Sanitary and Stormwater District Board

CITY OF HOBART SANITARY DISTRICT/STORM WATER BOARD MEETING MEETING OF December 15, 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. Phillip Gralik, Mr. Jim Mandon, Mr. Joe Broadaway, Mr. Dave Hill. Also in attendance: Mr. Tim Kingsland, Mr. Skip Hanson, Mr. John Dubach, Mr. Ty Lawson Mr. Jake Dammarell, BF&S, Mrs. Reggie Korthals, BF&S, and Ms. Ma Lisa Cox, HSD Secretary. PLEDGE OF ALLEGANCE APPROVAL OF MINUTES: Board members were sent the minutes from the November 9, 2016 Board meeting and November 29, 2016 special meeting. Mr. Broadaway stated there is a correction to the minutes from November 9th under the financial section for the SRF claims. He stated that he seconded the claims under the motion and not Mr. Mandon because Mr. Mandon had left the meeting. Also the vote should be four to zero, not five to zero. Mr. Broadaway made a motion to approve both sets minutes as amended, seconded by Mr. Gralik. All aye, motion carried. (5/0) APPROVAL OF AGENDA: The Board was presented the agenda via email. Mr. Fulton stated under Mr. Gralik’s report the consideration of Change Order #5 and the substantial completion for the Crestwood Trace project will need to be added. Mr. Kingsland stated that he would like to add under his report the planting of trees on District property. Mr. Fulton also stated Attorney DeBonis has sent via email Sanitary Resolution 2016-06 for the award of the Cured-In-Place project to be discussed under Mr. Gralik’s report. Mr. Gralik made a motion to approve the agenda as amended, seconded by Mr. Broadaway. All aye, motion carried. (5/0) Attorney Anthony DeBonis arrived at 5:10 p.m. 500 EAST 37TH AVENUE: Mr. Ryan Marovich, DVG, was present to represent Luke Oil. Mr. Marovich presented prints of the project to the Board members. He stated that Luke Oil is asking permission from the District to use the existing connection that was used by the Sage Mobil store that is currently on the parcel where the new Luke Oil gas station will be constructed. Mr. Gralik stated staff was uncertain if the existing building was connected to our system but after some research it was determined that the old building was connected under a different address. He went on to say that this would be a change of use tap fee but there is no record of any tap fee ever being paid for the connection in the past. Mr. Gralik stated staff will need to verify how much capacity the property had in the past and what capacity the new development needs and the difference is what will determine the charge for the tap fee. Mr. Lawson stated that the current tap is a blind tap and the nearest manhole is at the end of the alley. Mr. Fulton stated that the new development tying into a blind tap is a concern. He also stated with the new development there will need to be an agreement for Pre-Treatment. There was a brief discussion of the requirements for the Pre-Treatment agreement and the plans that were presented. Attorney DeBonis stated there will need to be a formal agreement between Luke Oil and the District HSD Minutes December 15, 2016 Page 1 since the property is not within the District. Mr. Fulton stated the Board is understanding of what is needed for the development and staff will be available to work with them with any questions or concerns. 1321 4TH PLACE: Mr. Alfredo Estrada was present to represent Mrs. Rae Marie Nabhan of 1321 W 4th Place. He stated he would like to discuss the drainage issue that is next to her property. He noted there is a storm drain on the street and there is erosion to her property that is next to the twenty foot deeded walkway. Mr. Estrada added there was some work that was completed recently to the storm system but asked if there are any further plans to correct the problem. At this time Mr. Estrada passed out a plat of survey to the Board members. There was a brief discussion regarding the definition of the area being a drainage easement owned by the City and the work that was completed earlier this year. Mr. Gralik stated that he and staff had walked the area in question on December 7, 2016. He noted that it is his belief that the swale was never entirely in the drainage easement and he believes at some point someone has filled part of the swale. Mr. Gralik presented to the Board members and Mr. Estrada photos of the area. There was a discussion of the photos. Mr. Gralik stated any work to fill the channel would require a DNR permit because the area is in a floodplain. He added the DNR may approve the permit and they may not, it depends on their review of the area. There was a discussion of some possible solutions to present to DNR. Mr. Hill stated after review of the photos presented it appears the bottom of the swale was never located in the twenty foot drainage easement and was a natural feature that has always been on the resident’s property and does not see where the District