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Home My WebLink About10-06-2011 CITY OF JEFFERSONVILLE SANITARY SEWER BOARD MINUTES OF OCTOBER 6, 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, October 6, 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 Kearney, City Engineer Andy Crouch, Financial Officer Monica Ilarmon, Jorge Lanz and Josh Hillman representing Jacobi, Toombs and Lanz, Jeff Dewitt and Patty Yount representing Bernardin Lochmueller, John Hereford representing Strand, Steve Keiber representing HDR Quest, 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 September 15, 2011 meeting, were presented for approval. Board Member Orem made the motion to approve the minutes 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 Saegesser made the motion to approve the Operating claim list in the amount of $748,835.01, the 2010 BAB claim list in the amount of $338,836.87, the 2010 Construction Bond claim list in the amount of $111,192.38, and the SRF 2011A claim list in the amount of $1,878.686.58 as presented, second by Board Member Orem, passing on a vote of 2 -0 -1. Mayor Galligan abstained from the vote. Deputy Hollis presented the SRF/RLF Brownfield claim list in the amount of $4,982.67 and the claim voucher for the 8 Street Combined Sewer Combined Sewer Separation Grant in the amount of $162,783.26. Board Member Saegesser made the motion to approve as presented, second by Board Member Orem, passing on a vote of 3 -0. Director Ashack presented a review chart of the SRF projects for the Board Members information. Jill Saegesser, of River Hills EDD & RPC, presented the Board with a fact sheet regarding the proposed sanitary sewer connection assistance for homeowners. The next step is to submit the application. The Board Members arc happy with this. Notices were discussed. Financial Officer Monica Harmon has been investigating online bill pay for sewer reviewing a quote from Keystone for their Doculivery program. She discussed the advantages and disadvantages. Officer Harmon next presented and reviewed the Adjustment Certificate for September 15, 2011 through October 6, 2011 totaling $- 42,521.15, explained the biggest part of this is due to Watson Water readings. Board Member Saegesser asked about the adjustment policy. Officer Hannon is looking into a new policy to add to the new Ordinance. Board Member Orem made the motion to approve the Adjustment Certificate as presented, second by Board Member Saegesser, passing on a vote of 3-0. Josh Hillman presented the Jeffersonville Sanitary Sewer Projects Status Report, October 6, 2011. The need for Annexation Sanitary Sewer Extension Projects Contract October 6, 2011 2 Amendment to increase the contract by $67,500 for survey and design was presented and explained. Following discussion, Board Member Orem made the motion to approve the amendment as presented, second by Board Member Saegesser, passing on a vote of 3 -0. A bid tabulation sheet for the McBride Heights Sewers project was presented and reviewed. Jorge Lanz reviewed the crane issue on the MW Creek P.S. Replacement project. It appears this is a crane manufacturer problem. A meeting is scheduled for next week. Board Member Saegesscr said if another engineer is needed, get another engineer. He said let us get this fixed as this problem HAS to be addressed. Steve Keiber suggests testing. Jorge Lanz said he has been on top of this problem. The old pump sludge was pumped into the new pump. There is a need to find out who authorized this. Steve Keiber is to meet with Director Ashack. Change Order — Extra Work Agreement No. 4, Mill Creek Pump Station Replacement project, Mac Construction & Excavating, Contractor in the amount of a decrease of $12,998.19 was presented and reviewed. Board Member Orem made the motion to approve the Change Order as presented, second by Board Member Saegesser, passing on a vote of 3-0. A letter from Jacobi, Toombs & Lan; Inc., signed by Joshua Hillman, P.E. regarding Mill Creek P.S. Substantial Completion was presented and discussed. Justification of liquidated damages was discussed. JTL will work on justification. The Cruets Lane Gravity Interceptor project is being held up due to not being able to contact a property owner. Attorney Lewis will help with this. Josh Hillman presented and explained the need for Change Order — Extra Work Agreement No. 3, 8'" Street Combined Sewer Separation, TSI Paving, Contractor, in the amount of $8,620.00. Following all discussion, 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. Josh Hillman next discussed the lack of a sewer on Seminole Drive. The Cherry Creek Lift Station will be checked out. Work Order No. 2011 -7, Engineering Services For Allison Lane Sewer (Seminole Drive To Wooded Way, was presented and explained. Following review, Board Member Saegesser made the motion to approve the Work Order as presented, second by Board Member Orem, passing on a vote of 3 -0. Steve Keiber presented and reviewed Project Status Report, Peak Capacity & Miscellaneous improvements, October 6, 2011. Board Member Saegesser said he receives the minutes on this project on e- communication. He would like to see the minutes for other projects as well. Director Ashack presented and reviewed the Clark Dietz, WWTP Effluent Sewer Project, Monthly Progress Report. He recommends the Board Members go to 10 Street and look at the hole. Director Ashack reported there are problems with the ditch motors. This seems to be a fluke issue. The grinding rings are not working properly. There is need for reliable aerators. Director Ashack reviewed the situation. Mayor Galligan said to get whatever is needed as he does not want to deal with non - compliant. One will be repaired at a time. It will be a minimum of $18,000 to repair. Board Member Saegesser made the motion to authorize Director Ashack to repair aerator motors not to exceed $25,000, second by Board Member Orem, passing on a vote of 3 -0. October 6, 2011 3 Director Ashack commented on the NPDES Permit renewal status, and the Jack Bajor (US EPA) visit scheduled for October 19, 2011. The September Monthly Operating Reports was presented. Attorney Lewis has reviewed the proposed changes to the sewer rate ordinance. Board Member Saegesser said it is good. Director Ashack noted the rain interrupted the smoke testing in the Riverport Pump Station service area. Jeff DeWitt reported the NWWTP PER permit has been issued. The protest period is open. Director Ashack has a meeting scheduled with the residents of Steeple Chase. Patti Yount noted the SRF allocation amount for Wastewater for 2012 is $36 million. This is going to be competitive. Attorney Lewis presented a disclaimer for the websitc. Following review, Board Member Orem made the motion to adopt the disclaimer for the website as presented, second by Board Member Saegesser, passing on a vote of 3 -0. Board Member Sacgcsser asked Lenin Kasthuri to arrange a meeting with the contractor. B. . ' Member Orem made the motion to adjourn at 5:25 P.M., seconded by Boar�� r ge�� ss' ' g unanimously. Iri - / S • ' I allig. a or aege er, Me 41 Dale Orem, Member 'EST: Peggy* 1 der, Clerk Treasurer