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HomeMy WebLinkAbout02-26-2001MINUTES OF THE SANITARY SEWER BOARD OF THE CITY OF JEFFERSONVILLE February 26, 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 26th day of February 2001. Mayor Tom Galligan, with Secretary Peggy Wilder at the desk, called the meeting to order at 4:15 PM. Other members present were Jack Jordan and Jeffrey Caldwell. Also present were City Attorney Anne Marie Galligan, City Engineer Bob Miller, Jorge Lanz of Jacobi, Toombs and Lanz Engineers, Mark Sneve of PEH Engineers, Jim Traylor and Ray Wilke of EMC, Joey Rivera of VenuSoft, Director of Sewer Billing Gelsena Smith, Harry Wilder and Elisha Ellis of Sewer Billing, Scott McBrayar, Charles Dunn and Larry Hazuga.' The Mayor asked for approval of the Agenda. Jorge Lanz was added for an easement change at Pleasant Run pump station and also added was the Donahue Bids for the Telemetry Project. Jack Jordan made a motion to approve the agenda with the additions, seconded by Jeffrey CaldweI1, passing unanimously. The minutes of February 12, 2001 were presented for approval. Secretary Peggy wilder informed the Board of changes (typographical errors), and the Mayor and Board Member Jack Jordan had additional corrections. A motion to approve the minutes with the changes was made by Jeffrey Catdwell, seconded by Jack Jordan, passing unanimously. Two claims were presented to the Board for approval. After questioning who the Flint Group was and what they did, Vice President Jack Jordan requested further information. Jeffrey Caldwell requested a paper trail, "something in writing". Vice President Jack Jordan also requested additional information and update on the Bose, McKinney & Evans claim. The Mayor will send requested information and asked to move on. Donahue Bids Vice President Jack Jordan motioned for the three bids to be rejected. Jeffrey Caldwell seconded the motion, and motion passes unanimously. The Mayor recommended that we handle project in-house and save a couple thousand dollars. He informed the Board that we may have to hire outside help for the fiber optics, however the amount would not be more than $50,000. The Mayor estimates the savings to be about $200,000. Vice President Jack Jordan asked Mark Sneve for his opinion, who stated he was not at the particular meeting with the specifics but believes city could save a lot of money. The Mayor has informed the Board that we will be getting bids on material only. The Mayor informed Board that he estimates the equipment to be here about June or July and up and running in November. No other action at this time. Computer Billing Software Proposal Joey Rivera of VenuSoft presented to the Board a proposal for the Sewage billing department. He told the Board that a Windows based application would speed up business. The program includes bar code scanners to speed up the service and greater reduces keypunching. He expects to be done within a couple of weeks. No annual fees, city owns it, as many users as city wants and is modular driven. System is custom made to how they do business. User requirements are complete. Started 5-6 weeks ago meeting with the department. Jeffrey C aldwell requested copy of preliminary draft of the proposal. Mr. Rivera will produce requested documents. Vice President Jack Jordan comments they knew nothing of Mr. Rivera starting this procedure and are now just hearing of it. Mr. Rivera reassured the Board that this system is able to integrate with any future software installed. VenuSoft has not provided any interface for accounting system to a general ledger. However, can be done in the future. Vice President Jack Jordan requested Jorge Lanz's sub-consultant, Filler, Mossberg, Scott & May to look at as a total package so there is no interface problem. Mr. Lanz will look into it. Jack Jordan questions the timeframe for completion, which the Mayor stated is July 1s~ 2001. Mr. Rivera will emall the user requirements to Jeffrey Caldwell. Vice President Jack Jordan requested a one year warranty from VenuSoft, Mr. Rivera complied. Vice President Jack Jordan requested to approve the fees on Page 5 of the proposal as a lump sum price. Vice President Jack Jordan motioned to approve proposal based on the change for a lump sum price, a one year warranty on the system from the date of receipt of an operational system and additional work that we require for owner requested modifications would be an hourly fee of $75.00 with an estimated cap not to exceed. Jeffrey Caldwell seconded the motion and motion passed unanimously. Engineering Services -Adiustment to Current Scope Mark Sneve, PEH Engineers, informed the Board of revisions in a letter dated 2/12/01, also sent via mail. Vice