Sanitary and Stormwater District Board

CITY OF HOBART SANITARY DISTRICT/STORM WATER BOARD MEETING MEETING OF September 14, 2016 Mr. Fulton called the meeting of the Hobart Sanitary District to order at 5:01 p.m. Members in attendance: Mr. Robert Fulton, Mr. Jim Mandon, Mr. Joe Broadaway and Mr. Dave Hill. Also in attendance: Mr. Tim Kingsland, Mr. Skip Hanson, Mr. Ty Lawson and Ms. Ma Lisa Cox, HSD Secretary. PLEDGE OF ALLEGANCE APPROVAL OF MINUTES: Board members were sent the minutes from the August 10, 2016 HSD Board meeting via email. Mr. Broadaway made a motion to approve both sets of minutes as presented, seconded by Mr. Mandon. All aye, motion carried. (4/0) Mr. Jake Dammarell arrived at 5:03 p.m. APPROVAL OF AGENDA: The Board was presented the agenda via email. Mr. Fulton stated there was an error on the agenda under the Legal Department. He asked the Board to strike the discussion of the Davis Parcel from the agenda. Mr. Mandon made a motion to approve the agenda as amended, seconded by Mr. Broadaway. All aye, motion carried. (4/0) Mayor Brian Snedecor and Mr. Phillip Gralik arrived at 5:08 p.m. 1120 JACKSON STREET: Mr. Michael Petrashevich and Ms. Dona Vail were present. Mr. Petrashevich stated to the Board that he and Ms. Vail had inherited the property located at 1120 Jackson Street from her grandparents. He noted the house had numerous problems and was demolished and the old septic tank was removed. He went on to say that they plan on building a new home on the property and would like to take advantage of the septic removal program the District is providing to have residents connect to the sanitary sewer. There was a brief discussion of City Ordinance 53.002 Section I. Mr. Fulton stated that he would suggest that the resident contact Mr. Gralik after plans are completed for his review. Also, that the sanitary line be deemed private after connected so the resident would be responsible for the maintenance. Mr. Broadaway made a motion to approve the property located at 1120 Jackson take part in the fifty/fifty septic tank removal program and to instruct the resident to have Mr. Gralik review the plans and to deem the sanitary line private after installed, seconded by Mr. Hill. All aye, motion carried. (5/0) CITY ENGINEER UPDATE: Mr. Gralik updated the Board on the Community Crossings Match Grant Fund. He stated the State has instituted a program where funds will be available in a fifty/fifty match for transportation projects. Dollars for those matches have to come from certain funds. He noted the City has turned in 4th Street, in which the District has a financial obligation, and that HSD Minutes September 14, 2016 Page 1 project was approved. He added that the entire project will now be funded by our special distribution from the State and the fifty/fifty match fund from INDOT. In addition to that some of the paving work that will be discussed tonight that will be done on 3rd Street will be paid through that funding. Mr. Gralik also reported that projects were submitted for 10th Street and Old Ridge Road. 10th Street from Lincoln to County Line Road and Old Ridge Road from Festival Park to Liverpool Road will also be resurfaced. Staff from the Sanitary and Storm Water Departments have gone out in the field and made a list of catch basins that need attention. He noted that some are simple repairs and some may need to be replaced. He stated he would like to solicit quotes for the next Board meeting. He went on to say the plan for both roads are to do hot-in-place recycling and the city has specifications out for bid right now for contract and then Walsh and Kelly under their annual paving contract will place the new surface and stripe the road. Mr. Gralik also noted the intent is to have bike lines on both roads. Mr. Fulton stated there is a section on 10th Street where residents are unable to connect to the sewer on the north side of the road because there is no sewer under the road. He noted the sewer main will need to go underneath 10th Street and asked if this is the time for the District to provide the sewer main since the road is going to be resurfaced. Mr. Gralik stated that the District may want to get three quotes to at least put the pipe under 10th Street. He went on to say that there are approximately sixty-three ADA ramps that will be replaced under this grant. There was a brief discussion on the use of funds. Mr. Gralik reported to the Board the Crestwood Trace project is progressing. He noted the streets in the subdivision have been added to the paving program to be completed by Walsh and Kelly. He added milling will begin next Wednesday. Mr. Gralik reported to the Board that Nipsco has run electricity to the new lift station that was installed during the Southside Sanitary project. He noted that the contractors for the 61st Ave project will be setting the meter and the permit has been resolved in the Building Department. Mr. Gralik reported to the Board that no bids were received for the bid opening today for the Cured-In-Place project. He noted that he had reached out to two contractors that were on the bidders list. He added one contractor stated they did not bid the project due to concerns with the time limits, union issues, the City’s