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Home My WebLink About06-01-2010 0 MINUTES OF THE JEFFERSONVILLE DRAINAGE BOARD June 1,2010 The Jeffersonville Drainage Board met on Tuesday, June 1, 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 Lisa Gill Bob Rogge Wayne Carter Staff: Mary Sue Ellenbrand, Secretary Deb Ashack, Stormwatcr Director Greg Clark, Attorney • Andy Crouch, City Engineer Mayor Galligan Guests: Jorge Lanz, Jacobi, Toombs and Lanz Steve Hall, Stantec Absent: Grant Morton 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 May 18, 2010 meeting. Mr. Madden made a correction on Page 5, under City Engineer Mr. Crouch should read City Engineer. On Page 2, under Winn Dixie Ditch Improvements, the last sentence should read, City Engineer and Drainage Board President. Mr. Madden made a motion to approve the minutes of the May 18, 2010 meeting as corrected. Mr. Rogge seconded. Motion passed unanimously. • • • MAYOR GALLIGAN: Mayor Galligan explained the hiring of Mcapital, a company that will lobby for the City of Jeffersonville. The cost for the Drainage Board will be $20,000 for the year. The Sewer Board and Redevelopment Department will also contribute. This company will help procure grant money for projects in Jeffersonville. STEVE HALL: Mr. Steve Hall of Stantec presented the Professional Services Agreement for Storm Water Support. The cost of the agreement will be 549,050 for the remainder of the year. Mr. Christensen made a motion to approve the Professional Services Agreement. Mr. Madden seconded. Motion passed unanimously. CLARK NICKLES: Mr. Nickles was the low bidder for the 7 and Indiana Partial Sewer Separation. Mr. Wright presented a letter from Mr. Nickles stating that he made a mathematical error in his bid preparation and would like to have his bid rejected. The Mayor advised rejecting the bid. • Mr. Rogge made a motion to rescind Clark Nickles bid for the 7 and Indiana Partial Sewer Separation due to a mathematical error. Ms. Gill seconded. Motion passed unanimously. Mr. Wright stated that the Drainage Board had already committed S220,000.00 to the project. The board has decided to increase the commitment to $350,000. Mr. Madden made a motion to increase the commitment to the 7th and Indiana Ave project to 5350,000.00. Mr. Christensen seconded. Motion passed unanimously. GREG CLARK: Mr. Clark received a check for 59,500 from Hughes Development. This settles the case. JORGE LANZ: WINN DIXIE 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 5474,086. • • Contractor has been issued Notice -To- Proceed, Construction to begin. Construction underway. Board approve 5% contingency for changes to be approved by the City Engineer or President of the Drainage Board. STORMWATER MANAGEMENT PLAN UPDATE: JTL and Stantec are putting together a proposal to submit to the JDB 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 W WTP Outfall. JTL is preparing the necessary easement plats and descriptions. Engineering Design of W WTP Outfall underway. Met 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 of April/May 2010. Board decided not to pursue IOCRA grant application due to income survey needs. Project #6: CLARVIEW DRIVE/NACHAND LANE - Est. Project. Cost S300,000 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 $4,159.04 will be required to relocate force main ova proposed storm sewer. Additional elevation conflicts identified today with two parallel private water mains on America Place's Property. Request change order approval. Waiting on specific time approved by America Place to complete water main transfers. Construction on- going. Water main relocation complete. Board approved $65,049.20 for water main change order. Board also approved $16,636 for force main relocation, with Sewer Board to pay S20,000. Excel to begin force main work on June 7 with coordination to occur with Sewer Department. • • • Project 018: CLEAN HAMBURG PK/MAGNOLIA 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 April/May 2010. Board decided not to pursue IOCRA grant application due to income survey needs. 7 8 & OHIO STORM SEWER IMPROVEMENTS: EPA SAP Work Plan submitted to WA 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 $110,881 of the total estimated cost of approximately S300,000. The Work Plan has been approved by the EPA. EPA approved Work Plan. Bid Date set for May 18 after recommendation from • Assistant City Engineer to allow one month minimum time for plan review by contractors. PLANS FOR 7 1.11 AND OHIO STREETS INDIANA PARTIAL SEWER SEPERATION: Mr. Lanz presented the plans for the 7 and Ohio Indiana Partial Sewer Separation. The low bid was $460,017.84. Mr. Wright will ask the Sewer Board to donate the money to pay for the engineering and inspection balance. There is also a 5% contingency. The board agreed that if the Sewer Board does not contribute that it will pay the full cost. Mr. Madden made a motion to approve the plans for 7` and Ohio Streets Indiana Partial Sewer Separation as presented. Mr. Rogge seconded. Motion passed unanimously. Clark Nickles was the low bidder for $460,017.84. After the bid opening, Clark Nickles called and requested that his bid be considered defective and thrown out. TSI Paving is the next low bidder for $567,636.00. The project costs are as follows: Construction Cost $567,636.00 Contingency 5% 28,400.00 Bio-swale Planting Allowance 10,000.00 Lcss EPA Grant $110,881.00 41111 Funds Needed for Const. $495,155.00 • Survey Design & Inspection $105,000.00 Green Components (Bio -swale w /plants, water quality unit, drywell, stand -up curb for detention and overflow catch basins) cost approximately: S107,000. This number does not include pond construction by City forces. The prebid construction cost estimate that was reported to the Drainage Board was S445,000. This estimate was increased to $550,000 once all additional items were added to the project. The project bid tabulation is attached for your review. DEB ASHACK: RIVER SWEEP 2010, JUNE 19, 2010, 9:00 AM - 12:00 PM DUFFY'S LANDING: Being hosed in cooperation with Bryan Wallace, Oak Park Conservancy District. Approval from Park's Department granted; presenting to Board of Public Works on June 2, 2010. Free tee shirts to all participants. NEWSLETTER MAILING FOR JUNE 2010 Primary target audience: grass clippings in the street and drainageways. Grass clippings in concrete -lined ditches don't decompose into wound but sit and rot, causing • algae and blocking clear drainage of stormwater. Working with code enforcement to grant authority to cite individuals in violation of City Codes and our Elicit Discharge Ordinance. Estimated cost $5,000.00 Working with Larry Thomas to use more effective printing and distribution. Mr. Christensen made a motion to approve $5,000 for the newsletter mailing. Ms. Gill seconded. Motion passed unanimously. FOLLOW US ON FACEBOOK AND ON THE WORLD WIDE WEB: The City is now on Facebook. Twitter and YouTube. CLAIMS: Mr. Wright presented claims totaling $135,533.77. Mr. Rogge made a motion to approve the claims for $135,533.77. Mr. Christensen seconded. Motion passed unanimously. • • • ADJOURNMENT: Mr. Wright asked if there was any additional business. Hcaring none Ms. Gill made a motion to adjourn the meeting. The meeting was adjourned at 6:50 PM. APPROVED: Gisl1 Ve)tat Bruce Wright, President •