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HomeMy WebLinkAbout09-20-12 CITY OF JEFFERSONVILLE SANITARY SEWER BOARD MINUTES OF SEPTEMBER 20, 2012 The Sanitary Sewer Board of the City of Jeffersonville, Indiana met in regular session on Thursday, September 20, 2012 at 3:00 P.M in the City Hall Mayor's Conference Room. Mayor Mike Moore called the meeting to order at 3:07 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, City Engineer Any Crouch, Sewer Billing Office Manager Rick Stephenson, Jorge Lanz and Josh Hillman representing Jacobi, Toombs, and Lanz, John Herriford representing Strand Associates, Wes Christmas representing Clark Dietz Engineers, Theresa Criss - Hartwig representing Commonwealth Engineers, Bob Woosley Y' representing Heritage Engineering, Chris Jackson representing Dan Cristiani Excavating, Adam Dickie representing HMB Engineers, Scott Thornberry, Gerald Stovall, Dave Amlung, and Samantha Schardein on behalf of T &C Contracting, Councilperson Connie Sellers, and Secretary 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 minutes of September 6, 2012 were presented for approval. Board Member Saegesser made the motion to approve the minutes as presented, second by Board Member Orem, passing on a vote of 3 -0. Controller Harmon presented the claim lists for approval requesting the addition of a claim to Aqua Utility in the amount of $126,579.72 and a claim to Government Appraisal Services in the amount of $350. Board Member Saegesser made the motion to approve the Operating Fund (606) claim list in the amount of $232,481.62, second by Board Member Orem, passing on a vote of 3 -0. Board Member Saegesser made the motion to approve the 05 Sewer Construction (614) claim list in the amount of $8,392.50, second by Board Member Orem, 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 $370,444.21, second by Board Member Orem, passing on a vote of 3 -0. Board Member Saegesser made the motion to approve the 2009 SRF Fund (616) claim list in the amount of $315.00, second by Board Member Orem, passing on a vote of 3 -0. Board Member Saegesser made the motion to approve the 2011A SRF (624) claim list in the amount of $44,846.00, second by Board Member Orem, passing on a vote of 3 -0. Board Member Saegesser made the motion to approve the 2011C SRF (628) claim list in the amount of $58,396.00, second by Board Member Orem, passing on a vote of 3 -0. Controller Harmon has distributed the financial reports, noting a drop in cash. The RFPs for the software will be opened at the Board Of Works meeting next Wednesday. Ms. Dianne Dierking, representing the Stone Creek Village Association, appeared before the Board to request consideration for any relief for one bill. She explained there is one water meter and four spigots ` p on each building. The Association September 20, 2012 2 pays the sewer bills and some water a lot more than others so it is hard to distribute the overage. She is asking for a review of the situation. She presented and reviewed water and sewer records. Some residents have used the meters in the past, but did not this year Manager Stephenson said the policy allows for single family only He did state it is obvious how much they are watering. Director Ashack will look at this to see what can be done Kevin Taft of Blankenbeker and Associates, on behalf of Bill Burns, developer of Veterans Station, appeared before the Board requesting capacity for a business office that will use approximately 400 gallons of water a day. City Engineer Crouch explained PP Y 9 Y- Y lained 9� P this will be a sanitary sewer extension, not just a tap. Following discussion, Board Member Saegesser made the motion to approve the 400 gallon a day capacity for property known as Veterans Station, second by Board Member Orem, passing on a vote of 3 -0. Director Ashack explained the property next to the Tenth Street Pump Station that is owned by Clark Memorial Hospital. He will get an appraisal on this property. He has met with Martin Padget of Clark Memorial, who said the Hospital is willing to sell the property "if the price is right ". Director Ashack reviewed a proposal and cost estimate for the Tenth Street Pump Station Screen Wall as prepared by The Estopinal Group LLC., explaining he needs guidance if the Board wishes to pursue this or to look into other options. Councilperson Sellers reviewed the history of the City selling the property to Clark Memorial. Anything that can be done "in house" will be Following discussion, it was decided that Director Ashack will look into other options. Director Ashack presented pictures of a truck that he would like to replace. He has acquired two quotes and he would like to purchase the Chevrolet as it is available. The Ford would have to be ordered. At the conclusion of all discussion and review, Board Member Orem made the motion to approve the purchase of a truck from Coyle f t' Chevrolet for $23,700, second by Board Member Saegesser, passing on a vote of 3 -0. Josh Hillman reviewed two easements needed for the Liters Force Main project, requesting authority to offer up to 15 000 for properties 9 Y p $ p operties from River Ridge Two LLC, and Roman Catholic Archdiocese. At