Responsible Bidders Ordinance and the specifications of the sewer lateral lining. Mr. Gralik stated the District will re-advertise the project and will give the bidders more time in the schedule and reevaluate the specifications for the relining of the laterals. He noted the Responsible Bidders Ordinance is what it is and cannot be changed. He noted he will report to the Board at the October meeting. Mr. Gralik reported to the Board that there was an issue with the electrician that Boyd Construction was using for the low pressure pump installations. The first contractor had pulled permits but was let go by Boyd Construction. Omega Electric sent a request for six permits to be voided since they were no longer doing the electrical work. The total cost to refund the District for the permit fee was $192. Mr. Gralik stated that Omega was replaced by C.B. Electric to continue the electrical work for the grinder pumps. He noted C.B. Electric had notified Boyd Construction that they were not interested in continuing the electrical work. There are now an additional eight permits that needed to be voided by the Clerk’s office totaling $256. Mr. Gralik stated he is seeking Board action in approving the voiding, refunding, and reissuing of the permits for State Board of Account records; and for the checks to be reissued so the new electrical contractor can pull the new permits. He noted that it’s complicated because the District is paying for the cost of the electrical permits for this project. Mr. Mandon made a motion for the approval of the permits to be voided, a refund of $448 to HSD Minutes September 14, 2016 Page 2 be issued to the District and checks reissued for new electrical permits for the Low Pressure Sanitary project, seconded by Mr. Gralik. All aye, motion carried. (5/0) Mr. Gralik reported to the Board there was an electrical permit that was not on the list provided by Omega Electric that needs to be voided also. He asked the Board to approve that the electrical permit for 536 N. Kelly be voided, refunded and funds reissued for the new electrical contractor to pull a permit. Mr. Broadaway made a motion to approve the permit for 536 N. Kelly to be voided, refunded and funds reissued in the amount of $32 by the Clerk’s office, seconded by Mr. Mandon. All aye, motion carried. (5/0) Mr. Gralik reported to the Board that staff solicited three quotes for projects in four different areas. He noted at 4th Place there is an issue with a pipe that was installed several years ago. The pipe was installed from the catch basin into the nearby ravine to stop an erosion problem but is at a steep angel down into the ravine. Therefore, when there is a large amount of rain fall the pipe directs fast moving water at the bank of the ravine. Mr. Gralik stated that he had drawn a sketch of what needs to be done to help eliminate the erosion issues. There was a brief discussion of the project. He stated that Gatlin Plumbing was the lowest quote in the amount of $14,700. Mr. Gralik made a motion to award the 4th Place project to Gatlin Plumbing in the amount of $14,700, seconded by Mr. Mandon. All aye, motion carried. (5/0) Mr. Gralik reported to the Board that staff solicited quotes for the new plan for 14th Lane. He stated that several months ago Boyd Construction was the lowest bidder to make a repair to a sink hole. After further review it was determined the project was much larger than originally quoted. Mr. Gralik gave a description of the updated project. Gatlin Plumbing was the lowest quote in the amount of $69,000. He also stated that Gatlin Plumbing proposed a change to his design which would give the District a $4,000 credit. Mr. Gralik recommended to the Board that the 14th Lane Storm project be awarded to Gatlin Plumbing in the amount of $65,000. Mr. Mandon made a motion to award the 14th Lane Storm project to Gatlin Plumbing in the amount of $65,000, seconded by Mr. Broadaway. All aye. Motion carried. (5/0) Mr. Gralik reported to the Board that staff solicited three quotes for work on 3rd Street at Lake Park Avenue which is part of the Community Crossing Grant program. He noted that a manhole was tipped and after staff inspection they had noticed another sanitary manhole problem at the intersection of 3rd and Lake Park. He went on to say that he had submitted the eastbound section of 3rd Street under the Community Crossing matching grant and it was approved. Mr. Gralik stated in the cost estimate from the grant there was $25,000 to make repairs to the storm sewer and another $25,000. So there is $50,000 to go towards this project. He stated that Gatlin Plumbing was again the lowest quote in the amount of $67,500, which means the District would be responsible for $17,500. Mr. Gralik gave a brief description of the entire project. Mr. Broadaway made a motion to award the 3rd St. storm and sanitary project to Gatlin Plumbing for $67,500, seconded by Mr. Mandon. All aye, motion carried. (5/0) Mr. Gralik reported to the Board that staff solicited three quotes for a sanitary manhole replacement at 3370 Randolph Place. He noted he had only received quotes from Boyd Construction and Gatlin Plumbing. Gatlin Plumbing’s quote of $7,500 was the lowest quote and he recommended the Board