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Home My WebLink About07-05-2012 CITY OF JEFFERSONVILLE SANITARY SEWER BOARD MINUTES OF JULY 5, 2012 The Sanitary Sewer Board of the City of Jeffersonville, Indiana met in regular session on Thursday, July 5, 2012 at 3:00 P.M in the City Hall Mayor's Conference Room. Mayor Moore called the meeting to order at 3:00 P.M. Board Members present are Mike Moore, Dale Orem, and Bill Saegesser. Also present are Board Attorney Scott Lewis, City Attorney Les Merkley, Utility Director Len Ashack, Assistant Utility Director Lori Kearney, Controller Monica Harmon, Accountant Dennis Kestler, Sewer Billing Office Manager Rick Stephenson, City Engineer Andy Crouch, Josh Hillman representing Jacobi, Toombs, and Lanz, John Herriford representing Strand Associates, Steve Keiber representing HDR Quest, Theresa Criss - Hartwig representing Commonwealth Engineers, Jerry Anderson representing CH2MHilI, Councilpersons Connie Sellers and Mike Smith, and Secretary Barbara Hollis. Board Member Saegesser made the motion to approve the agenda as presented, second by Board Member Orem, passing on a vote of 3 -0. The minutes of June 21, 2012 were presented for approval. Board Member Orem made the motion to approve the minutes as presented, second by Board Member Saegesser, passing on a vote of 3 -0. Controller Harmon presented the claim lists for approval. Board Member Orem made the motion to approve the 2005 Sewer Construction (614) claim list in the amount of $9,650.00, second by Board Member Saegesser, passing on a vote of 3 -0. Board Member Saegesser made the motion to approve the 2010 BAB (615) claim list in the amount of $61,730.43, second by Board Member Orem, passing on a vote of 3 -0. Board Member Orem made the motion to approve the SRF 2011A (624) claim list in the amount of $1,101,959.00, second by Board Member Saegesser, passing on a vote of 3- 0. Board Member Saegesser made the motion to approve the SRF 2011C (628) claim list in the amount of $1,299,930.00, second by Board Member Orem, passing on a vote of 3 -0. Controller Harmon asked that a claim in the amount of $918.07 be considered in addition to the Operating claim list. Board Member Orem, made the motion to approve the Operating (606) claim list in the amount of $633,373.97 with the additional of $918.07, for a total of $664,292.69, second by Board Member Orem, passing on a vote of 3 -0. Director Ashack presented and explained Change Order #1, New Chapel Phase II /Ole Stoner project, DanCristiani Excavating Co., Inc., Contractor, in the amount of a $39,026.88 deduction. 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. This project is complete. Director Ashack presented a quote for a new Cues MP20/20 Portable Push Camera System in the amount of $10,935. He explained this purchase would allow for a more efficient use of equipment. He is able to purchase a demo model that has been used only two times for $9,000. At the conclusion of all discussion, Board MemberSaegesser made the motion to purchase the demo model, second by Board July 5, 2012 2 Member Orem, passing on a vote of 3 -0. This purchase will be made with Cum Cap Imp funds. Director Ashack will get quotes to be considered at the next meeting for a replacement for the Mack Tri -Axle Dump Truck. Josh Hillman presented and reviewed Jeffersonville Sanitary Sewer Projects Status Report, July 5, 2012. He will bring property appraisals to the next meeting. Jerry Anderson presented and reviewed the CH2MHill, Sewer Board Construction Update report for the Tenth Street Pump Stations Expansion. Steve Keiber presented and reviewed the HRD Project Status Report, Jeffersonville WWTP Peak Capacity & Miscellaneous Improvements, July 5, 2012. The project is 68% complete. The final completion date is November 6. An extension may have to be requested to move the date to the middle of December. Director Ashack, on behalf of Bernardin, Lochmueller & Associates, Inc., reviewed the Bernardin, Lochmueller & Associates project progress report dated July 3, 2012. The projects are moving along. Director Ashack noted he is looking at other alternatives for the Maintenance Building. He is not happy with the price. Director Ashack has called suppliers of water meters and presented the different costs per quantity. Director Ashack reviewed numbers he has put together with regard to water usage by customers. It has been determined that 83.8% of customers use between 0 and 800 cubic feet per month. He has found that areas where summer relief or sprinkling discounts are used there is an agreement. Director Ashack recommends the use of the