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Home My WebLink About03-16-2010 • MINUTES OF THE JEFFERSONVILLE DRAINAGE BOARD March 16, 2010 The Jeffersonville Drainage Board met on Tuesday, March 16, 2010 in the Conference Room, Second Floor, City Building, Jeffersonville, Indiana. Chairman Bruce Wright called the meeting to order at 5:30 P.M. with the following in attendance: Board Members: Bruce Wright Dan Christensen Rick Madden Wayne Carter Grant Morton Lisa Gill Bob Rogge Staff: Mary Sue Ellenbrand, Secretary Bob Miller, City Engineer • Deb Ashack, Stormwater Director Guests: Jorge Lanz, Jacobi, Toombs and Lanz CALL TO ORDER: Mr. Wright called the meeting to order at 5:30 PM. APPROVAL OF MINUTES: Mr. Wright asked if' there were any corrections to the minutes of the March 2, 2010 meeting. Mr. Madden made a correction on page 2, under Project /15, take out the words ON HOLD. Mr. Madden made a motion to approve the minutes of the March 2, 2010 meeting as corrected. Mr. Christensen seconded. Motion passed unanimously. JORGE LANZ: WINNDIXIE DITCH IMPROVEMENTS: The revised project will begin at Kehoe Lane, and extend upstream to Garden Street, a distance of about 2,700 feet. The wetlands between Garden Street and the Flood • Protection levee will remain. The estimated project cost has been reduced to $750,000. • The low bidder is Clark Nickles, Inc. in the amount of $474,086. It is our recommendation that the contract be awarded. We have included a copy of the bid results with this report. Contractor has been issued Notice -To- Proceed, Construction to begin. Mr. Lanz reported Mr. Miller approved a change order for Winn Dixie Project for 56,600. Due to Mr. Miller approving this change order there was no delay in the work. Mr. Lanz asked that a contingency fund of S25,000 or 10% of the project be set up for the project so that if a change order needs to be issued there will be no delay in the project. The city engineer, assistant city engineer and president of the Drainage Board must authorize the change order. 6 Mr. Madden made a motion to approve a 1 contingency fund for paying projects to be authorized by the city engineer, assistant engineer and president of the drainage board. Mr. Carter seconded. Motion passed unanimously. STORMWATER MANAGEMENT PLAN UPDATE: JTL and Stantec are putting together a proposal to submit to the TDB later this month. No change in status. Pending Drainage Board decision. • MISCELLANEOUS PROJECTS: Project #5: ROSELAWN COURT /LELIA AVENUE: Est. Project. Cost: $300,000 Further coordination on this project is pending proposed new route of WWTP Outfall. JTL is preparing the necessary easement plats and descriptions. Engineering Design of WWTP Outran underway. Mel with Kruncher's (property owner) regarding easement acquisition. Waiting on environment report from Construction solutions to determine feasibility of constructing a temporary open ditch to drain proposed storm sewers from Roselawn Court until WWTP Outfall is to be constructed. WWTP Outfall Project with Jeff Sewer Board has anticipated bid date ofApril/May 2010. Discuss with Board to request IOCRA stimulus funding for this project. Project #6: CLARVIEW DRIVE/NACHAND LANE - Est. Project. Cost $300,000 The Drainage Board awarded the contract to Excel Excavating on October 6`" for $298,704.00. Construction underway. Elevation conflict with sanitary sewer force main. Change • order of 54,159.04 will be required to relocate force main over proposed storm sewer. • Additional elevation conflicts identified today with two parallel private water mains on America Place's Property. Request change order approval. Mr. Lanz reported that the change order price was too high and he will talk to the contractor and report back to the board at the next meeting. Project #8: CLEAN HAMBURG PKMIAGNOLIA OUTFALL DITCH The JDB issued JTL a notice to proceed on this project. Design is underway. This project will potentially impact 5 adjacent residential properties, the Roselawn Court Drainage Project, and an adjacent mobile home park. This project will also improve the drainage capacity of a much larger drainage area. Design continues, revising plans per review with the City Engineer. No change in status. Possible connection with WWTP Outfall sewer. See project #5. WWTP Outfall Project with Jeff Sewer Board has anticipated bid date of ApriVMay 2010. Discuss with Board to request IOCRA stimulus funding for this project. 7 8` OHIO STORM SEWER IMPROVEMENTS: EPA SAP Work Plan submitted to IFA for review. Finalizing plans and specifications. Added bio -swale to collect surface runoff from Bales' parking lot and • route it into the new storm sewer. The City has a matching grant for S110,881 of the total estimated cost of approximately $300,000. The Work Plan has been approved by the EPA. Bids will be advertised immediately. DEB ASHACK: CANAL DISTRICT PUBLIC METING, MARCH 22, 2010: Meeting will provide additional information and input from attendees regarding proposed Canal District. SOUTHERN INDIANA STORMWATER ADVISORY COMMITTEE MEETING, MARCH 10, 2010: Will be discussing constituent survey (required by Rule 13) and various public outreach and education methods. STORMWATER NEWSLETTER: • • The City has begun publishing a quarterly newsletter, sent to all addresses