HomeMy WebLinkAbout10-07-2008SANITARY SEWER BOARD MEETING AGENDA
MEETING: TUESDAY OCTOBER 7, 2008
3:00; MAYOR'S CONFERENCE ROOM; 2ND FLOOR, ROOM 230
NEW CITY HALL; JEFFERSONVILLE, IN 47150
1) Call to Order by Executive Member
2) Roll Call
3) Approval of Agenda
4) Approval of Minutes
A) Aagust 19, 2008 Tabled Minutes
5) Approval of Claims
6) Old Business
7) New Business
A) Andy Crouch -Auto-Cad (Engineeong Program)
8) Consultant and Engineer Reports
9) Ciry Engineer Reports
10) Board Member Comments
I l) Adjournment
CITY OF JEFFERSONVILLE
SANITARY SEWER BOARD
MINUTES OF SEPTEMBER 16, 2008
The Sanitary Sewer Boazd of the CiTy of Jeffersonville met in regular session in
the Mayor's Conference Room in City Hall, Jeffersonville, Indiana on Tuesday,
September 16, 2008, at 3:00 P.M.
Mayor Tom Galligan called [he meeting to order at 3:30 P.M. Board Members
Tom Galligan, Bill Saegesser and Jeffrey Caldwell were present. Also present were
Board Attomey Scott Lewis, City Engineer Bob Miller, Sewer Collection Office Director
Bill Mattingly, Rob Sartell representing EMC, Jorge Lanz representing Jacobi, Toombs
and Lanz, Len Ashack and Patty Yount representing Bernardin, Lochmueller &
Associates, Executive Assistant Dana Young, and DepuTy Clerk Treasurer Barbara
Hollis.
Boazd Member Saegesser made the motion to approve the agenda with the
deletion of Dave Roy, and [he addition of Bill Mattingly, John Perkins, and flow meter
discussion and letter, second by Board Member Caldwell, passing on a vote of 3-0.
The minutes of September 2, 2008 were presented for approval. Board Member
Saegesser made the motion [o approve the minutes as presented, second by Mayor
Galligan, passing on a vote of 3-0.
The claim list was presented for approval. City Engineer Bob Miller presented
additional claims for consideration: Heritage Engineering - $1,843.50, Heritage
Engineering - $2,974.50, Shrewsberry and Associates - $727.27, Striegel Asphalt -
$1,586.OQ, Larry Cain - $10,614.17, and Bill Mattingly - $2,353.75. Board Member
Saegesser questioned the claim [o Robert Lynn, noting the need for a procedure. The
claim in the amount of $1,200 payable to Keystone was also discussed. Following all
discussion of the claims, Boazd Member Saegesser made the motion to [able the claim to
Robert Lynn and the claim to Keystone in the amount of $1,200 approve the remainder of
[he claim list as preserved, and the additional claims, second by Board Member Caldwell,
passing on a vote of 3-0. Mayor Galligan expressed concern over [he number of
additional claims. Following discussion of the claim list procedure, the request was made
to hold the claims nol available for the list for the following meeting.
Greg Fifer, Attorney representing Gilmore Construction, presented original proof
of publication documents. Attomey Fifer ran thm the highlights of a proposal for a
public private partnership agreement. The proposal is fora 60/40 split of the cost of the
project. The cost to the City is to be 40%. Surveyor David Blankenbeker added further
explanation to the project. Mayor Galligan then asked for public comment on [he City to
take proposals to run sewers lines to the Herb Lewis Road interceptor. No comment was
voiced. Board Member Saegesser made the motion to approve the public-private
agreement submitted by Gilmore Construction, Inc, contingent upon review by Board
Attomey Lewis, second by Board Member Caldwell, passing on a vote of 3-0.
Bill Mattingly reported he has talked with Davy Roy regarding his request for
summer relief for a nursery. It was suggested he put in a meter for watering. Bill
Mattingly presented a sample affidavit to be used with the monthly adjustment lists. A
written policy is needed for adjustments.
