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HomeMy WebLinkAbout02-03-2011 CITY OF JEFFERSONVILLE SANITARY SEWER BOARD MINUTES OF FEBRUARY 3, 2011 The Sanitary Sewer Board of the City of Jeffersonville met in regular session in the Mayor's Conference Room in City Hall, Jeffersonville, Indiana on Thursday, February 3, 2011 at 3:00 P.M. Board Member Dale Orem called the meeting to order at 3:20 P.M. Board Members Bill Saegesser and Dale Orem are present. Also present were Board Attorney Scott Lewis, WWTP Superintendent Len Ashack, Assistant Superintendent Lori Kearney, City Engineer Andy Crouch, Financial Advisor Monica Harmon, Jorge Lanz and Josh Hillman representing Jacobi, Toombs and Lanz, Jeff Dewitt and Patti Yount representing Bernardin Lochmueller, Steve Kieber representing HDR/Quest, John Hereford representing Strand, David Hackworth representing CH2M Hill, and Deputy Clerk Treasurer Barbara Hollis. Board Member Saegesser made the motion to approve the agenda as presented, seconded by Board Member Orem, passing on a vote of 2 -0. The minutes of January 20, 2011, were presented for approval. Board Member Saegesser made the motion to approve the minutes with one correction of the date of the minutes approved, seconded by Board Member Orem, passing on a vote of 2 -0. The claim list was presented for approval. Consideration of the addition of a claim to Cues for $1,800.00, a claim to D.A. Andrews for $3,429.50, and a claim to Jacobi, Toombs and Lanz for $6,781.65 were presented. Following discussion, Board Member Saegesser made the motion to approve the claim list with the additional claims, second by Board Member Orem, passing on a vote of 2 -0. Superintendent Ashack presented and explained an agreement with Mudd Graphic Design Resources for a Canal public relations plan. The cost of $8,000 is to be split three ways between Drainage, Redevelopment, and Sewer. Following discussion, Board Member Saegesser made the motion to approve the agreement as presented to be split three ways, second by Board Member Orem, passing on a vote of 2 -0. Mayor Galligan arrived at 3:25 P.M. Board Member Orem reviewed the Certificate of Adjustments for January 6, 2011 through January3l, 2011 in the amount of $146,939.87. The adjustment in the amount of $104,675.00 to Krunchers was explained. Board Member Saegesser made the motion to approve the adjustments as presented, second by Board Member Orem, passing on a vote of 3 -0. Superintendent Ashack presented a sales quote from Kentuckiana Trench Shoring (KTS) for an 8 X 12 shoring shield. Mayor Galligan reviewed funding options, saying this is a safety issue. BAB funds may be used for this equipment. Following discussion, Board Member Saegesser made the motion to purchase the shield with BAB funds, second by Board Member Orem, passing on a vote of 3 -0. Mayor Galligan reviewed the need and the uses for a trailer for the excavator. Southeastem Equipment Company has given a quote of $17,250.00. Hoard Member Orem made the motion to purchase the trailer in the amount of $17,250, second by Board Member Saegesser, passing on a vote of 3 -0. February 3, 2011 2 Superintendent Ashack will conduct a Trimble Nomad & Juno SR Handheld GPS Receiver demonstration at the next meeting. Superintendent Ashack has two proposals for the hydraulic model. He will meet with Jorge Lanz and report back. Board Member Saegesser questioned the type of software for the hydraulic model. He is concerned for the use of generic software and the ability to use it in the future. David Hackwork said there was no charge for the software. Board Member Saegesser is concerned that when downloaded that it will be compatible to EPA SWIM. Superintendent Ashack presented Change Order — Extra Work Agreement No. 3, in the amount of $11,585.50 for the Seventh and Indiana Partial Sewer Separation project, TSI Paving, Contractor. This is to add ADA Compliant Ramps. City Engineer Crouch has a fund to pay for this. Board Member Orem made the motion to approve the change order as presented, second by Board member Saegesser, passing on a vote of 3 -0. Superintendent Ashack noted the NPDES Permit Application renewal is ready for review. Superintendent Ashack presented and explained a chart titled City of Jeffersonville Proposed construction Projects. Mayor Galligan said he received a call regarding the YMCA sewer bill. He was asked if it would be possible to have a consideration for evaporation. Superintendent Ashack will go look at the situation. Superintendent Ashack will be meeting with Plant -It Organics on February 4, 2011 to discuss composting. Mayor Galligan explained the plan of Plant -It Organics regarding sludge. He is considering entering into an agreement. Mayor Galligan feels the City needs to control parts of the plan. The amount of savings was discussed. Board Member Saegesser agreed there is a need to be in control of the sludge. Superintendent Ashack next reviewed a chart of the department title changes and pay grades. Steve Kieber reviewed the status of the repair of a motor. It will be taken off and repaired. The vendor will provide this service. Following discussion regarding the EPA, it was agreed that Superintendent Ashack will work with John Hereford. Josh Hillman presented and reviewed Jeffersonville Sanitary Sewer Projects Status Report, February 3, 2011. He presented Change Order — Extra Work Agreement No. 2 for the Seventh and Indiana Partial Sewer Separation project, TSI Paving. Contractor, in the amount of $3,812.50. This is for signature only as it is below the $15,000 previously approved. Jorge Lanz reviewed the need for revisions in the plan for the project involved with the Railroad. John Hereford understands the concerns voiced by Board Member Saegesser regarding the model software. All data for reconstruction is on file and he will see that City Engineer Crouch receives it electronically. Steve Kieber gave an update on the Downtown Plant. Board Member Saegesser asked about the implementation of a contractor evaluation fore. Jorge Lanz feels the message is out. There is a need for the form and he will get on it. Financial Advisor Harmon presented a breakdown of the cost of health, liability, worker's comp, unemployment insurance. etc for the sewer department explaining the February 3, 2011 3 methods used to calculate the 2010 cost of $652,644.28. The health benefits include all full -time and those employees paid from the Sewer Fund and the General Fund. Advisor Harmon was asked to remove those employees paid from both funds and make the adjustment to include only those employees that receive 100% of their pay from the utility. A long discussion followed. At the conclusion of the discussion, Board Member Orem made the motion to pay $150,000 per quarter starting January 1, 2011 for the 2010 insurance and benefits liability, second by Board Member Saegesser, passing on a vote of 3 -0. A general financial update and discussion followed. Jeff DeWitt gave a North Plant update. Attorney Lewis said he is working on the EMC brief that is due Tuesday. Jorge Lanz requests Attorney Lewis to get a right -of -entry for Krunchers. Attorney Lewis has made a request to the attorney for Krunchers. Board Member Orem made the motion to adjourn at 5:08 P.M., seconded by Board ber Sates. r, passing unanimously. q om Mayo , hW,,JU.�. . '1-c t�e�.— Bill Saegesser, Mem 1V Dale Orem, Member ATTEST: 0 0 f. ak�ii) Peggy wilder, Clerk Treasurer