Ms. Sims-Smierciak nominated Frank Bradtke for President; Mr. Setlak seconded the nomination. The board voted unanimously to elect Mr. Bradtke President.
Vice President:
Mr. Setlak nominated Ms. Sims-Smierciak for Vice President. The board voted unanimously to elect Ms. Sims-Smierciak Vice President.
Ms. Sims-Smierciak made a motion to pay the Sanitary District APVs of $21,785.77; Mr. Setlak seconded the motion. Motion carried unanimously.
Mr. Setlak made a motion to pay the Wastewater APVs of $631,075.46; Ms. Sims-Smierciak seconded the motion. Motion carried unanimously.
Respectfully Submitted:
Margaret R. Abernathy, Recording Secretary
St. John Sanitary District
Mr. Gembala Aye
Mr. Kmetz Aye
Mr. Setlak Aye
Ms. Sims-Smierciak Aye
Mr. Bradtke Aye
Mr. Gembala Aye
Mr. Kmetz Aye
Mr. Setlak Aye
Ms. Sims-Smierciak Aye
Mr. Bradtke Aye
Mr. Gembala Aye
Mr. Kmetz Aye
Mr. Setlak Aye
Ms. Sims-Smierciak Aye
Mr. Bradtke Aye
Mr. Bradtke adjourned the meeting at 6:27 p.m.
Respectfully Submitted:
Margaret R. Abernathy, Recording Secretary
St. John Sanitary District
Mr. Gembala Aye
Mr. Kmetz Aye
Mr. Setlak Aye
Ms. Sims-Smierciak Aye
Mr. Bradtke Aye
Mr. Gembala Aye
Mr. Kmetz Aye
Mr. Setlak Aye
Ms. Sims-Smierciak Aye
Mr. Bradtke Aye
Mr. Gembala made a motion to pay the Wastewater APVs for March of $166,347.71, April of $573,423.51, and May of $264,316.77; Mr. Setlak seconded the motion. Motion carried unanimously by roll-call vote.
Mr. Gembala Aye
Mr. Kmetz Aye
Mr. Setlak Aye
Ms. Sims-Smierciak Aye
Mr. Bradtke Aye
Mr. Gembala Aye
Mr. Kmetz Aye
Mr. Setlak Aye
Ms. Sims-Smierciak Aye
Mr. Bradtke Aye
Mr. Bradtke adjourned the meeting at 6:27 p.m.
Respectfully Submitted:
Margaret R. Abernathy, Recording Secretary
St. John Sanitary District
(Note: Sanitary District President Frank Bradtke resigned from the Board; thus, the current membership is present in its entirety at this meeting.)
Mr. Phillips explained that this is a preparatory project moving the sanitary utility line along the east side U.S. 41 for a road widening project to be done by the Indiana Department of Transportation. Mr. Phillips noted that, while this is in the TIF District, the Sanitary District is being asked to take up this project since it is a sanitary line that is being relocated. Mr. Phillips affirmed there is sufficient funding available in the Sanitary District's coffers.
Mr. Phillips advised that the Redevelopment Commission had taken bids and had awarded the bid to Grimmer Construction in the amount of $333,699. The Board would need to accept the final contract once it is received. He requested that they take up approval of the payment of the contract at its next meeting.
Mr. Gembala asked if this project only entailed the sanitary line or if there was any water mains or water lines being moved. Mr. Phillips responded that the contract is solely for the purpose of moving the sanitary line.
Ms. Sims-Smierciak asked why this project is just now being brought before the Board when the project engineer has had these. She stated that she was under the understanding that it was a storm water line and not a sanitary line. Mr. Phillips responded that there is another project being done along U.S. 41 that is for a storm water line. Mr. Schilling apologized for the late notice.
Ms. Sims-Smierciak requested confirmation that the Town Attorney has reviewed the documents and that everything is in order. Mr. Phillips confirmed the same.
Mr. Gembala made a motion to pay the Sanitary District APVs for June of $24,711.32; Mr. Kmetz seconded the motion. Motion carried unanimously.
Mr. Gembala made a motion to pay the Wastewater APVs for June of $431,264.24; Mr. Kmetz seconded the motion. Motion carried unanimously by roll-call vote.
