Sanitary and Stormwater District Board

CITY OF HOBART SANITARY DISTRICT/STORM WATER BOARD MEETING MEETING OF December 10, 2015 Mr. Fulton called the meeting of the Hobart Sanitary District to order at 5:03 p.m. Members in attendance: Mr. Robert Fulton, Mr. Phil Gralik, City Engineer, Mr. Joe Broadaway, Mr. Dave Hill. Also in attendance: Mrs. Deborah Longer, Clerk Treasurer, Mr. Skip Hanson, Mr. Tim Kingsland, Mr. John Dubach, Mr. Ty Lawson Mr. Jay Niece, S.E.H Engineering, Mr. Phil Schoon and Mrs. Ma Lisa Cox, HSD Secretary. Board Members absent, Mr. Jim Mandon. PLEDGE OF ALLEGANCE APPROVAL OF MINUTES: Board member were sent minutes from the November 12, 2015 Board meeting, November 16, 2015 special meeting and the December 7, 2015 memorandum from the Joint Board Executive Session Mr. Gralik made a motion to approve all minutes as presented, seconded by Mr. Broadaway. All aye, motion carried. (4/0) APPROVAL OF AGENDA: Mr. Fulton stated to the Board he would like to move Attorney DeBonis to the top of the agenda to discuss Joint Resolution 2015-02 for the grant being pursued for the Storm Water Master Plan. Also he would like to add a letter under the financial report from H.J. Umbaugh regarding the capital payments to the Gary Sanitary District. Mr. Gralik stated he would like to add under his report a discussion regarding the financial assistance for the low pressure connections. Mr. Hill made a motion to approve the agenda as amended, seconded by Mr. Gralik. All aye, motion carried. (4/0) Attorney DeBonis arrived at 5:08 p.m. LEGAL DEPARTMENT: Attorney DeBonis presented to the Board Joint Resolution 2015-02. He stated the resolution authorizes the application for the grant being pursued by Mr. Mandon through the Lake County Costal Grant program and reserves a local match up to $50,000 from the District. Mr. Gralik stated the resolution is in support of the Storm Water Master Plan being developed by Robinson Engineering for the southern portion of the City. Mr. Hill made a motion to adopt Joint Resolution 2015-02: Authorizing Local Matching Funds for Grant under Indiana Lake Michigan Costal Grants Program, seconded by Mr. Gralik. All aye, motion carried. (4/0) Attorney DeBonis reported to the Board a QAAP has been under development for some time between the Customer Communities and Gary Sanitary District. The Quality Assurance Action Plan proposes a uniform sampling methodology and schedule to improve sampling efficiency and reliability. He noted S.E.H. is developing the agreement and it will be presented to the GSD Board in January 2016. Mr. Fulton added there will be a change within the District regarding sampling procedures and there will be a need to purchase a new sampler. He noted he will speak with Mr. Gralik and Mr. Hanson to discuss the plan for the District and will present at the January Board meeting for discussion. HSD Minutes December 10, 2015 Page 1 CITY ENGINEER UPDATE: Mr. Gralik presented change order #10 for the Downtown Infrastructure Improvement project. He stated the change order is for a catch basin change due to a conflict with a buried conduit, the removal of a tree on Main Street and the modification of an inlet due to rim elevations. He noted it was an increase of $31,423.46 to the original contract amount. Mr. Gralik stated there will be one more change order to finalize the quantities for the project. Mr. Broadaway made a motion to approve change order #10 in the amount of $31,423.46, seconded by Mr. Hill. All aye, motion carried. (4/0) Mr. Gralik presented change order #2 to the Board for further discussion. He stated the change order is for payment for the use of crushed limestone in lieu of slag due to the City standards not allowing slag to be used. The Redevelopment Commission rejected the change order at first and it was re-presented to the Board again at which time the HSD board decided the contractor needs to be paid for what limestone was used. Mr. Gralik stated the contractor was allowed to switch back to using slag in some locations to limit the change order amount for the crushed limestone. He went on to say the Board approved the change order several months ago and it was presented to the RDC for the second time, in which they approved the change order and asked the Clerk-Treasurer to deduct the cost of the stone from the payments to the designer, S.E.H., and asked Mr. Gralik to re-present to the Board for discussion. The HSD Board reaffirmed its decision to pay for the stone from its own funds if the RDC will not allow bond funds to pay for it because the HSD board still believes the cost of the stone would have been in the project and paid for by the city if the contract documents had been clear. Attorney DeBonis stated that Mr. Gralik will need to draft a memo and present to the RDC stating the District will be paying for the amount of limestone used and the reasons why. Mr. Gralik stated he will present a memo to the RDC at the meeting scheduled tomorrow. Mr. Gralik reported to the Board that the asphalt binder has been completed on Union Street. He noted Walsh and Kelly was able to mill the street and lay the binder under the annual paving contract. He added it did not work out as he had envisioned but as for now it is drivable. Mr. Gralik stated in the spring the street will be milled around the manholes and the final surface will be laid. He went on to say the contractor will return in the spring to do final restoration. Mr. Gralik stated to the Board developing a program for relining sanitary and storm lines under a unit cost contract