September 16, 2008
John Perkins presented sample pre-lien letters, saying Recorder Dick Jones has
been very helpful with the research. The Treasurer's Office has been less than helpful,
saying personnel are not available. A total of $90,318 has been filed. It would be the
Board's decision [o use City Court for collection action. Boazd Member Saegesser
appreciates John's work and the coverage done by the Evening News. At the conclusion
of all discussion, Board Member Saegesser made the motion to authorize Attomey Lewis
to work with John Perkins to work on court action to collect delinquent sewer bills,
second by Board Member Caldwell, passing on a vote of 3-0.
Len Ashack reviewed proposals from Gripp Incorporated, BL Mderson
Company, and Teledyne Isco, for ISCO 2150 Area Velocity Flow Meters and options,
recommending [he Isco Flow Meters from Gripp and the service proposal from Gripp
with the $45,026 option. Following discussion, Boazd Member Saegesser made the
motion to accept [he recommendation of Len Ashack after consent for a time extension
with L. Cain, second by Board Member Caldwell, passing on a vote of 3-0.
Len Ashack presented and explained a letter to Mr. Jerry Dittmer, Chief,
Municipal Permits Section of IDEM RE: Request for Permit Modification. Jorge Lanz
raised the issue of placement, explaining the right of way has not been obtained. A
meeting is scheduled for next Tuesday. At the conclusion of all discussion, Board
Member Saegesser made the motion to authorize Mayor Galligan to sign the letter
requesting outfall change, as presented, second by Board Member Caldwell, passing on a
vote of 3-0. Jorge Lanz asked if this is [he alternative. Len Ashack feels they should
have both locations. Jorge Lanz said if both can be kept they should. There will be
further discussion.
Jorge Lanz presented and explained a letter from Team Contracting regarding
Sellers Court. Jorge Lanz wants to make sure the contract warranty time period does not
mn out, suggesting the warranty be extended. Mayor Galligan feels where the asphalt is
down it needs to be checked, compacted and patched. It should be core checked. City
Engineer Miller does not feel [his is unreasonable and a letter should be sent to the surety
company regarding the bond. Board Member Saegesser suggests Jacobi, Toombs, and
Lanz mark across the area that needs to be inspected. Following all discussion, Board
Member Saegesser made the motion to authorize Jorge Lanz to send a letter to Team
Contracting regarding Sellers Court and authorize Attorney Lewis to send a letter to the
bonding company regazding an investigation into repair techniques [o Sellers Court
before the City will accept the street, second by Board Member Caldwell, passing on a
vote of 3-0.
Jorge Lanz requests the Sewer Project Manager be instmcted to have all engineers
proceed in the direction of a north plant and get realistic alternatives. Jorge Lanz believes
a north facility is fundamental to economic development and that needs to be broken
apart from whatever has to be done with the EPA. There is a need for a focus. At the
conclusion of all discussion, Board Member Saegesser made the motion that [he long-
term control plan is to have a north wastewater treatment plant to maximize CSO
treatment at the downtown plant, second by Board Member Caldwell, passing on a vote
of 3-0.
Rob Sartell reported EMC is working around the clock with the power outages
due to the recent storm. He has no record of any backup complaints. Mayor Galligan
needs to know what KW is needed to mn each lift station. Rob Sartell said there is a
September 16, 2008
need to have the capability to pump azound on the older stations. Mayor Galligan noted
the need to have a systematic approach. Rob Sartell will provide KW to City Engineer
Miller. Rob Sartell said he could use another pick-up truck. He was told to call City
Engineer Miller to find one. Rob Sartell will provide all vehicle information at the next
meeting. There is a need for a price and bid specs on a new truck.
Board Member Saegesser made the motion to adjourn a[ 4:55 P.M., second by
Board Member Caldwell, passing unanimously.
Tom Galligan, Mayor
Jeffrey Caldwell, Member
Bill Saegesser, Member
ATTEST:
Peggy Wilder, Clerk Treasurer
CITY OF JEFFERSONVILLE
SANITARY SEWER BOARD
MINUTES OF AUGUST 19, 2005
The Sanitary Sewer Boazd of the City of Jeffersonville met in regulaz session in
the Mayor's Conference Room in City Hall, Jeffersonville, Indiana on Tuesday, August
19, 2008, at 3:00 P.M.