approve it. Mr. Lawson gave a brief description of the project. Mr. Gralik made a motion to approve Gatlin Plumbing to replace the manhole located at 3370 Randolph Place for $7,500, seconded by Mr. Mandon. All aye, motion carried. (5/0) HSD Minutes September 14, 2016 Page 3 Mr. Gralik stated to the Board he would like to get appraisals for 435 E. 3rd Street. Attorney DeBonis stated that there is no need for three appraisals, a simple curbside appraisal would be sufficient until a project is officially authorized. Mr. Mandon made a motion to approve Mr. Gralik to seek a curbside appraisal for 435 E. 3rd Street, seconded by Mr. Broadaway. All aye, motion carried (5/0) Mr. Gralik stated to the Board that he has received a quote from Duke’s Root Control for root control in sanitary and storm water mains. He noted the quote is for different size pipes on a per foot basis. This system injects a foam into the line that kills the roots. Mr. Gralik stated it is helpful to have this process done before any relining or grouting takes place so the roots are out of the way. He noted there is one particular section of sanitary sewer on which staff would like to use this process, which is in the Hidden Lake area. There are three thousand linear feet of fifteen inch pipe in that area that are in need of being completed as soon as possible. He also noted there is an area in the Crestwood Trace Subdivision that needs to be done. Mr. Gralik stated the cost estimate for Hidden Lake area is $8,000 and in Crestwood the estimate is $16,500. There was a brief discussion on the process of the foam root control. Mr. Mandon made a motion to approve the agreement with Duke’s Root Services on a per unit basis as per the direction of Mr. Gralik, seconded by Mr. Broadaway. All aye, motion carried. (5/0) Mr. Gralik reported to the Board that the response to the EPA inspection that was conducted in August 2016 was sent on the due date of September 6, 2016. He noted that Board members were sent the response in their Board packets. He noted that the District has made progress since the initial report as far as estimating the quantities of SSO’s and the District is looking into the possible use of a SCADA system that will install high water alarms in the problem areas. Mr. Gralik stated he will keep the Board updated. Mr. Gralik reported to the Board the ACOE project for the water main on County Line Road, which is being paid through the 219 project funds, is completed except for an issue with the tracer wire. The final inspection was cancelled and will be rescheduled. Mr. Gralik added that INDOT is planning to reopen the intersection of State Road 130 and County Line Road north of State Road 130. He noted there is no completion date for the rail road tracks south of State Road 130 because one of the railroad companies has not started the improvements of the grade crossings necessary for the road to be reopened. Mr. Gralik stated if the railroad does not start in the next few weeks, the south side of County Line Road will not be open until spring of 2017 when the asphalt plants reopen. That being said there is an issue on 60th where water and sanitary are being constructed under the 219 project. A resident approached staff at the ground breaking stating there is a storm water problem, which was discussed under the contract with ACOE and LGS Plumbing. Mr. Gralik stated that the federal dollars have been exhausted and the District will be responsible to pay for the storm sewer, even if the project is under the ACOE contract. There was a brief discussion of the project. Mr. Gralik stated that he would like to solicit quotes to install the storm sewer. The Board made a unanimous consensus for Mr. Gralik to solicit quotes. LIFT STATION UPDATES/FLOW REPORT: The Board members received via email the monthly report for September 2016; the Main Lift Station recorded 153,322,000 gallons of sewage pumped to the Gary Sanitary District in August 2016, which was an increase of 53,133,000 gallons pumped than in July 2016. The average daily flow for the month was 4.94 mgd. The White Oak Conservancy District readings were suspended for August 2016 due to road construction. Precipitation measured at the Main HSD Minutes September 14, 2016 Page 4 Lift Station totaled 8.35 inches of rain for the month. This was above the 10-year average of 5.72 inches for the month of August. Total for the year through August is 30.90 inches; the 10 year average is 26.48 inches. Mr. Hanson stated to the Board he received a quote from Pro Pump to rebuild the backup pump at lift station #8. The quote to rebuild the backup pump, including freight, is $3,312. Mr. Mandon made a motion to authorize Pro Pump to rebuild the backup pump at lift station #8 in the amount of $3,313, seconded by Mr. Broadaway. All aye, motion carried. (5/0) Mr. Hanson stated to the Board that the awnings at the Lift Station office building are in need of replacement. He noted he had contacted Merrillville Awning for a quote for the replacement. The quote for the replacement of three awnings total $2,989 and would like the Boards approval. Mr. Mandon made a motion to approve the replacement of three awnings at the Lift Station office in the amount of $2,989, seconded by