St. John Indiana - Founded 1837
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November 29, 2012 Board of WaterWorks Minutes

Michael Forbes, PresidentAttorney David Austgen
Ken Gembala, Vice-PresidentSherry Sury, Clerk-Treasurer
Gregory VolkSteve Kil, Town Manager

CALL TO ORDER:
Mr. Forbes called to order the regular meeting of the Board of Waterworks for October 25, 2012, at 7:38 p.m.

ROLL CALL:
Roll call was taken by Clerk-Treasurer, Sherry Sury, with the follow members present: Mike Forbes, Ken Gembala and Greg Volk. Staff members: Steve Kil. Attorney Austgen was present. Recording Secretary, Susan E. Wright, was present.

APPROVAL OF MINUTES: OCTOBER 25 2012

Mr. Forbes stated he would entertain a motion on the minutes of the October 25, 2012, Waterworks Board, with any amendments or corrections, provided by Recording Secretary, Susan E. Wright. Mr. Gembala made a motion to approve the minutes of the October 25, 2012, meeting as circulated. Mr. Volk seconded the motion. The motion was unanimously carried by voice vote (3/0).

NEW BUSINESS:
A. CONSIDER PERMISSION TO CONNECT MAIN WATER SYSTEM BY LAKE HILLS BAPTIST CHURCH – 9209 WEST 85TH AVENUE

Doug Rettig, Land Technologies, appeared before the Board representing Lake Hill Baptist Church to introduce their project. Mr. Rettig provided an aerial photograph to the Board. He stated that Lake Hills Baptist Church is located at the intersection of 85th Avenue and Austen Avenue, just west of the Lake Hills Fire Department. He stated that the church owns several acres there.

Mr. Rettig stated that the church is currently serviced by septic and well, and they are considering hooking up to the public water main to serve the church and its property. Mr. Rettig pointed out (aerial map) a six lot subdivision named Novo Selo that was done several years ago.

Mr. Rettig pointed out on the aerial map the location of an existing water main that the church is considering tapping into. He pointed out the corridor they hoped to utilize in order to tie into the water line and sewer extension.

Mr. Gembala asked who would be served by the water main extension. Mr. Rettig explained that the water main will be set up for future expansion, but due to budget constraints, the sewer will be limited to the church grounds with a private lift station. Mr. Volk asked if the water and sewer lines would be run parallel to each other. Mr. Rettig stated that there would be a 25 foot easement for adequate separation.

(General discussion ensued.)

Mr. Kil stated that at the present time church cannot get to the right of way unless a neighboring landowner grants the church an easement. He stated that he personally talked to the landowner. Mr. Kil stated that he received confirmation from the landowner that he was willing to grant the easement to the church.

(General discussion ensued.)

Mr. Kil stated that the only costs incurred by the Town will the cost of the review by Mr. Kraus.

Mr. Forbes stated that the Board typically requires a waiver for a right to remonstrate for annexation of both water and sewer extensions. Attorney Austgen asked if the Board would anticipate a reimbursement agreement in the event there are additional connections. Attorney Austgen stated that this agreement would need to be preserved.

(General discussion ensued.)

Mr. Forbes asked if the reimbursement agreement had to be done immediately. Mr. Kil stated that the reimbursement agreement is something that would have to be calculated a couple months down the road.

Mr. Forbes stated that he would entertain a motion to approve the water main connection at Lake Hills Baptist Church. Mr. Volk made a motion to approve the water main connection for Lake Hills Baptist Church, 9209 West 85th Avenue, contingent upon the review by Mr. Ken Kraus for verification of conformance to Town standards, and submittal of a waiver to remonstrate for annexation. Mr. Gembala seconded the motion. The motion was unanimously granted by voice vote (3/0).

REPORTS AND CORRESPONDENCE:
Mr. Kil stated that Mr. Ken Kraus was requesting a change order to the Well House No. 3 and No. 5 project. He stated that Mr. Kraus was recommending a change order in the amount of $23,437.

Mr. Volk asked what the change order entailed. Mr. Kil stated that the foundation needed to be shored up to due to soil conditions.

(General discussion ensued.)

Mr. Forbes stated he would entertain a motion to approve the requested change order. Mr. Volk made a motion to approve the change order in the amount of $23,437 on Well House No. 3 and No. 5. Mr. Gembala seconded the motion. The motion was unanimously carried by voice vote (3/0).

Mr. Gembala had nothing to report.

Mr. Volk asked for a report on the status of the Well House project. Mr. Kil stated that the project is going well.

Mr. Volk asked about the status of the project with INDOT. Mr. Kil stated that the project is being reviewed by Mr. Kraus. He stated that INDOT will be replacing a culvert and installing a wing wall and the Town will be required to relocate a water main during this project.

