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HomeMy WebLinkAbout01-08-2001-.~f~LNUTES OF THE SANITARY SEWER BOARD OF THE CITY OF JEFFERSONVILLE January 8, 2001 The Sanitary Sewer Board of the City of Jeffersonville met in regular session ia the Mayor's Conference Room in the City County Building, Jeffersonville, Indiana on the 19th day of December 2000. Mayor Tom Galligan, with Secretary Peggy Wilder at the desk, called the meeting to order at 4:15 PM. Board Members Jeffrey Caldwell and Jack Jordan were also in attendance. The Mayor asked if there were any changes to be made to the agenda. Dave Duggins with the Department of Redevelopment was added, along with Mark Sneve, PEH Engineers. The minutes of the November 27, 2000 meeting were presented for final approval. Jack Jordan made a motion to approve the minutes as presented, seconded by Jeffrey Caldwell, passing unanimously. The minutes of the December 11, 2000 meeting were presented for final approval. Jack Jordan asked that a change be made and made a motion to approve subject to the changes. The motion received a second from Mr. Caldwell, passing unanimously. The claims were presented for approval, and John Toombs of Jacobi, Toombs and Lanz presented two additional claims for approval. Jack Jordan made a motion to approve with the two additions incindJng Jacobi, Toombs and Lanz in the amount of $8,283.20 and Dan Christiani Excavating in the amount of $75,67.52 and with the deferral of the claim for VenuSoft in the amount of $19,600. This is also subsequent to more information from Jacobi, Toombs and Lanz. Jefferey Caldwell seconded the motion and the claim list was passed unanimously. Sewage Collection Office Monthly Report Gelsena Smith, Sewage Collection Office Director, passed out a monthly report for the review of the Sanitary Sewer Board. The Board discussed the current delinquencies. Ms. Smith told the Board that arrangements had been made with Days Irm for collection. Jack Jordan asked about collections in the $500 and over delinquencies, and Ms. Smith said that collection letters had been sent. The Board is ready to move to the $200 and up category for collection. Ms. Smith asked about Gar,denside Terrace, and the Mayor said he needed to go to the Judge for a Court Order to cut'offsewer service. Sewer Board Dispute 12 Linden Road George Meyer told the Board he received a bill on a piece of property recently purchased at a foreclosure sale. The bill was in the amount o£$719.06. He said he does not believe he should be held responsible for this bill, because it was not presented at the time of closing. Jefferey Caldwell said he believes it is the responsibility of the closing attorney to have this taken care of before the sale and closing. Mr. Meyer would like to have the people responsible for the bill taken to court and be held responsible. Mayor Galligan smd he doesn believe the City should be stuck with the bill because someone did not do his or her job. Mr. Jordan told Mr. Meyer he needs to take this back to the attorney who closed the deal. Update and Discussion of Current Lawsuit Against Coun .ty Jeffrey Caldwell told the Board that he would like the Sanitary Sewer Board members to sit down with all interested parties to see ifa resolution could be reached. The Board discussed having a workshop, as well as meeting with them privately. The Mayor recommended meeting privately. Mr. Jordan would like a meeting with the City Attorney and the Commissioner's President, Denny Hill. The Mayor will arrange the meeting as soon as possible. Projects in Planning Report John Toombs of Jacobi, Toombs and Lanz distributed an updated Projects in Planning Report to the Board, and discussed with the Board the problem of Change Work Orders and obtaining approval quickly. Jack Jordan told him that if it was major he would like to be contacted, but in minor cases he trusted his judgment on those changes. Annexation Area 5 Contract Supplement Request Mr. Toombs updated the Board on a necessary change in the contract rate schedule because of delays during the construction phase due to underground caves. It was recommended that the not to exceed amount of $65,000 in the original contract be changed to Current Hourly Rate without limit until the Contract bas been completed, and that provisions in the supplemental contract requiring construction to be completed by December 31, 2000 be deleted. Mr. Toombs also told the Board that he expects the work to go through the end of February. Jack Jordan recommended that Mr. Toombs furnish the Board with an hourly rate schedule and a new not to exceed amount before the Board takes action. This information is to be presented at the next meeting. Temporary. Loan from the Sewer Department to the Department of Redevelopment Redevelopment Director Dave