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HomeMy WebLinkAboutOCTOBER 6, 2016 CITY OF JEFFERSONVILLE SANITARY SEWER BOARD MINUTES OF OCTOBER 6, 2016 The Sanitary Sewer Board of the City of Jeffersonville, Indiana met in regular session on Thursday, October 6, 2016 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, Bill Saegesser and Dale Orem. Also present are Utility Director Len Ashack, Board Attorney Scott Lewis, City Attorney Les Merkley, City Engineer Andy Crouch, Utility Billing Office Manager Elisha Dale, City Accountant Lee Ann Meixell, Jorge Lanz representing Jacobi, Toombs, and Lanz, and Secretary Cindy Seifert. 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 the September 15, 2016 meeting 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'S REPORT City Accountant Meixell presented the claim list in the amount of $844,459.50. Board Member Orem made the motion to approve the claim list with the additional claim for a new total of $844,459.50, second by Board Member Saegesser passing on a vote of 3-0. Utility Billing Office Manager Dale presented the Adjustment Certificate dated October 3, 2016 in the amount of$-121,182.18, (with the exception of item 3 on page 23) Sewage, $-7,436.86 Drainage. Board Member Orem made the motion to approve the Certificate as presented, second by Board Member Saegesser, passing on a vote of 3-0. OLD BUSINESS None NEW BUSINESS Drainage Fees: Director Ashack advised that the Utility Billing Office currently reviewing drainage fees. The fees are being billed to the owner of record on Clark County eGIS site. He expressed his concerns that only the Downtown Plant, North Plant, Milicreek PS, Tenth Street PS, Spring Street LS, and Crystal Springs 3 LS are on the site October 6, 2016 Sewer Board Minutes Page 2 as owned by the City of Jeffersonville Sewer Board. He would like to look into the ownership of all stations. Director Ashack also advised that we need clarification on the utility bill explaining the Residential Equivalent Units which is now appearing on bills. Also, Director Ashack asked for some consideration for properties which have bio-swales and over detention for credits. City Engineer Crouch advised that a consultant, Christopher Burke is looking into these credits. 2017 Budget: Director Ashack provided a proposed budget for review. The Budget shows a $15,000 reduction from 2016. Board Member Saegesser asked about some budget items from 2016 which do not appear on 2017 budget. Director Ashack advised that office upgrades to sewer billing were included in 2016 and are no longer needed. Also new construction crews are more confident in doing work that was previously contracted out. This change should help with keeping repair costs lower in 2017. Board Member Saegesser complemented the department on keeping costs down. Case Mini-Excavator: Director Ashack advised of the need for a Mini-Excavator. The Mini would allow for work that is in close proximity to homes, buildings and other structures. The Case was the equipment selected by the construction supervisor, due to its reach to access the dump trucks. A quote was provided from Wilson Equipment in the amount of $88,000, this would be a 3 year lease, with 6 payments of $15,406. Board Member Saegesser made the motion to approve the lease of the Case Mini-Excavator, second by Board Member Orem, passing on a vote of 3-0. ENGINEERING REPORTS Jorge Lanz with Jacobi, Toombs and Lanz provided a status report on the following: Annex Area Sewer Extension Projects—Construction Complete Ewing Lane/8th Street/Arctic Springs — Waiting on funding. Construction Cost Estimate updated to $1,908,679 for gravity sewer replacement and force main relocations. Drainage Board has discussed with JTL, separating the project to accommodate the drainage issue at the bottom of the interceptor. Mr. Lanz will discuss the situation with Director Ashack once he gets an estimate for the change. Combined Sewer Overflow Interceptor Design — Final draft of FCA submitted to USAEP and IDEM. Cedarview PS Replacement — Waiting on property acquisition to perform geotechnical exploration. Board Attorney Lewis advised that the closing is scheduled for Friday, October 14tH Old Salem Road Improvements— No Change October 6, 2016 Sewer Board Minutes Page 3 DEPARTMENT REPORT Director Ashack has provided the yearly flow data for both plants through September. He also provided the CSO discharge report for through September, showing the number of overflows and rainfall for the year. Director Ashack advised that he and Board Attorney Lewis were interviewed by Maddie Wner from the-Emee4;g-Pews,-�The items discussed in the interview and visit to the Tenth Street LS were of public record ATTORNEY COMMENTS Board Attorney Lewis advised that the Drainage Board has requested the Sewer Board, as contract authority, approve a contract with Dan Cristiani in the amount of $36,900 for a drainage project on Huston Drive/Schuler Drive. Board Member Orem made the motion to approve the Contract with Dan Cristiani, second by Board Member Saegesser, passing on a vote of 3-0. Board Attorney Lewis advised that the Sewer Board, as contract authority, had previously entered into a contract with Eigel Associates on behalf of the Drainage Board for a study of Lancassange Creek. Eigel has not complied with the contract and the Drainage Board would like to begin contract termination procedures. Board Member Orem made the motion to approve contract termination procedures against Eigel Associates, second by Board Member Saegesser, passing on a vote of 3-0. BOARD MEMBER COMMENTS Board Member Saegesser asked about the timeframe for the meeting with IDEM. Director Ashack advised that his contact at IDEM notified him of an internal IDEM meeting, which must occur before the City of Jeffersonville's meeting with IDEM, was scheduled for October 17th. Director Ashack expects our meeting to occur October 21St or later. Board Member Saegesser suggested Mayor Moore place a call to help push up meeting date. October 6, 2016 Sewer Board Minutes Page 4 There b ing no further business to come before the Board, Board Member Orem made them into adjourn at 3:34 P.M., second by Board Member Saegesser, passing on a voteof 3- The ne meeting is scheduled for October 20, 2016. 0M,— Mike Move, Mayor Dale Orem, Board Member Bill Saegesser, Boar ember a ST: ,,�� jv�"'Ii q" , Secretary 941�d'cq A//'s