Mr. Gembala asked Mr. Kil to meet with Mr. Cender to review and update the long range plan for water main replacement. Mr. Kil stated that the long range plan is a five year plan.

PAYMENT OF BILLS FOR WATERWORKS DISTRICT AND WATER UTILITY:
Mr. Forbes stated he would entertain a motion on payment of the bills for the Waterworks District APVs 3047 through 3053 in the amount of $117,627.82, and Water Utility APVs 4520 through 4576 in the amount of $302,920.35. Mr. Forbes stated that the total of these APVs is $420,548.17. Mr. Gembala made motion to pay APVs 3047 through 3053 in the amount of $117,627.82, and APVs 4420 through 4576 in the amount of $302,920.35. Mr. Volk seconded the motion. The motion was unanimously carried by voice vote (3/0).

PUBLIC COMMENT:
Dennis Meyers, 8241 Meadow Lane

Mr. Meyers appeared before the Board to discuss the change in water service to a project he is working on. He stated that he is presently developing a project in the Meadows of St. John. Mr. Meyers stated that his original project in the Meadows of St. John were designed and built with 1” water mains; he stated that these 1” mains run into the vacant lots which he is currently developing.

Mr. Meyers stated that when the original buildings were put in four to five years ago, 1” water mains were acceptable. Mr. Meyers stated since these buildings were erected, the State of Indiana has changed their fire protection rules and regulations. He stated that the State now requires a building with three or more units to contain a fire suppression system. Mr. Meyers stated that the fire suppression system requires a 1.5” line be run to each building in order to supply adequate water pressure to each building in case of fire.

Mr. Meyers stated that the proposed buildings will be four unit buildings with each unit at 1350 square feet. He stated that the 1” water main was adequate to supply water to each unit, but in case of fire, would not supply the pressure required to put out a fire. Mr. Meyers stated that the units currently under construction will have 1.5” water lines. He stated that he has also dismantled sixteen existing water 1” lines to be replaced with the 1.5” water lines.

Mr. Meyers stated that none of the buildings will ever use this amount of water unless there’s a fire. As an example, he stated that 18 years ago he built 84 units in Highland much like the units he is constructing now. He stated that in 17-18 years there has only been one fire in this 84 unit development. Mr. Meyers stated that he understands that the 1.5” line is for large restaurants or commercial/industrial buildings that use a lot of water.

Mr. Meyers opined that the 1.5” water line is being installed in these building for only one reason and that is to install the fire suppression system in case if a fire. He stated that no one will ever use this amount of water unless there is a fire. He stated that Mr. Kraus agreed with his reasoning. Mr. Meyers stated that he discussed this matter with Mr. Kraus because there was a quite large change in the fees ($15,000) due to having to install 1.5” water lines.

Mr. Kraus stated that he understands that these are the Town’s rules and regulations, but feels something should be done not only for his project but for future projects. He stated that the only reason for the change is the fire suppression system, which hopefully wouldn’t be used or very seldom.

Mr. Kil stated that the Town’s ordinance is clear, when a builder goes up in water line size the fees go up. He informed the Board that he explained all of this to Mr. Meyers. Mr. Kil stated that Mr. Meyers had to pay an additional $15,000.00 over all of the units that he pulled permits for. Mr. Meyers stated that the Town should consider changing the ordinance. He opined that the cost is not justified.

Mr. Gembala stated that nothing could be changed tonight even if the Board were inclined. He stated that the ordinance would have to be taken under advisement, reviewed and a public hearing set. Mr. Gembala stated that the Board could not waive the ordinance.

Mr. Kil stated that the fee structure was painstakingly reviewed. He stated that an exhaustive analysis was gone through to impose this fee structure. Mr. Volk stated that this is the first that he’s heard on this subject, and he would not be opposed to taking the matter under consideration.

Mr. Meyers stated that the Town engineer agreed that these costs are not justified. Mr. Forbes commented that the fees are a requirement of the development and a part of the building costs. Mr. Forbes stated that he does not see a problem; he opined that it is right and proper that all of the multifamily units should be sprinkled. He stated it is a cost associated with multitenant buildings.

(General discussion ensued.)

Mr. Gembala remarked that the Board would take the matter under advisement.

ADJOURNMENT:
Mr. Gembala made a motion to adjourn the Waterworks meeting; Mr. Volk seconded the motion. The motion was unanimously carried by voice vote (3/0). (The meeting was adjourned at 7:38 p.m.)

A TRUE COPY

_______________________________________________
Susan E. Wright
St. John Board of WaterWorks, Recording Secretary