The meeting was called to order at 6:00 PM by Jim Haney.
Present: Jim Haney, Bob Marcuccilli, Joe Cleland, Emily Shipley, Mike DeWald, Rosa Ritchie. Joe Cleland arrived at 7:40 pm.
Absent: Parke Smith
Report of Meeting Notice
The meeting date and time were posted and advertised as required.
Approval of Previous Minutes
Jim Haney presented the December 2022 meeting minutes and made the motion to approve seconded by Mike DeWald and was carried on the voice vote of:
5 Yeas
0 Nays
0 Abstain
Treasurers Report
Mike DeWald presented the Cash Fund Balance Matrix and we have an ending balance of $2,336,481.
Mike presented the Management Cash Budget for December. Other receipts are $153,000 over budget, $150,000 of which is from the dewatering system grant from Kosciusko County. Overall, receipts are $185,000 above budget, including the dewatering system.
Mike presented the Unaudited Schedule of Cash Receipts and Disbursements.
Mike DeWald made the motion to approve the Unaudited Schedule of Cash Receipts and Disbursements, the Monthly Analysis of Cash and Investment Accounts, and the Monthly Analysis of Fund Balances. The motion was seconded by Bob Marcuccilli and was carried by the voice vote of:
5 Yeas
0 Nays
0 Abstain
Mike presented the Monthly Claim Approval Form total is $96,069.17.
Jim Haney made the motion to approve the Monthly Claim Approval Form for $96,069.17. The motion was seconded by Joe Cleland and was carried by the voice vote of:
5 Yeas
0 Nays
0 Abstain
Independent Contractors Committee Update
Bob Marcuccilli reported that the Astbury contract is ready for approval.
Jim Haney made the comment to Tom Astbury to make the commitment to have the Astbury monthly report distributed at least 72 hours prior to the monthly meeting. Tom agreed to have it within the 72 hours.
Bob made a motion to approve the amendment to the existing Astbury contract. The motion was seconded by Jim Haney and was carried by the voice vote of:
5 Yeas
0 Nays
0 Abstain
Astbury Monthly Report
Tom Astbury presented the monthly report. The influent drum screen is waiting to be installed after they repaired a seal leak in the gear box. He is expecting it to be repaired in the next week.
The Scadata system has been updated but they are still having problems periodically. Scadata would like to install a bigger antenna to lift station 3. It is currently in the pump station they think that is the problem.
Astbury has sent out a waste profile test on the ITR sludge so the sludge can be taken to the landfill. The test needs to be done once a year.
Lift station 1 wet well coating is coming off from a build-up of hydrogen sulfide. It appears that the air scrubber system is taking too much oxygen out and causing the build up of hydrogen sulfide which is deteriorating the coating. Astbury brought in Derrick Deninger from Advance Rehabilitation Technologies, and he presented OBIC Armor Multilayer Lining System. They would clean the old coating and apply their coating. The lining is guaranteed for 10 years but should last much longer. The cost would be around $45,000 per lift station.
Spill at Pump station 1 on December 26th. Scadata did not work. They believe that it was because the system was 3G and was not updated to 5G. It has since been updated and is working correctly. They found a blown fuse for the control panel, so the pump did not work. They replaced the fuse, and everything is working correctly. DLZ Engineering will look into the possible cause of the fuse blowing.
The new pump for Lift station 1 has arrived. They are waiting on a gasket that was not supplied to install the pump.
Oil and grease screen sampling at Barbee Hotel and Lakelife has been completed. Barbee Hotel passed at 15 milligrams per liter. Lakelife was 240 milligrams per liter which is over the limit. Jim Haney would like to send Lakelife a letter about failing again. The Board discussed the fine amount. The District has sent a letter prior that stated the fine could be up to $2,500. This would be the third time we have pumped and cleaned the grinder.
Mike DeWald made the motion to notify Lakelife that they will be paying the cost of pumping and cleaning the grinder station and an additional $500 penalty for violating the oil and grease ordinance. The motion was seconded by Joe Cleland and was carried by the voice vote of:
6 Yeas
0 Nays
0 Abstain
Three parking lights are not working in the parking lot. They believe they are leaking water causing the lights to fail. Astbury has a quote to replace all ten lights on five poles for $10,590. They solicited 3 quotes and received only one response. Joe Cleland is going to contact another company for a quote.
Jim Haney made a motion to approve up to $11,000 to have LED lights replaced pending solicitation of 2 additional quotes. The motion was seconded by Bob Marcuccilli and was carried by the voice vote of:
6 Yeas
0 Nays
0 Abstain
Jim Haney presented the DLZ Engineering agreement. There are a couple of small changes to be made by Andy Boxberger.
Jim Haney made the motion for The Board to give him the authority to sign the agreement pending the resolution of the terms page once Andy says it’s good to go. The motion was seconded by Mike DeWald and was carried by the voice vote of:
6 Yeas
0 Nays
0 Abstain
Ferric Chloride Storage Tank Project
Casey reached out to four different contractors to supply quotes. They received 2. R.E. Crosby
and Haskin Underground.
R.E. Crosby
Haskin Underground
$69,896.20
Base Bid
$25,180.26
$40,900.00
Alternate 1
Contractor supplies tank
$50,000.00
$16,486.00
Alternate 2
Shelter equipment replaced
$6,550.00
$127,282.20
Total
$81,730.26
DLZ engineering and overseeing project $15,000.00.
Haskin Underground $81,730.26 + DLZ $15,000.00 = $96,730.26
Motion by Mike DeWald to accept Haskin Underground bid Alt1 and Alt2 for $81,730.26 was seconded by Rosa Ritchie and was carried by the voice vote of:
6 Yeas
0 Nays
0 Abstain
Small Purchase Policies
Joe Cleland presented purchase policies from The Committee based on expenditures.
Tier 1 – $1,501 to $9,999 requires 1 person on The Committee to approve.
Tier 2 – $10,000 to $24,999 requires 2 Committee members to approve.
Tier 3 – $25,000 to $49,999 requires 3 Committee members to approve.
Motion by Jim Haney that we have Andy Boxberger create a small purchase policy Tier 1 $1,501-$9.999, Tier 2 $10,000-$24,999, Tier 3 $25,000-$49,999. The motion was seconded by Joe Cleland and was carried by the voice vote of:
6 Yeas
0 Nays
0 Abstain
Monthly Connection Report
4 properties that have not connected.
9 properties have pulled new construction permits.
4 properties that have pulled vacate permits for teardown and rebuilds.
Rate Ordinance Amendment
The amendment to the rate ordinance is to clear up the language for capacity charges. You will pay the capacity charge for the year that you hook up to the system.
Motion by Jim Haney to amend the rate ordinance to add clarity to the capacity charges are being based upon the date of the connection. The motion was seconded by Emily Shipley and was carried by the voice vote of:
6 Yeas
0 Nays
0 Abstain
Jellystone Proposal
The Board give Jim Haney the authority to contact Jellystone last month. Jim wants to get some clarity on how much The District might charge Jellystone. He is working with Andy Boxberger and Jeff Rowe on what The District could charge them. When he gets clarity, he will move forward.
Other Matters That May Come Before The Board
The bids for the bypass pump are from $74,000 to $88,000. Casey is looking into a spare pump for lift stations 2 and 3. The Board tabled the discussion until Casey has more information on if the same pump can be used on pump station 2 and 3.
Public Q & A
None
Adjournment
Motion to adjourn the meeting at 8:48 pm was made by Jim Haney. The motion was seconded by Joe Cleland and was carried by the voice vote of:
6 Yeas
0 Nays
0 Abstain
Bob Marcuccilli, Assistant Secretary