Santa Claus Waterworks Board

The most recent minutes will be added to the website after they have been approved and signed at a Board meeting. "Draft" copies will be available for viewing or purchase at the Santa Claus Town Hall, 90 N. Holiday, Santa Claus IN eight (8) days after a scheduled meeting date.

The Santa Claus Waterworks Board met March 11, 2008 at the Town Hall. The meeting was called to order by Board Chairman Elliott at 6:00 p.m.

Also present were town attorney, Kevin Patmore, Clerk-Treasurer, Kim Christensen and Utilities Superintendent, Russ Luthy.

Contract with Midwestern Engineers for Hwy 245 Relocation: The contract amount presented by Midwestern Engineers was $12,458.00 for pre-engineering and $36,030.00 for construction engineering and field representative. The amounts are reimbursable by the State. Mike Mathias, Midwestern Engineers, confirmed the assignment of the project from Santa La Hill to the Santa Claus Waterworks Board. Midwestern will invoice monthly and then forms will be sent to the State monthly for reimbursement. Kamp moved to authorize Elliott and Christensen to sign the contract with Midwestern. Leibering seconded.

Hwy 245 Update: Mathias updated the Board on the Hwy 245 relocation. He presented estimated figures to the Board regarding the relocation. Base bid is estimated at $472,000.00 without any betterment. To upgrade to a 6” line would be an additional estimated amount of $18,535.00. For a new 6” along the west side of the new SR 245 from Club House Road to the Old SR 245 and replacing the 4” from branch of Crooked Creek to Club House Road the estimated cost is $46,502.00. Easements were also discussed concerning Hwy 245 relocation and the Water Project.

The Board instructed the Engineer to bid all alternatives for the Hwy 245 project.

Hwy 231 Update: Mathias stated that the reimbursable agreement had been sent to the State. Waiting to receive the approval to proceed.

Water Project Update: Dave Eberenz, Capitol Engineering, presented an update for the water project to the Board. Kamp asked what was still needed to go out for bids. Eberenz said that the PER needs approval, also need EDA approval of the project and then the project would be advertised for bids. He stated that INDOT had requested that the Town’s Blanket Bond be increased from $2,500.00 to $25,000.00. The license agreement has been signed with the railroad. The Town has requested an extension in the payback period with Southern Indiana REMC from five years to 20 years. REMC stated that the 5 years is policy issue and could not be changed because of the other agreements they have in place.

Patmore stated that Gray and Pape and DNR have agreed on a Mitigation Plan. Gray and Pape have presented a contract not to exceed $315,000.00. Billings would be submitted monthly to the Town for work completed. Patmore was asked to request a net 90 day on payment requests.

Cost of Service Study: Patmore stated that the Board had received contracts from Kerry Heid and H.J. Umbaugh for the Cost of Service Study. Heid’s contract is on a cost per hour plus out-of-pocket travel costs. H.J. Umbaugh contract is also on a cost per hour, with a not to exceed $20,000.00. Patmore recommended approval of both contracts.

Patoka Lake Rate Increase and Customer Check Payment Return: Patmore stated that the Town had received notification from Patoka Lake concerning a wholesale rate increase from $1.68 to $1.78. He also explained that the current ordinances only allow for insufficient funds fees to be charged on the wastewater side. The ordinance needs to be changed to allow for fees on the water side. Kamp stated that with all of the up coming costs the Board will be incurring and to avoid a temporary rate increase the Board may need to borrow and settle up at the end of the year. Patmore stated that Umbaugh had been made aware of the wholesale rate increase and they will be looking at this increase along with the inclusion of the Santa La Hill customers. There are affidavits that the Town Attorney, Clerk-Treasurer and Waterworks Board Chairman will be required to sign stating that nothing has changed with the submitted documentation and there are sufficient funds available.

Raise for Randy Allen: Luthy stated that Randy Allen had stepped up as Lead Man after Dan Grindstaff left and he asked for a raise for Allen of $.45 as compensation for his additional duties. The Town Council had approved the raise at their Monday meeting. Kamp moved to approve the raise. S. Leibering seconded.

Kamp stated that he had spoken with Smith, Council President, about the possibility of the Waterworks Board contracting employees from the Town. Patmore stated that this was a possibility and would alleviate dual hiring. The Board instructed Patmore to draw up a contract.

