HomeMy WebLinkAbout04-07-2011 CITY OF JEFFERSONVILLE
SANITARY SEWER BOARD
MINUTES OF APRIL 7, 2011
The Sanitary Sewer Board of the City of Jeffersonville met in regular session in
the Mayor's Conference Room in City Ilall, Jeffersonville, Indiana on Thursday, April 7,
2011 at 3:00 P.M.
Mayor Galligan called the meeting to order at 3:00 P.M. Board Member Bill
Saegesser is present. Also present are Board Attorney Scott Lewis, Utility Director Len
Ashack, Assistant Utility Director Lori Kearney, City Engineer Andy Crouch, Financial
Officer Monica Harmon, Billing Office Manager Bruce Wright, Jorge Lanz and Josh
Hillman representing Jacobi, Toombs and Lanz, Jeff Dewitt representing Bernardin
Lochmuellcr, Steve Kieber representing IIDR/Quest, John Hereford representing Strand,
and Deputy Clerk Treasurer Barbara Hollis.
Board Member Saegesser made the motion to approve the agenda as presented,
seconded by Mayor Galligan, passing on a vote of 2 -0.
The minutes of March 17, 2011 and March 21, 2011, were presented for approval.
Board Member Saegesser made the motion to approve the minutes of both meetings as
presented, second by Mayor Galligan, passing on a vote of 2 -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
$778,030.59, the 20110 BAB claim list in the amount of $525,566.92, the 2010
Construction Bond claim list in the amount of $252,526.03, the 2009 SRF Construction
claim list in the amount of 59,031.25, and the 2011A SRF claim list in the amount of
$2,455.11 as presented, second by Mayor Galligan, passing on a vote of 2 -0.
Josh Hillman opened the following bids for the Spring Street Pump Station
Replacement Project:
Kelsey Construction - $2,587,989.00
MAC Construction - $2,586,000.00
Pace Contracting - $3,094,000.00
TSI Paving - $2,790,579.50
The engineer's estimate for the project is $2,459,275.00. Board Member Saegesser made
the motion to take the bids under advisement, second by Mayor Galligan, passing on a
vote of 2 -0.
Ms. Susan Steinberg appeared before the Board representing the Center For Lay
Ministries and The Bliss House. She explained the good work these organizations do for
the community. They are losing much of their grant funding and she requests a waiver,
or a reduction, for the sewer bills which average $500 a month. Board Member
Saegesser and Attomey Lewis both informed Ms. Steinberg state statute does not allow
for waivers or reductions. Attorney Lewis suggested talking to State Legislators.
Utility Director Ashack presented and reviewed quotes from Nixon Power
Services Co., and Clark Electric Company, Inc. for generator repair. Following
discussion, Board Member Saegesser made the motion to authorize the repair of the
generator by Clark Electric in the amount of $6,873.00, second by Mayor Galligan,
passing on a vote of 2 -0.
April 7, 2011 2
Director Ashack reviewed a quote for confined space requirements. The total for
the system and signs is $7,751.99. Mayor Galligan made the motion to approve the
purchase as described, second by Board Member Saegesser, passing on a vote of 2-0.
Director Ashack next presented and reviewed a proposal from GLR Environment,
LLC for Public Notification Plan Revisions. The proposal has a not to exceed amount of
$10,350.00. Following discussion, Board Member Saegesser made the motion to
authorize the expenditure not to exceed $10,350.00, second by Mayor Galligan, passing
on a vote of 2 -0.
Director Ashack said he has talked with Mr. John Wiemhoff regarding the LTCP
— Section 11 revisions and the post construction compliance monitoring review. A
complaint from Ms. Sandy Nally was reviewed. The LTCP will be a part of the Consent
Decree.
Director Ashack noted the need for a standard contract award document to be
included in all bids. Board Member Sacgesser noted the need to be consistent.
Director Ashack explained the need for summer help. The extra help would allow
a check to be made to insure all connections are being billed, even if there is a vacancy.
If a water meter is disconnected the property has to receive a minimum bill as well as the
drainage fee.
Director Ashack has been asked by residents why Jeffersonville does not offer
lateral insurance. This was discussed.
Patty Yount of Bernardin Louchmueller arrived at this point.
Attorney Lewis noted he has the check for the land acquisition from Clark
Memorial Hospital Board of Trustees. There are closing costs due in the amount of
$1,369.60. Board Member Saegesser made the motion to authorize the payment of
$1,369.60 and authorize Attorney Lewis to sign the closing documents, second by Mayor
Galligan, passing on a vote of 2 -0.