Mr. Gralik. All aye, motion carried. (5/0) Mr. Hanson stated the repairs to the elevator for the wet well at the main lift station have been completed. He also noted the target date for the sampler to be installed at the main lift station is September 21, 2016. He also noted that he is seeking quotes to get the dehumidifier repaired. SANITARY DEPARTMENT UPDATE: Mr. Lawson stated to the Board there was a bypass at 3rd and Wisconsin three times this month due to rainfall and ground saturation. All three were reported. He stated that the Polly Lane project was completed by staff and Mr. Claussen completed the restoration last week. He went on to report that longer cables were ordered again for the low pressure grinder pumps. Mr. Lawson also reported a resident on Rand Street stated that her basement is flooding because the tiles in her yard were not tied into the storm sewer that was installed by Rex Construction during the Joliet project. He noted he spoke to the resident and she stated her sump pump is discharging into a drywell. After discussion with Mr. Gralik and Attorney DeBonis it was decided that staff will provide the resident with a connection to tie into the storm sewer. Mr. Lawson stated that staff did a smoke test at 1710 Minnesota to try to locate a connection to the sanitary sewer. After dye testing and putting the District’s camera into sanitary, it was determined the resident is in fact connected to the sanitary main. He noted the resident is in the process of subdividing his lot. Mr. Lawson stated that he anticipates staff to continue the storm project on E. Cleveland Avenue on Monday. He went on to report that Mr. Claussen went ot 69th Avenue and DeKalb to finish the swale in the residents yard and was unable to continue. Mr. Gralik stated he was contacted by Mr. Wiley’s attorney to discuss the swale. He noted that he has a meeting set for September 28, 2016 to discuss this matter. Mr. Gralik gave a short explanation of the issue. He added that he would like Mr. Claussen to finish the swale because it is in the right of way of the City. He also suggested that Officer Russo be present while doing the project. Attorney DeBonis stated he would be present at the meeting with Mr. Wiley’s attorney on September 28, 2016. HSD SANITARY/STORMWATER COORDINATOR UPDATE: Mr. Kingsland stated that at the August meeting there was a discussion regarding the landscaping at the Deep River Access project. He noted that he sent a certified letter to the contractor stating the seeding would need to be completed by this Friday. Mr. Kingsland HSD Minutes September 14, 2016 Page 5 stated that he has spoken with Mr. Gralik regarding the issue and the Board has given permission to hold retainage and to possibly have another contractor complete the restoration. Attorney DeBonis stated that Mr. Kingsland will need to notify the contractor that they are of breach of contract and give them a five day deadline to complete the restoration to standards and specifications per the contract. There was a brief discussion of the restoration. Mr. Gralik stated that the draft letter to the contractor needs to be reviewed by Attorney DeBonis. Mr. Mandon made a motion to send the contractor a default letter stating they have one week to complete the restoration and if the restoration is not to the District’s satisfaction within the time limit, the District will seek another contractor to complete the restoration using the retainage held from the contract, seconded by Mr. Broadaway. All aye, motion carried. (5/0) Mr. Kingsland stated to the Board the Costal Program is offering grants for 2017. He noted he had a discussion with Mr. Gralik to brainstorm potential projects. A project that was discussed was a green infrastructure for the parking lot behind City Hall. Mr. Kingsland asked the Boards approval to apply for the one for one match in an amount no more than $50,000 from the District. Mr. Gralik gave a brief description of the potential project. Mr. Mandon made a motion to authorize Mr. Kingsland to apply for the grant from the Costal Program for the green infrastructure for the City Hall parking lot, seconded by Mr. Broadaway. All aye, motion carried. (5/0) Mr. Kingsland presented a draft RFP to the Board for seeking a consultant for the rain gardens throughout the City. He asked the Boards permission to solicit the RFP. There was a brief discussion. Mr. Mandon made a motion to authorize Mr. Kingsland to issue the RFP for the Green Infrastructure Maintenance consultant, seconded by Mr. Broadaway. All aye, motion carried. (5/0) Mr. Kingsland reported to the Board there have been some issues with the irrigation of the rain garden areas. Since the Center Street rain garden is through the green infrastructure, Mrs. Denaire Kane has asked him to propose to the Board that the District would pay for the irrigation system for the Center Street rain garden. Mr. Mandon made a motion to approve the District to pay for the irrigation system at the Center Street rain garden, seconded by Mr. Gralik. All aye, motion carried. (5/0) Mr. Kingsland reported to the Board that time has expired for residents to apply for financial assistants for the Low Pressure Sanitary project. He noted there are two homes that