had been discussed at prior meetings. He noted he would like to solicit bids so the program can begin in the spring. Attorney DeBonis stated the bids will need to be sealed and specifications need to be drafted. He also noted a solicitation of bids needs to be printed in the paper. Mr. Gralik stated he will prepare the specifications and present at the January Board meeting for review. Mr. Gralik stated to the Board he was advised by Mr. Dan Repay that it was not necessary for the Board to be present at the Little Calumet River Basin Commission meeting that was held on December 9, 2015. He noted he would like the Board members to attend their January 13, 2016 meeting to discuss the dredging and bridges. He added the meeting is scheduled for the same day as the District’s Board meeting and would like to change this Board’s meeting date to Tuesday, January 12, 2016. Mrs. Longer advised Ms. Cox to check the calendar in the Clerk Treasurers office to see if Council Chambers will be available. Mr. Broadaway made a motion HSD Minutes December 10, 2015 Page 2 to approve the change of the regular Board meeting scheduled for January 13, 2016 to January 12, 2016, seconded by Mr. Hill. All aye, motion carried. (4/0) Mr. Gralik stated some of the residents that are affected by the low pressure project have voiced concerns over the cost of tying into the new system. He noted the cost for the residents would be approximately $500 per month if their 50% of the cost was spread out into 12 monthly payments. Mr. Gralik stated this has been discussed internally and would like the Board to consider extending the financing to three to four years. He noted it was also discussed with Mrs. Longer an amortization schedule to collect a small interest rate. There was a brief discussion on outside programs and loans that are available for residents to pay for the connections. Attorney DeBonis stated there is a statute on assistance for laterals and check valves. He noted he will review the statutes and will report to the Board at the January meeting. LIFT STATION UPDATES/FLOW REPORT: The Board members received via email the monthly report for December 2015; the Main Lift Station recorded 94,262,000 gallons of sewage pumped to the Gary Sanitary District in November 2015, which was an increase of 16,895,000 gallons pumped than in October. The average daily flow for the month was 3.14 mgd. The White Oak Conservancy District flow from November 1, 2015 through November 30, 2015 was 3,353,300 gallons. The average daily flow for the 30 day period was 111,776 gpd. Precipitation measured at the Main Lift Station totaled 3.51 inches of rain for the month. This was above the 10-year average of 2.55 inches for the month of November. Total for the year through November is 40.79 inches; the 10 year average is 42.58 inches. Mr. Hanson stated to the Board White Oak Conservatory District provided their reading for the month of November. He noted their reading began on October 29th and ended on November 26th with a reading of 2,639,600 gallons. He went on to say lift station staff started their reading for the month on November 1st and ended on November 30th with a reading of 3,353,300 gallons. Mr. Hanson stated there is a difference of a million gallons and something needs to be done or staff will discontinue doing the readings. Attorney DeBonis stated the contract with WOCD needs to be reviewed and overhauled; and suggested a meeting with WOCD needs to be scheduled early next year to resolve the issues. Mr. Fulton stated WOCD also needs to be sent an Industrial Pretreatment survey to be completed. Mr. Fulton stated to the Board as discussed under the Legal Department the testing procedures the District is currently using. He noted a letter will need to be drafted to Utility Services, the laboratory the District is currently using for testing, to discontinue services at the beginning of the new year. Attorney DeBonis left the meeting at 6:08 p.m. SANITARY DEPARTMENT UPDATE: Mr. Lawson reported to the Board a call was received by the Mayor’s office regarding a sink hole located behind the Kraft Funeral Home on County Line Road. He noted staff inspected the fifteen inch storm pipe and determined the north end of the pipe had collapsed. Mr. Lawson stated he has received three quotes which include options to complete a point repair or HSD Minutes December 10, 2015 Page 3 replace the pipe manhole to manhole. Boyd Construction’s quote reads as follows: point repair $18,500; manhole to manhole (without dewatering) $37,300; Grimmer Construction quote reads as follow: point repair $23,300; manhole to manhole $38,900; Gatlin Plumbing quote reads as follows: point repair $15,000; manhole to manhole (including dewatering) $45,000. Mr. Gralik stated he suggest the line be replaced manhole to manhole because the District has had numerous problems with the pipe material used in this development and the line cannot be videoed at this time. He added that he will contact Boyd Construction to include dewatering in their quote and then review all the quotes again. Mr. Hill made a motion to approve the storm repair be awarded to the lowest bidder including dewatering in the not to exceed amount of $38,900, seconded by Mr. Broadaway. All aye, motion carried. (4/0) HSD SANITARY/STORMWATER COORDINATOR UPDATE: Mr. Kingsland stated to the Board every year the District enters into an agreement with NIRPC for regional MS4 advertising and workshops. He noted he feels the money that is used for their programs can be better utilized locally through our own