HomeMy WebLinkAboutDecember 4th, 2012 MINUTES OF THE
JEFFERSONVILLE DRAINAGE BOARD
DECEMBER 4, 2012
The Jeffersonville Drainage Board met on December 4, 2012, at 5:30 pm in the City Building
Conference Room, Second Floor, Jeffersonville, Indiana. Chairman Bryant called the meeting to
order with the following in attendance:
BOARD MEMBERS STAFF
Charles Bryant Andy Crouch
Rick Madden Deb Ashack
Steven McCreight Scott Lewis, Attorney
Dan Christensen Dan Matson
Steve Gill Becky Snelling
Bob Rogge
Chester King
Curt Jacobs
Grant Morton
Guest: Aaron Sutherland from Jacobi, Toombs & Lanz, Lisa Gill, Matt Bell, Mr. Eckland, Ed Hack
and Bill Sanders from Heritage Engineering.
MINUTES:
Chairman Bryant presented the Minutes from the November 20, 2012 meeting asking if there
were any corrections. There being none, a motion was made by Rick Madden to approve the
Minutes, seconded by Steven McCreight. Motion passed unanimously
LANCASSANGE CREEK:
Chester King inquired about the bank erosion along Lancassange Creek. Attorney Lewis advised
that the Corps of Engineers has defined that it is not the Drainage Board's responsibility to
restore the bank and that it would be the responsibility of the City of Jeffersonville. This
Board's responsibility is to maintain the creek and keep it clear of debris. Attorney Lewis has
asked for documentation from the Corps of Engineers stating such. The Board asked Engineer
Crouch to contact Ms. Doyle of these findings.
STORMWATER MASTER PLAN:
Engineer Crouch reported that the Stormwater Master Plan Advisory Team met last week for a
presentation by Christopher Burke and that Mr. Burke will be at the December 18, 2012
meeting of this Board for a full presentation. Mr. Burke was hired to reproduce the July 1997
plan as those projects have been completed and several areas have been annexed. The plan
will provide suggestions for a prioritized list of structural projects and a list of policy and
procedures as well as the impact on the environment and finances. This is only a draft until the
Board approves and adopts the plan. Engineer Crouch stated that Oak Park's Board has been
invited to the December 18, 2012 meeting also even though they do not contribute drainage
fees because they are part of the City of Jeffersonville and are included in the Master Plan and
the MS4 Program. Bob Rogge did not receive the stormwater master plan disk. Engineer
Crouch will have hard copies made available to the Board with any current changes. Rick
Madden inquired as to when the drainage bond was secured. Grant Morton believes it was a 20
year note and will report when it was issued at the next meeting. It was discussed that maybe
it would be beneficial to refinance and next time maybe use a State Revolving Loan.
PURCHASE OF STRAW BLOWER:
Chairman Bryant spoke with Rod Pate about the straw blower and Mr. Pate will bring new and
used bids for a straw blower to the next meeting.
PROPOSED NEW DATE FOR MEETINGS:
In an effort to have Brian Wallace from Oak Park at our meetings, Engineer Crouch suggested
moving our meetings to the first and third Thursday of each month. Rick Madden and Matt Bell
have scheduling conflicts with those times. Engineer Crouch will check the schedule of other
City meetings to see if there would be a time that doesn't conflict with any other City meetings.
It was also suggested that maybe Oak Park's Board could move their meeting dates so that Mr.
Wallace could attend this Board's meetings. This could be discussed with Oak Park at the
December 18, 2012 meeting.
NEXT MEETING:
The next meeting is scheduled for Tuesday, December 18, 2012. Since City Offices will be
closed on Tuesday, January 1, 2013 and Wednesday, January 2, 2013, the Board has set
Thursday, January 3, 2013 at 5:30 pm for their first meeting of 2013. Attorney Lewis will take
care of notifying the media.
ANNEXED AREAS:
Steve Gill asked that the Board be informed of any work being done by our employees in the
annexed areas. This Board is responsible for any drainage work done on the roads and rights of
way as well as maintaining Lancassange Creek. Due to the MS4 program, there will always be
some joint responsibility between the City of Jeffersonville and Oak Park Conservancy District.
Our Street Department's Local Roads and Streets fund would be responsible for payment of
materials for any repairs done to the road and rights of way under our jurisdiction. We still have
agreed to provide manpower and equipment to Oak Park as needed. There was discussion of
our involvement with OPCD that Engineer Crouch stated would be covered in the Master Plan.
AARON SUTHERLAND OF JACOBI, TOOMBS & LANZ:
Stormwater Master Plan — Final draft to be available early next week. Final presentation on
SWMP to be presented at the Drainage Board meeting on December 18, 2012. See attached
CBBEL update.
