Sanitary and Stormwater District Board

CITY OF HOBART SANITARY DISTRICT/STORM WATER BOARD MEETING MEETING OF June 12, 2013 Mr. Fulton called the meeting of the Hobart Sanitary District to order at 6:00 p.m. Members in attendance: Mr. Robert Fulton, Mr. Jim Mandon. Also in attendance: Mr. Phil Gralik, City Engineer, Mr. John Dubach, Mr. Tim Kingsland, Mr. Skip Hanson, Mr. Ty Lawson, Mrs. Katie Lemon, BF&S and Ms. Ma Lisa Cox, Recording Secretary. Absent: Board Member, Mr. Jason Sparks and Attorney Anthony DeBonis. APPROVAL OF MINUTES: Mr. Mandon made a motion to approve the minutes from May 8, 2013 as presented, seconded by Mr. Fulton. All aye, motion carried. (2-0) APPROVAL OF AGENDA: Mr. Fulton stated he would like to remove the Legal Department update from the agenda due to the absence of Attorney DeBonis. Mr. Mandon made a motion to approve the amended agenda with the removal of the Legal Department update, seconded by Mr. Fulton. All aye, motion carried. (2-0) FINANCIAL REPORT/INVOICE APPROVAL: The SRF Bond Claims list was presented to the Board for the month of May 2013. The Bond and Interest invoice submitted for the month total is $16,045.00; Debt Service Reserve invoice submitted for the month total is $3,931.00; SRF Disbursement Request invoices submitted for the month total is $327,588.00. Mr. Mandon made a motion to approve the SRF Bond Claims for the month of June as presented, seconded by Mr. Fulton. All aye, motion carried. (2-0) Mr. Fulton stated the need arose for Mr. Hanson to increase efficiency of the Lift Station Department operations by purchasing a zero-radius mower that is faster and covers more area. He went on to say Mr. Hanson had found a mower for $3,000 for purchase. Also, the Civil City is taking on the task of maintaining abandoned homes lawns. Mr. Fulton noted the agreement was made for the Civil City to purchase the Districts old mower in the amount of $1,500 and for Mr. Hanson to purchase the zero-radius mower in the amount of $3,000. Mr. Fulton made a motion to approve the purchase of a mower in the amount of $3,000 for the Lift Station Department, seconded by Mr. Mandon. All aye, motion carried. (2-0) The Financial Report was presented for the month of June 2013. The month began with a balance of $7,799,046.63; total revenues of $514,628.26 and total disbursements of $482,177.19 to end the month with a balance of $7,831,497.70. Sanitary invoices submitted for the month of June 2013 total $204,489.64; Storm Water invoices submitted for the month of May 2013 total $8,206.89. Mr. Mandon made a motion to approve the financial report and invoices for the month of June as presented with the additional invoices to be paid, seconded by Mr. Fulton. All aye, motion carried. (2-0) HSD Minutes June 12, 2013 Page 1 CITY ENGINEER: Mr. Gralik updated the progress of the South Mundell SRF project. He noted work is progressing on S. California; the contractor has encountered several places where Indiana American Water had directional drilled through either sanitary service lines or sewer mains. The contractor doing the project, Rex Construction, have been making spot repairs as they are found. He went on to say the condition of the pipe on S. California is poor and he has asked the contractor for a price to either replace or re-line the existing pipe. Mr. Gralik noted that BF&S is in the process of obtaining pricing and will be able to present to the Board at the July Board meeting. Mr. Mandon asked if there were any recourse to being recouped for the cost of the repairs to the pipes Indiana American Water had damaged. Mr. Gralik stated that the contractor is billing the water company directly for any spot repairs. He also updated the Board regarding the N. Joliet SRF project. He noted there are last minute details and restorations taking place at this time. Mr. Gralik noted the details will be discussed under the BF&S update portion of the meeting. Mr. Gralik presented a proposal from BF&S to do data analysis from the flow data that was collected from the flow meter that was installed in Pine Village. Their data analysis will connect rain flow to the flow in the pipes that are connected to Lift Station #2. He noted when the analysis is complete, they will be able to start to correlate some of the relationships so the District may be able to show causality and prepare an action plan for Pine Village’s flow to our lift station. Mr. Gralik noted the cost of the analysis is in the amount of $6,600 and would like the Board to approve for BF&S to do the analysis. Mr. Mandon asked Mrs. Lemon if there could be a “not to exceed” clause added due to the number of hours maybe less to complete their report. Mrs. Lemon stated