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HomeMy WebLinkAbout09-25-2000MINUTES OF THE SANITARY SEWER BOARD OF THE CITY OF JEFFERSONVILLE September 25, 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 September 2000. Mayor Tom Galligan, with Secretary Treasurer Peggy Wilder at the desk, called the meeting to order at 4:00 PM. Board Members Jefferey Caldwell and Jack Jordan were also in attendance. The Mayor asked if there were any changes to be made to the agenda. Being none, the agenda was approved tmanimously. A single claim was presented to the Board for approval. Jack Jordan made a motion to approve the claim, seconded by Jeffery Caldwelh passing unanimously APPROVAL FOR CLARIFIER PAINTING PROJECT Ray Wilkey of EMC presented information on the project, and asked for Board approval. One clarifier is down and in need of repair, so the project will begin with that one. The amount of the project will be $22,343.00. Jack Jordan made a motion to accept the bid, seconded by Jeffery Caldwell, passing unanimously. NEWLY APPROVED SANITATION BUDGET Jeffery Caldwell requested a copy of a newly approved sanitation budget. Secretary Treasurer Wilder explained that the Sewer Department doesn't use a formal budget, and bases expenditures on account balances. The Board had a general discussion on the difference between the City budget and Sewer expenditures. RAMIFICATION OF GASB STATEMENT NO.34 ON CURRENT ACCOUNTING PROCEDURES Board Member Jeffery Caldwell told the Board that the Government Accounting Standards Board (GASB) has put out a new regulation concerning local governments. He went over the new requirements of reporting permanent structures such as bridges and roads as fixed assets with the Board, and said that Hansen technology could help with the new reporting requirements. A discussion was held regarding the reporting of fixed assets, and the current reporting process. HANSEN TECHNOLOGY: SCI-IF. DULE DATES Board Member Jeffery Caldwell told the Board that he would like to schedule a date for Hansen Technologies to give a presentation on their computer program. Jack Jordan asked about the length of the presentation, and Mr. Caldwell told him that it last approximately two and a half hours, but could be tailored to the Board's wishes. The Board set a date of October 10, 2000 at 9:00 AM. Mr. Caldwell would like to invite others, including the newly elected Commissioners, Jim Traylor, the City Council and the GIS board. Secretary Treasurer Wilder will advertise a public meeting according to the groups planning to attend. REPORT ON GIS DEVELOPMENT SYSTEM John Toombs, of Jacobi, Toombs and Lanz Engineers gave an update of the GIS project. Mr. Toombs told the Board that the plan needs to be tailored to the City's needs to help keep costs down~ He said the program could be updated regularly, to keep an accurate map. Mr. Toombs said that Jana Ecker, Jim Traylor, and John Beyke of FMSM are working together to tailor the long-range plan, with the input of the Sanitary Sewer Board. Mr. Jordan would like to attend the next meeting of the group, as well as Mr. Coldwell. Jim Traylor will let the Board know when the next meeting is to take place. PROJECT REPORTS John Toombs, of Jacobi, Toombs and Lanz Engineers told the Board that he did not come prepared with a formal update. Mr. Jordan told the Board that he would like those summary reports at the first meeting of every month, and those reports can be attached to the Council reports as well. Those required to give monthly updates are: Gelsena Smith, status on delinquent accounts; Jacobi Toombs and Lanz, project plan report and construction project report; PEH and EMC, WWTP Operations Report Summary. REVIEW OF EMC'S PROJECTED VS. ACTUAL SAVINGS FOR EMC OPERATION VS. CITY OPERATION OF WWTP Jim Traylor, Project Manager for EMC, told the Board that he was unprepared to give a detailed report, asked what information the Board would like to have, and in what format. The comparisons are to be of how the City was doing business EMC was hired, with the cost of inflation added. Mayor Galligan has a problem with extrapolation because of changes in the variables. Mr. Jordan said the cost of living should be added into all variables. Mr. Traylor will present a report, and the Board can request changes in the variables to obtain the information they are seeking as accurately as poss~le. A general discussion was had regarding the parameters of the report. RFQ FOR STATEMENT OF QUALIFICATIONS FROM ENGINEERING FIRMS Board Member Jack Jordan presented the Board with a draft, and would like the City Attorney's input. He would like to bring this up again at the next meeting. CORRESPONDENCE WITH IDEM, EPA AND OTHERS, AND RECORDS RELATIVE TO JEFFERSONVII J.E'S SEWER SYSTEM Board Member Jack Jordan has not reviewed all the information he has received since his original request, and would like to defer a discussion until he has had an opportunity to look through his information. REQUEST FOR CAI,F, NDAR YEAR 1999 ITEMI'7,F,D EXPENDITURES FOR THE JEFFERSONV!I .I.F. SEWER SYSTEM Board Member Jack Jordan requested the itemized list and would like to have the opportunity for further review. PEH CONTRACT FOR ENGINEERING SERVICES PROVIDED Jim Traylor, of EMC told the Board that PEH is nearing the end of a budgeted account, and would like to extend the contract from $20,000 to $40,000 for influent flame design. Because ora redesign, the cost was underestimated. The second increase requested is for general services. The budgeted amount remaining is $5,000, and an mount of an additional $20,000 was requested. The Board discussed services performed by PEH under this contract. Jack Jordan motion to approve, seconded by Jeffery Caldwell. Mr. Jordan told the Board he was impressed with the work PEH has done, and the motion passed unanimously. CURRENT SEWER SYSTEM CONTRACTS WITH PROFFESSIONAL SERVICES FIRMS Peggy Wilder, Board Secretary Treasurer gave the Board copies of all current contracts. She told the Board that there are many contracts in the files, and she is still updating the current list. Any contracts found at a later date will be sent to all members. Mr. Caldwell asked if that information could be put in spreadsheet form, and this will be done as soon as the Contracts file has been updated. CURRENT AND PROPOSED SEWER SYSTEM, CSO, AND DRAINAGE SRF BOND FUNDING Board Member Jack Jordan would h3ce to defer this as well, until he is better informed. Mayor Galligan would like to see these topics referred to separately, in an effort to keep drainage and CSO, and SRF funding from being lamped together. Mr. Jordan said he did this because these all fall under the control of the Sanitary Sewer Board. City Attorney Anne Made Galligan told the Board that there is no SRF funding for drainage or CSO's. GENERAL DISCUSSION Jack Jordan asked about the status of the Eighth Street sewer project, and Mayor Galligan updated the Board. He said the rain is causing delays, and a general discussion regarding the project was had. Jeffery Caldwell asked about the status on the Hamburg Pike and New Albany Chas. Pike lift station projects. A brief update followed, and Mayor Galligan said that information regarding these projects would be provided to the Board on the monthly reports. Jack Jordan asked that the agenda items be numbered. Mark Sneve has completed the summary report on EMC's operations, and this will be a report separate from that required of EMC. There being no other business to discuss, the meeting was adjourned at 5:20 PM. ATTEST: Clerk Treh~t~,~r ?eg~ Wilder