Jorge Lanz and Josh Hillman presented and reviewed portions of Jeffersonville
Sanitary Sewer Projects Status Report, April 7, 2011. Jorge Lanz noted the revised PER
amendment was submitted to SRF on March 28, 2011. SRF requested additional
information on April 5, 2011 regarding flow calculations. This was discussed. The CSO
#007 Elimination project is complete with the exception of punch list items. A walk -thru
is scheduled for tomorrow.
Josh Hillman reviewed the Annexation Area Sewer Extension Projects. He
presented and explained Change Order — Extra Work Agreement No. 2 for Woodland
Court Sewer Improvements in the amount of $13,777.47. Following discussion, Board
Member Saegesser made the motion to approve the Change Order as presented and
explained, second by Mayor Galligan, passing on a vote of 2 -0. A property owner has
rejected an offer for easement for the Surry Road Sewers and Pump Station project. A
counteroffer was reviewed. Attorney Lewis noted it is standard procedure that the owner
provides another certified appraisal. Mayor Galligan cannot believe the construction
contract was approved prior to the settlement of the easements. Board Member Sacgesser
asked Jacobi, Toombs and Lanz to look at an alternate route. Jorge Lanz will draft a
letter.
April 7, 2011 3
Change Order — Extra Work Agreement No. 3 for the Mill Creek Pump Station
Replacement project, Mac Construction & Excavating, contractor, was presented and
explained. This change is for junction box modification in the amount of $6,338.92.
Mayor Galligan asked how this can slip by. Following discussion, Board member
Saegesser made the motion to approve Mill Creek Pump Station Change Order N3 as
presented, second by Mayor Galligan, passing on a vote of 2 -0. Change Order — Extra
Work Agreement No. 2, Mill Creek Pump Station Replacement project, Mac
Construction & Excavating, contractor, in the amount of 512,688.48, was next presented
and reviewed. The cost of changes and deficiencies in design was discussed. Jorge Lanz
commended Mac Construction for bringind the matter to the attention of the City. Mayor
Galligan does not understand problems with the original design. Board Member
Saegesser is concerned a representative of the Engineering firm is not present. Board
Member Saegesser made the motion to approve Change Order No. 2 for the Mill Creek
Pump Station Replacement in the amount of $12,688.48, second by Mayor Galligan,
passing on a vote of 3.0. Mayor Galligan said there are going to be serious conversations
with Engineers. This is absolutely B.S. There are to be no deals at this table. This is
absolutely absurd. Mayor Galligan is tired of it. He is not going to put up with this
anymore. IIe is not going to be doing it just to be doing it. This stops today.
Jorge Lanz reviewed property acquisition offers for the Spring Street Pump
Station Replacement project. The total offered is $31,025.00. He requests permission to
make the offers. Mayor Galligan made the motion to authorize Jorge Lanz to make the
offers as presented, second by Board Member Saegesser, passing on a vote of 2 -0.
John Hereford gave an update of the simulation of the recent rainfall events. He
noted the project is going real well and is ahead of schedule. The post-construction
monitory plan was discussed. Board Member Saegesser feels the City has been given an
impossible standard. John Hereford noted the need to be selective with rainfalls used to
be accurate. The rainfall and flow data need to be in agreement.
Manager Wright presented and reviewed the adjustment certificate in the amount
of a positive $40,807.44. Board Member Saegesser made the motion to approve the
adjustments as presented, second by Mayor Galligan, passing on a vote of 3 -0.
Jeff Dewitt said the New North Wastewater Treatment Plant PER Comments have
been received. Following discussion, Board Member Saegesser made the motion to
authorize Mayor Galligan to sign the comment letter, second by Mayor Galligan, passing
on a vote of 2 -0. Jeff Dewitt noted the 90% submission is on schedule for May 15. It is
hoped to go to bid the month following IDEM approval. Utility easements may have to
be granted. There is no update on the compost project.
Financial Officer Harmon presented and reviewed a packet of financial .
information. The balance in the ARRA Fund was discussed and will remain as it is.
Options for the handling of contract retainage were discussed. Following discussion,
Board Member Saegesser made the motion to open a retainage account at the bank with
the operating fund if it is a requirement of SRF to draw it down, second by Mayor
Galligan, passing on a vote of 2 -0.
April 7, 2011 4
Mayor Galligan made the motion to adjourn at 5:15 P.M., seconded by Board
Member Sacgesscr p: • 1. _ unanimously.
v rep �•
B aege'ser, 4
Dale Orem, Member
�Cf; EST:
/ PQ2r J
Peggy�Wi1der, Clerk Treasurer