Sanitary and Stormwater District Board

CITY OF HOBART SANITARY DISTRICT/STORM WATER BOARD MEETING MEETING OF March 27, 2018 Mr. Fulton called the meeting of the Hobart Sanitary District to order at 5:00 p.m. Members in attendance: Mr. Robert Fulton, Mr. Phil Gralik, Mr. Jim Mandon, Mr. Joe Broadaway. Also, in attendance: Mr. John Dubach, Mr. Ty Lawson, Mr. Tim Kingsland, Mr. Phil Schoon, Mr. Jake Dammarell, BF&S, Mr. Mark Chmeliwskyj, BF&S, Mr. Ben Shorofsky, Delta Institute, Mr. Jay Neic, S.E.H., Mr. Jason Doutheh, Robinson Engineering and Ms. Ma Lisa Cox, HSD Secretary. Members absent: Mr. David Hill and Attorney Anthony DeBonis. PLEDGE OF ALLEGANCE APPROVAL OF MINUTES: Board members were presented minutes for the February 27, 2018 regular meeting and the March 16, 2018 special meeting for review. Mr. Gralik made a motion to approve both sets of minutes as presented, seconded by Mr. Broadaway. All aye, motion carried. (4/0) APPROVAL OF AGENDA: Mr. Fulton stated Mr. Dammarell would like to add under his report the signing of the title sheet for the 3rd Street Bridge. Mr. Kingsland stated he would like to add the change order for Red Zone for the additional manholes and a discussion of how Public Works would response to the needs of Red Zone for assistance. Mr. Gralik stated he would like to add that discussion under his report. Mr. Kingsland also asked the Board if he could move the Delta Institute discussion after the discussion for 322 Michigan. Mr. Broadaway made a motion to approve the agenda as amended, seconded by Mr. Mandon. All aye, motion carried. (4/0) 322 N. MICHIGAN: Mr. Mickey Latimer and Mrs. Krystal Latimer, 322 Michigan were present. Mr. Gralik stated to the Board there are two structures on one parcel. The District provided one pump for the main structure so the septic tank could be eliminated and the home would be connected to the low pressure sanitary main. After inspection by contractors it was determined the second structure was not connected to the same septic tank. There was a brief discussion regarding the second structure not being connected. Mr. Latimer stated as of today, the main structure is still connected to the septic tank. The pump and electrical box have been installed at the main structure. Mr. Gralik noted the residents are asking for assistance to connect the second structure. Mr. Fulton made a motion to provide assistance to Mr. & Mrs. Latimer, 322 Michigan, for service for low pressure pump for the secondary structure under the original program of eighty/twenty, seconded by Mr. Gralik. All aye, motion carried. (4/0) RFB HOBART MIDDLE SCHOOL RAIN GARDEN: Mr. Shorofsky of Delta Institute stated to the Board he wanted to update them on the Green Infrastructure projects. He noted there is some additional work that will added to the original project list. The contract with Cardno was approved for the work at Fire Station #2 and Hillman Park. We have been working with staff and Cardno on the final design. Currently we are waiting on the permit for the Army Corp of Engineers. At this time Mr. Shorofsky gave the HSD Minutes March 27, 2018 Page 1 Board members a tentative schedule that Cardno has prepared. Mr. Schohofsky stated the RFB presented this evening is for a rain garden in the courtyard at the Hobart Middle School. He noted students will be working in the project themselves. There was a brief discussion regarding the RFB. Mr. Fulton stated Attorney DeBonis will need to review the RFB. Mr. Gralik stated the RFB could be added to the agenda for a special meeting that will be scheduled the first week of April. Mr. Gralik made a motion to table the approval of the RFB until a special meeting to be scheduled in early April, seconded by Mr. Broadaway. All aye, motion carried. (4/0) Mayor Brian Snedecor arrived at 5:28 p.m. CITY ENGINEER UPDATE: Mr. Gralik reported to the Board he received information from Lawson-Fisher regarding the dam. He noted they sent him a few drawings that shows where the erosion occured, photos of where the damage is located and where the construction needs to take place. He noted he was copied in an email that was sent to the DNR, where they are asking for their input on the repair techniques. Mr. Gralik went on to say that Lawson-Fisher has reached out to a grouting contractor who maybe able to do injection grouting. At this time there is no proposed solution. He noted it is expected for DNR to give a response to the email possibly this week. Mr. Gralik presented to the Board a contract with Thomas Irrigation. The contract is for them to start and stop service to the irrigation systems used to maintain rain gardens. The contract amount for the year is $615. Mr. Broadaway made a motion to approve the contract with Thomas Irrigation in the amount of $615, seconded by Mr. Mandon. All aye, motion carried. (4/0) Mr. Gralik presented the solicitation for bids for the South Hobart Road Storm Improvement project. He asked the Boards approval to print in the local papers. Mr. Mandon made a motion to approve the advertainments for solicitation for bids for the South Hobart Road project, seconded by Mr. Broadaway. All aye, motion carried. (4/0) Mr. Gralik presented to the Board the title sheet for the 3rd Street Bridge. The Board has agreed in the past to pay for the storm water aspects for the bridge. He noted the bridge would be bid under Board of Works. Mr. Grailk made a motion to approve the plans for the 3rd Street Bridge and for Board members to sign the title sheet, seconded by Mr. Broadaway. All aye, motion carried. (4/0) Mr. Gralik presented to the Board change order #1 for Red Zone. He stated the contractor has been using the information for the location of manholes that was established when the Section 308 report was completed for IDEM. He noted there are inconsistencies of the number of manholes located on the District’s GIS system. The cost for the additional manholes to be inspected is $115,425 that will be added to the original contract amount. Mr. Mandon made a motion to approve change order #1 for Red Zone in the amount of $115,425, seconded by Mr. Broadaway. All aye, motion carried. (4/0) Mr. Gralik reported that through various emails and phone calls, it was determined the District would possibly need to hire a private company to assist with the cleaning of the sanitary lines while Red Zone is doing their project. There are four crews that work ten-hour days, seven HSD Minutes March 27, 2018 Page 2 days a week and our staff is not large enough to answer all the calls. He stated he will seek proposals for the additional help with cleaning the lines until Red Zone is completed. LIFT STATION UPDATES/FLOW REPORT: The Board members received via email the monthly report for March 2018; the Main Lift Station recorded 150,233,000 gallons of sewage pumped to the Gary Sanitary District in February; this was an increase of 63,944,000 gallons pumped in January 2018. The average daily flow for the month was 5.36 mgd. The White Oak Conservancy District readings from February 1 through the 28th were a total of 5,868,600 gallons of flow. The average daily flow recorded for the 28-day period was 209,592 gallons. Precipitation measured at the Main Lift Station totaled 6.73 inches for the month. This was above the 10-year average of 2.72 inches for the month of February. Total for the year so far is 8.01 inches. Mr. Schoon presented to the Board a quote to replace the furnace at the old sewage plant office. He stated the furnace was damaged during the flood in February. He received a quote from Area Sheet Metal for 80% replacement in the amount of $2,065. Mr. Mandon suggested that Mr. Schoon obtain two more quotes for a total replacement of the furnace. Mr. Broadaway noted at this time he does not see this being as an emergency. Mr. Schoon asked the Board to approve the repairs in the not to exceed amount of $2,065 and he will obtain two more quotes for review by Mr. Gralik and Mr. Fulton. Mr. Mandon made a motion to approve Mr. Schoon to obtain three quotes for the replacement of the furnace in the not to exceed amount of $2,065, seconded by Mr. Broadaway. All aye, motion carried. (4/0) Mayor Snedecor stated to the Board that a member of the lift station staff will be retiring in May. He noted at some point his position will need to be filled. There was a brief discussion on the needs for staffing for the District. Mayor suggested to set a meeting to discuss staffing options going forward. Mr. Schoon also reported to the Board the NIPSCO pole located on the building in the old sewage plant property is in need of replacement. He stated he will get a quote from NIPSCO and present to the Board at a later time. Mr. Fulton left the meeting at 6:20 p.m. SANITARY DEPARTMENT UPDATE: No report HSD SANITARY/STORMWATER COORDINATOR UPDATE: Mr. Jay Neic, S.E.H., stated to the Board he and Mr. Kingsland have been working together on the Pre-Treatment Program. He presented to the Board a supplemental agreement for additional cost to the original agreement for the development of a Grease Management Program. The additional cost is a not to exceed amount of $ 95,100. There was a brief discussion of the program. Mr. Broadaway made a motion to approve the supplemental agreement with S.E.H. in the not to exceed amount of $95,100, seconded by Mr. Gralik. All aye, motion carried. (3/0) HSD Minutes March 27, 2018 Page 3 Mr. Kingsland presented to the Board two agreements with 39 Degrees North. The first agreement is for six months to provide GIS needs for ongoing maintenance and data work related to the Red Zone project. The contract is a not to exceed amount of $48,450. There was a brief discussion of the agreement. Mr. Kingsland stated the second agreement is for the services for data format in the not to exceed amount of $82,500. Mr. Gralik made a motion to approve the agreement number one with 39 Degrees North, seconded by Mr. Broadaway. All aye, notion carried. (3/0) Mr. Gralik made a motion to approve agreement number two with 39 Degrees North, seconded by Mr. Broadaway. All aye motion carried. (3/0) Mr. Kingsland presented to the Board the contracts for Animals for Awareness and The Dumpster Drummers for the Water Festival in June. The Animals for Awareness contract amount is $1,100 and the contract for The Dumpster Drummers is $1,100. Mr. Broadaway made a motion to approve the contract for Animals for Awareness in the amount of $1,100, seconded by Mr. Gralik. All aye motion carried. (3/0) Mr. Broadaway made a motion to approve the contract with The Dumpster Drummers in the amount of $1,100, seconded by Mr. Gralik. All aye, motion carried. (3/0) BF&S UPDATE: Mr. Chmeliwskyj made a presentation of the Guarantee Savings Contract projects. He noted BF&S will present to the Board at the April meeting for approval. LEGAL DEPARTMENT UPDATE: No report. FINANCIAL REPORT/INVOICE APPROVAL: The SRF Bond Claims list was presented to the Board for the month of March 2018. The Bond and Interest invoice submitted for the month total is $19,552.00. Mr. Gralik made a motion to approve the SRF Bond Claims for the month of March as presented, seconded by Mr. Broadaway. All aye, motion carried. (4/0) The Financial Report was presented for the month of February 2018. The month began with a balance of $4,608,865.24; total revenues of $1,316,177.42 and total disbursements of $1, 534,979.76 to end the month with a balance of $4,390,062.90. Sanitary invoices submitted for the month of March 2018 total $199,744.18. Storm Water invoices submitted for the month of March 2018 total $8,528.44. Mr. Broadaway made a motion to approve the claims as presented for February 2018, seconded by Mr. Gralik. All aye, motion carried. (5/0) GENERAL DISCUSSION: ADJOURNMENT: There being no further comments or discussion, Mr. Broadaway made a motion to adjourn, seconded by Mr. Gralik. All ayes, motion carried. (3/0) Meeting adjourned at 6:20 p.m. HSD Minutes March 27, 2018 Page 4 _________________________ ____________________________ Robert Fulton, President Ma Lisa Cox, Recording Secretary HSD Minutes March 27, 2018 Page 5