would be responsible for the erosion. Mr. Gralik stated photos from Google Earth going back fourteen years do not show a large change to the resident’s property and added if the resident has photos showing otherwise, staff would like to review them. Mr. Fulton stated he would like Mr. Gralik to speak to the DNR if a permit is possible for any further work being done. Mr. Hill stated again this a natural feature acting under its own natural forces and half of the swale was never on the city’s property, which is not under the Districts control. He noted if there is a way to help mediate the issue he’s for helping, but the District has done nothing to cause the issue and feels the District is not responsible. CITY ENGINEER UPDATE: Mr. Gralik reported to the Board when the Hot-In-Place recycling on Old Ridge Road was completed there were several manhole rings that were an odd size and we could not put in the riser rings. Staff filled them in with patch mix and we will need to obtain quotes to have them replaced next year. Mr. Gralik reported that there was a complaint from a property owner on 49th Avenue that additional water from the project was causing erosion in the ravine and backing water up onto their parcel. He noted after his review of the property the stream is meandering and eroding into the bank but he is unsure if this is due to the project. He went on to say that in the last year the resident has had an eight to ten inch tree fall. Mr. Gralik stated he will be soliciting three quotes to have the bank rip rapped. He noted that the District does not have an easement or right-of-way and will need to ask the resident for a grant of easement to do the project. He noted he will have quotes at the January meeting for Board approval. There was a brief discussion of the 49th Avenue project. HSD Minutes December 15, 2016 Page 2 Mr. Gralik presented change order #12 for the Downtown Beautification project. He noted through the review of the contract amounts by the Clerk Treasurer, the contract amount does not match the contract amount paid out to the contractor. Mr. Gralik stated this is because there was not a final balancing change order #12. He noted it was discussed at a prior meeting where change order #11 was approved. Mr. Gralik stated change order #12 is a credit of $85,467.84 essentially lowering the contract amount to the actual units installed. Mr. Broadaway made a motion to approve change order #12 for the Downtown Beautification project in the credit amount for $85,467.84, seconded by Mr. Mandon. All aye, motion carried. (5/0) Mr. Gralik presented change order #1 for the Main Street Improvements. He noted the change order is an increase of $4,000 for the concrete curb and gutter that was not included in the original base bid. Mr. Mandon made a motion to approve change order #1 in the increase amount of $4,000, seconded by Mr. Broadaway. All aye, motion carried. (5/0) Mr. Gralik presented change order #2 for the Main Street Improvements. He noted the change order is an increase of $4,200 for the curb ramp and concrete including bricks. Mr. Gralik made a motion to approve change order #2 in the increase amount of $4,200, seconded by Mr. Mandon. All aye, motion carried. (5/0) Mr. Gralik presented change order #3 for the Main Street Improvements. He noted the change order is an increase of $1,210 for the removal of light poles on Center Street. Mr. Broadaway made a motion to approve change order #3 for the increase amount of $1,210, seconded by Mr. Gralik. All aye, motion carried. (5/0) Mr. Gralik presented change order #4 for the Main Street Improvements. He noted the change order is an increase of $2,723 for the sodding on Main and Center Street. Mr. Gralik made a motion to approve change order #4 for the increase amount of $2,723, seconded by Mr. Mandon. All aye, motion carried. (5/0) Mayor Brian Snedecor arrived at 5:30 p.m. Mr. Gralik stated to the Board he would like to issue a few RFP’s. One would be for the design of a storm water system for the east side of Liberty Heights subdivision and behind the Christian Jubilee Center. He reminded the Board that when Weaver designed the Union Street project it was broken down into two separate projects. There is an existing drainage problem at Shelby and High Street and there are some problems in the drainage ponds in Liberty Heights. Mr. Gralik stated the project was planned to be started in 2017. Mr. Gralik stated the second RFP he would like to issue is to design an outlet storm sewer for the Barrington detention ponds. He noted as for now the ponds outlet into a farm tile that the District has no dedicated easement over. He went on to say there is no overflow that can handle something beyond a hundred year storm. Mr. Gralik stated he will update the Board at the January meeting. Mr. Gralik stated he is working with the Little Calumet River basin on the storm water issues in Villa Shores