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HomeMy WebLinkAbout08-18-2011 CITY OF JEFFERSONVILLE SANITARY SEWER BOARD MINUTES OF AUGUST 18, 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 18, 2011 at 3:00 P.M. Mayor Galligan called the meeting to order at 3:10 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, Andrea Stevens, Interim Redevelopment Director, Jorge Lanz representing Jacobi, Toombs and Lanz, Jeff Dewitt and Lenin Kasthuri representing Bemardin Lochmueller, Jerry Anderson representing CH2MHill, Ken Beach representing Shrewsberry and Associates, Peggy Duffy representing Construction Solutions, Melissa Woods and Jill Saegesser of River Hills, City Council Member Wayne Carter, 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 August 1, 2011 and August 4, 2011, were presented for approval. Board Member Orem made the motion to approve the minutes of both meetings as presented, second by Board Member Saegesser, 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 $97,808.89, the 20110 BAB claim list in the amount of $83,998.17, and the 201 IA Bond claim list in the amount of $357,564.08, as presented, second by Board Member Saegesser, passing on a vote of 3 -0. Andrea Stevens reviewed the Brownfield/RLF claim list in the amount of $13,077.55. Following discussion, Board member Orem made the motion to approve the list as presented, second by Board Member Saegesser, passing on a vote of 3 -0. Next Andrea Stevens presented and explained proposed Canal rite -of -way acquisitions. She said the practice is to offer $5,000 over the appraisal, detailing the negotiating procedure. She is prepared to offer $31,000 for one property and $110,000 on another. Following discussion, Board Member Saegesser made the motion to accept the recommendations for canal acquisitions as presented, second by Board Member Orem, passing on a vote of 3- 0. Jill Saegesser reported on her efforts at obtaining financial assistance in the form of a grant for owner - occupied homes to convert to sewers. She will work with Josh Hillman to identify areas. Mayor Galligan noted in cases of financial hardship the process can be slowed some. Director Ashack has been working with some on this. Fees cannot be waived. The request for a refund of credit for Cherry Creek Condos has been taken care of. Tierra Kavanaugh Turner, CEO of TKT & Associates, and Bobby Campbell presented a proposal for a supply diversity program for the Canal District. Bobby Campbell would like to see community involvement. The proposal for funding for Phase August 18, 2011 2 1 is $15,000 with $5,000 requested from Sewer funds. A request of $5,000 is to go to the Drainage Board and approval for $5,000 has been received from Redevelopment. Redevelopment would then take over for Phase 2 of the proposal. Mayor Galligan said he has talked to Kathy Eaton regarding funding for the Big 4 Bridge project and was told the State will be handling this and there is a need to follow federal requirements. Board Member Saegesser would like to see the contract. Attorney Lewis said he did review the contract for the Drainage Board and gives his approval from the legal standpoint. Board Member Orem noted the estimate is for 120 hours. Bobby Campbell said that Phase 2 is for 130 hours. At the conclusion of all discussion, Board Member Saegesser made the motion to table the request, second by Board Member Orem, passing on a vote of 3 -0. Director Ashack reviewed a request for reimbursement for sewer related damages from Wall Street Medical Group, 73 Quarter Master Court, Jeffersonville. Director Ashack has found this was not a City problem. The problem was from a private lateral. Attorney Lewis would like Wall Street Medical Group to be informed of the cause. Following all discussion, Board Member Orem made the motion to deny the claim as presented, second by Board Member Saegesser, passing on a vote of 3 -0. Peggy Duffy informed the Board regarding an adjustment to a leaking underground container. There are detectible levels and residual contamination. She recommends the contractor present a written safety plan and the City should present IDEM with a release. Director Ashack will send a letter to the contractor regarding a safety plan and will contact IDEM. Peggy Duffy said there should not be any additional pay items. If there are additional pay items it may be possible to attempt collection from the original source. Director Ashack said the Mill Creek Pump Station is on line with some problems. Ken Beach described the problem is with temperatures above 95 degrees. The contractor has given a quote of $16,000 for cooling. Mayor Galligan recommends closing out the contract and determining the best way to correct the problem. Options were discussed. Ken Beach feels insulating will help. Director Ashack said there is a problem with odor that he is working on. Jorge Lanz said the pumping range may not be correct. Ken Beach suggested adding the chemical after the pump. Director Ashack reported on a good meeting with VS Engineers regarding the 10 Street project. There is an action plan. VS has accepted responsibility for 75 %. A 25% fix -up budget is expected for the City. Director Ashack will get the cost for the next meeting. Director Ashack said a ProMark GPS unit was rented for two weeks, and found that it would be a benefit to have. This is a one person operation. The cost of a complete unit is $8,324.95 with cost of $250 a year for software maintenance. Board Member Saegesser noted the need to check for cell tower fees. At the conclusion of all discussion, Board Member Saegesser made the motion to purchase a ProMark 100 GPS unit not to exceed $8,325, second by Board Member Orem, passing on a vote of 3 -0. Director Ashack noted postcards have been sent to 325 customers that are 60 days in arrears, 351 that are less than $200 and 90 days in arrears, and 1,676 that are more than 90 days. Mayor Galligan reported to the Board a concerned citizen gave public comment at the City Council meeting regarding a 2007 letter releasing a sewer lien. This property owes a total of $36,000 in sewer bills. The citizen also noted the Animal Shelter has not August 18, 2011 3 been billed for sewer usage. Advisor Harmon noted this is an error in omission, not intent. Mayor Galligan reviewed the history of the situation. Mayor Galligan recommends filing a lien. At the conclusion of all discussion, Board Member Saegesser made the motion that all properties, with no exception, should be included in the next lien process, second by Board Member Orem, passing on a vote of 3 -0. Mayor Galligan recommends that Advisor Harmon manage and oversee the sewer billing office and reorganize as she sees fit. Following discussion, Board Member Orem made the motion to name Monica Harmon to oversee and manage the sewer billing office to work with Director Ashack and reorganize as needed, second by Board Member Saegesser, passing on a vote of 3 -0. Jorge Lanz commented on the Woodland Court/Logan Lane project. Concerns were voiced at the Council meeting regarding the time taken to complete the project. The contractor is committed to getting done by the end of the month. Mayor Galligan said there has been a lot of misinformation. There is a lot of dust. Paving does need to get done. Jorge Lanz will look at the drainage. Engineer Crouch said he has talked with Ed pl"f H a resident of the area. 1+ Jeff Dewitt said the North Wastewater Treatment Plant is out for bid. The railroad. has agreed to a storm water review for Lentzier Creek. A regional detention basin was discussed. Director Ashack said that Columbus Ohio is the place to go to see a compost facility. Board Member Saegesser asked that the bid tabulation for the NWWTP be sent to the Board Members. Jeff Dewitt said the Lentzier Creek PER will require a major environmental review. An archeological review will also be needed. There is a need to separate the North pump station project from the South pump station project. Jorge Lanz noted the need to work from the master plan and insert chapters. Permits were discussed. Advisor Harmon presented and explained the Adjustment Certificate of inactive accounts in the amount of $3,918.88 and the Adjustment Certificate in the amount of $226,635.95. Following discussion Board Member Orem made the motion to approve the Adjustment Certificates as presented, second by Board Member Saegesser, passing on a vote of 3 -0. Board Member Orem made the motion to adjourn at 5:15 P.M., seconded by Board e • r Sai sse • unanimously. Arz TIMFARalry rag1egesser, M *ak Dale Orem, Mem . er ST: 111!, !Aiken Pegg' ilder, Clerk Treasurer •