she would speak with Mr. Dammarell in adding a “not to exceed” clause to the proposal. Mr. Mandon made a motion to approve the proposal from BF&S for data analysis subject to the amendment of a “not to exceed” amount in the agreement, seconded by Mr. Fulton. All aye, motion carried. (2-0) Mr. Gralik noted the New Chicago Water has plans to replace the water main on St. Joseph Place in Nob Hill per their modified plans this summer. He noted since they will be tearing up the road, it would benefit the District to develop a plan to deal with the ongoing storm sewer issues on St. Joseph and possible the sanitary issues. Mr. Gralik asked the Board’s permission to get a cost estimate from BF&S for the scope of the project and engineering cost. He went on to say he would investigate into a possible change order with the contractor for the project. Mr. Mandon noted if the District is not able to do the project under a change order, there may be a need for proposals under a time frame emergency instead of bidding it out. Mr. Mandon made a consensus and agreed to give Mr. Gralik permission to move forward with the cost estimate of engineering and scope of work for the possible St. Joseph storm project and present to the Board for review at the July Board meeting. Mr. Gralik stated to the Board the repairs on Main and Front St. is completed with the exception of Alex Metz Sewer finishing the cleaning of the lines. He noted once they have completed the cleaning the invoice will be submitted to Indiana American Water for reimbursement. Mr. Gralik stated to the Board he had met with SEH and DLZ regarding the Little Calumet River Basin Development Commission on their project lists. He noted there were a number of projects submitted to them and after receiving the list back, there has been projects added to HSD Minutes June 12, 2013 Page 2 the list. One of the projects added is to extend the storm water study that Merrillville is doing to identify storage basins. He went on to say that he has been in contact with Mr. Dan Repay regarding the project. Mr. Gralik stated he will update the Board within the next few months if they will be willing to take on the project. LIFT STATION UPDATES/FLOW REPORT: The Board members received via email the monthly report for June 2013; the Main Lift Station recorded 96,716,000 gallons of sewage pumped to the Gary Sanitary District, which was a decrease of 65,249,000 gallons from the month of May 2013. The average daily flow for the month was 3.23 mgd. The White Oak Conservancy District flow from May 1, 2013 through May 31, 2013 was 2,219,100 gallons. The average daily flow for the 31 day period was 71,583.8 gpd. Precipitation measured at the Main Lift Station totaled 4.00 inches of rain for the month. This was below the 10-year average of 4.28 inches for the month of May. Total for the year through May is 16.67 inches; the 10 year average is 15.56 inches. SEWER DEPARTMENT UPDATE: Mr. Dubach had presented his report to the Board via email. There was no discussion. HSD SANITARY/STORMWATER COORDINATOR UPDATE: Mr. Kingsland had presented his report to the Board via email. Mr. Kingsland stated he had received a letter from Mr. George Van Til, Lake County Surveyor, regarding the District’s help in paying for the aerial photographs that were taken of Lake County. He noted in the letter it states the Town of Munster has already committed in donating to the upgrade. He went on to say they are asking for a percentage based on the amount of five cents per capita. Mr. Fulton stated there needs to be some form of a documentation of the amount they would like the District to donate for the State Board of Accounts records. Mr. Kingsland noted he has the original letter sent from the Surveyor’s office and will give to Mr. Fulton for review. Mr. Fulton gave permission to Mr. Kingsland to draft a letter stating the Board is taking their request under advisement and will make a decision at the July Board meeting. BF&S UPDATE: Mrs. Lemon presented to the Board Change Order #3 for the N. Joliet SRF project. She noted the change order consists of additional sanitary connections on Rand and Ohio St. in the lump sum of $51,462.00. She went on to say the Change Order is under review by SRF staff. Mr. Mandon made a motion to approve Change Order #3 for the N. Joliet SRF project for additional sanitary connections on Rand and Ohio St., seconded by Mr. Fulton. All aye, motion carried. (2-0) Mr. Gralik noted to the Board there were several sealed formal bids for the S. Ash St. Sewer Improvement Phase II. He proceeded with the opening of the bids in the order they were received. The bids read as follows, Olthoff, Inc., Chicago, IL, base bid in the