waiver program using 800 cubic feet at $61.04. Controller Harmon feels this is a compromise she can support. Board Member Orem made the motion to use the adjustment policy presented by Director Ashack, to buy 100 meters at the lowest price (the meters to be sold at cost plus sales tax by the sewer billing office, with payment options), he would like to use the minimum of 1,000 cubic feet but would do the 8,000 cubic feet for those that cannot use a meter, with a minimum of $61.04 for May, June, July and August. Board Member Saegesser feels this represents changing the rate Ordinance and only provides for those with in- ground sprinklers. He would like to see this in writing. He does not feel this represents fair and equal treatment. Board Member Saegesser does not know how the loss of funds would be replaced. He then asked if adjustments were made last month. His bill went down $11 this past month. That would be an average loss of more than $100,000 per month. He asked Attorney Lewis his opinion with regard to the rate Ordinance. Attorney Lewis said this is a policy. Board Member Orem then amended his motion to put this in writing for approval at the next meeting. Board Member Saegesser asked if this is retroactive, and were there adjustments made that are not on the adjustment list. Manager Stephenson answered, yes. Board Member Saegesser asked if adjustments were given without Board approval. Manager Stephenson answered, yes. Mayor Moore said he told the sewer billing office to do it Board Member Saegesser then asked if the policy is approved, does what the Mayor ordered go away. Mayor Moore replied, yes. Board Member Saegesser asked how the $130,000, more or less, that should have been billed can be recovered. He is looking to Monica Harmon as Controller to find a way. Board Member Orem said this is with a great deal of trepidation as the bonds have to be paid. Board Member Orem asks how we can go back when bills were reduced against City 1 July 5, 2012 3 Ordinance. He also asked where the 10% of a months receipts can be made up. Mayor Moore said Director Ashack and Controller Harmon support this Board Member Orem said they have more important things to do. He needs to have this in writing. He understands Director Ashack and Controller Harmon. He does not understand why they have been put in that position. A recess to put the policy in writing was called at 3:45 P.M. The meeting resumed at 4:05 P.M. Mayor Moore reviewed the policy that has been prepared in writing. Board Member Saegesser asked if an inspection would be made for every request. Mayor Moore said we can't afford to do that. Board Member Saegesser said, "I agree ". Board Member Orem then withdrew his motion to amend. Mayor Moore seconded Board Member Orem's motion, which passed on a vote of 2 -1. Board Member Saegesser voted against passage. Assistant Director Kearney presented the monthly report on CD. The semi- annual report was submitted timely. This will be put on CD for the Board. Director Ashack reviewed and explained each of the bonds issued as outlined in Project Summaries through June 30, 2012 report from H.J. Umbaugh & Associates. He noted there are currently 9 leases that will be paid off by 2015 and that money can be put back into debt service. The financial situation is not as dim as he once thought. Controller Harmon presented the Adjustment Certificate dated June 18 - July 2, 2012 in the amount of $8,737.45. Board Member Saegesser asked if there were adjustments made that the Board has not been asked to approve. Manager Stephenson said, yes. Board Member Saegesser made the motion to deny the adjustments as presented until all adjustments are presented, second by Board Member Orem. Mayor Moore is against that This has been worked on for months This has been done since 1991. We are currently in the third biggest drought in Indiana. Board Member Saegesser said this Board has to approve all adjustments according to the State Board of Accounts. This has nothing to do with summer relief. Mayor Moore said if we get into that, many issues with Ordinances will be found. The motion to deny the , adjustments passed on a vote of 2 -1. Mayor Moore voted in opposition. Mayor Moore thanked the City C% ncil and the Board. He is proud to stand for this Ther: bei g no furt er business to come before the Board, Board Member Saegesser ad t e motio ' to adjourn at 4:20 P.M., second by Board Member Orem, passing on : v to of 3 -0. ■ 1 -__ ATTEST: Mike Moore, Mayor ___gL>>4.- '.-/.. C.A7.7c-c-----\._. / \_ —,__..144.2_Ld , D le Orem, Board Member Barbara Hollis, Secretary it Saegesser, Boar ember F ,