Sanitary and Stormwater District Board

CITY OF HOBART SANITARY DISTRICT/STORM WATER MANAGEMENT BOARD MEETING SPECIAL MEETING OF March 16, 2018 Mr. Fulton called the meeting of the Hobart Sanitary District to order at 3:02 pm. Members in attendance: Mr. Robert Fulton, Mr. Phil Gralik, Mr. Jim Mandon and Mr. Dave Hill. Also, in attendance: Attorney Heather McCarthy, Tim Kingsland, Mr. Ty Lawson and Ms. Ma Lisa Cox, Recording Secretary. Members absent: Mr. Joe Broadaway and Attorney Anthony DeBonis APPROVAL OF AGENDA: Mr. Gralik made a motion to approve the agenda as presented, seconded by Mr. Mandon. All aye, motion carried. STREET SWEEPER – JOINT RESOLUTION 2018-01: Mr. Kingsland stated the Board received Joint Resolution 2018-01 in their packet for review for the special purchase of an Elgin Pelican street sweeper. The resolution authorizes the special purchase of an Elgin Pelican street sweeper through NJPA for the cost of $228,860 from Standard Equipment. Mr. Hill made a motion to approve Joint Resolution 2018-01 for the special purchase of an Elgin Pelican street sweeper through the NJPA in the amount of $228,860, seconded by Mr. Gralik. (4/0) RED ZONE: Mr. Kingsland stated staff had a meeting with Red Zone yesterday and the contractor stated they will be able to begin the project on Monday, March 19, 2018 if the contract is approved this evening. Mr. Gralik stated there will be four crews who will be working ten-hour days, seven days a week and video data should be completed within forty-eight days. Once the data is collected, data should be ready to be have incorporated into the District’s GIS program within six months to a year. There was a brief discussion of what data is expected and how it will be transferred to the GIS program. Mr. Kingsland noted Red Zone will provide training to staff on how to use their software. Mr. Fulton also noted there will be monthly meetings on updates of the project. Mr. Hill made a motion to approve the contract with Red Zone for the robotic inspections of the Districts sewer mains to be paid in five annual payments in the amount of $250,000, seconded by Mr. Gralik. All aye, motion carried. (4/0) AES: Mr. Kingsland stated Board members received the contract with AES for the maintenance of the green infrastructure sites throughout the City for review. He noted the contract is in the amount of $8,300 and work will be performed during the months of May through October. Mr. Mandon made a motion to approve the contract with AES for the maintenance of the green infrastructure sites in the amount of $8,300, seconded by Mr. Hill. All aye, motion carried. (4/0) HSD Minutes March 16, 2018 Page 1 AMERICAN STRUCTUREPOINT: Mr. Kingsland stated it is the intent of the District to enter into a contract with 39 Degrees North for short term to maintain the GIS program. At this time American Structurepoint does not service the District’s GIS and after a meeting with Mr. Gralik it was determined to terminate this contract with them. The current contract with American Structurepoint states if there is no activity within ninety days, the contract can be terminated. Mr. Kingsland stated a letter will need to be drafted and reviewed by Attorney DeBonis in order to terminate the contract. There was a brief discussion of the current contract and why it needs to be terminated. Mr. Hill made a motion to direct staff to draft a letter of termination to American Structurepoint and have reviewed by Attorney DeBonis, seconded by Mr. Mandon. All aye, motion carried. (4/0) GIS SERVICE AGREEMENT WITH GEOCONVERGENCE, LLC (39 DEGREES NORTH): Mr. Kingsland presented to the Board a general service agreement with Geoconvergence (39 Degrees North), for web hosting for the Districts GIS program. He noted the agreement was presented to Attorney DeBonis for review. The execution cost of the agreement is $16,150 and then $8,075 a month as needed, for the total cost $48,450 of the agreement. There was a discussion of the total cost of the agreement. Mr. Gralik stated the District would like to see an hourly not to exceed each month. Mr. Hill made a motion to table the agreement with Geoconvergence, 39 Degrees North, for revisions until the March 27, 2018 Board meeting, seconded by Mr. Gralik. All aye, motion carried. (4/0) ADJOURNMENT: There being no further comments or discussion, Mr. Gralik made a motion to adjourn, seconded by Mr. Hill. All aye, motion carried. (4-0) Meeting adjourned at 3:25pm. _________________________ ____________________________ Robert Fulton, President Ma Lisa Cox, Recording Secretary HSD Minutes March 16, 2018 Page 2