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HomeMy WebLinkAbout03-03-2011 CITY OF JEFFERSONVILLE SANITARY SEWER BOARD MINUTES OF MARCH 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, March 3, 2011 at 3:00 P.M. Mayor Galligan called the meeting to order at 3:10 P.M. Board Members Bill Saegesser and Dale Orem were present. Also present were Board Attorney Scott Lewis, WWTP Superintendent Len Ashack, Assistant Superintendent Lori Kearney, City Engineer Andy Crouch, Financial Advisor Monica Ilarmon, Grant Writer Andrea Stevens, Billing Office Manager Bruce Wright, Jorge Lanz representing Jacobi, Toombs and Lanz, Jeff Dewitt representing Bemardin Lochmueller, Steve Kicber representing HDR/Quest, Paul Vincent representing Shrewsberry Associates, Bill Sanders representing Heritage Engineering, John Hereford representing Strand, John Scever of Umbaugh, and Deputy Clerk Treasurer Barbara Hollis. Board Member Orem made the motion to approve the agenda as presented, seconded by Board Member Saegesscr, passing on a vote of 3 -0. The minutes of February 17. 2011, were presented for approval. Board Member Orem made the motion to approve the minutes as presented, second by Board Member Saegesser, passing on a vote of 3 -0. The claim lists were presented for approval. Following discussion, Board Member Saegesser made the motion to approve the regular claim list in the amount of $90,003.49, The 20110 BAB claim list in the amount of $91,610.28, the 2010 Construction Bond claim list in the amount of S14,758.28, and the 2009 SRF claim list in the amount of 54,002.10 as presented, second by Board Member Orem, passing on a vote of 3 -0. John Scever of Umbaugh presented and reviewed Jeffersonville (Indiana) Municipal Sewage Works Calculation Of Proposed Maximum Par Amount Of Brownfield Projects For Bond Ordinance Amendment, and Jeffersonville (Indiana) Municipal Sewage Works Brownfield Interest Rate Adjustment having to do with the next round of financing. Grant Writer Andrea Stevens reviewed the financing. Mayor Galligan reviewed the ground water clean-up projects. John Seever said the closing is expected to take place on March 31, 2011 or April 1, 2011. The procedures have been set up and are in operation with regard to the BAB and SRF disbursements. Josh Hillman said the bids for the Herb Lewis Road projects have been reviewed, with award recommended to Excel Excavating with a bid amount of $373,171.25. The bid documents are in order. Attorney Lewis has reviewed the documents and finds them in order. Board Member Saegesser made the motion to award the bid for the Herb Lewis Road project to Excel Excavating in the amount of $373,171.25, second by Board Member Orem, passing on a vote of 2 -0 -1. Mayor Galligan abstained from the vote. Jorge Lanz and Josh Hillman presented and reviewed Jeffersonville Sanitary Sewer Projects Status Report, March 3, 2011. 'I'hc existing force main at the Ewing Lane P.S. Replacement & F.M. relocation was inspected and was determined that it needs to be replaced. Problems of groundwater at the Woodland Court project were discussed. They March 3, 2011 2 are waiting for a Geotech recommendation. Mayor Galligan said he had a visitor concerning the "dummy box" at the Mill Creek project. Jacobi, Toombs and Lanz are working on a procedure. Mayor Galligan stated it is critical to get this water tight. Josh Hillman noted the need to meet with Jesse Bellew regarding easement issues along his property. John Hereford gave an update on the modeling information. Board Member Saegesser wants to be sure of the future of this. This has been made available to City Engineer Crouch. Billing Office Manager Bruce Wright presented the Adjustment Certificate totaling $9,405.70, dated February 18, 2011 through March 2, 2011. Following discussion, Board Member Orem made the motion to approve the Certificate as presented, second by Board Member Saegesser, passing on a vote of 3 -0. The February Cash Summary Report was also reviewed. Mayor Galligan said he has been calling on residents of the Oak Park Conservancy District and has been discussing rates. Some people are paying as much as $100 a month as the fee is based on assessed value. Patty Yount of Bemardin Lochmueller arrived at 3:50 P.M. Bill Sanders of Heritage Engineering presented and explained an inspection proposal. The option of hiring an employee for this was discussed. Jorge Lanz said the construction