in Jeffersonville and has offered to provide a space for the Stormwater news at a much reduced rate from what we currently pay by publishing a stand -alone newsletter. FACILITIES INSPECTIONS WITH DOMINICIC MONGARELLA, CITY SAFETY DIRECTOR AND FIRE DEPT REPRESENTATIV, MARCH 11, 2010: First -time coordinated inspections with Safety and Fire Departments anticipated providing more comprehensive, efficient and effective facilities inspections. Drainagc Board Members invited to participate to Team morc about expectations of city facilities in stormwater pollution prevention. Will be inspecting City Services Complex, Salt Storage facility, Animal Shelter, City Parks Department Facilities, Fire houses, WWTP. Storm Watch: Municipal Stormwater Pollution Prevention video, price S495; QUALIFIED PROFESSION INSPECTOR TRAINING, MARCH 31, 2010 8AM - 4PM: Training is free for MS4 staff and Drainage Board members. ORDINANCE SETTING REGISTRATION FEES FOR CONSTRUCTION SITE QUALIFIED PROFESSIONAL INSPECTORS: • Enforcement of QPI Ordinance No. 2006 -0R -21 and Construction Site Runoff Control Ordinance No. 2004-0R -56. Approval by the Drainage Board to present to City Council for adoption. Mr. Rogge made a motion to give Mr. Clark approval to take Ordinance No. 2006 -R- 21 and Ordinance No. 2004 -OR -56 with corrections to the City Council for approval. Mr. Madden seconded. Motion passed unanimously. TENTH STREET CLEAN -UP, APRIL 10, NOON -4PM, CITY HALL: City Pride is sponsoring a clean-up of areas along Tenth Street. CONSTITUTANT SURVEY: Jeffersonville share $3,540; TDEM expects to be completed by June 2010; we need to at least be in process. Mr. Carter made a motion to authorize Stantec to conduct a Constitutant Survey not to exceed $3,540 for Jeffersonville's share of the cost. Ms. Gill seconded. Motion passed unanimously. The City Services Building will have drainage reconstruction in house which will save • money. • ANDY CROUCH: Mr. Crouch reported that it has been decided that the IOCRA Grant Application is not feasible. Mr. Crouch and Ms. Stevens have decided to drop the application all together and move the project ahead outside of the grant. The board approved $15,000 for an income survey, appraisals and agreements of easements. Mr. Madden made a motion to cancel the request of $15,000 for the IOCRA Grant, income survey, appraisals and agreements of casements. Mr. Morton seconded. Motion passed unanimously. Mr. Crouch reported that the City will apply for an Indiana American Water Grant for Preservation Park. The grant needs a match of S10,000. Mr. Crouch asked that the Drainage Board match the $ 10,000 if the city receives the grant. Mr. Morton made a motion to match the Indiana American Water Grant for Preservation Park for $10,000. Mr. Christensen seconded. Motion passed unanimously. GREG CLARK: Due to Mr. Clark being absent Mr. Wright read the following report: • Mr. Clark stated the time for the Hughes Company to file a motion of appeal has expired. On March 9, 2010, a motion was filed with the Court to set a hearing date for the purpose of determining damages. The Court's Order, issued on November 30, 2009, addressed only liability - stating that Hughes was liable to pay us the User Fee. Therefore, no monetary amount was included in that order - thus, we need to have a hearing to present evidence to the court of what the damages are. I anticipate the amount of the user fees that are unpaid plus penalties, in addition to attorney's fees to be close to $50,000.00. Mr. Clark has not heard from Mr. Gillenwater, Counsel for Schmitt Co. regarding Crimson Point subdivision. Mr. Gillenwater has until the end of the month to respond. A meeting was held last week with Bruce Wright, Rick Madden, Mayor Galligan, City Council President Nathan Samuel, Deb Ashack, Andy Crouch and Mr. Clark. The purpose of this meeting was to discuss the rule 13/MS4 program and the funding of the program. Mr. Clark will draft a proposed ordinance that allows the drainage board to use drainage fees to assist in funding this program An Ordinance "Setting Registration Fees for Construction Site Qualified Professional Inspectors and Requiring Proof of Registration to Obtain Storm Water Quality Management Permits." The Drainage Board needs to review this and endorse it before it is taken to the City Council. • • BOB MILLER: Mr. Miller presented a bill from mCapitol Management, Inc., an Illinois corporation. mCM will make available its services commencing on February 1, 2010. mCM services will include federal government relations services, strategic advice and counsel and assistance as needed for Jeffersonville in the public and private sector. Mr. Miller asked on behalf of Mayor Galligan that al fymcnt of $5,000 be paid to mCapitol Management, Inc. by the Drainage Board. The board agreed to pay the $5,000 this month but will not pay any further claims until an explanation of the bill is given. CLAIMS: Mr. Miller presented claims totaling $8,287.62. Mr. Rogge made a motion to approve the S8,287.62 in claims. Mr. Christensen seconded. Motion passed unanimously. ADJOURNMENT: Mr. Wright asked if there was any additional business. Hearing none Ms. Gill made a motion to adjourn the meeting. The meeting was adjoumed at 7:00 PM. • APPROVED: A.Np� m ce Wright, P ' ent •