and Cresmoor subdivisions. He noted this would be a third RFP he would like to issue. He noted he will have all three RFP’s for the Board to review at the January meeting. Mr. Gralik stated the Board was given quotes for new vehicles that are being requested for the Sanitary Department. Mr. Dubach stated there were quotes for a one-ton dump truck, utility van or a Ford pickup truck that would be used for locates. He noted that he received a quote from Currie Motors for a 2016 Ford F-450, 4x4 deisel 1 ton truck. Mr. Dubach stated that HSD Minutes December 15, 2016 Page 3 Chevrolet and GMC only make 350’s and they do not have the power that staff needs to do in- house projects. He noted the quote amount for the Ford F-450 is in the amount of $52,590 and recommends to the Board for purchase. There was a brief discussion of the comparison of 1 tons. Attorney DeBonis stated any purchase over $50,000 would require a sealed quote per law. He gave a brief description of the law. Mr. Gralik a if Mr. Dubach would be able to get sealed quotes, the Board may be able to have a special meeting before the end of the year to purchase. Attorney DeBonis stated that staff will need to speak with the Clerk Treasurer on the policy and what steps Mr. Dubach needs to take to get the quotes. Mr. Dubach stated after discussion with the Mayor it was determined that a van would be more efficient to do locates than a pickup truck. He noted he received a quote for a 2016 Chevrolet 2500HD four wheel drive truck in the amount of $25,997, 2016 Chevrolet Express cargo van in the amount of $23,300 and a 2017 Chevrolet Express cargo van in the amount of $22,800. He noted a van would be preferred due to they would be able to set up with an air card and storage. Mr. Dubach noted he had spoken with the Mayor regarding a van the City already has in its car pool, but after the mechanics inspection, it was determined it would need a lot of work. Mr. Mandon made a motion to approve the purchase of a 2017 Chevrolet Express cargo van in the amount not to exceed $22,800, seconded by Mr. Hill. All aye, motion carried. (5/0) Mr. Gralik presented to the Board two pay estimates for Walsh & Kelly for the Downtown Streetscape project for the Boards approval. He stated he has reviewed the estimates and recommends the Board to approve. Mr. Gralik made a motion to approve the two pay estimates from Walsh & Kelly for the Downtown Streetscape project, seconded by Mr. Broadaway. All aye, motion carried. (5/0) Mr. Gralik presented to the Board Sanitary Resolution 2016-06 for the award of the Cured-In- Place project. He noted after his and Attorney DeBonis review it was determined that Insituform Technologies was the lowest responsive and responsible bidder in the total amount of base bid and alternate number 2 in the amount of $611,278.40. Mr. Gralik recommended the Board approve the resolution. Mr. Mandon made a motion to approve Sanitary Resolution 2016-06 for the Cured-In-place project and award to Insituform Technologies in the total amount of $611,278.40, seconded by Mr. Broadaway. All aye, motion carried. (5/0) Mr. Gralik presented to the Board change order #5 for the Crestwood Trace Storm Sewer project. He noted the change order is to balance the over and underruns on the project with a savings of $62,550.84 from the original contract amount. Mr. Broadaway made a motion to approve change order #5 for the Crestwood Trace Storm Sewer project, seconded by Mr. Mandon. All aye, motion carried. (5/0) Mr. Gralik also mentioned that he will be signing the Certificate of Substantial Completion for the Crestwood Trace Storm Sewer project. LIFT STATION UPDATES/FLOW REPORT: The Board members received via email the monthly report for December 2016; the Main Lift Station recorded 126,943,000 gallons of sewage pumped to the Gary Sanitary District in November 2016, which was an increase of 19,377,000 gallons pumped than in October 2016. The average daily flow for the month was 4.23 mgd. The White Oak Conservancy District readings from November 1 through the 30th was a total of 4,234,000 gallons of flow recorded for that 30 day period. Precipitation measured at the Main Lift Station totaled 4.61 inches of HSD Minutes December 15, 2016 Page 4 rain for the month. This was below the 10-year average of 4.81 inches for the month of November. Total for the year through November is 42.18 inches; the 10 year average is 39.96 inches. Mr. Hanson stated there was a check valve failure on pump #2 at the main lift station. He noted that he contacted Pro Pump to check the valve and it took nearly a week for them to assess the problem. They made the repairs to the hydraulic cylinder and changed the valve. Once those repairs were completed it was determined that the impeller washer and ARC were also in need of repairs. Mr. Hanson stated he received an invoice and questioned why the amounts were the exact same for two