inspection is programmed in the loan. Jorge Lanz said the City does have an inspector, but an additional inspector is needed. Board Member Saegesser noted the need to raise the level of inspection. There is a need to know what we are getting for this. He expects to be able to go to a website to see inspections reports daily. There is a need for something definitive. No action was taken at this meting. Mayor Galligan reviewed a meeting held yesterday concerning the method for placement of the pipe. Discussion continued about the ability to review inspection reports for all projects. Bill Sanders said there were questions raised during a pre-bid meeting with regard for a need of an additional staging area. He was informed the contractor will have to arrange their own staging area. Steve Keiber reported the construction permit has been obtained for the project. Andrea Stevens presented and explained SSB 1 -2011, A Resolution Identifying Parcels Of Real Property To Be Acquired For Use In The construction And Operation Of A Storm Water Relief Canal Project As An Addition To The City Sewage Works, And Further Authorizing The Acquisition Of Such Parcels In Accordance With Certain Procedures. Attorney Lewis further explained the need for passage of this Resolution. Board Member Orem asked if the canal alignment is "in stone "? Mayor Galligan said the alignment is "in stone ". At the conclusion of all discussion, Board Member Saegesser made the motion lo approve passage of Resolution No. SSB 1 -2011, second by Board Member Orem, passing on a vote of 3 -0. Superintendent Ashack reviewed quotes received for fencing. Following review and discussion, Board Mcmbcr Saegesser made the motion to award the quote to Silver Creek Fencing in the amount of $9,492, second by Board Member Orem, passing on a vote of 3 -0. Superintendent Ashack feels it is in the best interest of the Board to utilize Strand Associates with regard to Phase 3 Model Calibration Validation, Phase 4 Data Evaluation, and Phase 4 Model Recalibration/Altemative Resizing. John Herford gave a brief review. He does feel this should be the last phase. Board Member Saegesser said March 3, 2011 3 this should be a valuable tool for today as well as 20 years from now. Following all discussion, Board Member Sacgesser made the motion to approve Task Order No. 11 -01 Technical Services Agreement Dated March 7, 2005, not to exceed $24,711, second by Board Member Orem, passing on a vote of 3 -0. Superintendent Ashack presented and explained the need for Sewer Service Agreement with Joe Paris, 2707 Utica Pike, Jeffersonville, IN 47130 for a holding tank. Board Member Orem made the motion to have Superintendent Ashack sign the agreement, second by Board Member Saegesser, passing on a vote of 3 -0. Superintendent Ashack reviewed a proposal from Cartegraph to add mobile licenses. The cost to add 8 is $9,520.00. Board Member Saegesser voiced concern for the future cost of renewal. Board Member Saegesscr made the motion to approve the 8 subscription licenses, second by Board Member Orem, passing on a vote of 3 -0. Superintendent Ashack next reviewed the draft of 11.01 General. Post Construction Monitoring. He will ask John Weimhoff to review this. Board Member Saegesser is concerned there is no EPA approval in writing. fatty Yount feels it is time for an IDEM visit. She also noted in the future there will be competition for small dollars. It is time for a mid -term agreement with TDEM, EPA, and the Department of Justice. Superintendent Ashack will arrange a visit. Superintendent Ashack reviewed the proposed schedule for bid openings. The pre -bid meetings have been held. He reviewed the number of plan holders. Superintendent Ashack gave a project update. Superintendent Ashack presented a map indicating proposed compost locations at River Ridge. There will be opportunity for public input. He would like to pursue negotiation for the site. Board Member Saegesser suggested offering a percent of the profit. Jeff DeWitt said the North plant PER is 60% complete. lie has met with SRF and the project is fundable. The 90% plan is on schedule for completion April 21, 2011. A dewatering site was discussed. Board Member Orem made the motion to adjourn at 5:30 P.M., seconded by Board M •tuber Saegesser, passing unanimously. e/ / /// r • / � i -_ k 1 1 • _i oW B' - Me S. , t Awe* — Dale Orem, Member •ST: Pe et 1 t ilder, Clerk Treasurer