Sanitary and Stormwater District Board

CITY OF HOBART SANITARY DISTRICT/STORM WATER BOARD MEETING MEETING OF February 25, 2020 Mr. Fulton called the meeting of the Hobart Sanitary District to order at 5:00 p.m. Members in attendance: Mr. Bob Fulton, Mr. Phil Gralik, and Mr. Hill. Also, in attendance: Mr. Mark Kopil, Attorney Heather McCarthy, Attorney Jim Meyers, Mr. Ty Lawson, Mr. Tim Kingsland, Mr. Jake Dammarell, BF&S, Mr. Sean Mikos, BF&S, Mr. Phil Schoon, Mr. Tom Laco and Ms. Ma Lisa Cox, HSD Secretary. Board members absent: Mr. Joe Broadaway and Mr. Jim Mandon PLEDGE OF ALLEGANCE APPROVAL OF MINUTES: The Board was presented the minutes from the January 28, 2020. Mr. Gralik made a motion to approve minutes as presented, seconded by Mr. Hill. All aye, motion carried. (3/0) APPROVAL OF AGENDA: The Board was presented the agenda for the meeting. Mr. Hill made a motion to approve the agenda as presented, seconded by Mr. Gralik. All aye, motion carried. (3/0) CITY ENGINEER UPDATE: Mr. Gralik gave an update report on various projects. He stated he has received an updated report form Abonmarche for the Villa Shores / Cressmoor project. He noted he has yet to review and Abonmarche will be at the next meeting to give an update. Mr. Gralik stated he is trying to close out the Insituform contract for the sewer relining program. There have been three different project managers for this project. He noted he is holding the retainage until the items on the punch list are addressed. He went on to say that he asked Mr. Lawson to video the lines that are completed and will report to the Board next month. Mr. Gralik stated he has received the Shelby Street plans from Abonmarche for the storm water project. He noted he would like to add the regrading of the swales in Liberty Heights to the plans and would like to amend the contract with Abonmarche which he will present at next month meeting for review. Mr. Gralik reported the utility companies are currently working on relocating their lines. He noted that the City has re-submitted applications to Community Crossings that were submitted last year. He noted the areas submitted were Gas City Drive, 82nd Avenue and Grand Boulevard, that are part of the storm water master plan. He noted if they are accepted there may be a fifty percent portion that would be funded by State funds. Mr. Gralik stated he attended the TROC meeting at NIRPC this morning, and was able to secure an additional $90,000 for inspection services for the Deep River Outfall project. Mr. Gralik stated the Board received the letter that was sent to Mr. Randy Hall addressing his complaints he had on our Lift Station #2 Elimination project. At this time Mr. Gralik went over the response letter to Mr. Hall’s complaints. Mr. Gralik stated that Mr. Hall would like to reschedule a meeting to discuss these issues. Mr. Gralik stated he received three quotes for the Harms Road storm project. The engineering cost is $113,560. The quotes are as follows, Grimmer $94,720, Gough $109,140 and Gatlin HSD Minutes February 25, 2020 Page 1 Plumbing $115,115. He recommended to the Board to award the project to Grimmer in the amount of $94,720. Mr. Hill made a motion to award the Harms Road storm water project to Grimmer in the amount of $94,720, seconded by Mr. Gralik. All aye, motion carried. (3/0) Mr. Gralik stated that staff interviewed companies for the SCADA system. There was a brief discussion. Mr. Gralik noted he will report to the Board next month on the consensus of staff. Mr. Gralik presented an agreement with BF&S to modify the specs of the ACOE 6th Street sewer project to bid the low-pressure portion of the project for a locally funded project. Mr. Dammarell stated the plans would need to be updated and draft contract documents in the not to exceed amount of $12,300. There was a brief discussion of the project. Mr. Hill made a motion to approve the agreement with BF&S to modify plans for a low-pressure project on 6th Street in the not to exceed amount of $12,300, seconded by Mr. Gralik. All aye, motion carried. (3/0) Mr. Gralik stated to the Board that the Dude Solutions program is not working properly. He believes a letter needs to be sent stating our contract would start when the program works properly. There was a brief discussion regarding the issues with the program. Mr. Gralik stated staff has received quotes for flow monitoring. He noted the lowest quote is from Astbury in the amount of $56,612 for nine manholes. There was a brief discussion of the areas where flow monitoring needs to be done. Mr. Hill made a motion to award the contract for