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HomeMy WebLinkAbout08-04-2011 CITY OF JEFFERSONVILLE SANITARY SEWER BOARD MINUTES OF AUGUST 4, 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, August 4, 2011 at 3:00 P.M. Mayor Galligan called the meeting to order at 3:05 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 Kearney, City Engineer Andy Crouch, Financial Officer Monica Harmon, Jorge Lanz and Josh Hillman representing Jacobi, Toombs and Lanz, Jeff Dewitt and Lenin Kasthuri representing Bernardin Lochmueller, Jim Ross and Jerry Anderson representing CH2M Hill, John Hereford representing Strand Associates, Wes Christmas representing Clark Dietz Engineering, Steve Kicker representing HDR/Quest, Steve Grees representing Donohue and Associates, and Deputy Clerk Treasurer Barbara Hollis. Board Member Orem made the motion to approve the agenda as presented, seconded by Board Member Saegesser, passing on a vote of 3 -0. The minutes .of July 21, 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 Orem made the motion to approve the Operating claim list in the amount of 5673,829.06 with the addition of a claim for $150,000 to the City of Jeffersonville for health and liability insurance as presented by Financial Officer Harmon, the BAB claim list #1 in the amount of $184,948.75, the IOCRA 8 St. claim list in the amount of $7,401.30, the SRF 2011A claim list in the amount of $612,459,58, the 2010 Construction Bond claim list it1 in the amount of $800.00, and the 2010 Construction Bond claim list #2 in the amount of $209,445,22, and the 8 Street Combined Sewer Separation Project claim vouch in the amount of $96,309.53 as presented, second by Board Member Saegesser, passing on a vote of 3 -0. Board Member Orem then made the motion to approve the BAB claim list #2 in the amount of $339,696.72, second by Board Member Saegesser, passing on a vote of 2-0 -1. Mayor Galligan abstained. Finance Officer Harmon has received the annual maintenance contract from Keystone for the billing office software. She has been informed the Keystone program is capable of generating zero consumption bills. She does not anticipate any change in software before the third quarter of 2012. At the conclusion of all discussion, Board Member Saegesser made the motion to authorize Officer Harmon to have Keystone modify the software to generate zero water consumption bills pursuant to current City Ordinance and Indiana State Statue, second by Board Member Orem, passing on a vote of 3-0. Officer Harmon presented and explained the Adjustment Certificate in the amount of $43,879.82 covering June 1, 2000 through December 31, 2010. This represents a lot of work. Board Member Saegesser made the motion to accept the adjustment certificate August 4, 2011 2 as presented, second by Board Member Orem, passing on a vote of 3 -0. The Cash Summary Report from July 1, 2011 to July 31, 2011 was presented. Director Ashack presented and reviewed a letter and supporting documents received from Vicki Bilbro of 626 Forrest Drive, Sellersburg regarding a home she owns at 1200 Highland Drive in Jeffersonville, requesting payments for damages. The claim is that the damage occurred from a storm on April 28, 2011 that was not reported until June. Assistant Director Kearney said there was no blockage, but too much water due to storm water issues. Director Ashack said the home does not have a backflow protector. Following discussion, Board Member Saegesser made the motion to take the request under advisement, second by Board Member Orem, passing on a vote of 3 -0. Mr. Brent Sopher, on behalf of Mike Bottorff a resident of Coopers Lane, requested a waiver or reduction of the capacity fee. Mr. Bottorff does have a functioning septic tank. Attorney Lewis explained the Board cannot waive capacity fees. Mr. Bottorff is to contact Director Ashack for payment options that are available. Mayor Galligan said the city is looking into getting some funding for people under hardship. Director Ashack noted Mr. Bottorff may also ask for an extension of time. Director Ashack presented and explained Pace Contracting Work Directive Change Form No. 1 for the 10 Street PS Expansion. This will not change the completion date or the cost to the City. He then explained Pace Contracting Work Directive Change Form No. 2 for the le St. PS Expansion recommending alternative Al in the amount of $193,990. Following discussion, Board Member Saegesser made the motion to approve Work Directive Change No. 1 at no cost, second by Board member Orem, passing on a vote of 3 -0. Board Member Orem then made the motion to approve Work Directive Change No. 2 adding $193,990, second by Board Member Saegesser, passing on a vote of 3 -0. Jim Ross of CH2MI -Iill, gave a construction update on the Tenth Street Pump Station Expansion noting major issues proposed for analysis and correction dated August 4, 2011. Director Ashack noted the need to modify the plans. Board Member Saegesser said there is a need to let the design engineer know of the issues through Attorney Lewis. Jerry Anderson of CH3MHil1 will submit a marked up set of drawings. Board Member Saegesser appreciates having these concern pointed out. Jorge Lanz is perplexed this is going on. Board Member Saegesser said there has been discussion of not having the design engineer do the inspection. Mayor Galligan said the City is looking for quality and should get what is being paid for. Board Member Saegesser said this is not value engineering. Steve Kieber, when asked, said he