Sanitary and Stormwater District Board

CITY OF HOBART SANITARY DISTRICT/STORM WATER BOARD MEETING MEETING OF January 22, 2019 Mr. Fulton called the meeting of the Hobart Sanitary District to order at 5:01 p.m. Members in attendance: Mr. Robert Fulton, Mr. Phil Gralik, Mr. Joe Broadaway, Mr. David Hill. Also, in attendance: Mr. John Dubach, Mr. Ty Lawson, Mr. Tim Kingsland, Mr. Phil Schoon, Mr. Jake Dammarell, BF&S, Mrs. Jill Ditommaso, S.E.H., and Ms. Ma Lisa Cox, HSD Secretary. Absent Board Member: Mr. Jim Mandon and Attorney Anthony DeBonis. PLEDGE OF ALLEGANCE APPROVAL OF MINUTES: Board members were presented the minutes from the December 20,2018. Mr. Hill made a motion to approve the minutes as presented, seconded by Mr. Gralik. All aye motion carried. (4/0) APPROVAL OF AGENDA: Mr. Kingsland ask the Board to move the discussion of the Pre-Treatment Program update to the top of the agenda due to Mrs. Jill DiTommaso is present. Mr. Gralik asked the Board to add the discussion and consideration of change order #3 from Robinson Engineering under his report. Mr. Fulton stated he would like to add the discussion of an agreement for Mr. Jim Mandon for to be a consultant for construction projects per the request of Mayor Snedecor under Mr. Gralik’s report. Mr. Broadaway made a motion to approve the agenda as amended, seconded by Mr. Gralik. All aye, motion carried. (4/0) ELECTION OF OFFICERS: Mr. Fulton opened the nominations for the election of officers. He stated the current officers are himself as president, Mr. Mandon as vice president and Mr. Gralik as secretary. Mr. Broadaway made a motion to keep the current officers for 2019, seconded by Mr. Hill. All aye, motion carried. (4/0) PRE-TREATMENT COST REVIEW: Mr. John Brezik arrived at 5:16 p.m. Mrs. Jill Ditommaso, S.E.H., presented to the Board a memo to discuss the progress of the Pre-Treatment Program. She noted a permit template has been developed and will be used starting this month with Brickie Gyros to issue FOG Control Device Permit. A copy of the template was provided to the Board. She went on to say that SEH has developed surcharge rates to be included in the City’s fee schedule. The Board was provided a table lists of three levels of rates. There was a discussion regarding the rate ordinance and how often grease traps would need to be cleaned. Mr. Kingsland stated he is asking approval of the permit and a draft ordinance was provided to Attorney DeBonis for review before it will be presented the City Council for approval. Mr. Hill made a motion to approve the FOG permit pending the sliding HSD Minutes January 22, 2019 As Amended Page 1 scale of size of grease trap to be used and to correct the verbiage of cleaning under the sink traps to weekly instead of monthly, seconded by Mr. Broadaway. All aye, motion carried. (4/0) Mr. Kingsland also noted to the Board that staff is still negotiating with Panda Restaurant to resolve their issues within the next few weeks. CITY ENGINEER UPDATE: Mr. Gralik stated to the Board the Streetscape project has slowed down for the season. He noted a meeting will be set to discussion the issues at 601 Center Street. As he presented to the Board at previous meeting Hassee may bear a responsibility for the sewer backup the owner experienced after the project was completed. He stated he will keep the Board informed. Mr. Gralik reported the isolation gate is working at the main lift station and does not leak. He also reported the flood gate is working properly now that the large tree was removed. Mr. Gralik presented to the Board a letter that was sent to NIPSCO from the Mayor regarding the issues of the gas main located at North Lake Park Avenue that has stalled the progress of the Lift Station #2 Elimination project. He stated that the contractor, Bowen, plans to cross under the gas mains to keep the project moving forward. There will be a meeting with NIPSCO and he will report to the Board at the next Board meeting. Mr. Fulton stated due to the fire at the Guyer building, trees, benches, planters and the signal cabinet have been damaged. Mr. Towle stated he has taken pictures of the damage for reference. The Board will be informed of what will be done to replace the items damaged. Mr. Gralik stated in the packet there is an interagency agreement with the