flow monitoring to Astbury in the not to exceed amount of $56,612, seconded by Mr. Gralik. All aye, motion carried. (3/0) Mr. Gralik presented the agreement with Merrillville Conservancy District for the 69th Avenue and 73rd project. There was a brief discussion of the responsibility of the District. Mr. Dammarell stated BF&S will present to the Board at the next meeting for the right-of-way acquisitions. Mr. Fulton stated that a special meeting will be scheduled to discuss the agreement with BF&S. Mr. Gralik made a motion to approve the agreement with MCD as presented, seconded by Mr. Hill. All aye, motion carried. (3/0) HSD SANITARY/STORMWATER COORDINATOR UPDATE: Mr. Kingsland presented to the Board an amendment to the contract with S.E.H. for the consulting of the Pre-Treatment program. He noted that the increase would be a not to exceed amount of $30,000 in which the new contract would be $78,000. He noted the increase is due to additional staffing and consulting. There was a brief discussion. Mr. Hill made a motion to approve the amendment to the original contract as presented, seconded by Mr. Gralik. All aye, motion carried. (3/0) Mr. Kingsland stated due to the increased use of the GIS program by the District, he presented a final draft of the digital standards and conditional usage agreement. He recommended to the Board for approval. Mr. Gralik made a motion to approve the digital standards and recommends Mr. Kingsland presented to the Board of Works for their approval, seconded by Mr. Hill. All aye, motion carried. (3/0) Mr. Kingsland stated to the Board his laptop is out dated and is asking approval to purchase a new one. Mr. Fulton stated that Mr. Kingsland needs to speak to the City’s IT personal HSD Minutes February 25, 2020 Page 2 regarding a hardware plan and quotes. There was a brief discussion. Mr. Fulton stated that Mr. Kingsland can re-present next month for discussion. LIFT STATION UPDATES/FLOW REPORT: The Board members received via email the monthly report for February 2020; the Main Lift Station recorded 158,306,000 gallons of sewage pumped to the Gary Sanitary District in January 2020; this was an increase of 50,133,000 gallons pumped in December 2019. The average daily flow for the month was 5.10 mgd. The White Oak Conservancy District readings from January 1st through the 31st were a total of 5,566,700 gallons of flow. The average daily flow recorded for the 31-day period was 179,570 gallons. Precipitation measured at the Main Lift Station totaled 4.2 inches for the month. This was above the 10-year average of 1.88 inches for the month of January. Total for the year is 4.20 inches. SANITARY DEPARTMENT UPDATE: Mr. VanVleet presented to the Board a quote for plow for the new truck in the amount of $6,145. He noted the plow is the same plow that is used on the other vehicles currently in the City’s fleet. Mr. Kopil stated that there is another vendor who sells the same brand of plow and would like to get another quote if possible. There was a brief discussion. Mr. Hill made a motion to approve the purchase of a new plow with a not to exceed amount of $6,145, seconded by Mr. Gralik. All aye, motion carried. (3/0) LEGAL DEPARTMENT UPDATE: Attorney Meyer stated to the Board he is working with staff to start the process of updating the sewer bidding and purchasing ordinances. He noted that he will present to the Board at the next meeting. FINANCIAL REPORT/INVOICE APPROVAL: The SRF Bond Claims list was presented to the Board for the month of February 2020. The Bond and Interest invoice submitted for the month total is $19,580. Mr. Gralik made a motion to approve the SRF Bond Claims for the month of February as presented, seconded by Mr. Hill. All aye, motion carried. (3/0) The Financial Report was presented for the month of January 2020. The month began with a balance of $3,970,334.52; total revenues of $1,243,861.13 and total disbursements of $1,383,504.31 to end the month with a balance of $3,830,691.34. The Sanitary invoices submitted for February total $269,793.35. Storm Water invoices submitted total $58,413.75. Mr. Gralik made a motion to approve the invoices as amended, seconded by Mr. Hill. All aye, motion carried. (3/0) GENERAL DISCUSSION: No discussion. HSD Minutes February 25, 2020 Page 3 ADJOURNMENT: There being no further comments or discussion, Mr. Hill made a motion to adjourn, seconded by Mr. Gralik. All ayes, motion carried. (3/0) Meeting adjourned at 6:01 p.m. _________________________ ____________________________ Robert Fulton, President Ma Lisa Cox, Recording Secretary/ HSD Minutes February 25, 2020 Page 4