separate repairs. Pro Pump revised their invoice to total $40,741.30 and Mr. Hanson asked the Board’s approval to pay the invoice. There was a brief discussion on what vendor is used to make repairs. Mr. Broadaway commended Mr. Hanson for noticing the error in the invoice. Mr. Gralik made a motion to authorize the payment of $40,731.30 to Pro Pump for the repairs to pump #2, seconded by Mr. Mandon. All aye, motion carried. (5/0) Mr. Hanson reported to the Board there was a force main break at lift station #2. He noted he had contacted Boyd Construction to make the emergency repair and lift station #2 was shut down for a few hours to make the repairs. All repairs have been completed. Mr. Gralik left the meeting at 6:31 p.m. SANITARY DEPARTMENT UPDATE: Mr. Dubach stated to the Board at the special meeting that was held on November 29, 2016, the Board received quotes for trench boxes and a track-easement unit for the vactor hose for review. He noted the cost of the four by seven trench box is $3,740 per box and staff would need to have two for a total amount of $ $7,480 from Allen Trench Safety. Mr. Broadaway made a motion to approve the purchase of two trench boxes from Allen Trench Safety in the amount of $7,480, seconded by Mr. Mandon. All aye motion carried. (4/0) Mr. Dubach stated that he reached out to Standard Equipment and Best Equipment for a quote on the track-easement unit for the vactor truck hose. He noted that staff is in need of the equipment to get the hose from the vactor truck down easements and in hard to reach areas where typically staff would have to drag the heavy hose. He went on to say he did not receive a quote from Standard Equipment. Mr. Dubach stated the total cost of the track-easement unit and trailer from Best Equipment totals $38,889 and asked the Boards approval for purchase. Mr. Mandon made a motion to approve the purchase of track-easement unit and trailer from Best Equipment in the total amount of $38,889, seconded by Mr. Broadaway. All aye, motion carried. (4/0) Mr. Lawson reported there is a broken factory connection at 739 S. Washington. He noted he received three quotes from Boyd Construction, Alex Metz Sewer and Grimmer. Grimmer was the lowest quote of $9,400 and recommends the Board award the repair to them. Mr. Mandon made a motion to award the collapsed lateral at 739 S. Washington to Grimmer in the amount of $9,400, seconded by Mr. Broadaway. All aye, motion carried. (4/0) Mr. Dubach reported the storm sewer installation behind the home of Mr. Ron Bowman is going slow. He noted that staff has hit two abandoned gas lines that were not located. He also HSD Minutes December 15, 2016 Page 5 noted the new storm line is in between the two abandoned lines and will take staff time to finish the project. HSD SANITARY/STORMWATER COORDINATOR UPDATE: Mr. Kingsland presented to the Board an agreement for on-call GIS services with American Structurepoint. He noted this will be a one year contract for 2017 and asked the Board’s approval. Mr. Mandon stated at one point staff was going to be trained to take over the GIS and the contract was for a short time period. Mr. Kingsland stated yes and he has had discussions with the Mayor and Mr. Gralik and it has been determined there is not enough money in the budget at this time for a full time technical support employee. Mayor Snedecor stated there is not enough money for a full time IT employee but the City does have a part- time IT person on staff. The Mayor did agree with Mr. Mandon on that having a full time IT person could save the District some money and will speak with Mr. Kingsland on what the needs will be. There was a lengthy discussion of the contract and what is needed to maintain the GIS. Mr. Kingsland stated he will have a meeting with staff regarding the GIS in January and will report to the Board in February. Mr. Hill stated a plan will need to be developed to have staff assume the responsibilities to run the GIS system. Mr. Mandon made a motion to approve the master agreement for the 2017 on-call GIS services with American Structurepoint with the condition of presenting task orders to the Board prior to work being completed, seconded by Mr. Broadaway. All aye, motion carried. (4/0) Mr. Kingsland presented task order #7 from American Structurepoint. There was a discussion of the difference between the agreement and task order #7. Mr. Kingsland stated that task order #7 is limiting the amount of each task by a not to exceed amount totaling $80,000 for 2017. Mr. Broadaway made a motion to approve task order #7. Mr. Mandon stated he is unsure of the difference between the two documents. Mr. Hill stated the agreement is their terms of not to exceed and task order #7 the total amount of not to exceed dollars for 2017. There was a discussion of task order #7 amount and how it is presented to the Board. Mr. Kingsland stated he will contact American Structurepoint