Redevelopment Commission which is for the pervious concrete project that was done in front of City Hall. The RDC asked to put bricks and trees along the front. He noted under the change order the brick will be done once the weather breaks and the RDC will bid out the trees separately. The agreement is for the reimbursement of $21,039.60 to be paid to the District from the RDC for their portion of the project. Mr. Hill made a motion to approve the interagency agreement as presented, seconded by Mr. Broadaway. All aye, motion carried. (4/0) Mr. Gralik presented to the Board an RFP for the SCADA System for the District. He asked the Board to authorize him to release the RFP to engineering firms for quotes. Mr. Hill made a motion to authorize Mr. Gralik to release the RFP for the Scada System, seconded by Mr. Broadaway. All aye, motion carried. (4/0) Mr. Gralik reported the lateral repair at Kellen’s Florist has been completed. After review of video and once the lateral was dug up, it was determined the issue was one hundred percent the District’s responsibility and the invoice from Gatlin Plumbing is on the claims list for approval this evening. Mr. Gralik presented change order number three from Insituform for the relining of sanitary mains. There are four twenty-one-inch sectional liners and six eight-inch sectional liners to be installed. Also, the point repair at 50 N. Main Street has been removed from their contract and the District will seek quotes for the repair. There is a correction to the change order that was handed out, the new completion date will be May 1st. There was a discussion of the project. HSD Minutes January 22, 2019 As Amended Page 2 Mr. Broadaway made a motion to approve change order number three as amended and to solicit quotes for the point repair, seconded by Mr. Hill. All aye, motion carried. (4/0) Mr. Gralik stated he received proposals for the Cressmoor / Villa Shores Storm Water Project. He noted after interviews and scoring, Abonmarche and Christopher Burke proposal was chosen by staff. There was a discussion of the proposal. Mr. Broadaway made a motion to contract Abonmarche and Christopher Burke to do the storm water study for Cressmoor / Villa Shores area, seconded by Mr. Hill. All aye, motion carried. (4/0) Mr. Gralik presented to the Board an amendment to the contract for the Guaranteed Saving Contract with BF&S. The amendment is for engineering along Lake Park Avenue to the north of Rand Street to extend the sanitary sewer to eliminate septic tanks. There was a brief discussion of the projected project and the CBDG funds. The cost of the amendment is $38,300 for the design and part-time inspection. Mr. Hill made a motion to approve supplemental agreement number for with BF&S in the amount of $38,300, seconded by Mr. Broadaway. All aye, motion carried. (4/0) Mr. Gralik presented change order number three from Robinson Engineering for the South Hobart Road project. He noted the change order is to balance out the contract. The change order is for an additional $13,916.29 which brings the total cost of the contract to $482,013.69. Mr. Gralik noted that there will be one more invoice from Gough for the retainage. Mr. Broadaway made a motion to approve change order number three as presented, seconded by Mr. Hill. Al aye, motion carried. (4/0) The Board was presented a general service agreement from Mayor Snedecor regarding Mr. Mandon doing part time inspections for various small City projects. Mr. Broadaway stated that Mr. Mandon is beyond qualified to do the inspections. Mr. Hill agreed with Mr. Broadaway but feels having the agreement with the District would be a conflict of interest and the agreement should be through the Civil City. He suggested the agreement be presented to Attorney DeBonis for review. LIFT STATION UPDATES/FLOW REPORT: The Board members received via email the monthly report for January 2019; the Main Lift Station recorded 113,159,000 gallons of sewage pumped to the Gary Sanitary District in December 2018; this was an increase of 24,965,000 gallons pumped in November 2018. The average daily flow for the month was 4.46 mgd. The White Oak Conservancy District readings from December 1st through the 31st were a total of 5,267,800 gallons of flow. The average daily flow recorded for the 31-day period was 