Respectfully Submitted:
Margaret R. Abernathy, Recording Secretary
St. John Sanitary District
Concerns were expressed over the ownership of the project and the ability to replenish the Sanitary Fund that would be used to pay for this project. Mr. Phillips explained that the Redevelopment Commission requested that the Sanitary District take over the ownership of this project and that the Town is considering obtaining a bond to pay for this project and other items. Discussion ensued wherein Ms. Sims-Smierciak recommended having an informational session with Beth Hernandez, Clerk-Treasurer. Members of the Board concurred.
Ms. Sims-Smierciak entertained a motion to approve the Utility Relocation Project in an amount not to exceed $333,699 with Grimmer Construction with the determination of the funding to be voted on at a future meeting. Mr. Gembala made the motion to approve; Mr. Kmetz seconded the motion. Motion carried unanimously.
Mr. Kmetz made a motion to pay the Wastewater APVs for July of $392,055.33; Mr. Setlak seconded the motion. Motion carried unanimously.
Respectfully Submitted:
Margaret R. Abernathy, Recording Secretary
St. John Sanitary District
Mr. Phillips stated that he had received the change order form the project manager that morning. Due to work done by NIPSCO, we have had to redesign our utility lines from the original, intended location farther to the west and maneuver around a box culvert. The new location requires a new bypass pumping system. The additional costs are due to the new pumping system required and adjustments to storm sewers for the new location.
Mr. Kmetz asked why the items on the change order were not on the original proposal. Mr. Phillips responded that the original proposal was for the location on the eastern side of the right-of-way. Mr. Phillips stated that the $333,699 was the original contract price based on the location originally intended, which is where NIPSCO installed all of their electrical power lines. The requested changes total $59,852, which brings the overall cost of the project to $393,551.
Mr. Setlak questioned the entry for $3150 on the change order for relocating the existing phone line and what that has to do with the Sanitary District. Mr. Phillips responded that he is unsure why that is on the change order. Mr. Setlak asked about the 1256 linear feet of 8-inch diameter line that is missing that was on the original work order. Mr. Phillips responded that the 1256 linear feet of the 8-inch diameter line will still be used and have the newer lines connected to it.
Mr. Kmetz requested more information on the telephone line. Mr. Phillips agreed to get that information but asked that the board approve the change order for now and adjust it later if needed.
Mr. Setlak stated that he does not like to approve items and to have them come back.
Mr. Pondinas agreed with Mr. Setlak and stated that there was only one bid on the project. When it came to the change, he had asked Mr. Phillips if that would change the price. Mr. Phillips responded that he did not know yet. If we have a project manager, he should be in charge of this, and there should be communication. Mr. Phillips responded that there is communication. Mr. Pondinas stated that obviously there is not because now we have to pay $59,000 more. He added that he feels that cost should be split between the people that made the mistakes. We are paying a project engineer to take care of our Town, and evidently, this did not happen. Mr. Phillips stated that we could talk to our attorneys and see if we can take it up with those utilities.
Mr. Pondinas stated that Mr. Setlak has a good idea. Let's table it, whatever he wants to do, and figure out how this is going to get spent and how this Town is going to pay for this. We shouldn't have to pay $59,000 more for something that somebody made a mistake on not watching somebody working. Mr. Phillips stated that that is not what happened.
Mr. Pondinas commented that NIPSCO put the poles where they wanted, and our project manager should have caught that. Mr. Phillips explained that NIPSCO came in and moved their power lines farther to the east without notifying the Town that they were relocating them, so that is no fault of our project manager. Mr. Pondinas asked what we are paying them for. Mr. Phillips responded that they notified us as soon as they found out that NIPSCO was doing that. NIPSCO and INDOT did not communicate with us.
Ms. Sims-Smierciak asked if Mr. Phillips is referring to the project manager for Grimmer Construction. Mr. Phillips responded that we hired Haas & Associates to be our project manager for our part of the project. Ms. Sims-Smierciak asked why they are not here this evening if they are paid to represent our interests. Mr. Phillips responded that the project manager was unable to be here this evening. Ms. Sims-Smierciak said that he should send a representative because we have legitimate questions that need legitimate answers. Mr. Phillips stated that he understands.
