Sanitary and Stormwater District Board

CITY OF HOBART SANITARY DISTRICT/STORM WATER BOARD MEETING MEETING OF March 11, 2015 Mr. Fulton called the meeting of the Hobart Sanitary District to order at 5:05 p.m. Members in attendance: Mr. Robert Fulton, Mr. Dave Hill, Mr. Jim Mandon and Mr. Phil Gralik, City Engineer. Also in attendance: Attorney Anthony DeBonis, Mrs. Deborah Longer, Clerk Treasurer, Mr. John Dubach, Mr. Tim Kingsland, Mr. Skip Hanson, Mr. Ty Lawson, Mr. Jeff Claussen, Mr. John Mitchell, Parks Department Supervisor, Ms. Julie Mandon, Parks Department, Mr. Jeff McCann, American Structurepoint and Ms. Ma Lisa Cox, Recording Secretary. Members absent: Mr. Joe Broadaway PLEDGE OF ALLEGANCE APPROVAL OF MINUTES: Mr. Mandon made a motion to approve the minutes as presented for the February 11, 2015 Board meeting, seconded by Mr. Hill. All aye, motion carried. (4/0) APPROVAL OF AGENDA: Mr. Kingsland asked the Board if Mr. Jeff McCann can be moved to the top of the agenda for the discussion on the GIS system. Mr. Fulton stated the Board members received in their packet Resolution 2015-02. He noted the correct resolution number should be Resolution 2015-03. Mr. Hill made a motion to approve the agenda as amended, seconded by Mr. Gralik. All aye, motion carried. (4/0) GIS: Mr. McCann stated to the Board he wanted to answer any questions the Board has regarding the direction of the GIS system. He noted he had met with staff from other departments to discuss the progress and needs from the City for the GIS system. Mr. Mandon stated it needs to be determined at what stage the District would need to hire an employee to maintain the GIS in house. Mr. Fulton stated the GIS severs the City not just the District and it will need to be discussed who will pay for the employee to maintain the GIS. He added the District needs to be a user of the system not the owner. Mr. Hill stated since the District will not be the only department using the GIS, an interagency agreement may need to be drafted to spread the cost of maintaining the GIS. He added there needs to be a statement of work and what the needs are from other departments. Mr. Gralik stated an internal memo and spreadsheet needs to be distributed to other departments to determine what the needs for everyone are. Mrs. Longer stated the City will be working on budgets in June and August, and suggested the departments make a decision before then so an employee can be worked into the budgets. SHORE LINE STABLIZATION: Ms. Mandon presented to the Board the plans for the Lake Side Shore Line Stabilization project and the Boat Dock and ADA Kayak launch project. Ms. Mandon stated the stabilization portion of the project is the last seven hundred and forty feet of shore line that is located behind the Community Center. She noted the Layer Grant was awarded in July 2014 in the amount of $98,000. The first bid went out to S&L Environmental and they bid the project HSD Minutes March 11, 2015 Page 1 at $116,231.20. She noted the Parks Department would need to have the twenty percent match per the grant specifications, which ten percent of the match would be in kind work in the amount of $9,950 that staff can complete. Ms. Mandon stated the last two hundred feet would need to be completed for the cost of $16,600 and as a total project the cost would be $132,831.20. She also stated the second project is being funded by a Costal Grant that was awarded to the Parks Department. Ms. Mandon stated the grant is a 50/50 grant and the Parks Department will be funding that portion. She went on to say the Parks Department is asking that the Stormwater District would pay for that portion of the stabilization in the amount of $24,881.20. Mr. Mandon stated the work is related to stormwater and it will be an improvement and if that portion is left undone it may cost more to do so. Mr. Hill made a motion to authorize $24,881.20 to assist in the Shore Line Stabilization project, seconded by Mr. Gralik. All aye, motion carried. (4/0) Mr. Mitchell stated to the Board Mr. Kingsland has received a grant for the Deep River Access project. He noted the shore line is unstable and is in need to have the shore line stabilized. Mr. Mitchell stated there is an additional cost to stabilize that portion of shore line in the amount of $42, 525. Mr. Dammerall provided a plan sheet to the Board that was prepared by Ration. He noted that the project has been modified due to the shore line being unstable. There was a brief discussion regarding the project. Mr. Mandon made a motion to authorize the local match for the Deep River Access project which totals $250,475, seconded by Mr. Gralik. All aye, motion carried. (4/0) CITY ENGINEER UPDATE: Mr. Gralik presented to the Board the updated tap fee table that was discussed at the February 11, 2015 Board meeting. He stated the table before the Board is based on the table Umbaugh had provided combined with a table from IDEM of state standards. He noted he has spoken with staff from the Building Department in regards on how to calculate fees accurately. Attorney DeBonis stated at this time the Board may want to discuss Resolution 2015-03. He noted the tap fee is based on a calculation fee on an average estimated daily flow as it relates to the equity value of the sewer system. The table Mr. Julien initially proposed had the word illustrate and it was actually an illustration. The flow was to be calculated for every new user