169,929 gallons. Precipitation measured at the Main Lift Station totaled 3.65 inches for the month. This was above the 10-year average of 2.43 inches for the month of December. Total for the year is 45.61inches. Mr. Schoon also presented the year-end report to the Board at this time. Mr. Schoon reported there was damage to the vent at lift station #18 when it was struck by a vehicle. Area Sheet Metal was called out for the repair at no charge. SANITARY DEPARTMENT UPDATE: HSD Minutes January 22, 2019 As Amended Page 3 Mr. Lawson informed the Board that H&G Underground was contracted to make the repair to the storm sewer in Amber Creek. The large section of the thirty-six-inch pipe has been completed and the one-hundred-and-fifty-foot section of twelve-inch pipe still needs to be completed. The contract was almost completed and discovered another section that was crushed by American Water when a hydrant was installed. American Water was contacted and they made their repair. Mr. Lawson stated there was another twenty to thirty feet that was also in need of repair. There was a brief discussion of obtaining further quotes for the extra repairs. HSD SANITARY/STORMWATER COORDINATOR UPDATE: Mr. Kingsland presented the RFQ for the 2019 GI Maintenance. He is asking the Boards approval to release the RFQ to contractors. Mr. Fulton stated that it will need to be an RFP, request for proposals. He also asked Mr. Kingsland the estimated cost of the project. Mr. Kingsland stated he is anticipating the cost be between $20,000 to $40,000. There was a brief discussion. Mr. Broadaway made a motion to authorize the solicitation for quotes for the GI Maintenance, seconded by Mr. Hill. All aye, motion carried. (4/0) Mr. Kingsland presented to the Board the RFP for the Duck Creek Tributary Assessment. He noted as required by the LMCP grant guidelines, the District would need to solicit quotes for the engineering assessment. There was a brief discussion. Mr. Broadaway made a motion to authorize Mr. Kingsland to solicit quotes for the Duck Creek Tributary Assessment, seconded by Mr. Gralik. All aye, motion carried. (4/0) LEGAL DEPARTMENT UPDATE: FINANCIAL REPORT/INVOICE APPROVAL: Ms. Cox stated to the Board there was an error of $.20 to the pay estimate that was approved for Bowen Engineering at the December 2018 meeting. Mr. Gralik made a motion to approve the correction of $.20 for the December pay estimate, seconded by Mr. Broadaway. All aye, motion carried. (4/0) The Board was presented pay estimate number five from Bowen in the amount of $551,691 for the Lift Station No. 2 Elimination project. Mr. Gralik made a motion to approve the estimate as presented, seconded by Mr. Broadaway. All aye, motion carried. (4/0) The SRF Bond Claims list was presented to the Board for the month of January 2019. The Bond and Interest invoice submitted for the month total is $19,652.00. Mr. Gralik made a motion to approve the SRF Bond Claims for the month of January as presented, seconded by Mr. Hill. All aye, motion carried. (4/0) The Financial Report was presented for the month of December 2018. The month began with a balance of $4,850,380.63; total revenues of $2,042,262.06 and total disbursements of $1,618,654.05 to end the month with a balance of $5,273,988.64. Sanitary invoices submitted for the month of January total $221,802.01. There is an additional invoice under Storm Water for Gough in the amount of $ 66,452.92 for the South Hobart Road storm project. Storm Water HSD Minutes January 22, 2019 As Amended Page 4 invoices submitted for the month of January 2019 total $78,832.20. Mr. Gralik made a motion to approve the claims for January 2019 as amended, seconded by Mr. Broadaway. All aye, motion carried. (4/0) GENERAL DISCUSSION: Mr. Schoon stated to the Board that pump number two has been pulled at lift station number 5. He noted he has yet to receive the cost for the repair and will report back to the Board at the February meeting of the cost. ADJOURNMENT: There being no further comments or discussion, Mr. Hill made a motion to adjourn, seconded by Mr. Broadaway. All ayes, motion carried. (4/0) Meeting adjourned at 6:36 p.m. _________________________ ____________________________ Robert Fulton, President Ma Lisa Cox, Recording Secretary HSD Minutes January 22, 2019 As Amended Page 5