CR 1600 Hwy 245 Project: Luthy stated that the State was moving the center line. There is a 4” line that runs north and south across 1600. Does the Board want him to hand it off to an engineer or do in house. This was tabled until later.

Mariah Hill Stand Pipe: Luthy stated that when Santa La Hill merged with the Town of Santa Claus the electric had been disconnected at the water salesman. He felt it would not make enough money to make it feasible to have the power turned back on. S. Leibering felt that it was beneficial for those that don’t have lines. S. Leibering moved to have the power turned back on at the water salesman. M. Leibering seconded.

With no further business to come before the Board vouchers were signed and M. Leibering moved to adjourn the meeting at 7:50 p.m. Kamp seconded.

The Santa Claus Waterworks Board met April 8, 2008 at the Town Hall. The meeting was called to order by Board Chairman Elliott at 6:00 p.m.

Also present were town attorney, Kevin Patmore, Clerk-Treasurer, Kim Christensen and Utilities Superintendent, Russ Luthy.

CR 1600 Hwy 162 Project: Luthy informed the Board that he did not have the manpower or time to do the CR 1600 Hwy 162 water line relocation. He asked the Board what their wishes where as far as hiring an engineer. M. Leibering moved to contract with Midwestern Engineers for the project. Elliott seconded. Kamp asked if the authorization was to get a quote or authorize Midwestern to do the work. After discussion M. Leibering revised his motion to requesting a proposal from Midwestern Engineers for the project. Elliott seconded the revision.

Quotes for handheld: Luthy stated that he had received quotes for an additional handheld. He would prefer staying with he same type of handheld that the Town currently is using. E.J. Prescott had quoted $7,841 for the handheld, stand and communication software. Christensen stated that she would prefer using the same handheld also because she didn’t know if the billing software could take two different handheld software downloads. M. Leibering moved to approve the purchase of the handheld, stand and communication software from E.J. Prescott for $7,841. Elliott seconded.

Luthy asked the Board if they were going to be requiring any monthly reports or information. They stated that at this time they could not think of anything, but would inform him if they did.

Water Project Update: Dave Eberenz, Capitol Engineering, presented the Board with his monthly update on the water project. EDA and SRF have all of the documents needed. Need to have EDA approval before going out for bids. Theresa Hartwig, Indiana 15 Regional Planning Commission, stated that the advertisement draft was ready. She also asked about the EDA signage that was required. Eberenz stated that this would be put in the specifications for the project. Kamp said that hopefully the project got be bid out the first of May and be awarded mid July, first of August. M. Leibering asked if there were any problems with easements, which Eberenz said there had not been.

Patmore said that he just received the descriptions for the easements for the Hwy 245 project. Previously it had been discussed placing the water line in these easements if there was room.

Kamp stated that REMC was going to wait until we close on our loan before they request the money for the three phase power line. Kamp also advised Eberenz that the Rule 5 Permit Application be filed as soon as possible to avoid delays.

Letter from DNR: Theresa Hartwig stated that Gray & Paper had received a letter from DNR stating that the Phase III data recovery plan had been accepted with conditions. Hartwig said that the Town needed to submit a letter accepting the conditions. She said that with the Board’s permission she would draft the letter and forward it on to the property individuals. Kamp moved to agree to the conditions as stated in the letter from DNR dated March 5, 2008 and authorize Hartwig to send the letter of acceptance. Elliott seconded.

Resolution concerning policy on acceptance of privately constructed lines: Patmore presented the Board with Resolution 2008-02 regarding privately constructed lines. Kamp stated that he would like Paragraph 1 changed to reflect that the Board has approval. He also questioned the 5 year stipulation in Paragraph 5. After discussion the Board decided to change Paragraph 1 to Board approval. Patmore stated that he would make the changes before the next Board meeting.

Contract agreement concerning employees: After discussion of the contract it was decided to change paragraph 1 to, add $1,000.00 to paragraph 2 and strick “oral or” from paragraph 3.

Reconnect Charge: Christensen requested direction from the Board regarding the reconnect charge that is assessed per ordinance. Currently the charge had been a three months minimum usage charge and she felt that this should be raised. Kamp stated that this was part of an ordinance and should be addressed by the Council. After reviewing the section of the ordinance that deals with the reconnect charge the Board and Attorney felt that the ordinance really was stating that the charge should be an amount equal to three months minimum charge for 1 to three months of disconnection, 4 months minimum charge for 4 months disconnection, 5 months minimum charge for 5 months disconnection and 6 months minimum charge for 6 months or more of disconnection.