and the table was merely an example of what the fee would be for various users. Attorney DeBonis stated he had turned the illustration into an actual schedule fees when he drafted the resolution. At this time Attorney DeBonis read sections one through three of the resolution. Attorney DeBonis stated he would replace “exhibit A” and replace with the fee tables Mr. Gralik developed. Mr. Hill stated that there may be an incident to where a business may not be on the table. Mr. Gralik noted he would like to have authorization to be able to determine the correct tap fee of any business that is not on the list. Also, if there is someone who would want to dispute the fee would need to come before the Board to discuss the matter and the Board would need to decide on if the appeal is just. Attorney DeBonis stated under Legal Department update he will have an amendment to the resolution before the Board makes a motion. Mr. Gralik reported to the Board the Section 219 Design contract is for the funds that were secured through the ACOE. He noted the funds can be used for stormwater, drinking water or waste water, but the project will need to be ready for bid in August. He noted the areas that were decided for the project are areas that have known failing septic tanks. The areas that have been decided to do 60th Place off Liverpool Road, which there are four houses that are in the flood plain. Unfortunately at this time they are in the jurisdiction of Merrillville. The other HSD Minutes March 11, 2015 Page 2 area is County Line Road, which would include a water main and sewer main to be tied into US 130. Mr. Gralik presented to the Board an agreement with BF&S to perform professional engineering for the Section 219 Grant projects for a not to exceed amount of $139,800. Mr. Gralik made a motion to approve the agreement with BF&S for professional engineer for the Section 219 Grant project in the not to exceed amount of $139,800, seconded by Mr. Mandon. All aye, motion carried. (4/0) Mr. Gralik reported to the Board there is stormwater work that needs to be completed on Union Street before any paving can be done. Mr. Gralik stated he would like to send and RFP for engineering and present at the April Board meeting. He went on to say he will have Attorney DeBonis review the RFP’s before the meeting. Mr. Gralik reported there are project meetings scheduled for tomorrow for the ongoing projects. He noted he will report to the Board at the April meeting of any updates. Mr. Gralik stated to the Board a meeting was held with SEH in regards to the Industrial Pre- Treatment program. He noted the Clerk Treasurer’s office will be taking the information from Waste Water Billing and separating the Industrial users onto a spread sheet so we may keep track of who has been contacted. Mr. Fulton stated he would like to thank the Clerk Treasurer and her staff on their efforts to make this process go smoothly. Mr. Gralik reported the plans for the Downtown project are ninety percent completed and will be opening bids on April 2, 2015. LIFT STATION UPDATES/FLOW REPORT: The Board members received via email the monthly report for March 2015; the Main Lift Station recorded 85,376,000 gallons of sewage pumped to the Gary Sanitary District, which was a decrease of 19,870,000 gallons from the month of February 2015. The average daily flow for the month was 3.04 mgd. The White Oak Conservancy District flow from February 1, 2015 through February 28, 2015 was 3,383,700 gallons. The average daily flow for the 28 day period was 120,846 gpd. Precipitation measured at the Main Lift Station totaled 1.43 inches of rain for the month. This was below the 10-year average of 2.03 inches for the month of February. Total for the year through February is 3.01 inches; the 10 year average is 4.29 inches. Mr. Hanson stated to the Board as previously discussed at the February Board meeting, he has received a quote from Pro-Pump for the necessary repairs at lift station #5. He noted the quote for the repairs is in the amount of $15,936.00 and asked the Board for their approval. Mr. Gralik made a motion to approve the quote from Pro-Pump in the amount of $15,936.00 for repairs at lift station #5, seconded by Mr. Mandon. All aye, motion carried. (4/0) SANITARY DEPARTMENT UPDATE: Mr. Dubach reported to the Board there was a call for a cave in located in Nob Hill on Randolph Place. He noted this the time of the year where there will be several call regarding cave ins. Mr. Dubach stated the spending plans states he is allowed to spend up to $5,000 without permission from the Board. Attorney DeBonis stated that amounts includes labor from a contractor, but if the repairs are being done in-house, then they are allowed up to $25,000 for HSD Minutes March 11, 2015 Page 3 the supplies to make the necessary repairs. Mr. Dubach stated he will continue to report to the Board of all the repairs and the cost as they are completed. Battalion Chief Fabian Martinez stated to the Board the equipment has been purchased for confined space rescue. He noted there is a supply air system that needs to be purchased so the fire fighters can breathe while in the confined space for a longer period of time. He presented to the Board a quote from one company in the amount of $5,500 and are waiting for another company to respond. Mr. Hill made a motion to approve a budget not to exceed of $5,500 for the purchase of a supplied air system, seconded by