HomeMy WebLinkAbout10-23-2000MINUTES OF THE SANITARY SEWER BOARD OF
THE CITY OF JEFFERSONVILLE
October23,2000
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
23rd day of October 2000. .
Mayor To~ Galligan, with S ecretary Treasurer Peggy Wilder at the desk, called the
meeting ~t~0 6rder at 4!o~'pMi B~ard Members Jeffery Caldwell and Jack Jordan were also
in attendance. The Mayor asked if there were any Changes to be made to the agenda.
Three items were added, including a GIS update by Jacobi, Toombs and Lanz, Cost
estimate for Hansen Sof~ware, and the Pleasant Run Project. The agenda was approved
unanimously with the changes. Secretary Treasurer Wilder informed the Board of
changes to the minutes of October 9, 2000. A motion to approve the minutes with the
changes was made by Jack Jordan, seconded by Jeffery Caldwell, carded unanimously.
Sewer Bill Reduction 834 Penn Street
Ms. Dorothy Zollman was unable to attend the meeting. Secretary Treasurer Wilder told
the Board that Ms. Zollman informed her that her nephew had le~ the water on overnight
and was worried that the bill would be excessive. The Board discussed reducing the bill,
based on practices of the City reducing bills for filling pools and in extremely dry
weather. Jack Jordan made a motion to reduce the bill to the average of the last three
months, seconded by Jeffery Caldwell passing unanimously. The Board agreed that all of
the cases should be handled on a case-by-case basis when they arose, and directed Harry
Wilder to help get the payment schedule set up.
Delinquent Sewer Bill
Michael Martin of 1910 N. Larkspur Drive, told the Board that he is delinquent
approximately $1,200. He told the Board he stopped paying because he believes the
Sewer system on his property does not work because of activity during heavy rains. The
Mayor told him that this was a problem in the catch basin when the water collected. The
Mayor told Mr. Martin that he would investigate why the drainage isn't working. Mr.
Martin told the Board that he would pay the delinquent bill, and asked if arrangements
could be made to help him pay a monthly fee. He said he could pay $100 per month over
the cost of his monthly bill. Mr. Caldwell said that a uniform policy needed to be in place
to help those individuals who are trying to make arrangements to pay. Harry W'dder,
Sewage Billing, told the Board that the City does have a policy. The Board agreed to
address bill over $400 delinquent on a case-by-case basis. Mr. Wilder will take care of
working with Mr. Martin on those payments.
EMC Operations Report
Jack Jordan reviewed the report given out at the last meeting and believes that the
estimate is conservative. He noted that the 3 year savings EMC projected in their 1994
proposal have doubled and wanted to point this out for the record.
Lift Station Specifications
Ray Wilkey, EMC, told the Board that EMC has been working with several firms and is
in the process of completing Technical Specifications For Lift Stations. The Mayor told
the Board that he was happy with the work that had been done. Mr. W'dkey told the
Board that the specifications name particular parts and pumps that EMC has had a
positive experience with to insure quality. The Board had a general discussion regarding
the specifications and the process in reaching these conclusions. Jack Jordan told Mr.
Wi[key that the Board would review these and discuss it again at the next meeting.
Donohue and Associates~ Engineering Services for Bid Process and Construction of
Telemetry System
Jim Traylor, EMC, told the Board that Donohue and Associates had completed the
original scope of services on the Process Control System Improvements Project. The City
is now in the process of bidding out for additional services, including the construction of
the telemetry system. Mr. Traylor distributed a faxed proposal and told the Board that he
would like Donohue to complete the project because of their familiarity with the project.
Mr. Traylor will bring a formal proposal to the next meeting with any changes
highlighted for the Board. EMC will advertise the bids by contacting providers and
letting them know when the RFQ will be published. Mr. Jordan recommended that the
bids be opened at the BPW and a summary presented to the Sewer Board. Mr. Jordan
asked that Mark Sneve of PEH look over the proposal by Donohue & Associates, and that
if he finds this to be in order, the Board will accept the bid. Mr. Jordan made a motion to
accept the amendment from the Donahue bid for a total of $42,600.00, subject to
approval by Mark Sneve and the Sanitary Sewer Board, seconded by Mr. CaldweH, and
the motion carried unanimously.
Pleasant Run Sewers
Jim Traylor, EMC, told the Board that he received a request from Omni Engineering for a
change work order. The cost increase will be an additional $28,000. The changes
necessary are a result ora redesign caused by a lawsuit over King Road. In an effort to
avoid a costly lawsuit, the project was redesigned. Jack Jordan stated that the costs were
very reasonable, and made a motion to accept the cost increase, seconded by Jeffery
Caldwell, carried unanimously.
G.I.S. Update
Jana Ecker informed the Board that the GIS Committee consists of herself as well as Jim
Traylor, EMC Utilities Coordinator; Jorge Lanz and John Booker, Jacohi Toombs and
Lanz and John Beyke and Carol Miller with FMSM. The committee has completed the
initial steps to implement a G.I.S. system. The aerial photos have been done, and the
mapping is in progress. Jacobi, Toombs and Lanz would like to submit a proposal to the
Board for Phase II. Jana told the Board that the new zoning map is complete and that it is
digitized, which in tam is the second layer of the map. Jorge Lanz distributed a G.I.S.
Implementation Plan with Phase II, III and iV, and went over the document with the
Board. Mr. Lanz pointed out that quite a bit of information had already been
implemented. He told the Board that the estimated cost of Phase II is $370,000, with a
schedule of 8-12 months. He told the Board that coordinating efforts to upgrade software
applications was imperative. Mayor Galligan told the Board that the telephone company
might have information regarding T3 lines and T1 lines available to coordinate into the
program. The Board had a discussion regarding the respons~ilities of public utilities and
providing necessary information for the program. The Board also discussed how much of
the cost of implementation would be sewer specific. A general discussion followed. Mr.
Jordan asked the Mayor what steps the City needed to take to move forward. The Mayor
would like the Boards approval to move forward. Mr. Caldwell would like a further
breakdown of the cost. Jorge Lanz went over the cost in more detail. Mr. Jordan would
like to have a contract ready for review before the next meeting. These will be sent out by
JTL as soon as possible.
Hansen Software Update
Jack Jordan gave the Board information that he received from Louisville MSD on the
cost of Hansen to the City of LouisMlle. The document included a total cost of $191,300
for software and training. Mr. Caldwell told the Board that Hansen quoted the City of
Jeffersonville $1,500 per seat. Mr. Jordan told the Board that he has reservations about
jumping into a costly progran~
Board Comments
Board member Jeffery Caldwell addressed the letter distributed by City Attorney Anne
Marie Galligan. He said he has been in contact with several different accounting firms
and would like to discuss a study on actual cost savings.
Jack Jordan asked Ms. Galligan what benefits the City has with placing the billing
responsibility with Indiana American. Ms. Galligan said we can still place liens, but that
all the information would have to be continuing to be reviewed by an office of the City to
place those liens. That it not a fimction of Indiana American Water Company. A general
discussion regarding the feas~ility of outsourcing the billing followed.
There being no further business to discuss, the meeting adjourned at 5:45PM.
Mayor Tom Galligan, E:
:ive Me~~ ~m~
ATTEST:
~l~eas~u~er Peggy Wilder