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HomeMy WebLinkAbout08-28-2000MINUTES OF THE SANITARY SEWER BOARD OF THE CITY OF JEFFERSONVILLE August 28, 2000 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 28th day of August 2000. Mayor Tom Galligan, with Secretary Treasurer Peggy Wilder at the desk, called the meeting to order at 4:15 PM. Board Members Jefferey Caldwell and Jack Jordan were also in attendance. Also present were City Attorney Anne Made Galligan, Mark Sneve of PEH Engineers, Jim Traylor, EMC Treatment Plant, and Ralph Johansen of GRW Engineers. MINUTES Mayor Galligan asked if the Board members had received and reviewed the minutes, and Jeffrey Caldwell made a motion to approve the minutes, with a second by Jack Jordan. The minutes were approved unanimously. CSO SEMINAR Board Engineer Jack Jordan handed out a copy of an IACT publication: Combined Sewer Overflows and Understanding SEA 431. He explained the provisions of the handout and the Board had a discussion regarding the City of Jeffersonville's plan to implement a CSO program. He also covered State EPA guidelines for compliance. Jim Traylor told the Board that he had been working with the state to move forward on the guidelines. He believes Jeffersonville has been aggressive, but unwilling to move forward without State direction at the risk of unnecessary expenditures. In October, guidelines will be published by the state, and Jeffersonville can then work to formalize a final plato Jack Jordan spoke with an attorney and believes the City needs public input when the time comes to put the plan in place. He presented a brochure handed out by the City of Indianapolis with information to create public awareness. A general discussion was had regarding the status of Jeffersonville and the current quality of water. A discussion was had regarding guidance documents and the accuracy of those requirements. Mr. Jordan also brought back information related to the history of other cities and financing. Jim Traylor brought up the problem of sump pumps and draining those into back yards, causing drainage problems, and how those problems should be addressed in the future. RFQ ADVERTISING FOR CONTRACTORS Jack Jordan asked if any work was done without RFQ's, and Mayor Galligan said those bid processes were required by the state. Mr. Jordan wondered about the possibility of preparing a pre-qualification list. The Mayor explained that most of the work in question was done in house. City Attorney Anne-Made Galligan explained that cities could use their own work crews, thereby circumventing the prevailing wage laws. Subcontractors must comply with prevailing wage laws. A general discussion regarding sewage works projects followed. Jack Jordan requests a copy of EMC's current contract. A discussion regarding projects that may require an RFQ followed. Jefferey Caldwell believes the Board may need the pre-qualifications, and Jack Jordan would like to look into this further. Mayor Galligan stated that there had never been a need for one in the past. RFQ TO ADVERTISE FOR STATEMENT OF QUALIFICATIONS Jack Jordan complimented the process the City uses for RFQ's advertising for Statement of Qualifications. He would like to advertise for a general statement of qualifications. Jack Jordan made a motion that we place an advertisement in the Courier Journal, and Anne-Marie Galligan said the Courier was expensive, and that the Evening News may be more cost effective. Jack Jordan will prepare an RFQ for review at the next meeting. Jack Jordan and Jefferey Caldwell would like a copy of the NPDES permit for Wastewater, CSO and Drainage. ELECTION OF VICE CHAIR Jefferey Caldwell requested that a Vice-Chair be elected as specified by ordinance. A discussion was had regarding the need. A motion was made by Jeffrey Caldwell to appoint Jack Jordan as Vice-Chair, seconded by Jack Jordan with Mayor Galligan and Jefferey Caldwell voting yes, and Jack Jordan abstaining. DELINQUENT SEWER BILLS Mr. Caldwell asked about the status of delinquent sewer bills, and Mayor Galligan informed the Board that Gelsena Smith would present a monthly report. A general discussion was had regarding the problems the delinquencies have caused. Mayor Galligan said the administration has cracked down, and things were changing, although slowly. City Attorney Anne-Marie Galligan told the Board that part of the problem was that tenants had been delinquent rather that actual home owners. A general discussion was held regarding the billing process and Indiana American Water taking over the billing process, which would cost approximately $120,000 per year. Mr. Caldwell and the Mayor disagree that the delinquent bills are being collected in a timely manner. Mayor Galligan explained that the problems lay in just a few hands with very large delinquent accounts. Most delinquencies are under $100. Mr. Jordan said that there have been commitments to pay; the Board should walt to see what happens. Mayor Galllgan said he completely disagrees with doing billing out of house. Mr. Caldwell believes that the cost of billing in house is not accurately reflected in the cost analysis provided by the City. City Attorney Anne Made Galligan requested that Mr. Caldwell provide his own cost analysis to present to the Board. OTHER BUSINESS Jeffrey Caldwell presented a preliminary draft for the Sewer Board Status Report to the Council. Mayor Galligan told the Board that the Council does not want a report and that the minutes of the meeting will suffice. Jack Jordan discussed the meeting for the Public Hearing on Drainage Fees and recommends that the Sanitary Sewer Board be in attendance. Jack Jordan handed out information on OASIS Sewer Management Software. A discussion was held regarding the cost of the program and the input of current information into the system. Mayor Galligan told the Board that the City did not have the information necessary and that obtaining the information would be expensive and time consuming, and Jack Jordan recommended hiring outside help to gather the information, and a general discussion followed. Gary Berry with Hanson Technology Computer Software Systems will be in town September 5, 2000 and Jefl~ey Caldwell would like to give him a tour of the plant and billing office. Jack Jordan asked when the 8m Street project would begin, and he was informed that it was today, August 28, 2000. The construction should only take 3 weeks, and after that paving of the street will follow. There being no other business to discuss, the meeting was adjourned at 5:20 PM. ~m Gal~' ~ ~ ,~E ¢~utiv~e Member ATTEST: Clerk Ti-e'~s~frer Peggy Wilder