Mr. Mandon. All aye, motion carried. (4/0) HSD SANITARY/STORMWATER COORDINATOR UPDATE: Board members received via email the monthly report for March 2015. MS4 Coordinator report on file. Mr. Kingsland reported to the Board the audit by IDEM for MCM6 is scheduled for March 17, 2015 at 9:00 am. Mr. Kingsland reported to the Board he has reviewed various municipalities storm water fee credit programs. He suggested the District use the percentage reduction for the Rain Garden Incentive Plan for Commercial Businesses. Mr. Kingsland stated he would like to initiate the program within the next few months. Mr. Fulton stated Mr. Kingsland will need to submit his plans with Umbaugh and Associates and the Clerk Treasurer to see if this will be possible. He added if the percentage reduction is possible there will need to an amendment to the stormwater fee ordinance and then need to be presented to the Common Council for approval. Mr. Fulton also noted the stormwater fee ordinance is due to be reviewed. Mr. Kingsland stated the documentation for the Financial Assistant Program has been completed. He stated his concern is there an established list of contractors for residents to hire or does he solicit for bids. Attorney DeBonis if the Board would like to choose what contractor is used the resolution will need to be amended. Mr. Fulton stated at this point it is the resident’s responsibility to hire the contractor, which is similar to the fifty/fifty program from past years. Mr. Kingsland stated he will present to the Board the final documentation at the April Board meeting. BF&S UPDATE: Mr. Dammerall presented to the Board the pay estimate for the Southside Sewer Implementation Phase 1A. The estimate to Grimmer Construction is in the amount of $228,472.67 for the month of February. Mr. Mandon made a motion to approve the pay estimate for Grimmer Construction in the amount of $228,472.67, seconded by Mr. Gralik. All aye, motion carried. (4/0) Mr. Dammerall presented to the Board change order No. 9 for the Southside Sewer Implementation Phase 1A. He noted the change order includes an increase to the original contract in the amount of $1,072.50. He added the increase is due to the installation of the air release valves along Wisconsin Street and it was discovered that the support channels would require an epoxy coating in order to protect their integrity and prevent corrosion. Mr. Mandon made a motion to approve change order no. 9 in the amount of $1,072.50, seconded by Mr. Gralik. All aye, motion carried. (4/0) HSD Minutes March 11, 2015 Page 4 Mr. Dammerall presented to the Board change order no. 10 for the Southside Sewer Implementation Phase 1 A. He noted change order no. 10 is a $354,259.76 increase to the original contract price. Mr. Dammerall stated the reason behind the change order is for the jacking and bore of a 42” casing under the same NIPSCO gas lines that were stated in change order no. 7. He went on to say in the change order, Grimmer Construction is also asking for an additional twenty-five days contract time to be added to the contract completion date. Mr. Gralik made a motion to approve change order no. 10, seconded by Mr. Hill. All aye, motion carried. (4/0) LEGAL DEPARTMENT: Attorney DeBonis stated to the Board as previously discussed under Mr. Gralik’s report the Board discussed the amendment to Resolution 2015-03. At this time Attorney DeBonis read the amendment for paragraph two “For types of establishments not include in said exhibit, the City Engineer is authorized to estimate the number of gallons of average daily flow, and, applying the rates per gallon stated above, established a connection fee. Such fee shall be applied, subject only to an applicant’s right to appeal to the Board of Commissioners of the District. In such appeal, the fee established by the City Engineer shall be presumed correct unless the applicant submits sufficient reliable evidence to the contrary. The Board’s decision on appeal shall be final and binding” Mr. Hill made a motion to adopt Resolution 2015-03 as amended, seconded by Mr. Mandon. All aye, motion carried. (4/0) FINANCIAL REPORT/INVOICE APPROVAL: The SRF Bond Claims list was presented to the Board for the month of March 2015. The Bond and Interest invoice submitted for the month total is $19,567.00; Debt Service Reserve invoice submitted for the month total is $3,930.00; SRF Disbursement Request invoices submitted for the month total is $23,497.00. Mr. Mandon made a motion to approve the SRF Bond Claims for the month of February as presented, seconded by Mr. Gralik. All aye, motion carried. (4-0) The Financial Report was presented for the month of March 2015. The month began with a balance of $8,337,349.89; total revenues of $992,162.67 and total disbursements of $1,088,931.44 to end the month with a balance of $8,240,581.12. Sanitary invoices submitted for the month of March 2015 total $182,226.41; Storm Water invoices submitted for the month of March total $7,754.59. Mr. Mandon made a motion to approve the invoices as presented, seconded by Mr. Gralik. All aye, motion carried. (4/0) GENERAL DISCUSSION: ADJOURNMENT: There being no further comments or discussion, Mr. Gralik made a motion to adjourn, seconded by Mr. Mandon. All ayes, motion carried. (4-0) Meeting adjourned at 7:30 p.m. _________________________ ____________________________ Robert Fulton, President Ma Lisa Cox, Recording Secretary HSD Minutes March 11, 2015 Page 5