are vacant and two residents did not comply with the letters to apply. Attorney DeBonis gave a brief description of ordinance 53.099. He added that a certified letter needs to be sent to the residents stating they are in violation of the ordinance and there are penalties that would apply for their violation. Attorney DeBonis stated that if the residents do not comply then the matter would be turned over to Code Enforcement. BF&S UPDATE: Mr. Dammarell presented to the Board change orders one through four for the Crestwood Trace Storm project. Change order number one is for the removal of five trees at various locations throughout the project. He noted the cost to remove the trees is $3,500 which would be taken from the owner’s contingency item. Change Order two is for the removal of 137 feet of concrete pipe in conflict with the 16” high pressure gas main on the east side of Wildrose Dr. The cost for change order two is $1,096 which will be paid from the owner’s contingency item. Change Order number 3 is for the placement of sod in lieu of grass seed restoration on HSD Minutes September 14, 2016 Page 6 the entire project. The cost of Change Order three is $15,600 which will be paid from the owner’s contingency item. Change Order number four is to establish a new price for HMA patching. The labor and equipment necessary to patch the trenches is the same regardless of the pavement section therefore the reduction in price of $30,520 is for the reduction in material being placed. Mr. Broadaway made a motion to approve Change Orders one through four for the Crestwood Trace project, seconded by Mr. Gralik. All aye, motion carried. (5/0) Mr. Dammarell presented to the Board Supplemental Agreement No. 2 for the Crestwood Sewer Modernization project. He noted the agreement is for compensation for the sanitary sewer rehabilitation design, contract, bidding and construction observation. This is an increase of $25,000 to the original agreement. Mr. Broadaway made a motion to approve Supplemental Agreement No. 2, seconded by Mr. Gralik. All aye, motion carried. (5/0) Mr. Mandon left meeting at 6:50 p.m. LEGAL DEPARTMENT UPDATE: Attorney DeBonis stated there is no report. Mr. Gralik stated he would like to add a discussion under the Legal Department. He noted he had mention to the Board prior that a policy needs to be put in place to require Board approval to connect into the District’s system by residents or businesses that are outside the District. Mr. Gralik noted there is someone in New Chicago that has plans to build and are at the point of breaking ground, and staff is just now hearing about them connecting to the District’s sanitary system. There was a brief discussion of the project wanting to tie into the system. Attorney DeBonis stated that it is law they cannot just tie into our system and that the contractor will need to submit plans to the City for review. He suggest that a letter be sent to notify them that they need approval from the District’s Board of Directors before tying into the system. Mr. Fulton stated after his review of the GIS, it appears there are a number of private lift stations throughout the District connected into our sanitary by private force mains. Mr. Fulton went on to say they are paying a sewer bill but the concern is that the District has no policy that allows us to ask for an annual inspection. There was a brief discussion regarding the issue of not doing an inspection. Attorney DeBonis stated he would like to have a bullet list of areas where the private lift stations are located provided to him for review. Attorney DeBonis left meeting at 6:55 p.m. FINANCIAL REPORT/INVOICE APPROVAL: The SRF Bond Claims list was presented to the Board for the month of September 2016. The Bond and Interest invoice submitted for the month total is $19,564.00; Debt Service Reserve invoice submitted for the month total is $3,930.00; SRF Disbursement Request invoices submitted for the month total is $23,494.00. Mr. Gralik made a motion to approve the SRF Bond Claims for the month of September as presented, seconded by Mr. Broadaway. All aye, motion carried. (5/0) The Financial Report was presented for the month of August 2016. The month began with a balance of $6,605,406.35; total revenues of $1,041,059.34 and total disbursements of $1,311,659.51 to end the month with a balance of $6,334,806.18. Sanitary invoices submitted HSD Minutes September 14, 2016 Page 7 for the month of September 2016 total $363,273.78; Storm Water invoices submitted for the month of September 2016 total $408,275.64. Mr. Gralik made a motion to approve the claims list for September 2016, seconded by Mr. Broadaway. All aye, motion carried. (4/0) Mr. Gralik presented three additional invoices for approval that were not on the claims list. He stated the total additional sanitary invoices total $346.01. Mr. Gralik made a motion to approve the additional three invoices for the total of $346.01, seconded by Mr. Broadaway. 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. Broadaway. All ayes, motion carried. (4/0) Meeting adjourned at 6:59 p.m. _________________________ ____________________________ Robert Fulton, President Ma Lisa Cox, Recording Secretary HSD Minutes September 14, 2016 Page 8