Ms. Sims-Smierciak stated that until this project is over, we need to have the project manager that is representing the Town's interest at the meeting. Mr. Phillips responded that he would follow up with them on this request. If the board does not want to take action on this tonight, he understands and supports that. Ms. Sims-Smierciak commented that she does not want to see any Town attorneys involved unless we have to because the Town pays enough in attorneys' fees for everything else that they have going on.
Mr. Setlak made a motion to table the approval of the change order; Ms. Sims-Smierciak seconded the motion. Motion carried unanimously.
Mr. Setlak made a motion to pay the Wastewater APVs for August of $480,670.26; Ms. Sims-Smierciak seconded the motion. Motion carried unanimously.
Chris O'Hara (10980 W. 93rd Avenue): I'm coming to you because there is a 10-inch drain that drains onto my property. It's a storm drain. And it — I was looking to improve my property, but unfortunately, I can't because it's causing a significant amount of erosion and damage to the property and the back side of the property. So I had spoken – I had sent an email previously about this, but I'm coming to the board to just make you aware of it. And I'd like to improve my property, but I can't with this, this drain here. And it's a 10-inch drain, so it causes a significant amount of erosion. So I'm – I believe Craig's aware of the issue and just wanted to know what could be done or if it could be looked into to resolve the issue so that I can continue to improve my property.
(Ms. Sims-Smierciak asked if he is contacted the Public Works Department.)
I have contacted Public Works.
(Ms. Sims-Smierciak asked if they have been out.)
Yes, they have looked at it.
(Ms. Sims-Smierciak asked what the recommendation was.)
I have not gotten any information about this, that's why coming to you.
(Mr. Phillips asked to comment and stated that the Town Engineer, the Public Works Director, and he visited Mr. O'Hara's property and another drainage issue located downstream from there. The Town Engineer did put recommendations together. Mr. Phillips noted that he had asked Mr. O'Hara to appear before the board tonight to make it a part of the record that he is requesting that we take a look at this. By Mr. O'Hara asking this board to address that concern in person, we can ask our Town Engineer to address the board at the next meeting and explain what his recommendation is of the actions that need to be taken to correct the situation. Mr. Kmetz requested that Mr. Phillips send them a summary of the Town Engineer's initial recommendations. Mr. Phillips agreed to the same. Ms. Sims-Smierciak asked Mr. O'Hara if he is okay waiting another four weeks.)
Yes. It's been there a while, so I'm okay.
(Ms. Sims-Smierciak said if it's the Town's responsibility, it will be fixed.)
Well, thank you very much.
(Mr. Setlak asked whether storm drainage is within the Sanitary District's purview because the sanitary and stormwater sewers are two separate systems. Ms. Sims-Smierciak stated that we deal basically with the sanitary issues. Mr. Phillips stated that they approve the funding for both systems. Mr. Setlak stated that he doesn't know where they do that. Mr. Phillips stated that some of the wastewater utility money might be used for improvements for the stormwater sewer system. Mr. Setlak stated that they have never really addressed issues with storm drainage. Ms. Sims-Smierciak said that since this gentleman has appeared before the board, we will wait to hear what the Town Engineer recommends and take it from there.)
Thank you very much.
(Ms. Sims-Smierciak thanked Mr. O'Hara for taking the time to come to the meeting.)
Thank you, appreciate it.
Edward Conn (9227 W. 91st Court): I would like to thank the board, Councilman Pondinas for – for speaking with objections to the topics that were just covered. And – and my question is to you, sir, Mr. Town Manager. You come from Michigan City, I – correct? Prior to here?
(Mr. Phillips responded in the affirmative.)
I've been here almost 18 years. I've seen developments all over town, yet I've never seen the State of Indiana or NIPSCO just show up and start major projects with – without communication. So to hear that all of a sudden we have a representative representing our – our residents that just didn't communicate, that – that doesn't seem right. So when you have a major project with a major company, as NIPSCO and the State of Indiana, with all that's been going on within this town for the past few years, to use a reason that there was no communication, I don't think it's right, and I don't believe it. So when we ask for a representative to be here and speak on that behalf, then there should be somebody here, whether you just got an email this morning or you got an email a month ago. Something this serious, the amount of money that's being presented to this Town needs to be addressed, and there needs to be somebody that has legitimate answers in front of them. That's all I have to say. Thank you.