Boazd Member Jeffrey Caldwell called the meeting to order at 3:10 P.M. Board
Members Bill Saegesser and Jeffrey Caldwell were present. Mayor Tom Galligan was
absent. Also present were Board Attomey Scott Lewis, Sewer Collection Office Director
Bil] Mattingly, Rob Sartel] representing EMC, Jorge Lanz and Josh Hillman representing
Jacobi, Toombs and Lanz, Len Ashack and Patty Yount representing Bemardin,
Lochmueller & Associates, Executive Assistant Dana Young Communications Director
Lacy Thomas, and Deputy Clerk Treasurer Barbaza Hollis.
Board Member Saegesser made the motion to approve the agenda with the
addition of Greg Fifers with apublic-private agreement, and John Perkins regarding
delinquent accounts, second by Board Member Caldwell, passing on a vote of 2-0.
The minutes of August 5, 2008 were presented for approval. Board Member
Saegesser made the motion [o approve the minutes as presented, second by Board
Member Caldwell, passing on a vote of 2-0.
The claims were presented for approval along with the following additional
claims: Bil] Mattingly $3,167.50, Excel Excavating $15,300.00, Mac Construction
$277,869.45 (SRF), and Mac Constmction $231,829:77 (SRF). Following discussion of
the claims, Boazd Member Saegesser made the motion to approve the claim list as
presented, excluding the Keystone claim in the amount of $$3,150.00, as well as the
additional claims, second by Board Member Caldwell, passing on a vote of 2-0.
Greg Fifer, Attomey representing Gilmore Cons[mction, presented a
public/private agreement between the Ciry of Jeffersonville and Gilmore Constmction.
Engineer Lanz has been working on [his, explaining it would result in a savings of
$75,000 to $80,000 to the City. Attomey Lewis recommends taking this under
advisement This is scheduled for a public heazing on September 2, 2008. Boazd
Member Saegesser made [he motion to take the agreement under advisement pending
review by the Board Attorney and Engineers, second by Board Member Caldwell,
passing on a vote of 2-0.
John Perkins presented and reviewed a delinquent accounts report. Manager
Mattingly noted there has been quite a bit of collection activity due to John Perkins'
work. Following discussion, Board Member Saegesser made the motion to issue letters
to the top 26 delinquent that if payment is no[ received the intent is to issue a press
release to the Evening News and Courier Journal, second by Board Member Caldwell,
passing on a vote of 2-0. Board Member Saegesser said he continues to appreciate John's
efforts.
Mr. Jim Wesp, owner of What-A-Wash Car Wash appeared before the Board to
appeal sewer rates. Mc Wesp made a video presentation explaining the reverse osmosis
system and the car wash procedures. Board Member Saegesser said clean water is not
wanted in the sewer system. He does not have to discharge RO water to the sewer
August 19, 2008
system. He would have to have an IDEM permit. Board Membet Saegesser does no[ feel
[he Ordinance would permit Mr. Wesps' request. Attorney Lewis warns against making
an exception.
Engineer Jorge Lanz presented and recommended approval for Change Order-
Extra Work Agreement No. 4 for Happy Valley Pump Station & Force Main
Improvements to Dan Cristiani Excavating Company, Inc., in the amount of $4,540.
Boazd Member Saegesser made the motion to approve the order as presented, second by
Board Member Caldwell, passing on a vote of 2-0.
Engineer Josh Hillman reviewed the bids opened at the last meeting for
Annexation Area "F"-Evergreen Circle Sewers, recommending the award go to Dan
Cristiani Excavating. Attorney Lewis has reviewed and approves the document. Board
Member Saegesser made the motion to award the bid for Annexation Area "F"-
Evergreen Circle Sewers to Dan Cristiani Excavating in the amount of $379,950.
