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HomeMy WebLinkAbout12-15-2011 CITY OF JEFFERSONVILLE SANITARY SEWER BOARD MINUTES OF DECEMBER 15, 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, December 15, 2011 at 3:00 P.M. Mayor Tom Galligan called the meeting to order at 3:05 P.M. Board Members Mayor Galligan and Dale Orem were present. Board Member Bill Saegesser was absent. Also present were Board Attorney Scott Lewis. Utility Director Len Ashack, Assistant Utility Director Lori Kearney, City Engineer Any Crouch, Financial Officer Monica Harmon, Jorge Lanz and Josh Hillman representing Jacobi, Toombs and Lanz, Jeff DeWitt representing Bemardin Lochmueller, John Herriford representing Strand Associates, Jim Ross representing CH2MHill, William Shrewsberry representing Shrewsberry and Associates, Councilperson Connie Sellers, and Deputy Clerk Treasurer Barbara Hollis. Board Member Orem made the motion to approve the agenda as presented, second by Mayor Galligan, passing on a vote of 2 -0. The minutes of November 23, 2011 and December 5, 2011 were presented for approval. Board Member Orem made the motion to approve the minutes as presented, second by Mayor Galligan, passing on a vote of 2 -0. The claim lists were presented for approval. Board Member Orem made the motion to approve the Operating claim list in the amount of $141,489.04, the 2010 BAB claim list in the amount of $63,786.22, and the 2005 Construction Bond claim list in the amount of $40,227.61, the SRF 2011A claim list in the amount of $57,095.16, the 2009 SRF Construction claim list in the amount of $7,658.70, as presented second by Mayor Galligan, passing on a vote of 2 -0. Andrea Stevens and Attorney Amy Burnette presented and reviewed several proposed property acquisitions. Appraisals were explained. At the conclusion of all discussion, Board Member Orem made the motion to accept the negative values and approve settlement agreements not to exceed $142,000 for 725 Michigan, $60,000 for 620 Michigan, $95,000 for 727 Ohio and $89,000 for 714 Indiana, and the settlement agreement and order of approval for 628, 629, 635, 637, and 701 Michigan Avenue for the total compensation amount of $1,403,096, second by Mayor Galligan, passing on a vote of 2 -0. Attomey Burnett presented and explained the need for passage of Resolution No. SSB -3 -2011, A resolution Authorizing The Transfer Of Certain Real Property From The Board Of Clark County Commissioners. Following all discussion, Board Member Orem made the motion to pass Resolution SSB -3 -2011, second by Mayor Galligan, passing on a vote of 2 -0. Attorney Burnett explained the settlement agreement and order of approval between Jeffersonville Sanitary Board ( "City") and The Lawrence Capehart Post No. 35 of the American Legion of Jeffersonville, Clark, County, Indiana ("American Legion "). At the conclusion of all discussion and explanation, Board Member Orem made the motion to approve the document as presented, second by Mayor Galligan, passing on a vote of 2 -0. Josh Hillman presented and explained the need for approval of Change Order - Extra Work Agreement No. 4, 8th Street Combined Sewer Separation, TSI Paving, Contractor for a net increase of $496.26. Board Member Orem made the motion to approve as presented, second by Mayor Galligan, passing on a vote of 2 -0. Josh Hillman next reviewed bid tabulation forms for the New Chapel Phase II /Old Stoner Sanitary Sewers Project, with the apparent low bidder being Dan Cristiani Excavating, and the Crums Lane Interceptor project with the apparent low bidder being T &C Construction. The recommendation is to take the bids under advisement. Director Ashack presented and reviewed the financial status of the Build American Bonds and the 2011 SRF Bonds as well as the report of Sources and Uses of Funds for the remaining bond funds. It may be necessary to move some of the BAB line items around. Jeff DeWitt announced the ground breaking for the North Waste Water Treatment Plant will be December 22, 2011 at 2:00 P.M. He then reviewed General Services Agreement For Professional Engineering and Environment Services between The City of Jeffersonville Sewer Board and Bernardin, Lochmueller and Associates, Inc. Following discussion, Board Member Orem made the motion to approve the agreement as presented, second by Mayor Galligan, passing on a vote of 2 -0. Director Ashack presented and reviewed Pace Contracting, LLC Tenth Street Pump Station Field Order /Change