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HomeMy WebLinkAbout09-03-2009CITY OF JEFFERSONVILLE SANITARY SEWER BOARD MINUTES OF September 3, 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, September 3, 2009 at 2:00 P.M. Mayor Galligan called the meeting to order at 2:15 P.M. Board Members Bill Saegesser, Dale Orem, and Mayor Tom Galligan were present. Also present were Board Attorney Scott Lewis, Sewer Superintendent Len Ashack, Assistant Superintendent Lori Kearney, Communication Director Larry Thomas, Jorge Lanz and Josh Hillman representing Jacobi, Toombs and Lanz, Pattjv Yount representing Bernardin, Lochmueller & Associates, 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. Harold Milton Stewart, New Earth International, presented a Summary Example of the Potential for Wastewater Sludge as an Energy Resource, and for Community Savings and New Revenues. Patty Yount said they are always looking at energy efficiency and reuse alternatives. Mr. Stewart noted sludge has energy. The program represents a saving of money while creating new revenue. Superintendent Ashack envisions a regional facility. Board Member Saegesser questions if IDEM would approve. He would like to get IDEM's opinion. Superintendent Ashack was asked to contact IDEM regarding the reduction of requirements. Mayor Galligan does not mind being innovative; his concern is for the risk. He requests Superintendent Ashack, Patty Yount and Harold Stewart approach IDEM. Attorney Lewis reported on his visit to a facility in West Lafayette. Mr. Stewart reviewed a Bio Fuel Box program of waste to fuel. Board Member Saegesser noted the need to negotiate with Duke Energy. He also noted the primary importance of the Board is to keep customer rates low. The next step is to set up a meeting with IDEM. Board Member Saegesser said energy could be sold to any provider. Mr. Stewart noted this could be an economic development tool to have carbon credits. A recess was called at 3:05 P.M. The meeting resumed at 3:15 P.M. Also now in attendance are City Engineer Bob Miller, Assistant City Engineer Andy Crouch, Sewer Collection Office Director Bill Mattingly and Bruce Wright, Mark Sneve and John Hereford representing Strand Associates, and Steve Keiber, representing HDR/Quest. Josh Hillman opened bids for Job No. 0965, Spring Street P.S. Interceptor Rehabilitation as follows; Insituform Technologies $599,202.50, Reynolds Inliner $834,581.00 and SAK Construction $616,986.00. Board Member Saegesser made the motion to take the bids under advisement for review by the engineer and attorney, second by Board Member Orem, passing on a vote of 3-0. Mike Shannon of Metropolitan Urology appeared before the Board with flooding problems. He explained five years ago the decision was made to build a new 6 million dollar corporate headquarters in Jeffersonville. He reviewed a history of problems with September 3, 2009 2 water saying Superintendent Ashack has been very helpful. The building has flooded five times. Twice major water was taken in. This last time there was 8 feet of water at the back wall. There was 18 inches of sewer water in the building. It is estimated the cost of repairs may reach $200,000. Something has got to be done about this. Mr. Shannon also said the pipe under the driveway is eroding, causing sinkholes. Mayor Galligan explained the size of the pipes and the catch basins. The solution is being worked on. The direction is going to change and there are plans for a canal. The pipe is overloaded and work is being done to take the overloading off. There is a plan that is being designed. The building design is also a problem. Jorge Lanz suggested the building should be waterproofed and a dike built. Mr. Shannon said the conduit has been sealed. Mayor Galligan said it is imperative we get something done. It will take two to four years to complete. In the next four years 50 million dollars will be spent. Mr. Shannon's concern is for sewage being released. Superintendent Ashack suggests modifying the catch basins. Mr. Shannon asked about the sinkholes. Superintendent Ashack said the bands have been blown out. He will get quotes. Jorge Lanz said it could cave in. Mike Shannon asked about help from FEMA. Mayor Galligan said this is being worked on and he will have Mindy Christian call him. The minutes of August 6, 2009 and August 20, 2009 were presented for approval. Board Member Saegesser made the motion to approve the minutes of August 6, 2009 as presented, second by Board Member Orem, passing on a vote of 3-0. Board Member Orem made the motion to approve the minutes of August 20, 3009 as presented, second by Mayor Galligan, passing on a vote of 2-0-1. Board Member Saegesser abstained, as he did not attend the meeting. The claim list was presented for approval. It was requested a claim for Mac Construction for $55,100, and claims to Larry Smith in the about of $506.15, and $584.70 be added to the list. Claims for resident tetanus shots were discussed. Approval of an SRF claim to Mac Construction in the amount of $188,491 was also requested. Following discussion of the claims, Board Member Orem made the motion to approve the SRF claim and the claim list as presented, as well as the additional claims, subject to insurance company approval for tetanus shots and review of the Smith claims for duplicate payments, second by Board Member Saegesser, passing on a vote of 3-0. Due to schedule conflicts, Board Member Orem made the motion to change the second meeting in September and the October meetings to September 18, 2009 at 1:30 P.M., October 8, 2009 at 3:00 P.M., and October 22, 2009 at 3:00 P.M., second by Board Member Saegesser, passing on a vote of 3-0. Mark Sneve presented and reviewed City of Jeffersonville Summary of Ongoing Projects dated September 3, 2009. John Hereford presented and reviewed a letter dated September 3, 2009 regarding Engineering Services -Adjustment To Current Long-term Control Plan Scope. He then