personnel and recommends the District discontinue the agreement. Mr. Gralik made a motion to discontinue the agreement between NIRPC and the Stormwater District, seconded by Mr. Hill. All, aye, motion carried. (4/0) Mr. Kingsland reported to the Board there are approximately 122 Industrial Pretreatment Surveys that have not been turned in. He noted that he has sent three letters and went to business to have them completed. Mr. Kingsland stated there has been a discussion internally regarding some type of enforcement to have them completed. Mr. Fulton stated that the Merrillville Conservancy District developed a special rate for business that did not comply with their Industrial Pretreatment program. There was a brief discussion regarding the rate and program. Mr. Gralik stated Attorney DeBonis will need to be consulted to establish a rate. BF&S UPDATE: No Report FINANCIAL REPORT/INVOICE APPROVAL: The SRF Bond Claims list was presented to the Board for the month of November 2015. The Bond and Interest invoice submitted for the month total is $19,509.00; Debt Service Reserve invoice submitted for the month total is $3,930.00; SRF Disbursement Request invoices submitted for the month total is $23,439.00. Mr. Hill 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 December 2015. The month began with a balance of $6,027,153.42; total revenues of $406,300.99 and total disbursements of $1,222,069.93 to end the month with a balance of $5,211,384.48. The Board was presented a memo regarding additional invoices to the claims list and a deletion (memo is attached to claims list) Sanitary invoices submitted for the month of December 2015 total $125,143.52; Storm Water invoices submitted for the month of November total $397,044.37. The Board was also presented with an additional invoices for the month of December. Additional Sanitary invoices totaling $$14,104.67; additional Storm Water invoices totaling $8,523.71. Mr. Gralik HSD Minutes December 10, 2015 Page 4 made a motion to approve the invoices as presented, seconded by Mr. Mr. Hill. All aye, motion carried. (4/0) Mr. Fulton reported to the Board that the District and Mrs. Longer asked Umbaugh to reevaluate our capital claims with the Gary Sanitary District. He noted every December the District has been paying on an old SRF Bond since 1997 and we were due to pay them $169,765.81 this month. Mrs. Longer stated that would have been the last Bond payment. Mr. Fulton stated there was a question from Umbaugh regarding whether or not a payment was properly allocated by GSD against our capital balance, which caused Umbaugh to reexamine to determine if there was a credit due to the District that could be subtracted from the last bond payment. Mr. Fulton presented to the Board a letter from Umbaugh to guide Mrs. Longer in what should be paid to GSD to close out the prior to 2000 SRF bond. He noted the letter states the District should make a payment of $112,294.33 to GSD for the prior to 2000 SRF bond. He went on to say there are funds that need to continue to be paid monthly in the amount of $10,390 for capital cost for 2016. Mrs. Longer stated since this is the last payment of the prior to 2000 SRF Bond she contacted Umbaugh to review the payments that were paid in the past and if there were any credits before she made the final payment. She noted the letter from Umbaugh was received late this afternoon and may be subject to a slight change in the amounts. She went on to say she would like to review the amounts with Umbaugh to make sure they are correct. Mrs. Longer requested the Board give her authorization not to pay what was amortized in the amount of $169,765.81 and to pay the adjusted payment as determined by Umbaugh. Mr. Hill made a motion to authorize the Clerk Treasurer, Mrs. Longer to pay the adjusted amount, to be determined by Umbaugh, not to exceed of $120,000 to close out the prior to 2000 SRF bond capital payment to GSD, seconded by Mr. Broadaway. All aye, motion carried. (4/0) Mr. Gralik presented to the Board three pay estimates for the Downtown Infrastructure Improvement project. Pay estimate #7 in the amount of $295,119.91; pay estimate #8 in the amount of $181,351.67 and pay estimate #9 for partial retainage in the amount of $65,449.03. Mr. Gralik made a motion to approve the three pay estimates for the Downtown Infrastructure Improvement project, seconded by Mr. Hill. All aye, motion carried. (4/0) GENERAL DISCUSSION: Mr. Fulton stated last year Burns Funeral Home installed a rain garden on their property. He noted the idea of giving an incentive to business for installing rain garden was discussed at a previous meeting, but the incentive program has not been finalized as of yet. He went on to say that Burns Funeral Home has put a sign on their property to advertise passersby of their efforts of eliminating storm runoff. Mr. Fulton stated Burns Funeral Home is under the impression the District was going to pay for the sign. Mr. Gralik stated he has reviewed the minutes and they state the District would only install the sign up. Mr. Fulton stated a copy of the minutes needs to be sent to Burns Funeral Home to notify them the District did not agree to pay for the sign. HSD Minutes December 10, 2015 Page 5 ADJOURNMENT: There being no further comments or discussion, Mr. Hill made a motion to adjourn, seconded by Mr. Gralik. All ayes, motion carried. (4-0) Meeting adjourned at 6:47 p.m. _________________________ ____________________________ Robert Fulton, President Ma Lisa Cox, Recording Secretary HSD Minutes December 10, 2015 Page 6