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HomeMy WebLinkAbout09-11-2000MINUTES OF THE SANITARY SEWER BOARD OF THE CITY OF JEFFERSONVILLE September 11, 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 1 lth day of September 2000. Mayor Tom Galligarg with Secretary Treasurer Peggy Wilder at the desk, called the meeqting to order at 4:15 PM. Board Members Jeffery Caldwell and Jack Jordan were also in attendance. MINUTES Mayor Galligan asked if the Board members had received and reviewed the minutes, and Jeffery Caldwell made a motion to approve the minutes, with a second by Jack Jordan. The minutes were approved unanimously. AGENDA The Procedure for the Sanitary Sewer Board agenda was discussed, and the Board agreed to adopt the same procedure for the agenda approved by the Jeffersonville City Council. CLAIMS The Board discussed the appropriate measures of approving claims, and the legal process. City Attorney Anne Marie Galligan told the Board that approval of claims by the Sewer Board is not legally necessary. Board Member Jeffery Caldwell asked why other Boards approved the claims when they should come to the Sewer Board for approval. Mayor Galligan said the issue would be resolved by bringing the claims to the Sanitary Sewer Board from this point forward. It was agreed that the claims would be approved at the first meeting of every month. A general discussion regarding the current claims presented was had by the Board. Jeffery Caldwell made a motion to approve the claims as presented, carrying unanimously. Mr. Jordan wo~d like the chims approved by the Sewer Board before they go to the City Council The Board discussed the issue of having only one Board review and approves the claims before payment. REPORT ON DI~,I.INQUENT ACCOUNTS Sewage Billing Office Director Gelsena Smith gave the Board an update on sewage collections. She told the Board that the delinquent balance would be reduced if back pay were collected from Gardenside Terrace. Jeffery Caldwell led a discussion in favor of tying sewage billing to the water company billing. The Mayor told the Board that he did not believe turning the billing over to Indiana American Water Company would be a cost savings. Mr. Caldwell believes the interest lost is costing the City money. Mayor Galligan explained that interest charged on late accounts is greater than interest paid by banks. City Attorney Anne Made Galligan said that a professional study should be done at some point to discern cost savings if billing changes hands. REVIEW OF FINANCIAL INFORMATION ~lerk Treasurer Wilder went over the Fund Reports and Appropriation Reports with information from January 2000· She will have the 1999 information prepared for the next meeting. FORMAT OF WRITTI3N REPORT TO THE JEFFERSONVILLE CITY COUNCIk. ~oard Member Jack Jordan told the Board that he bas been informed that the Counc~l would like to have a status report. Council President Ellis told the Board that the Council would like to have a report, and Jeffery Caldwell passed out a sample report. The Board agreed that they would like to keep it simple. COMPUTER SYSTEMS Jeffery Coldwell told the Board that he toured the Billing office with a software representative. Mayor Galligan stressed to the Board that he was concerned about the manpower it will take to make the programs discussed work. A general discussion was had regarding the feasibility of purchasing a program and the implementation cost. Mayor Galligan told the Board that he had already looked into the programs, and Jack · Mayor Jordan told the Mayor that the Sewer Board needed to know what was going ork Galligan said that he could not give the Board all the information he had acquired in four years in four meetings. He would like the Board to be as current as possible, and invites the Board to sit down with him for more discussions and open communication. Jeffery Coldwell believes that a tracking system is necessary, and tracking on paper will not provide the capabilities of integrating into a GIS system. City Attorney Anne Made Galligan told the Board that when the Golligan administration took over, they had about four PC's to work with. The administration is building an efficient network, but the process is slow because of the cost and labor involved. The Board agreed that the issue should be looked into further. SEWER BOARD MEMBERS BOND City Attorney Anne Marie Galligan said this should be an issue for the City Council, and that the Council Attorney was supposed to be looking into this. She informed the Board that she was unsure of the process for obtaining the Bonds. INSURANCE POLICIES AND LIMITS_ Jack Jordan was unsure of the limits, errors and ounss~ons, and asked the City Attorney to investigate this, Anne Made Galligan, City Attorney, told the Board she would look into this and get back with them when it became clear exactly what they were looking for. RFQ PROCESS FOR pRE.QUALIFICATION J-ack Jordan said he is still preparing information for this topic, and would like to discuss it more at the following meeting. The City Attorney said we could pre-qualify, but that we must by state statute accept bids from all bidders, and that we must accept the lowest legitimate bid. John Toombs told the Board that he had seen only rare occasions when a low bidder had been turned down. Board Member Coldwell said that pre-qualification would save time, and that the Board is not trying to exclude anyone. Jeffery Coldwell asked Jack to prepare a draft, and Mr. Jordan said he would get with John Toombs on that issue. SEWER MAINTENANCE AND OPERATION RECORDS AND EXPENDITLrRES Jack Jordan would like the 1999 year end report from EMC and would also like to have the monthly reports. Jim Traylor will get the information to the Board that has not already been provided, and reminded the Board that most of that information was included in the monthly reports provided to the City and the Sewer Board by EMC. There being no other business to discuss, the meeting was adjourned at 5:30 PM. Mayor Tom Galligan, :cutive Member ATTEST: Clerk T~fiSshrer Peggy Wilder