HomeMy WebLinkAbout04-02-2009CITY OF JEFFERSONVILLE
SANITARY SEWER BOARD
MINUTES OF Apri12, 2009
The Sanitary Sewer Board of the City of Jeffersonville met in regular session in
the Mayor's Conference Room in City Hall, Jeffersonville, Indiana on Thursday, April 2,
2009, at 3:00 P.M.
Mayor Galligan called the meeting to order at 3:10 P.M. Board Members Bill
Saegesser, Dale Orem, and Mayor Tom Galligan were present. Also present were; Sewer
Collection Office Director Bill Mattingly, Josh Hillman and Jorge Lanz representing
Jacobi, Toombs and Lanz, John Herriford representing Strand Associates, Patty Yount
representing Bernardin, Lochmueller & Associates, Steve Keiber, representing
HDR/Quest, City Engineer Bob Miller, Mayor's Executive Assistant Dana Young, Sewer
Collection Office Manager Bruce Wright, and Deputy Clerk Treasurer Barbara Hollis.
Board Member Orem made the motion to approve the agenda as presented,
second by Board Member Saegesser, passing on a vote of 3-0.
The claim list was presented for approval. Deputy Hollis requested claims to Mac
Construction for $81,000.00 and $11,000.00, and a claim to the Evening News for $35.80
be added to the list. It was requested that a SRF claim to Mac Construction in the amount
of $532,276,00 also be considered. Following discussion, Board Member Saegesser
made the motion to approve the claim list as presented, as well as the additional claims
and the SRF claim, second by Board Member Orem. Board Members Saegesser and
Orem voted for all claims with Mayor Galligan voting to pay all claims with the
exception of the claim to Excel Excavating. Mayor Galligan abstained from the vote on
Excel Excavating.
Bill Mattingly reviewed a request from Bob McAuliffe, RLM Properties, for a
waiver of penalties on tenant's delinquent sewer bills. Mr. McAuliffe was not aware of
the delinquencies until penalties were added. The Board agreed to waive the penalties.
Jorge Lanz presented and reviewed Jeffersonville Sanitary Sewer Projects Status
Report dated April 2, 2009. A developer has requested private sewers. Bob Miller noted
the lift station does not meet specification. Mayor Galligan reviewed the problems
saying it will not be accepted. There is a need for all systems to be uniform. Mayor
Galligan said Mac Construction needs to know the City will repair damages in urgent
situations and bill Mac Construction. Jorge Lanz recommends VS Engineering for the
Tenth Street Pump Station project. Following discussion, Board Member Saegesser
made the motion to accept Jorge's recommendation and negotiate with VS Engineering
for the design of the Tenth Street Pump Station, second by Board Member Orem, passing
on a vote of 3-0. Jorge Lanznoted it might be necessary to ask bidders to extend the bid
dates for the Ewing Lane project. Josh Hillman estimates the 2007 Annexation Area
Sewer Extension Projects to have a cost of $225,000. Following discussion, Board
Member Saegesser made the motion to authorize Jacobi, Toombs, and Lanz to advertise
bid requests for construction of Shungate Sewers, second by Board Member Orem,
passing on a vote of 3-0. Josh Hillman reviewed the Coopers Lane project noting they
are waiting for property purchase. It is required to acquire an easement for the Woodland
Court/Logan Lane Sewer Project. Following discussion, Board Member Orem made the
April 2, 2009 2
motion to acquire the easement for $3,400, second by Board Member Saegesser, passing
on a vote of 3-0. Board Member Saegesser then made the motion to advertise for bids for
the Watson/New Chapel Sewer Project, second by Board Member Orem, passing on a
vote of 3-0. Jorge Lanz noted four proposals were received for Job #87085: North
WWTP, the recommendation going to BLA/Donahue/Shrewsberry. Board Member
Orem made the motion to award the bid to BLA/Donahue/Shrewsberry, second by Board
Member Saegesser. Board Member Saegesser would like to sit down with Mark
Harrison, Project Manager. There is a tremendous amount of engineering work coming
up and he would like to have Bernardin, Lochmueller and Associates have a local office.