Having no one else wishing to speak, Mr. Kmetz closed the floor to public comment.
Respectfully Submitted:
Margaret R. Abernathy, Recording Secretary
St. John Sanitary District
Mr. Setlak asked if a notice to proceed had been issued. Mr. Weinmann responded in the negative. Mr. Setlak inquired about Change Order No. 1. Mr. Weinmann explained that the original cost was reduced from $59,000 to $29,000 for the bypass pumping, which gave a $30,000 savings. He further explained that the change order now includes an additional $29,852 to the original contract price. The original contract bid price awarded was for $333,699. The revised change order cost is $363,551, which was agreed to by Grimmer Construction on September 4, 2020.
Mr. Setlak asked if the change order also extends the contract’s timeframe by ten days. Mr. Weinmann responded in the affirmative and confirmed that it brings the timeline total to 70 days instead of 60 days.
Mr. Setlak inquired about the force main on the west side. Mr. Weinmann noted that they were able to get the cross-sections adjusted slightly for a gain of approximately 1.5 to 2 feet of cover during a conference call with INDOT; however, 4 feet is required, so that section of the main will have to be relocated. He added that they are working on a revised plan that will require a revision to the cost estimate.
Mr. Weinmann stated that the force-main changes were unforeseen, and Mr. Tim Haas is potentially willing to look at that as an unforeseen condition with respect to the east side and NIPSCO coming in and putting in their utilities. With respect to the work on the west side of the road, if we all agree to add it to the contract, it would become the second change order. If not, with it being under $150,000, they could solicit quotes on that project.
Ms. Sims-Smierciak asked what the expected completion date would be. Mr. Weinmann responded that if Comcast and AT&T get their work completed within two to three weeks and NIPSCO gets the lines pulled off of their poles, the work could start in about a month, and the work would be completed based on weather.
Ms. Sims-Smierciak entertained a motion with a footnote, in reference to the funding for this project for $363,551, to have the Town Attorney look into the actions of NIPSCO to ensure that no extra financial costs are placed upon the Town relative to their actions and their failure to coordinate with Haas & Associates.
Mr. Setlak made the motion to grant funding for the US 41 Utility Relocation Project for $363,551, contingent upon the Town Attorney looking into the actions of NIPSCO to ensure that no extra financial costs are placed upon the Town relative to their actions and failure to coordinate with Haas & Associates; Ms. Krull seconded the motion. Motion carried unanimously.
Ms. Sims-Smierciak asked who will be the point person for this project. Mr. Phillips responded that he would be the point person for the Sanitary District. Bob Valois and Jason Dravet will also be involved in the process.
Mr. Setlak asked if there has been any analysis done of what is needed. Mr. Phillips noted that a water system assessment proposal would be put before the Town Council at the September meeting.
Mr. Pondinas stated he and Mr. Valois looked at Highland’s system and that the company we have now and Austgen Electric looked at everything we currently have.
Ms. Sims-Smierciak asked who would be doing the engineering. Mr. Phillips responded that Haas & Associations would. He noted that there are 21 sites, including 13 lift stations, 2 well houses, 2 treatment plants, 3 water towers, and a SCADA room, which is what the bid is based on in addition to the work done by Town staff.
Discussion ensued regarding criteria and usage.
Mr. Dravet advised that Mr. Valois has a tablet with a built-in cellular card that has remote access to the Wonderware SCADA computer system that allows us to interface with the programmable logic controllers at the individual sites. Mr. Dravet stated that a support agreement has been in place for years that entitles us to upgrade to the current version. The version we have is 2012 and runs on Windows 7, which has been an end-of-life operating system since last year. The computer will be replaced with the newest version of Wonderware.
Mr. Dravet commented that he and Mr. Valois have agreed to sit down with Haas & Associates to create a template of what we want each lift station, well, water tower, and treatment plant to look like with the inputs that are to be monitored including, but not limited to, generator start, generator stop, generator fault, door open, door close, and the various levels desired.
Mr. Dravet advised that the Town Council is to address the engineering proposal at their September 23 meeting. Once that is approved, Haas & Associates would have the authority to start writing the bid specifications.