Engineer Josh Hillman introduced Melissa Woods with River Hills who explained
the grant application for the New Chapel Sewer Project. A confirmation allocation of
$288,784 is necessary to match the potential grant of $500,000. Engineer Jorge Lanz
recommends earmarking $300,000. A commitment has been made to [his project. Boazd
Member Saegesser announced a disclaimer that his daughter-in-law is the Director of
River Hills. Board Member Saegesser then made the motion to allocates $300,000 of
Sewer Operating and Maintenance funds to match a CFF grant for the New Chapel Sewer
Project, second by Board Member Caldwell, passing on a vote of 2-0. Engineer Josh
Hillman, explaining the lifr station property needs to be acquired, said Frank Gottbrath
has offered to donate the property for the waiver of three tap fees. The Board, by
consensus, is willing to negotiate with Mr. Gottbrath.
Rob Sartell noted the plant has received a 96% rating following an IDEM safety
inspection.
Director Mattingly presented the Adjustment Entry Batch List dated August 14,
2008, in the amount of $17,029.63. Board Member Saegesser made the motion to
approve the adjustments as presented, second by Boazd Member Caldwell, passing on a
vote of 2-0. Director Mattingly said the automatic draft process is finalized. This has
been a demand. Board Member Saegesser appreciated the progress being done by
Director Mattingly and John Perkins.
John Perkins requests the Boazd consider moving the billing office counter
forwazd to provide for additional desks. Director Mattingly feels this may be a
distraction. John Perkins will provide a floor plan. Director Mattingly has contacted
Architect Hal Kovert for an opinion.
Board Member Saegesser made the motion to adjourn at 4:22 P.M., second by
Board Member Caldwell, passing unanimously.
Tom Galligan, Mayor
Jeffrey Caldwell, Member
August 19, 2008
Bill Saegessey Member
ATTEST:
Peggy Wilder, Clerk Treasurer
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Wastewater Treatment Plant 50% Expansion
Jeffersonville Sewer Board
City of Jeffersonville, IN
Progress Meeting Minutes
1) Review minutes from previous meeting.
• Distributed Previous Meeting Minutes.
2) Confractors Update on Progress
Previous 30 davs
• Contractor completed Headworks exterior walls and interior slab.
• Contractor completed backfill of Headworks.
• Installed stone fill in void azeas of the Headworks. -
• Completed excavation of Clarifier.
• Poured bottom structural slab of Clarifier.
• Removed curb at new entrance to plant.
Next 30 davs
• Start first lift of walls to the intermediate slab level of the Clarifier
• Begin concrete ballast fill of Clarifier after compleflon of the first lift walls.
• Complete Headworks top slab and begin removing false work.
• Complete remaining concrete at Headworks.
• May begin masonry at Headworks.
• Begin piping under intermediate (process) slab at Clarifier.
3) Contractors Pay Request
• Received MAC's Pay Request #4 (adjusted $19,250.00 for amount previously
requested.)
• Received MAC's Pay Request #5.
• Transmitted to CiTy of Jeffersonville for processing.
7effersonville WWTP 50%Expansion
September 18, 2008
Page 2 oft 2
4) HDR/Quest Comments:
HDR and JTL are working with IAW for final approval to relocate the waterline.
IAW has requested a NOI and set of plans for the relocation. JTL to contact IAW
about this requirement.
HDR noted they were waiting for further core testing on the Gravity Thickaer.
Also requested submittal information on the surface applied version of the KIM
waterproofing admixture.
HDR noted that the eazly breaks of the Clarifier slab looked good.
I-IDR noted that the Clarifier slab pour went well with no problems with concrete
delivery.
5) MAC Comments:
MAC delivered vazious shop drawings for processing.
MAC brought floor file and vinyl base samples for the Owner's use in selection of
color.
6) Owner Comments:
• Owner.asked MAC to complete pricing of waterline relocation. It will be
contingent on IAW final approval.
• Owner asked MAC to price the cost of adding Clarifier #6 based on the identical
design as #5. It may or may not be Feasible to add by CO based on funding
restrictions.
Next Meeting Scheduled for October 16th, 2008.