Patty Yount noted Doug Ralston would not be a part of any projects. The motion passed
on a vote of 3-0. Following discussion, Board Member Orem made the motion to
authorize Jacobi, Toombs and Lanz to advertise a bid for the 10th Street Interceptor
Rehabilitation project, second by Board Member Saegesser, passing on a vote of 3-0.
Mayor Galligan noted the need for vaults on the clarifier valves. Jorge Lanz recommends
allowing him to negotiate the fee for design thru bidding on all these projects and issue
contracts at a later date. Mayor Orem made the motion to approve the 100% wet weather
expansion of the downtown WWTP, second by Board Member Saegesser, passing on a
vote of 3-0. Following discussion, Board Member Saegesser made the motion to contract
with Construction Solutions, LLC for subsurface exploration 9G-03/14b, second by
Board Member Orem, passing on a vote of 3-0. Following review by Jorge Lanz, Board
Member Orem made the motion to request bid authorization for CSO #007, second by
Board Member Saegesser, passing on a vote of 3-0. Board Member Orem made the
motion to approve Change Order #1, Job No. 071221, Louise Street Pump Station
Improvements to Excel Excavating in the amount of $513.82, second by Board Member
Saegesser, passing on a vote of 2-0-1. Mayor Galligan abstained from the vote. Jorge
Lanz noted the Sanitary Sewer Board has been doing all the bidding thru Lynne Imaging
with a $100 non-refundable charge. Jacobi, Toombs and Lanz will do this in-house.
John Herriford of Strand Associates presented and reviewed City of Jeffersonville
Sewer Board Summary of Ongoing Projects; Strand Associates, Inc., Apri12, 2009.
Steve Keiber of HDR/Quest reviewed the WWTP 50% Expansion Progress
Meeting Minutes, dated March 19, 2009.
Bill Mattingly presented and reviewed the adjustment report, noting some were
due to a programming error. He has met with the Halo Group programmers that are
working with the County records. He hopes this will be completed by May 10 so that
pre-lien letters may be sent. This will be a big step forward. A policy manual is in the
works. Angela Kern of the Sewer Billing office is working on a training manual and
doing an excellent job. All in the office will be cross-trained. Bruce Wright is doing a
good job identifying projects that need to be investigated. Due to the extra workload on
the Clerk Treasurer Office, a new employee has been looked into. Bill Mattingly has a
quote from Paycor Payroll Services to outsource the sewer payroll rather than hire an
additional employee. The service would track time off. This is for information only;
there is a need to analyze. Board Member Saegesser made the motion to approve the
refunds and adjustments as presented, second by Board Member Orem, passing on a vote
of 3-0.
Bob Miller said Ques will accept delivery of the truck April 27 and start to work.
April 2, 2009 3
Len Ashack presented and reviewed the Jeffersonville Wastewater Treatment
Department Monthly Operations Report -March 2009. The format of this report will be
revised. The treatment plant is doing well. The permit is effective. Len Ashack noted
the need for a credit card. Following discussion, Board Member Orem made the motion
to approve the procurement of 3 credit cards for the WWTP, second by Board Member
Saegesser, passing on a vote of 3-0. The spikes in the BOD loadings were discussed.
Bill Mattingly said he has financial statements up to November 2008. He is
confident the Clerk Treasurer's Office numbers are correct. Board Member Saegesser
noted the need to know the financial status.
Patty Yount noted the contract is near the end. A meeting with EPA is scheduled
for April 28. Patty Yount said the City could not have hired anyone better qualified that
Len Ashack. Bernardin Lochmueller, as well as other cities, will miss him. Mayor
Galligan noted Bernardin Lochmueller as been good to work with.
Due to conflicts, the next meeting is scheduled for Friday, April 24 at 9:00 A.M.
Mayor Galligan noted the need for a plan of attack for generators. The outfall line
appraisals are available.
Boar~Member Orem made the motion to adjourn at 5:05 P.M., second by Board
Galligan,
Dale Orem, Me ber
Bill Saegesser, Member
ATTEST:
Pegg ilder, Clerk Treasurer