HomeMy WebLinkAbout09-01-2011 CITY OF JEFFERSONVILLE
SANITARY SEWER BOARD
MINUTES OF SEPTEMBER 1, 2011
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 1, 2011 at 3:00 P.M.
Board Member Orem called the meeting to order at 3:02 P.M. Board Members
Bill Saegesser and Dale Orem were present. Also present were Board Attomey Scott
Lewis, Utility Director Len Ashack, Assistant Utility Director Lori Kearney, City
Engineer Andy Crouch, Jorge Lanz representing Jacobi, Toombs and Lanz, Jeff Dewitt
and Lenin Kasthuri representing Bemardin Lochmueller, John Hereford representing
Strand, Steve Keiber representing HDR Quest, Wes Christmas representing Clark Dietz,
Jerry Anderson representing CH2MIIilI, and Deputy Clerk Treasurer Barbara Hollis.
Board Member Saegesser made the motion to approve the agenda as presented,
seconded by Board Member Orem, passing on a vote of 2 -0.
The minutes of August 16, 2011, were presented for approval. Board Member
Orem made the motion to approve the minutes with a correction of changing railroad to
River Ridge on page 3, second by Board Member Saegesser, passing on a vote of 2 -0.
The claim lists were presented for approval. Following discussion, Board
Member Saegesser made the motion to approve the operating claim list in the amount of
$588,802.94, the BAB claim list in the amount of $259,710.16 the 05 Bond claim list in
the amount of $1,485.00, the 2009 SRF claim list in the amount of $5,176.00, the 2011A
SRF claim list in the amount of $1,179,339.00, and the 2010 Construction Bond claim list
in the amount of $8,392.00, as presented, second by Board Member Saegesser, passing
on a vote of 2 -0.
Mayor Galligan arrived at 3:07 P.M.
Interim Redevelopment Director Andrea Stevens explained a proposed settlement
offer for property at 227 Pearl Street. At the conclusion of all discussion, Board Member
Orem made the motion to allow for an offer not to exceed $69,000 for the property at 227
Pearl, second by Board Member Saegesser, passing on a vote of 3 -0.
Deputy Hollis presented and explained a request for approval of a claim to TS!
Paving for Pay App #3 in the amount of $175,419.94 and $19,491.00 for retainage.
Board Member Saegesser made the motion to approve the claim as presented, second by
Board Member Orem, passing on a vote of 3-0.
Director Ashack has bcen asked to enter into a sewer service agreement to pump
the septic tank for a short term with the homeowner at 113 Pawnee Drive. There is a
failing septic system at this address. Josh Hillman said the design for sewers in this area
is about a month away. Jorge Lanz estimates having sewers in the arca in about six
months. The requirements were discussed. Following all discussion Board Member
Orem made the motion to enter into the service agreement if the homeowner has it
pumped and cleaned, sccond by Board member Saegesser, passing on a vote of 3 -0.
Josh Hillman presented and explained the need for Change Order -Extra Work
Agreement No. 1, Coopers Lane South Sewers, Dan Cristiani Excavating, Contractor.
The amount of this is an increase of $5,390.91. Board Member Saegesser, referring to
September 1, 2011 2
addition #3, asked if bills will be issued to empty lots. If a line is run to a vacant lot, a
minimum bill must be paid. If there is a "Y ", there will be no bill. Board Member
Saegesser then made the motion to approve change Order -Extra Work Agreement No. 1
for Coopers Lane South Sewers, Dan Cristiana Excavating, Contractor, second by Board
Member Orem, passing on a vote of 3 -0.
Josh Hillman next presented and explained the need for Attachment B: Work
Order Fonn, Work Order No. 2011 -4, Design Support For Lentzier Creek Sewer & P.S.
(South Pump Stations) & Pleasant Run P.S./Liters P.S. Force Main PER (North Pump
Stations, 09/01/2011, for Jacobi, Toombs and Lanz, Inc. Board Member Orem made the
motion to approve the work order as presented, second by Board Member Saegesser,
passing on a vote of 3 -0.
Josh Hillman presented Change Order -Extra Work Agreement No. 2, 8 Street
Combined Sewer Separation Project, TSi Paving, Contractor, explaining the area and the
reason for the change. The amount of this change is an increase of $7,400.00. Board
Member Saegesser made the motion to approve Change Order -Extra Work Agreement
No. 2, second by Board Member Orem, passing on a vote of 3 -0.
Josh Hillman explained the need for the acquisition of six easements for the
Crams Lane Interceptor project in the amount of $117,325. Following discussion, Board
Member Saegesser made the motion to authorize Jacobi, Toombs, and Lanz to make the
offers for the six easements for the Crums Lane Interceptor project, second by Board
Member Orem, passing on a vote of 3 -0.
Josh Hillman next explained the need for the acquisition of easements for the
New Chapel & Old Stoner (Watson) project in the amount of $7,625. Following
discussion, Board Member Saegesser made the motion to authorize Jacobi, Toombs, and
Lanz to make the offers for the necessary easements for the New Chapel & Old Stoner
(Watson) project, second by Board Member Orem, passing on a vote of 3 -0.
Josh Hillman then explained the need for the acquisition of an easement for the
Utica Pike project from Indiana American Water Company in the amount of $11,600. At
the conclusion of all discussion, Board Member Saegesser made the motion to authorize
Jacobi, Toombs, and Lanz to make the offers for the necessary easement from Indiana
American Water, second by Board Member Orem, passing on a vote of 3 -0.
Following review of the Certificate of Adjustments for September 1, 2011, in the
amount of $16,266.05, Board Member Orem made the motion to approve the adjustments
as presented, second by Board Member Saegesser, passing on a vote of 3 -0.