believes if an engineer is worth a damn they should be the inspection engineer. Mayor Galligan said the City is trying to get a quality product. Director Ashack said this pump station is the most critical of all. Patti Yount of Bernardin Louchmueller arrived at 4:15. Steve Kieber gave the Project Status Report, Jeffersonville WWTP Peak Capacity & Miscellaneous Improvements, Jeffersonville Sanitary Sewer Board Meeting, August 4, 2011. Wes Christmas gave a report on the Mill Creek Effluent Sewer project. The intersection of Hamburg Pike and Willinger Lane is due to be closed August 16 to August 25. Good production is being maintained. Jeff DeWitt said the North Wastewater Treatment Plant project is out for bid. A pre-bid conference was held today. Fourteen contractors have picked up the bid August4,2011 3 documents. The bids will be received and opened August 25, 2011 at 3:00 P.M. There is a lot of interest in the project. There was concern voiced the project should be a 24 month contract rather than an 18 month. Mayor Galligan suggested alternative completion times. Jeff DeWitt noted the continuing press for permit approval. Director Ashack will be meeting with SRF representative on Tuesday regarding Lentzier Creek. Director Ashack will be meeting tonight with residents on Utica Pike and Wathen Heights regarding sewer location. He will talk about the Umbaugh Draft Cost of Service Study at the next meeting. The Draft NPDES permit renewal comment letter is to be drafted. The next scheduled mailing of' the reminder post cards for customers more than 60 days late is scheduled for the week of August 10. Assistant Kearney presented and noted reports in the Jeffersonville Wastewater Treatment Department Monthly Operations Report July, 2011. Jorge Lanz presented and reviewed Jeffersonville Sanitary Sewer Projects Status Report — August 4, 20J 1. Josh Hillman presented and reviewed Jeffersonville Sewer Board — August 4, 2011. The first report was for the Woodland Court Sewer Project. Mayor Galligan noted the dirt is blocking the drainage in the area. Josh Hillman said this will be addressed. Josh Hillman next presented and explained Change Order — Extra Work Agreement No. 1 Herb Lewis Road Sewer Project, Excel Excavating, Inc. Contractor for $3,813.56. This is due to road problems. Everything is ready for the Church to hook on. Board Member Saegesser made the motion to approve the Excel Excavating Change Order #1 in the amount of $3,813.56, second by Board Member Orem, passing on a vote of 2-0 -1. Mayor Galligan abstained. Josh Hillman reported the Glen and Paula Muncy property on Utica Pikc has been appraised at $100,000. This property is to be used for a pumping station. Mayor Galligan explained the need to purchase the 2.33 acres. Following discussion, Board Member Saegesser made the motion to authorize Jacobi, Toombs and Lanz to offer $100,000 for the Muncy property, second by Board Member Orem, passing on a vote of 3 -0. Josh Ilillman presented and explained a Geotechnical Proposal from Construction Solutions for the McBride Heights Sewer Project in the amount of $4,950. Board Member Saegesser made the motion to approve the proposal as presented, second by Board Member Orem, passing on a vote of 3 -0. Josh Hillman next presented and explained Geotechnical Proposal from Construction Solutions for the Wathen Heights Sewer Project in the amount of $10,200. Board Member Orem made the motion to approve the proposal as presented. second by Board Member Saegesser, passing on a vote of 3 -0. Josh Hillman presented and explained the need for Change Order — Extra Work Agreement No. 1, 8`" Street Combined Sewer Separation, TS! Paving, contractor, in the amount of $14,749.75. Board Member Saegesser made the motion to approve the change order as presented, second by Board Member Orem, passing on a vote of 3-0 Mayor Galligan asked about the status of bidding the Old Stoner Place project. Josh Hillman said he is waiting for the appraisals. The plans are complete and he anticipates the bids will be out within a month. Officer Harmon, on behalf of Grant Writcr Andrea Stevens, presented four Brownfield/RLF claims. Following discussion, Board Member Orem made the motion to approve the claim pending resolution of overrun claims for the Consultant, second by Board Member Saegesser, passing on a vote of 3 -0. August 4, 2011 4 Board Member Orem said the River Ridge Board meeting went real well yesterday. A Resolution had been prepared by River Ridge. He noted Director Ashack and Jeff DeWitt did a good job and the Resolution did pass. He feels once the River Ridge Board Members see the composting plans, he feels they will sign off. The Board was very kind and very accepting. Mayor Galligan said if there are questions by the River Ridge Board they should call Director Ashack or one of the Board Members. He is frustrated with the indecision. All in all it was a great meeting. Board Member Saegesser noted there has been a lot of misunderstanding. Patti Yount said that BLA is willing to take any of the River Ridge Board Members or the Sanitary Sewer Board Members to Angola to tour the facility. Board Member Saegesser said the compost facility would be a great benefit to the region. Mayor Galligan said the Board is dealing with misconceptions. It is an education process. There being no further business to come before the Board, Board Member Saegesser made the motion to adjourn at 5:15 P.M. // o 19g:. •: J. B' Saegesser, Me Dale Orem, Member •ST: t t). r,0„ Pegg Wider, Clerk Treasurer