amount of $836,250.36; Hasse Construction Company, Inc., Calumet City, IL, base bid in the amount of $789,000.00; De Boer Egolf Corp, Portage, IN, base bid in the amount of $635,626.20; Grimmer Construction, Highland, IN, base bid in the amount of $736,535.03; Gough, Inc., HSD Minutes June 12, 2013 Page 3 Merrillville, IN, base bid in the amount of $636,579.08; LGS Plumbing, Inc., Crown Point, IN, base bid in the amount of $823,325.00; Rex Construction Co. Inc., Schererville, IN, base bid in the amount of $748,729.03; Gariup Construction Company, Inc., Gary, IN, base bid in the amount of $697,900.00. Mr. Gralik noted to the Board that he and BF&S will take the bids under advisement until the next Board meeting on July 10. Mr. Mandon made a motion to have Mr. Gralik and BF&S take the bids under advisement and their recommendations be made at the July 10 Board meeting, seconded by Mr. Fulton. All aye, motion carried. (2-0) Mr. Gralik noted to the Board he had contacted both property owners who own the land the District would like to acquire easements for the extension of outlet to the ditch to the east for the north part of S. Ash St. He went on to say both expressed concerns of approximately eight- teen inches of standing water between their properties located near the back of the yards. Mr. Gralik stated both residents have verbally agreed to give the District the easements; in turn the District would install an inlet to alleviate their drainage issues. He also noted BF&S has prepared legal description documents for each easement. The documents have been reviewed and approved by Attorney DeBonis. Mr. Gralik stated he will be obtaining signatures from the residents along with the documents being notarized to present at the next Board of Works meeting. Mr. Gralik noted to the Board he had tried to contact Mr. Joseph Pop, the owner of the 5 acres the District would like to acquire for a retention pond for S. Ash St. He stated Mr. Pop is ninety-four is under the care of a caregiver. The caregiver contacted a gentleman by the name of Greg and he stated they were not interested at this time. Mr. Gralik recommends he draft a letter explaining the proposed project and how it would impact their property and inform the resident how it will increase the flow of the water through the ditch located near their property. He added there is not an easement for the District to acquire to maintain the ditch, but if the resident would like to ever develop the acreage, they will need to grant us an easement for maintaining the ditch and an easement to add a pipe to connect them to Barrington West. STORM WATER FEE: Mr. Fulton noted to the Board the Clerk Treasurer’s office received two requests for evaluation from the Board regarding the storm water fee on the property tax bill. Mr. Michael Bobruk, 7203 Grand Blvd, not present, stated his property is being charged as industrial but he states it’s residential. Mr. Fulton noted he had checked the property through the Lake County records and the property is in fact industrial. He added Mr. Bobruk has not approached the City’s Plan Commission to make any changes. Also, Mr. Steven Oslizlo, 1601 E. 34th Pl, not present, states he feels he should not have to pay a storm water fee due to he does not have City storm sewers located near his property. Mr. Fulton stated under the Storm Water Ordinance, there is no prevision to allow relief from the storm water fee. He added he would like Mr. Kingsland to evaluate the calculations of their properties and pending his findings, send a letter to the residents explaining the reason why they are paying a fee. GENERAL DISCUSSION: Ms. Cox noted to the Board the District has been going over the allowed budget of copies in the current agreement with McShane’s for the copy machine located in the Public Works building, which results in additional cost other than the monthly fee. She stated she had spoken with Mr. Paul Pivoris regarding the agreement and he had drafted a new agreement increasing HSD Minutes June 12, 2013 Page 4 the number of copies allowed per month. She went on to say the current cost per month is $30.80 and under the new agreement will increase to $63.80 per month. Mr. Fulton made a motion to approve the new agreement with McShane’s for the copy machine for the cost of $63.80 per month, seconded by Mr. Mandon. All aye, motion carried. (2-0) ADJOURNMENT: There being no further comments or discussion, Mr. Mandon made a motion to adjourn, seconded by Mr. Fulton. All ayes, motion carried. (2-0) Meeting adjourned at 6:47 p.m. _________________________ ____________________________ Robert Fulton, President Ma Lisa Cox, Recording Secretary HSD Minutes June 12, 2013 Page 5