Loading...
HomeMy WebLinkAbout01-22-2001MINUTES OF THE SANITARY SEWER BOARD OF THE CITY OF JEFFERSONVILLE January22,2001 The Sanitary Sewer Board of the City of Jeffersonville met in regular session in the Mayor's Conference Room in the City County Building, Jeffersonville, Indiana on the 22na day of January 2001. Mayor Tom Galligan, with Secretary Peggy Wilder at the desk, called the meeting to order at 4:05 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. Ray Wilkey with EMC asked to have a Notice of Violation placed on the agenda, and Mark Sneve with PEH Engineers was added as well. The minutes of the December 19, 2000 meeting were presented for final approval. Jack Jordan made a motion to approve the minutes with one correction of John Beyke's name, seconded by Jeffrey Caldwell, passing unanimously. The minutes of the Janumy 8, 2001 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. CLAIMS A claim to T & L Printing in the amount of $817.00 was presented for approval, Jeffery Caldwell made a motion to approve the claim, seconded by Jack Jordan, passing unanimously. SCADA Pro[ect Bid Opening EMC project Manager Jim Traylor presented the bids to John Miller, of Donahue and Associates. Mr. Miller then opened the bids. The first bid was from Donahue $845,162. Control Touch bid total was $714,900. Both bids had the required bid bond enclosed. Mayor Galligan told the Board that he would like to take the bids under advisement until the next meeting. Jack Jordan made a motion to take the bids under advisement. He would also like to have recommendations from Donahue and Associates one week before the meeting. Jeffe~y Caldwell seconded the motion, which passed unanimously. Mayor Galligan then questioned the discrepancy between the estimated bid verses the actual bids. Mr. Miller told the Board that he would find out and present that information to the Board in full detail. Sewae Billin Stud JeffeE? Caldwell distributed a letter he received from Sherman, Barber and Mullikan regarding services their firm would like to provide. Jack Jordan asked if Mr. Caldwell thought they could live with a not to exceed amount of $2,200.00. Mr. Caldwell said he would talk with the firm representative about this. Mayor Gailigan asked why this firm was chosen, and Jeffery Caldwell told the Board that the firm specialized in services similar to those requested by the City of Jeffersonville. A general discussion followed, and Jeffety Caldwell made a motion to engage the Services of Sherman, Barber and Mullikan, not to exceed the amount of $2,200. Jack Jordan seconded the motion based upon the premise that the firm not go outside the scope of services, and the parameters of the study were discussed. Mayor Galligan would also like to include as a part of the study, the cost of in house billing. Jefferey Caldwell then revised his motion to employ the services of Sherman, Barber and Mullikan to do a study on the cost of in house billing vs. outsourcing, and keeping necessary staff. Jack Jordan seconded the motion, which carded unanimously. Proiects in planning Report Jacobi, Toombs & Lanz John Toombs distributed a copy of the current Projects in Planning Report. He told the Board that a report on the GIS Project would be presented at the February Sanitary Sewer Board meeting. Mr. Toombs also discussed with the Board the current status of Pleasant Run Phase II. Mr. Toombs indicated that the delay was in acquiring easements, and a general discussion followed regarding the projects followed. Mr. Toombs also addressed the Supplemental Agreement Between the Sewer Board of the City of Jeffersonville, Indiana and Jacobi, Toombs and Lanz, Inc. in regards to the Sanitary Sewer Extension to Serve Area 5. Jack Jordan made a motion to approve the agreement with the addition of the not to exceed amount $65,000, seconded by Jeffe~y Caldwell, passing unanimously. Notice of Violation Ray Wilkey distributed a copy of the Notice of Violation by Galvpro, 5134 Loop Road, Jeffersonville, 1N 47130. NOV No. 00-5. He made a recommendation that a fine of $500 be imposed because of past violations. He then went over the history of the industry with the Board. Mayor Galligan told Mr. Wilkey that he would like to make sure the City worked closely with the company to keep the violations from reoccurring. Jack Jordan made a motion concerning NOV No. Gal 00-5, In the Matter of Galvpro, that a fine of $500 be imposed. The motion was seconded by Jeffery Caldwell and passed unanimously. PElt Engineers Mark Sneve of PEH Engineers distributed to the Board Change Order No. 1 regarding the Wastewater Treatment Plant Irrfluent Flume and Final Clarifier Repair project. Mr. Sneve has requested that $7,478.00 be deducted from the contract. In the matter of Project 2-00, which was approved contingent upon review by the City Attorney, Mr. Sneve told the Board that the bid had been reviewed and Anne Marie Galligan indicated that she had no problems with the bid. Mr. Sneve distributed to the Board a copy of PEH's monthly review of EMC's operations. Mr. Sneve indicated that he had identified some problems, and that PEH was working closely with EMC to correct the problems. Mr. Sneve then presented to the Board a letter requesting authorization for several on- going projects with the City of Jeffersonville: 1. Project Number 2-944.002, the ongoing evaluation of EMC operations. Mr. Sneve would like authorization to continue this service for two more years. He has requested $27,000 to cover those additional evaluations. He also addressed 2. Project No. 2-944.005. PEH is requesting an increase of $35,000 cover the cost of additional tasks including substantial modeling and authorizing the report. Mr. Jordan asked if this could be addressed in a lump sum. 3. Proposed Project Number 2-944.011, "additional engineering" services related to the Process Flow Meter Construction Phase, has reached a total of $12,700 through December 2000. Mr. Sneve requests that a new project line item with a budget to cover part-time resident observation and other construction administrative activities in the amount of $12,000 be approved. 4. Proposed Project Number 2-944.012. Mr. Sneve indicated that PEH had been asked by the City and EMC to review alternatives to replace the dewatered sludge conveyor and modify the discharge from the grit/screenings discharge. He indicated that PEH could complete these activities through an "additional engineering line item budget if amended or create a new line item He presented a detailed summary and requested budget of $21,000. Mr. Jordan asked what kind of time frame they were working with, and Mr. Sneve told the Board he would like to have the contracts approved by the next meeting. Board Comments and Discussion Mayor Galligan told the Board that he talked with a company regarding a tanker. He told the Board that the City would be collecting off site sewage in house with this equipment. Mr. Wilkey of EMC went over bid specs for a truck previously discussed by the Board. Mr. lordan asked if the City had gone down to $200 for liens on the collections. The Mayor told him the Billing office was working their way down to that. Mr. Jordan told the Board that he had met with one of the Commissioners, and still looks forward to meeting with the whole group when arrangements can be made. Mayor Galligan made a motion to adjourn the meeting. There being no further business to discuss, the meeting adjourned at 6:00 PM. Mayor Tom Galligan, F~ ive Member ATTEST: Secretaxy~tsUre{Peggy Wilder