Roselawn Court & Magnolia Avenue Drainage Improvements Project — Estimated Construction
cost is $475,000.00. The updated survey is complete. Scheduling meetings with regulatory
agencies regarding work in Mill Creek Tributary. Plans to be finalized by February 2013 for
anticipated construction to begin in April 2013. Bob Rogge stated that the estimated
construction cost does not include any inspections and it would cost approximately an
additional $100,000.00 for the inspections.
REPORTS:
Deb Ashack handed out her drainage report on the Master Plan to the Board members and
advised that she will be out of town for the next meeting but encouraged the Board to call her,
Engineer Crouch or Jacobi, Toombs & Lanz with any questions.
Matt Bell said he has received four sets of plans for the City of Jeffersonville to be reviewed and
asked that if the Board has any concerns or sees anything to feel free to contact him.
Andy Crouch advised that he has not received any plans from Scott Mosier and has no new
plans to submit.
Bill Sanders of Heritage Engineering was in attendance for observation purposes
Lisa Gill advised that in the future, the Council may request reports from the Board for the
Department Head and Council Meetings and that representatives from this Board may be
requested to attend the meetings from time to time to address drainage issues. Ms. Gill
advised that she cannot comment at the meetings on this Board's behalf as she is not a
member of this Board. It was discussed that this Board would make recommendations to the
City Council about the drainage fee rates and then it would be up to the City Council to
establish an Ordinance setting the rates.
HAMBURG PIKE - VETERANS PARKWAY DEVELOPMENT:
Deb, Matt and Andy have been inspecting the 60" drain pipe that is being installed.
Circle K project has been put on hold.
CLAIMS:
Claims were presented in the amount of $36,212.06. Mr. Morton questioned the Fisher&
Phillips claim in the amount of $724.50 for legal fees. Engineer Crouch explained it was for a
legal opinion obtained regarding Family Medical Leave Act in that a drainage employee has
requested FMLA and the request and justification had some gray areas that the City Attorney
did not feel he was qualified to answer and opted for an outside opinion. Attorney Lewis asked
that the bill be tabled and he will contact City Attorney Lowe for payment through the City
Attorney's office as he feels they should have contacted him and he could have researched it
himself. A motion was made by Steve McCreight and seconded by Chester King to table this
claim. Motion passed unanimously.
Claims were then approved in the amount of $35,487.56 on a motion made by Grant Morton
and seconded by Bob Rogge. Motion passed unanimously
THANK YOU:
Mr. Ed Hack of Kelly Station wanted to extend a thank you and his appreciation to Lisa Gill and
this Board for the recent drainage work that was done to Kelly Station.
ADJOURNMENT:
There being no further business to come before the Board, the meeting was adjourned on a
motion made by Steve Gill and seconded by Dan Christensen.
'121
Chairman, Charles 'Rant
.
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CHRISTOPHER B. BURK.E ENGINEERING, LLC Tana 46204 TEL (317) 26 &8000 FAX (317) 632-3306
1368 South 115 W. Washington St. Indianapolis, Ind
PNC Center Suite 13
November 27, 2012
Deb Ashack
Stormwater Coordinator
City of Jeffersonvile
1420 Pennsylvania 30 venue
Jeffersonville, IN
2- Ci of Jeffersonville Stormwater Master Plan
Amendment of Agreement # 2 tY
Subject: Project No. 11 -0021)
(CBBEL
Dear Ms. Ashack: a in the scope of our project
you of a change u of r eject
accordance with our contract, we are notifying � +uded in the original contract Scope as a team.
In JTL and contract
L Sco
which will result in the wok on work that was
was to be done jointly by as well as a expected
As you are aware, work on the M t. H as e as the
of the needed effort, the total fee for the Po f tse
share on our understanding arty w s pr roved by the Board at the
re of each party was proposed and app CBBEL versus that
addressed by JTL shifted in a manner that required
project of the ortions f scope of work addressed byatel $20,000 versus
worth
project unfolded, the balance P put forth approximately
of the project. In a separate request to the
of more efforts than anticipated at the beginning by $20,000 so that our fee can be increased by
Board, JTL has requested that their fee be reduced contract's total budget, beyond that approved and
the same amount without a change in the
amended earlier.
Additional Estimated Fee: $20,
We believe this shift in the level of effort is justified and needed to complete and conclude a c a
successful project. This amendment would increase the total not to exceed fee for our con
(as amended) to $262,0
In summary, an amendment to the current contract is requested that wilt require an additional
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$20,000 in order to complete the additional work not included in the original Scope of Work. This
amendment is subject to the General Terms and Conditions included in the original contract.
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4
Christopher B. Burke Engineering, LLC City of Jeffersonville Stormwater Master Pian - Amendment N2
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