to have task order #7 redrafted for the Board to review. Mr. Broadaway stated as per discussion of the Board, he will need to rescind his motion to approve task order #7. Mr. Kingsland reported to the Board he was approached about planting some of the trees from the 61st Avenue project on District property. Mr. Dammerall stated there were approximately thirty trees that were in the design to be planted in front of the Leon property for screening from the road. Since that point in time, it was determined the trees would not be planted on the embankment. He went on to say that part of the mitigation of the project, the trees will need to be planted somewhere. Mr. Dammerall stated there are two locations for possible planting. One being on the old treatment plant site on Old Ridge Road that meets the requirements for planting. He noted they would need to re-permit with DNR if the District agrees to allow the trees to be planted on their property. There was a brief discussion on where the trees would be planted. Mr. Mandon made a motion to approve the planting of trees and native plants on District property on Old Ridge Road, seconded by Mr. Broadaway. All aye, motion carried. (4/0) BF&S UPDATE: Mr. Dammarell presented to the Board Supplemental Agreement No. 3 for the Crestwood Sewer Modernization project. He stated the agreement is for compensation for sewer design, HSD Minutes December 15, 2016 Page 6 contract documents and construction observations, which is an increase of $12,750 to the original amount of agreement. Mr. Hill made a motion to approve Supplemental Agreement No. 3, seconded by Mr. Mandon. All aye, motion carried. (4/0) Mr. Dammarell presented the solicitation for bids for the Crestwood Subdivision Phase II Sewer Modernization project. He noted plans and specifications will be in the Clerk’s office by January 8, 2016. There was a discussion regarding the engineering budget and when bids are due. Mr. Dammarell noted that the project would be awarded at the February 8, 2017 HSD Board meeting. Attorney DeBonis stated the solicitation needs to state the owner further reserves the right to waive informalities, award the contract to the lowest responsible and responsive bidder, or to reject all bids all to the advantage of the Hobart Sanitary District. Mr. Hill made a motion to approve the solicitation of bids for the Crestwood Subdivision Phase II Sewer Modernization as amended, seconded by Mr. Mandon. All aye, motion carried. (4/0) Ms. Reggie Korthals presented to the Board a handout regarding the draft of the Storm Water credits for Green Infrastructure Program. There was a brief discussion of the draft program. Ms. Korthals asked the Board to review and to contact her with any questions or suggestions. LEGAL DEPARTMENT UPDATE: Attorney DeBonis reported to the Board at the January 11, 2017 meeting the Board will be receiving a resolution regarding the repayment to the Redevelopment Commission for the Downtown project. He noted it will be a multi-year repayment plan. He went on to say there will be another separate payment plan for the bond issuance. Attorney DeBonis stated Gary Sanitary District has lodged a consent decree with the EPA and he will report to the Board after his review. He went on to report he had a conversation with Mr. Dave Hollenbeck, White Oak Conservancy District. He noted Mr. Hollenbeck is requesting the cost of service study and the new rate ordinance. Attorney DeBonis requested that Ms. Cox send him via email both documents. FINANCIAL REPORT/INVOICE APPROVAL: The SRF Bond Claims list was presented to the Board for the month of December 2016. The Bond and Interest invoice submitted for the month total is $19,617.00; Debt Service Reserve invoice submitted for the month total is $3,930.00; SRF Disbursement Request invoices submitted for the month total is $23,547.00. Mr. Mandon made a motion to approve the SRF Bond Claims for the month of September as presented, seconded by Mr. Broadaway. All aye, motion carried. (4/0) The Financial Report was presented for the month of November 2016. The month began with a balance of $5,783,570.64; total revenues of $474,940.38 and total disbursements of $692,001.97 to end the month with a balance of $5,566,509.05. Sanitary invoices submitted for the month of December 2016 total $903,541.45; Storm Water invoices submitted for the month of December 2016 total $463,123.43. Mr. Broadaway made a motion to approve the claims list for December 2016, seconded by Mr. Mandon. All aye, motion carried. (4/0) HSD Minutes December 15, 2016 Page 7 GENERAL DISCUSSION: ADJOURNMENT: There being no further comments or discussion, Mr. Mandon made a motion to adjourn, seconded by Mr. Hill. All ayes, motion carried. (4/0) Meeting adjourned at 7:45 p.m. _________________________ ____________________________ Robert Fulton, President Ma Lisa Cox, Recording Secretary HSD Minutes December 15, 2016 Page 8