Duggins told the Board that the Department of Redevelopment would like to borrow from the Sewer Department $100,000. The money is necessary to finance initial development and the financial study on the Quadrangle Property. Mr. Caidwell asked when repayment would be made, and Mr. Duggins told the Board that the Sewer Department would be reimbursed when the property was sold. Jefferey Caldwell made a motion to approve the $100,000 temporary loan, seconded by Jack Jordan, passing ananimously. Wastewater Treatment Plant Update Ray Wilkey of EMC went over the report distributed to the Board. He said he had no additions and would go over it in more detail at the next meeting. Sam Lahanis of EMC gave the Board quotes on three vehicles for discussion. The Mayor told the Board that he was happy with Vissing Dodge, but that he had no problem with Coyle Chevrolet, whose owner is a Jeffersonville resident, either. Jefferey Caldwell made a motion to approve the purchase of the van ~om Coyle Chevrolet and the truck from Vissing Dodge, seconded by Jack Jordan, passing unanimously. Mr. Jordan asked about the big service truck, and Mr. Lahanis said he would have specs ready at the next meeting. PEH Engineers Summary, of Ongoing Public Works Projects Mark Sneve, of PEH distributed a monthly update to the Board. He discussed the need to to replace the Belt Press Conveyor and grit/screenings discharge arrangement for new city owned dumpsters. PEH will develop alternative solutions. Mr. Sneve also discussed the current contract with PEH and the need to renew or extend the contract. He said the contract was approved 16 months ago for a twelve-month time frame, but Mr. Sneve indicated that he was able to do 16 months worth of evaluation for the within the budget. He said the company had been more efficient because they had been able to exchange data over the Intemet WWTP Process Flow Meter Replacement Contract 2-0Q Mr. Sneve presented the Board with a Contract from Herrick Construction in the amount of $66,900 to the Board for approval. He has attached a letter of recommendation with the contract. Mr. Sneve said he investigated Herrick Construction, and they had worked two past projects for PEH and had performed the jobs to their satisfaction. He also checked with references outside PEH and received favorable recommendations as well. Mr. Sneve recommended that Contract #2-00 be awarded to Herrick Construction pursuant to review by the City Engineer. Jack Jordan made a motion to award the contract to Herrick in the amount of $66,900 for the WWTP Process Flow Meter Replacement Contract #2-00 contingent upon the review of the City Engineer, and review of financial statements by the City Attorney. Jeffe~ Caldwell seconded, and the motion passed unanimously. The Board then discussed the Influent Flume Construction and Mr. Sneve said he would like to commend Ray Wilkey of EMC on a job well done. Board Comments and Discussion Jeffrey Caidwell told the Board that he would like to have a financial consultant look over the financial reports and statements, and possibly give advice regarding the reporting and billing software needed. He had some questions regarding the financial statements prepared by the Sewage Billing office. He has spoken to Bob Miller who used to work with MSD, and Mr. Jordan said he would talk to this individual and asked how it was currently handled. The Mayor told the Board that Crowe Chizek had been hired to help with the financial reports, and that they may be able to give the Board some of the information they are requesting, as well as make the reports user friendly. He requested that the Board outline the information they would like to see reflected in the reports. The Mayor and the Board then had a discussion concerning the networking of all City offices. Jack Jordan told the Board that he would like to see a report to the City Council outlining the accomplishments for the year. He indicated that he and Mr. Caldwell would put that together. The Board discussed a report from the GIS Committee, and the Mayor indicated that he felt it was still too early. The report will be addressed at a later time. Board Member Jack Jordan commented that it was the first of the year, and the Board had yet to receive a salary. Mr. Caldwell asked why it was a problem, and Mayor Galligan said it was stuck with him because his recommendation was not followed. The Board discussed the current situation, and statutory obligations. Mr. Jordan indicated that members of the Council had offered $6,000, but not all of them. The Board members will follow up with members of the City Council. Mayor Galligan made a motion to adjourn the meeting. There being no further business to discuss, the meeting adjourned at 6:30 PM. ~cutive Member ATTEST: ~c~'i-ai~q~easur-e~ Peggy Wilder