Order Log (Change Order 4). Jim Ross has reviewed and given his approval. Board Member Orem made the motion to approve as presented, second by Mayor Galligan, passing on a vote ow 2 -0. Director Ashack gave a progress report on the Downtown WWTP Expansion project as well as the Mill Creek Effluent Sewer project, saying they are progressing well. Director Ashack said Shrewsberry and Cundiff are working on the Mill Creek Pump Station hoist. The wet well mixing is being reviewed. Mayor Galligan noted the Canal outfall and pump station bids need to be advertised. The plans will be available January 27, with the bid opening scheduled to take place February 24, and presented to the Sewer Board on March 1. Board Member Orem made the motion to authorize the bid advertising, second by Mayor Galligan, passing on a vote of 2 -0. Next the sewer rate ordinance revisions were discussed. Director Ashack said he received a call from a Councilperson voicing concerns regarding empty spec homes. These do affect the drainage and the fees are not being billed. Director Harmon said the Mayor Elect does not want to see the summer relief program eliminated. Mayor Galligan suggests the Mayor Elect meet with Board Members Saegesser and Orem regarding this. There is a need to be fair and equitable. Options were discussed. Attorney Lewis noted the policy needs to be consistent with the rate study. Next the Wastewater Billing Adjustment Policy, Effective 01/01/2012 was reviewed. Director Ashack, Attorney Lewis, and Officer Harmon have reviewed this and approve. Board Member Orem made the motion to adopt the policy as presented, second by Mayor Galligan, passing on a vote of 2 -0. Director Ashack reported Assistant Director Keamey is working feverishly on the Semi - Annual Consent Decree Report which is due December 31, 2011. A lot of the • information is coming from Cartegraph. She is also working on the SEMA policy which should be done by the end of the year. John Herriford said he has been hired by Flood Control to do a study. He will be meeting with the Army Corps of Engineers on January 6. He reviewed the rain events. There is a need to verify the bench marks. Officer Harmon presented and reviewed the financial reports, noting lien letters have brought in collections. She next presented the Certificate of Adjustments dated 12-06-11 through 1 -15 -2011 totaling $- 52,825.57. Following review, Board Member Orem made the motion to approve the adjustments as presented, second by Mayor Galligan passing on a vote of 2 -0. It was noted that in the process of tax sale property acquisition by the County the sewer bills are written off. Attorney Lewis will check this. Board Member Orem made the motion to allow the write -offs pending Attorney Lewis approving, second by Mayor Galligan, passing on a vote of 2 -0. Officer Harmon then requested overpayments be written off after seven years. Currently this amounts to $5,034.24. Board Member Orem made the motion to take overpayments off the books after seven years, second by Mayor Galligan, passing on a vote of 2 -0. Attomey Lewis said the offer approved by the Board at the last meeting for purchase of property (Kelly Station) from Nick Jones Construction Inc. has been accepted, and payment approval is requested. Board Member Orem made the motion to approve the payment of $200,000, second by Mayor Galligan, passing on a vote of 2- 0 Mayor Galligan said thank you to all, wishing all the best. He does wish the new guy the best. He says thanks for everything. Mayor Galligan said he has enjoyed working with Board Member Orem as he has been a tremendous asset and has made a big difference. Board Member Orem said he believes there is not a Sanitary Sewer Board Mayor in the State that knows more about sewers. Mayor Galligan said getting the consent decree solved was major, as was kicking out EMC as that did save a lot of money. Thank you goes out to Director Ashack and Assistant Director Kearney. He appreciates all that Attorney Lewis has done as they have come along way with his help. It has all been worth it. The system is a lot better than it was. He then told Jorge Lanz he was going to miss him. He told Barbara Hollis she has been a big help and told Councilperson Connie Sellers he has enjoyed working with her for four years. There being no further business to come before the Board, the meeting was adjourned at 4:50 P.M. Mike Moore, Mayor Dale Orem, Board Member Bill Saegesser, BoaJlember Attest: tit •