President Jack Jordan made a motion for approval of letter with adjustments. Jeffrey Caldwell seconded and all approve, passing unanimously. Mark Sneve continued with an update of monthly review of EMC Operations. The Report is handed out and Mr. Sneve reviewed it with the Board. The Mayor requested a timeframe from Mr. Sneve and is told 90 days to complete planning. Design will take approximately 4 months, and additional 2 months to obtain State's approval. Total time will be 9 months. Ray Wilkey stated that the Waste Water Treatment Plant settling problems have returned. Possible shock in plant. They are reseamhing. Ray Wilke stated they have pinpointed 8th street construction as possible problem, possible dumping, and septic haulers. They are continuing to research. Mark Sneve addressed the Board regarding the flow-monitoring project. Mr. Sneve has a Request for Proposal and Scope of Services regarding the long term flow control. Mr. Jordan said he has no problem with PEH doing the work on a negotiated contract basis. Scott McBrarer of PEH Engineers accompanied him. He has been involved in similar projects and may be able to answer questions. Preliminary fee is just over $50,000, which covers preliminary installation and rental equipment; the weekly extension cost $2,800 if there is not significant rain (over lin.) in the timeframe. Vice President Jack Jordan asked Jorge Lanz for his opinion. Jorge would like to go over the proposal with Mark Sneve and get back with him. Jack Jordan made a motion based on the proposal submitted for the Flow Monitoring System, based on fee negotiations. Jeffrey Caldwell seconded, all approve, passing motion unanimously. Vice President Jack Jordan made a motion to authorize Mayor to sign easement agreement for REMC. Jeffrey Caldwell seconded, all approve, passing motion unanimously. WWTP Operations Report Summary Ray Wilke of EMC summarized the operating report. Vice President Jack Jordan questions where is the area of complaint is. Ray Wilke says mostly downtown area, and usually after d~ spell. The main odor problems were at Brighton Ave. and believed to be roots and debris, he is not exactly sure. Mayor Galligan questioned the tree root on Chippewa. Mr. Wilke replies roots are back in, but not as heavy as before the foaming. Expects the roots to be heavy by next year. New Albany Sewer Department re: Indiana Water Billing Voncy Smith was unable to attend and cancelled. Board Comments and Discussion A discussion was held regarding the Oliver Construct Co. petition for exemption on new construction. City Attorney Ann Marie Galligan suggested that they put a meter on the outside spigot and they will receive a credit for flow through that spigot. Mayor Galligan suggests that they not hook up to the house then they will not be charged. A discussion was held regarding the lift station at Fox Run. Charles Dunn and Lar~y Azyga were told by Mr. Isgrigg it would stink. Information received was conflicting. Mayor Galligan explained the situation and Mr. Dunn and Mr. Azyga feel better about the problem. Mr. Wilke invited them to the treatment plant for better understanding. Vice President Jack Jordan commented on the "Cheers" portion of the Evening News article of "Cheers and Jeers" regarding the Sewer Dept. and Sanitary Sewer Board action on delinquent accounts. Board member Jeffrey Caldwell made a motion to adjourn the meeting. There being no further business to discuss, the meeting adjourned at 5:45 PM. ATTEST: ~cre-t~q~reasurer ~eggy Wilder JEFFERSONVILLE SANITARY SEWER BOARD MEMORANDUM OF EXECUTIVE SESSION DATE AND TIME OF SESSION: 6:,40 C~ MEMBERS: PERSONS PRESENT OTHER: (1) TOPICS OF SESSION (RE: IC 5-14-1.5-6.1) Authorized by State or Federal statute Notes: (2) (3) (4) (5) Strategy regarding: A. Collective bargaining Notes: Litigation (pending or threatened in writing) Notes: Security systems (implementation) Notes: D. Purchase or lease of real property up to the time contract or option is executed Notes: [Not applicable (School safety & security measures)] [Not applicable (Interviews of industrial or commercial prospects)] Receive information about and interview prospective employees Notes: (6) Individual's: A. Alleged Misconduct Notes: B. Status as employee Notes: (?) (s) (9) 0o) Confidential records (as classified by state or federal law) Notes: [Not applicable (Student evaluation) ] Job performance evaluation Notes: Appoimment of public official: A. Develop list of prospective applicants Notes: B. Consider applications Notes: C. Make one initial exclusion of applicants Notes: I certify that the above-checked item(s) were the only subject matter (s) discussed during this executive session and no vote was taken. Title Date