert Miller, Anne Marie Galligan, Alan Conner, Greg Lander, Greg Furnish, Dustin and Kelly Carkuff. The agenda was presented to the board of approval. Jack Jordan moved to approve the agenda as amended, seconded by Jeffrey Caldwell, passing unanimously. The minutes of October 27, 2003 were presented to the board for approval and tabled until the next meeting. Peggy Wilder presented the board with the correspondence from Jennifer Wilson of Crowe Chizek regarding the Flow of Funds and Fund Balances. . Jeffrey Caldwell moved to transfer $1,456,761.17 from the accumulative fund to the Operating and Maintenance Fund as advised, seconded by Jack Jordan, passing unanimously. Jeffrey Caldwell moved to set up a Sewer Revenue Fund as advised, seconded by Jack Jordan, passing unanimously. Jeffrey Caldwell moved to approve the claims for October 13, October 27 and November 10,2003, seconded by Jack Jordan, passing unanimously. Dustin and Kelly Carkuff addressed the board with the sewer back-up situation at 1021 East Maple Street and similar problem at 1020 East Maple Street. The mayor advised Mr. Carkuff that he would have someone out tomorrow to put in a clean out and TV the line to find the problem. The Mayor will advise on results. Jack Jordan moved to approve the agreement with Skyline Farms Developers and the City in the amount of $10,799.00 for the connection fee, seconded by Jeffrey Caldwell, passing unanimously. Jack Jordan moved to approve the agreement with Raintree Developers and the City in the amount of $40,893.00 for the connection fee, seconded by Jeffrey Caldwell, passing unanimously. ! .~ Jack Jordan moved to approve the agreement with Robert Linn Company (Falcon Crest) and the City in the amount of$16,000.00 for the connection fee, seconded by Jeffrey Caldwell, passing unanimously. Jack Jordan moved to approve the agreement with Anne Marie Galligan Developers9 Juniper Ridge) and the City in the amount of$II,OOO.OO for the connection fee, seconded by Jeffrey Caldwell, passing unanimously. Mark Sneve presented the Summary of Ongoing Public Work Projects. Mark Sneve presented the Monthly Review ofEMC's Operations for the month of September. Robert Miller presented the Reconciliation of Utility Fund/Enterprise Accounts and Sewer/Drainage Utility Enterprise Find balance sheet of December 31, 2002 and September 30,2003. Mayor Galligan presented the bids for the Sewer Main on Old Tay Bridge. Bids received were: Excel Excavating in the amount of$15,500 not including rock or easements; Temple and Temple in the amount of $25,395.00 not including rock; and Stemler in the amount of $27,920.00 not including rock. Jack Jordan moved to accept the bid from Excel Excavating for Old Tay Bridge Job in the amount of$15,500 not including rock, seconded by Jeffrey Caldwell, passing unanimously. Meeting adjourned at 5:55 p.m. Mayor, Tom Galligan ATTEST: Peggy Wilder, Secretary Treasurer MINUTES OF THE SANITARY SEWER BOARD OF THE CITY OF JEFFERSONVILLE December 8, 2003 The Sanitary Sewer Board of the City of Jeffersonville met in regular session in the Mayor's Conference room in the City County Building, Jeffersonville, Indiana on the 8th day of December, 2003. Mayor Tom Galligan called the meeting to order at 4: 13 p.m.. Board Member Jeffrey Caldwell was present. Also present were Mike Myers, Jorge Lanz, Mark Sneve and Bob Miller. The agenda was presented to the board for approval. Jeffrey Caldwell moved to approve the agenda as amended, seconded by Mayor Galligan, passing unanimously. The minutes ofthe November 24,2003 meeting were presented to the board for approval. Jeffrey Caldwell moved to approve the minutes as presented, seconded by Mayor Galligan, passing unanimously. Jeffrey Caldwell moved to approve the claims as presented excluding $20,000.00 from the EMC check (25447). The Mayor requested employee records for the last four years, including termination dates and rehire dates. Monica Jordan of715 Utica-Sellersburg Road advised the board of a problem with an unusual high sewer bill in the amount of $333.00. Jeffrey Caldwell moved to approve a credit to Ms. Jordan in the amount of $284.95, seconded by Mayor Galligan, passing unanimously. Jorge Lanz presented the Status Report to the board. Jeffrey Caldwell moved to approve the request of a not to exceed budget of $25,000 for an investigation of possible Waste Water Treatment Plant sites. Mark Sneve presented the Summary of Ongoing Public Work Projects. Mark Sneve presented the Monthly Review ofEMC's Operations for the month of October. Mark Sneve discussed a memo regarding the engineering services for Improvements to WWTP. Mark Snevepresented an agreement for the design services, bidding related services and construction related services for WWTP miscellaneous improvements and upgrades. Mike Myers presented the EMC monthly operations report for the month of October. Mike advised the board that the effluent flow meter needs to be replaced and presented prices for the replacement. Jeffrey Caldwell moved to approve the purchase of the Effluent Flow Meter with Sigma 980 in the amount of $2,875.00, seconded by Mayor Galligan, passing unanimously. Meeting adjourned at 5:45 p.m. Mayor, Tom Galligan ATTEST: Peggy Wilder, Secretary Treasurer