Mayor Galligan noted traffic problems on Herb Lewis Road with regard to sewer
work. As the City was trying to keep the costs down, he now feels trees should have
been removed and the road widened as a part of the project. Jorge Lanz noted it would
have required added easement acquisition and utility movement. Jorge Lanz will look at
this.
Director Ashack presented Amendment No. 1 to Task Order No. 11 -01, City of
Jeffersonville and Strand Associates, Inc. Pursuant To Technical Services Agreement
dated March 7, 2005, at a net increase of $3,000. John Herford explained the need for the
change. Board Member Saegesser made the motion to make the change on the agreement
from $24,700 to 527,700, second by Board Member Orem, passing on a vote of 3 -0.
Director Ashack presented and explained Contract Change Order No. 1, Tenth
Street Pump Station Expansion Project, Paw Contracting, Contractor, in the amount of
September 1, 2011 3
$197,530.90 which is a part of the contingency. Board Member Saegesser made the
motion to approve the change order as presented, second by Board Member Orem,
passing on a vote of 3 -0.
Director Ashack presented a Proposed Amendment to Professional Engineering
Services Agreement, Tenth Street Pump Station Expansion, from CII2MIlil1, in the
amount of $72,700. Director Ashack has talked with Jack Fisher regarding this. Jerry
Anderson gave a brief summary of the process. Director Ashack is happy with
CH2MHiII, and feels this is an advantage to the City. Board Member Saegesser feels this
is looking out for the best interest to the City and thinks is the right thing to do. Board
Member Orem made the motion to approve the amendment as presented, second by
Board Member Saegesser, passing on a vote of 3 -0.
City Engineer Crouch reviewed the need for Change Order No. 1, Maplehurst
Annexation Sewer Project, TS! Paving, Contractor. Mayor Galligan heard the comment
that was made that it was hard to wedge. He suggests putting in bids for 2 inches of
paving, but want 1'A. Board Member Saegesser made the motion to approve the change
order as presented, second by Board Member Orem, passing on a vote of 3 -0.
Board Member Orem was excused from the meeting at 4:00 P.M.
Jeff Dewitt presented and reviewed the bid tabulation for the North WWTP
project. The bids are in the process of being evaluated. The apparent low bidder is
Dugan & Meyer. Attorney Lewis noted the need to review local preference. He recently
attended a seminar regarding this. Board Member Saegesser suggests calling Reynolds
and MAC regarding the pricing on Alpha Laval G2 -95. Jeff Dewitt said the low bidder
has been asked for post bid documents. He will send a series of questions to make sure
everything is covered. He will also get references. He hopes to have an analysis by the
next Board meeting. Jorge Lanz noted a quarter million dollar cost on a previous contract
between Dugan & Meyer and the City regarding grit removal. Board Member Saegesser
has serious concerns with the concrete work done on the Scottsburg project. Jeff Dewitt
has had some correspondence regarding Bacon Davis.
Jeff Dewitt said the NW WTP PER is moving on track and should be complete by
the end of September. A call has been received from a resident with objections to 1DEM
issuing a permit. Director Ashack will set up a meeting.
Director Ashack reviewed proposals from Bernardin Lochmueller & Associates
for the North Pump Stations Project PER in the amount of $25,000 and the South Pump
Stations Project PER in the amount of $30,000. Board Member Saegesser made the
motion to approve the proposals as presented, second by Mayor Galligan, passing on a
vote of 2 -0.
Director Ashack reviewed proposals from Redwing Ecological Services, Inc. and
Bernard Lochmueller & Associates, Inc. for wetlands delineation. He recommends
Redwing for the wetland delineation with endangered species. Board Member Saegesser
made the motion to approve the proposal from Redwing Ecological Services, Inc. as
recommended by Director Ashack, second by Mayor Galligan, passing on a vote of 2 -0.
Steve Kieber reviewed Project Status Report, Jeffersonville WWTP, Peak
Capacity & Miscellaneous Improvements, September 1, 2011.
Wes Christmas reported the Mill Creek Effluent Sewer project is going very well
with no significant problems. The Willinger Lane crossing still is to be done.
Alternatives are being looked at. Mayor Galligan suggested going under. Wes Christmas
September 1, 2011 4
is confident this can be resolved. Following further discussion, Board Member Saegesser
made the motion to eliminate a structure to account for one 72" pipe, second by Mayor
Galligan, passing on a vote of 2 -0. Wes Christmas then noted when excavating near the
Exxon Station, a smell of gasoline was found. Construction Solutions was asked to
evaluate the situation. Extra safety precautions have been taken, and IDEM has been
notified. Director Ashack said IDEM representatives were here today due to the incident
report. Wes Christmas then said joint testing has been passed. The pipe is good.
Director Ashack continues to get calls from Rite Aid regarding the odor from the
Mill Creek Pump Station. There is a need for another hatch. He is working on a
resolution.
Director Ashack has supplied copies of a letter regarding the Draft NPDES Permit
No. 1N0023302. He has also supplied a copy of a Notice regarding the smoke testing of
sewer lines in the Riverport service area. Also provided are copies of the monthly report.
Director Ashack has asked Umbaugh to come back regarding minimum billing. He is
working on a presentation for Department Heads regarding a Cartegraph overview.
Following discussion, Attorney Lewis suggested looking into a manner to deal with false
information reports.
Mayor Galligan asked Director Ashack to look at plans for sewers in Vissing
Park. Mayor Galligan noted the Logan Lane people are happy now.
Board Member Saegesser made the motion to adjourn at 5:00 P.M., seconded by
Mayor G. igan, as' : •nimously.
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�� Dale Orem, Member
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Pe: Zttl der, Clerk Treasurer