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HomeMy WebLinkAboutJULY 5, 2018 CITY OF JEFFERSONVILLE SANITARY SEWER BOARD MINUTES OF JULY 5, 2018 The Sanitary Sewer Board of the City of Jeffersonville, Indiana met in regular session on Thursday, July 5, 2018 at 3:00 P.M in the City Hall Mayor's Conference Room. Mayor Moore called the meeting to order at 3:00 P.M. Board Members present are Mike Moore, Bill Saegesser and Dale Orem. Also present are Utility Director Len Ashack, Board Attorney Michael Gillenwater, City Councilperson Lisa Gill, City Engineer Andy Crouch, Utility Billing Office Manager Elisha Gibson, City Controller Heather Metcalf, Community Affairs Liaison Amy Huffman, Jorge Lanz and Josh Hillman representing Jacobi, Toombs, and Lanz, Diana Hamilton representing Sycamore Advisors, Adam Dickey representing HMB Engineers, Mary Austin and Lenin Kasthuri representing Lochmueller Group, Tara and Bill Schott and Secretary Cindy Seifert. Board Member Orem made the motion to approve the revised agenda as presented second by Board Member Saegesser passing on a vote of 3-0. The minutes of the June 21, 2018 meeting were presented for approval. Board Member Seagesser made the motion to approve the minutes as presented, second by Board Member Orem passing on a vote of 3-0. CONTROLLER'S REPORT Controller Metcalf presented the claim list in the amount of $970,190.62. Board Member Orem made the motion to approve the claim list, second by Board Member Seagesser passing on a vote of 3-0. Manager Dale presented the Adjustment Certificate dated July 2, 2018 in the amount of $-64,031.81, Sewage, $-11,855.55 Drainage. Board Member Saegesser made the motion to approve the Certificate as presented, second by Board Member Orem, passing on a vote of 3-0. OLD BUSINESS None NEW BUSINESS Tara Schott — Request for Assistance with Sewer Lien: Bill and Tara Schott appeared to request assistance for a high sewer bill, at 1522 Lynndale, which has had a lien filed. The Schott's advised that this is a rental property in which the bill was in the tenant's name. Unknown to them, there was a water leak that was not realized until the tenant's vacated. The leak resulted in high sewer bills. Manager Gibson advised that July 5, 2018 Sewer Board Minutes Page 2 when there is no lien, the adjustment is calculated on the average usage prior to the leak. However, the leak was repaired after the lien was placed and there is no policy for an adjustment after a lien is filed. Board Member Saegesser made the motion to have Manager Gibson remove the lien, work up the adjustment in accordance with the established policy, if the full amount is not paid after the adjustment, Manager Gibson shall place a new lien on the difference, second by Board Member Orem, passing on a vote of 3-0. Mill Creek Pump Replacement Quote: Director Ashack presented a quote from Straeffer Pump & Supply for two submersible pumps for Mill Creek Lift Station. Ashack suggests purchasing the second pump on the quote as it also be interchangeable with the Spring Street Lift Station and could be used as a backup pump. Board Member Orem made the motion to approve the purchase of the pump in the amount of $31,995.00, second by Board Member Saegesser, passing on a vote of 3-0. Vector Engineering Proposal — Tranz4mation Damage: Director Ashack advised that Tranz4mationz Salon believes that 10 years ago during blasting for the Mill Creek Lift Station, damage was made to the building at 1105 Roosevelt Drive. Engineer Crouch advised that the Drainage Dept. has been on site, did not see a sinkhole, but filled a hole with dirt. Ashack suggests obtaining a Phase I observation of the site, to determine responsibility. If necessary, a Phase II Inspection would cost up to $3,500. Board Member Saegesser made the motion to approve the contract with Vector Engineers, Inc for a Phase I observation of 1105 Roosevelt Drive in the amount of$1,400.00, second by Board Member Orem, passing on a vote of 3-0. JTL Work Order for Cooper's North: Director Ashack advised that Planning and Zoning has approved a new subdivision, Williams Crossing. In order to get sanitary sewers to the subdivision site, an old project, Coopers North Lift Station, which was a part of the original annexation plan, would need to be revisited. The new Lift Station will result in elimination of 3 lift stations as well as serve properties in Jackson Heights. Mayor Moore stated that he thought there was an agreement after annexation to not sewer Jackson Heights. Director Ashack advised that only King Road entered into an agreement. Director Ashack believes the project would begin in 2019/2020. Board Member Orem made the motion to approve Work Order 2018-1 with Jacobi Toombs and Lanz in an amount not to exceed $60,000 for the Design of Cooper Lane North Lift Station and Sanitary Sewer, second by Board Member Saegesser, passing on a vote of 3-0. Capital Improvement Plan: In order to insure no rate increases, Board Member Orem made the motion to approve the Capital Improvement Plan, in accordance with the EPA and IDEM approval, contingent on the City Council's contribution of$500,000 for the next four years to be paid out of EDIT funds, second by Board Member Saegesser, passing on a vote of 3-0. July 5, 2018 Sewer Board Minutes Page 3 ENGINEERING REPORTS Josh Hillman with Jacobi, Toombs and Lanz provided a status report. Hillman advised that Crums Lane#2 construction is moving forward, house has been demolished. Lenin Kasthuri with Lochmueller Group provided a status report. DEPARTMENT REPORT Director Ashack provided a status report on the following: Phosphorus Pilot Study Update—Director Ashack provided a spreadsheet with the current RE300 Pilot Testing Results Plant Operator/Lab Tech Certificate Incentives — Director Ashack presented a proposal for incentives for obtaining an Operators Certification. Operations personnel would have an opportunity to earn between $1 and $4 for obtaining certain classes of certification. The policy would go into effect January 1, 2019. Board Member Saegesser made the motion to approve the Incentive Policy as presented, second by Board Member Orem, passing on a vote of 3-0. NWWTP Draft Permit Comment Letter & Request for Schedule of Compliance — Director Ashack provided a copy of the letter to IDEM requesting a compliance schedule. LTCP Negotiations — Director Ashack— no news 17th Semi Annual Report — Director Ashack provided CD copies of the 17th Semi- Annual Report to the Sewer Board and advised that a hard copy and CD's were mailed in accordance with the mailing list in the report. June 2018 WWTP Hydraulic Loadings - Director Ashack provided monthly charts, ATTORNEY COMMENTS None BOARD MEMBER COMMENTS None July 5, 2018 Sewer Board Minutes Page 4 Ther: be ng no fu her business to come before the Board, Board Member Orem made the •tio to adjo n at 3:33 RM., second by Board Member Saegesser, passing on a vote o 3-0. The ne meeting is scheduled for July 19, 2018. Mike Moor Mayor Dale Orem, Board Member Bill Saegesser, rd Member A EST: 6.,64u Cindy Seifert, Secretary