the conclusion of all discussion, Board Member Orem made the motion to authorize the offers as presented, second by Board Member Saegesser, passing on a vote of 3 -0. Josh Hillman has received a counter offer from Eberly Construction for an easement acquisition for the Liters Force Main Project. The offer was for $6,100 and the request is for $7,320. Board Member Saegesser made the motion to accept the $7,320, second by Board Member Orem, passing on a vote of 3 -0. It appears there is an apparent calculation error of an offer of a Lentzier Creek easement for $9,325, and Josh Hillman requests authority to modify the offer to $12,320. Board Member Saegesser made the motion to allow the modification, second by Board Member Orem, passing on a vote of 3 -0. Josh Hillman next informed the Board the offer of $5,325 for the Baker property easement has been rejected and the request is for $10,000. This is a critical part of the project. Following much discussion, Board Member Saegesser made the motion to offer $7,500 for the property, second by Board Member Orem, passing on a vote of 3 -0. 4e September 20, 2012 3 Josh Hillman next reviewed the proposed bidding schedule for the Lentzier Creek and Liters projects. This would have the first advertisement next Friday, with bids received before October 2, 2012, anticipating the loan closing in November. Director Ashack explained he has received a letter from SRF noting the need to get things in order by November. Board Member Saegesser made the motion to authorize the advertising for construction bids as requested, second by Board Member Orem, passing on a vote of 3 -0. Josh Hillman presented the Utica Pike Sewers Project bid tabulation report recommending awarding the bid the the low bidder Dan Cristiani Excavating. Board Member Orem asked if the contractor is aware of the water line. Chris Jackson of Dan Cristiani Excavating noted they were and would like to start as soon as possible. Board Member Saegesser made the motion to award the bid for the Utica Pike Sewers project to the low bidder Dan Cristiani Excavating, second by Board Member Orem, passing on a vote of 3 -0. Jorge Lanz said there are issues with the Crums Lane Interceptor project. Construction of this project has had several problems. It has been 199 calendar days since the notice to proceed was issued and less than half of the pipe has been laid. Time has elapsed. On September 6, 2012 a letter was sent regarding the Gem Engineering report is not consistent with the City's report, and that the contractor is concerned with the pipe. Allegations have been made but not documented. No direct information has been received from Gem Engineering. JTL will require the contractor (T &C) to submit all necessary documentation to support allegations including all geotechnical reports, studies, and test results provided by Gem Engineering that contains differences, and concerns that the contractor has that the pipe is not adequate. These allegations have been made but not supported. Jorge Lanz will obtain all information and undertake an appropriate investigation to make a recommendation as how to proceed. Attorney Lewis recommends scheduling an executive board meeting for next Thursday at 2 RM., followed by a special meeting at 3 P.M. Board Member Saegesser asks the Board be provided all information. Jerry Stoval, Attorney representing T &C does not have all the information. He said he has been asking for information and a meeting for weeks. He will sit down with all parties to discuss this and will share any information. He further stated the contractor is not responsible for design. He requests JTL to verify all sub - surface conduits are acceptable. There are concerns. If JTL says it is OK, the contractor will go ahead. They are asking that the engineer follow the plan and specification and investigate and verify. Again Jorge Lanz requests information saying he wants to see documentation. Mayor Moore stressed the need to get the information to JTL quickly, as this project needs to get done. Board Member Saegesser said his primary concern is to see that JTL and T & C finish this project. He does not want to see this cost the rate payers more than they were told. Board Member Saegesser made the motion to have all information requested to JTL by Monday and a determination made on Thursday, second by Board Member Orem, passing on a vote of 3 -0. September 20, 2012 4 Director Ashack reviewed the information he presented to the City Council last Monday night. This included the SRF Loan - Project Status report, and financial information provided by Doug Baldessari of H.J. Umbaugh & Associates. Board Member Saegesser noted the need to get the PER approved. Director Ashack has been communicating with Jack Fisher regarding the PER. Attorney Lewis informed the Board the Muncy property closing took place last week. There being no further business to come before the Board, Board Member Saegesser made the motion to adjourn at 4:15 P.M., second by Board Member Orem, passing on a vote of 3 -0. Mike Moore, Mayor Dale Orem, Board Member - AUvc.:„ Bill Saegesser o -41 ember BarbetnriliftsgitecceitteA ANke tvloo pl 416 ertd 4.41-15, Scref y ti 9i. yy