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HomeMy WebLinkAbout07-21-2011 CITY OF JEFFERSONVILLE SANITARY SEWER BOARD MINUTES OF JULY 21, 2011 The Sanitary Sower Board of the City of Jeffersonville met in regular session in the Mayor's Conference Room in City Hall, Jeffersonville, Indiana on Thursday, July 21, 2011 at 3:00 P.M. Mayor Galligan called the meeting to order at 3:00 P.M. Board Members Bill Saegesser and Dale Orem were present. Also present were Board Attorney Scott Lewis, Utility Director Len Ashack, Assistant Utility Director Lori Kcamcy, City Engineer Andy Crouch, Financial Officer Monica Hannon, Josh Hillman representing Jacobi, Toombs and Lanz, and Chief Deputy Clerk Treasurer Suzy Bass. Board Member Orem made the motion to approve the agenda adding public comment, seconded by Board Member Saegesser, passing on a vote of 3 -0. The minutes of July 7, 2011 were presented for approval. Board Member Saegesser made the motion to approve the minutes as presented, second by Board Member Orem, 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 SI67,270.90, the 2010 BAB Construction claim list in the amount of $215,765.27, and the 2011 SRI claim list in the amount of $546971.91, as presented, second by Board Member Orem, passing on a vote of 2 -0 -1, with Mayor Galligan abstaining. Grant Venter Andrea Stevens presented an SRF claim in the amount of $RS,412.49 to Focus Contracting for the Brownfield. Thc motion was made by Board member Orem to approve the claim, second by Board Member Saegesser passing 3 -0. Thc following residents appeared before the Board to voice their questions and conccros regarding the grinder pumps that they must have installed: Anna Ilall. Connie Praise, Richard and Tina Bower, and John & Rita Kinley. Aftcr several of the residents voiced their concerns, the Mayor explained that this is the last option and he and Utility Director Ashack believe that this is the best option for the four residences on Logan Lane. Utility Director Ashack said that the City is paying $2,900.00 for each of the grinders and the City will construct a common force main on Logan Lane to which each of the residences will connect their grinder pumps. Residents will only have to trench their piping to the sewer tap constructcd by the contractor. The Mayor suggested that all four residents get together and get bids from several contractors and have the work done as one project to cut down on costs. Ile also said that the City can not waive the tap in fee. Cindy Seifert, Paul Lancaster, and Nick Coffer presented a video presentation on the Cartegraph software that the City is implementing. This will allow Jeffersonville citizens to report any problems they may have (manhole covers missing, sewer backup, etc) directly on the wcbsite, which will then go to the right person. Mr. Coffer said that this program will reduce call volume, streamline work flow and empower citizens as the eyes and ears for the community. They hope to have the program up and running by the end of next month. John Paul Brutscher introduced himself to the Board as the new GIS Administrator for the City. He explained to the Board his role is and his short term goals. He said there are 265 total miles of pipe in the City. He will be working hard to update the existing data in the current CIS program system. He said he hopes to have the software updated in the camera truck soon. Eventually everything will go into Cartcgraph. Andrea Stevens appeared before the Board asking for approval to increase the offer for buying 225 W. Maple St. from initial offer of $106,000.00 to $ 1 10,000.00. The motion was made by Orem to approve the increase in the counter offer to $110,000.00 second by Saegesser, passing 3-0. Doug Baldessari presented the Cost of Service Rate Study to the Board (attached). He said the last study was done in 2009 and it was an across the board study and not a service rate study. Board Member Saegesser said that he believes every resident should receive a minimum bill (per ordinance) whether thcy have any usage or not and the Board agreed. It was questioned why a vacant building could have a billing of 24.59 per month as opposed to $16.77 for minimum usage. Mr. Baldessari explained how these rates were established based on debt service cost and capital costs and their averages. Financial Officer Hannon will ask Keystone to change the program to bill unoccupied properties. The Board said they will look at the study and discuss it at a future meeting. Financial Officer Harmon presented the June financials to the Board. She said that the revenue was missing the target from the budgeted amounts. She also presented the adjustments for approval. She noted that the sheriff's otlicc was mistakenly billed $100,000.00 instead of $10,000.00 and the adjustment will appear next month. Discussion was held on upgrading the current system or buying a new system and the Board asked Harmon to get prices for both. The motion was made by Board Member Saegesser to approve the adjustments in the amount of $14498.02 second by Board Member Orem passing 3 -0. Josh Hillman. representing Jacobi, Tombs, & Lan; recommended awarding the Ewing Lane pump station project to Graham Engineer and Construction in the amount of 5589.725.00 and to give permission to the Mayor to sign the contract. The SRF has given go ahead to award the project to Graham. The motion was made by Board Member Orem to approve this request, second by Board Member Sacgcsscr passing 3-0. Director Ashack told the Board that he had sent them a copy of the draft permit for the existing plant to go up to 50 million gallons. This may be extended past August 22 because there must be a 30 day notice and the notice was mistakenly printed in the Madison paper instead of the local paper so it must be republished. Director Ashack presented a letter from Gary Maloney concerning the ongoing issue with Lentzier Creek in Old Stoner Place. Thc Board asked Director Ashack to get estimates from Bemardin, Lochmueller, & Associates to correct this issue. The email with four proposed options and estimates were discussed (attached). The Board gave Director Ashack permission to submit for a waste load allocation to IDEM and anti - degradation study for the proposed discharge for Battle Creek. The Plans and Specs for the North WWTP are out to bid with the 131d date of August 25, 2011. Director Ashack told the Board there was $155,348.94 billed for surcharges in May. Mayor Orem asked the Board's approval to allow him to sign any papers to settle lawsuits concerning Springdale Drive. This would only be done after review and approval by Attorney Lewis. Any papers signed would then be ratified by the Board at the next meeting. Thc motion was madc by Orem to allow this request, second by Saegesser and passed 3 -0. Attorney Lewis asked permission to allow Bernardvy Lochmueller, & Associates to move forward with the traffic signal design at Krunchers and Fairvew not to exceed $15,600.00. Thc motion was made by Orem to approve the project. second by Saegesser and passed 3 -0. Board Member Orem made the motion to adjoum at 5:55 P.M., seconded by Board Member Saegesser, passing unanimously. 440 1 Tom Galligan, a or r Bill Saegesser, Mcmb 4 Dale Orem, Member ATTEST: I go t IL) ;IMO Peggy Wilder, Clerk Treasurer