asked permission to adjust the contract. He is looking for a huge level of control. Mayor Galligan voiced the need to talk with the Drainage Board for financial help. Superintendent Ashack is working with Construction Solutions also. Mayor Galligan said this also should be taken to the Drainage Board. John Hereford then presented a letter dated September 3, 2009 regarding Engineering Services -Canal Feasibility Study - Phase 1 (Due Diligence Services). There is a need for a meeting so services are not duplicated. There will be a proposal for the next meeting. Board Member Saegesser September 3, 2009 3 would like to have one person responsible. He would like to have one contract and a team leader. John Hereford will do his best to meet the deadline. Discussion followed regarding a concern for liability for the depth of the canal. Mayor Galligan feels the canal should be about 40 feet wide. Superintendent Ashack reviewed the design needs. Mayor Galligan said when the plans are turned in they must be checked. John Hereford said he hears Mayor Galligan loud and clear. Steve Keiber presented and reviewed Project Status Report; Jeffersonville WWTP 50% Expansion dated September 3, 2009. All new processes are in effect. He reviewed the seven points on the report. Change orders # 1 and #2 were presented and reviewed. Superintendent Ashack noted the total project cost would be less than expected even with the change orders. Jorge Lanz said all the built-in contingency will not be used. The warranties were discussed. Board Member Saegesser suggested tracking the warranties so the equipment is checked one month before expiration of the warranty. Board Member Saegesser made the motion to approve Wastewater Treatment Plant 50% Expansion Change Order No. 1 with a net difference of ($651.92) and Wastewater Treatment Plant 50% Expansion Change Order No. 2 with a net difference of $28,690.72, as presented, second by Board Member Orem, passing on a vote of 3-0. Bruce Wright presented the Adjustment Certificate for August 26, 2009 through September 1, 2009, totaling $4,402.14. Board Member Saegesser made the motion to approve the certificate as presented, second by Board Member Orem, passing on a vote of 3-0. Bruce Wright next presented a brochure designed for mailing titled "All About Your Sewer Bill" and an estimate from L & D Mail Masters in the amount of $4,332.50. Communication Director Larry Thomas has put this together. Following discussion, Board Member Orem made the motion to approve the brochure to be mailed by L & D Mail Masters not to exceed $4,500, second by Board Member Saegesser, passing on a vote of 3-0. Bruce Wright also presented a quote for two printers for doing the billing, explaining the problems with the current printers. Mayor Galligan asked that Bruce Wright get other prices. Board Member Saegesser made the motion to purchase two printers not to exceed $5,500, second by Mayor Galligan, passing on a vote of 3-0. Jorge Lanz presented and reviewed each project listed on Jeffersonville Sanitary Sewer Projects Status Report dated September 3, 2009. Discussion followed regarding the North Wastewater Treatment Plant situation and recent communications. Board Member Saegesser asked Patty Yount to tell Don Wilson he works for the City not River Ridge. He feels a recent incident cost $50,000. Board Member Saegesser said those guys couldn't be trusted. Board Member Orem said he has not received any communications since the last meeting. Attorney Lewis said they have Board Members contact information and should be forwarding all information. Mayor Galligan noted it is so convoluted. Board Member Saegesser said they are not dealing in good faith. Mayor Galligan said there is a need to tell people when downspouts are to be disconnected. Engineer Miller asked Superintendent Ashack if he is still looking for a good electrician for the plant. Superintendent Ashack replied, yes. Engineer Miller will send someone to meet with Superintendent Ashack. Superintendent Ashack presented a copy of the current Salary Ordinance as it pertains to the Sewer Department along with a proposal for a change in the structure along with proposed additions and changes in salaries. He explained the need for the change. This will add three positions. If the Board approves this he will have Deputy September 3, 2009 4 Bass present a Salary Ordinance amendment to the Council. Board Member Saegesser asked if these financial changes were included in the Umbaugh rate report. Superintendent Ashack said they were not, however bids have come in lower than expected, so these changes should not make a difference. Board Member Saegesser made the motion to accept the recommendations made by Superintendent Ashack, second by Board Member Orem, passing on a vote of 3-0. Superintendent Ashack informed the Board bioxide will be added to Crums Lane I, Liters, and Scott Road. Patty Yount noted the need to "circle the wagons" on land for the North Plant. A meeting needs to be set up as soon as possible. Work by Bingham and McHale and the title company needs to be halted. Superintendent Ashack received a request by email from the Feds requesting the number of people in Jeffersonville and the number of CSO's. The Feds are working on a press release regarding the consent decree. Bill Mattingly presented and reviewed the July 31, 2009 financial statements. He has two area of concern. One is the Bank Of New York Construction Fund work in process and the other is the cash balance. Umbaugh is working on balances. In the future he will try to get these reports to the Board prior to the meeting. Delinquencies are down. Accounts receivable are showing improvement. Attorney Lewis said the Court dates that have been set aside are; December 2, 3, 4, 7 & 8, 2009. He will be in contact with all witnesses. Board Member Orem made the motion to adjourn at~:55 P.M., second by Board Dale Orem, Member Bill Saegesser, M er ATTEST: Peg lder, Clerk Treasurer