Mr. Setlak stated that without the bid specs, we wouldn’t know what would be advertised. Mr. Phillips stated that is why he asked for approval contingent upon the final approval of the proposal.
Ms. Sims-Smierciak asked if the inclusion of software updates will be called out in the bid specifications. Mr. Dravet responded that it is included. The price of a new computer is a part of the overall cost, and the Wonderware licensing is something that we have already been paying for eight years.
Ms. Sims-Smierciak asked if there are firewalls or safeguards in place for the community. Mr. Dravet responded in the affirmative and confirmed that all those system protections are already in place.
Ms. Krull made a motion to pay the Wastewater APVs for September of $107,721.90; Mr. Setlak seconded the motion. Motion carried unanimously.
(Said comment is attached hereto and made a part of the record herein as Exhibit No. 2020-09-15-SD1.)
Mr. Phillips gave an update on the status and noted that since it is a stormwater drainage issue, the Sanitary District is not responsible for this issue; it is under the Town Council’s purview.
Respectfully Submitted:
Margaret R. Abernathy, Recording Secretary
St. John Sanitary District
Mr. Gembala made a motion to approve Resolution No. 2020-10-20-SD; Ms. Krull seconded the motion. Motion carried unanimously.
Mr. Gembala made a motion to approve the Request for Proposals for the SCADA System as outlined and amended to include specific contract language; Mr. Setlak seconded the motion. Motion carried unanimously.
Ms. Krull made a motion to pay the Wastewater APVs for October of $465,195.12; Mr. Gembala seconded the motion. Motion carried unanimously.
Respectfully Submitted:
Margaret R. Abernathy, Recording Secretary
St. John Sanitary District
Ms. Krull made a motion to approve the proposal for a Sanitary System Study with Haas & Associates in an amount not to exceed $38,500; Ms. Sims-Smierciak seconded the motion. Motion carried unanimously.
The Board discussed the Capacity Study and the SCADA System. Mr. Tim Haas recommended having expansion capabilities for potential future items that may require monitoring.
Mr. Setlak made a motion to accept the proposal for a Sanitary Sewer System Study by Haas & Associates; Ms. Sims-Smierciak seconded the motion. Motion carried unanimously.
Ms. Krull made a motion to pay the Wastewater APVs for November of $2,331,266.78; Ms. Sims-Smierciak seconded the motion. Motion carried unanimously.
Respectfully Submitted:
Margaret R. Abernathy, Recording Secretary
St. John Sanitary District
Mr. Gembala Aye
Ms. Krull Aye
Mr. Setlak Aye
Ms. Sims-Smierciak Aye
Mr. Kmetz Aye
Mr. Setlak made a motion to table the SCADA System proposal; Ms. Sims-Smierciak seconded the motion. Motion carried unanimously by roll-call vote.
Mr. Gembala Aye
Ms. Krull Aye
Mr. Setlak Aye
Ms. Sims-Smierciak Aye
Mr. Kmetz Aye
Mr. Setlak made a motion to approve Change Order No. 2; Ms. Sims-Smierciak seconded the motion. Motion carried unanimously by roll-call vote.
Mr. Gembala Aye
Ms. Krull Aye
Mr. Setlak Aye
Ms. Sims-Smierciak Aye
Mr. Kmetz Aye
Mr. Gembala Aye
Ms. Krull Aye
Mr. Setlak Aye
Ms. Sims-Smierciak Aye
Mr. Kmetz Aye
Mr. Setlak noted that the ballast listed on the docket should fall under Public Works and not the Sanitary District.
Ms. Krull made a motion to pay the Sanitary District APVs for September of $15,960. 08; Mr. Setlak seconded the motion. Motion carried unanimously by roll-call vote.
Mr. Gembala Aye
Ms. Krull Aye
Mr. Setlak Aye
Ms. Sims-Smierciak Aye
Mr. Kmetz Aye
Mr. Gembala requested that the Clerk-Treasurer be present at least quarterly to answer questions about the dockets and that the financial advisors should be present periodically to address finances due to the high-cost items the Board must address.
Respectfully Submitted:
Margaret R. Abernathy, Recording Secretary
St. John Sanitary District
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