Cost of Service Study: Kamp asked about the contract with Kerry Heide for the cost of service study. Patmore said he would check with Heide, but that he thought it had already been signed by Elliott.

With no further business to come before the Board vouchers were signed and M. Leibering moved to adjourn the meeting at 7:13 p.m. Kamp seconded.

The Waterworks Board met in special session on April 18, 2008 at the Town Hall. The meeting was called to order by Chairman Elliott at 7:00 a.m.

Present: Frank Fowler, Scot Elliott, Mike Kamp, Marvin Leibering and Steve Leibering.

Also present were Clerk-Treasurer, Kim Christensen and Utilities Superintendent, Russ Luthy.

New Hires: Luthy stated that he would like approval to hire two new water employees: Stephanie Fuchs and Jeremy Wargel, at $11.00/hr. pending background check and drug screening. He explained that the Council had already given their approval. Kamp asked if another employee would be needed when the water plant came on line. Luthy stated that he didn’t know what the water plant was going to involve, but that he was not anticipating the need for another employee. S. Leibering moved to approve the hirings. Fowler seconded.

Agreement Concerning Employees: Christensen stated that the Council had approved the Agreement Concerning Employees and that the Waterworks Board would need to approve it also. Kamp moved to approve the Agreement Concerning Employees. M. Leibering seconded.

Midwestern Contract: A contract had been received from Midwestern Engineers for engineering services to relocate an existing 4” water main along 1600 N. S. Leibering asked Luthy if the Town employees would be doing the work. Luthy said no since there would have to be directional boring. Kamp moved to approve the contract with Midwestern Engineers. S. Leibering seconded.

Handheld purchase: Luthy stated that the new handheld was going to be at least an additional $400.00 more than what was previously approved. The actual cost will be $1,298.77. S. Leibering asked if there was an adapter that could be purchased instead. Luthy stated that there was not one that was compatible. Fowler moved to approve the expenditure of $1,298.77 for the handheld. M. Leibering seconded.

Kamp stated that he had been contacted by a representative of E. S. Wagner, contractor on the U.S. 231 project, asking to install a GPS system for 2 years on the Town’s water tower. Smith questioned the liability. Elliott said that Patmore may need to do a contract. Burke stated that this might open up to having anyone put something on the tower. Kamp said that he could call the representative and let him know that there may be a legal agreement and that it would have to go through an approval process. Elliott said the Board could have Patmore draw up an agreement to be ready for the May 13, 2008 meeting, if the company is willing to wait. Kamp seconded.

With no further business to come before the Board M. Leibering moved to adjourn the meeting at 7:25 a.m. M. Leibering seconded.

The Santa Claus Waterworks Board met May 13, 2008 at the Town Hall. The meeting was called to order by Board Chairman Elliott at 6:00 p.m.

Present: Scot Elliott, Mike Kamp, Marvin Leibering, Stephen Leibering and Frank Fowler.

Also present were town attorney, Kevin Patmore and Clerk-Treasurer, Kim Christensen.

Kamp moved to approve the minutes for April 8, 2008 (regular session) and April 18, 2008 (special session).

Request from Southern Indiana Spikes: Christensen explained to the Board that Dean Merder was present at the meeting representing Southern Indiana Spikes. Spikes was a customer that was taken over during the Santa La Hill merger. Santa La Hill had been billing them for a 5/8 inch meter when they actually have a 1 inch meter. The Town is required by Ordinance to charge them for a 1 inch. This meant that their bill went from $14.80 a month to $174.53 a month. They never actually ever use minimum. They have asked that the meter be changed to a 5/8 inch. Merder asked the Board if they would be able to adjust the billing until the meter is changed out. Christensen said that it might not be a good idea, because they would have everyone asking for an adjustment. Patmore advised that he did not know if it could be done because it would be showing favoritism. Merder asked how Santa La Hill could give the special rate. Patmore stated that they were not a governmental unit. Merder asked if they could get a discount on the billing for the meter replacement. Patmore stated that might not be possible either. The Board requested that Patmore research the issue for the next meeting. Merder stated that they were going to go ahead and ask for the meter to be replaced.

Vehicle Quotes: Christensen stated that Luthy was not able to attend the meeting. He had received quotes for a new water truck and asked that they be opened. Bids were received from three companies: Uebelhor & Sons, 2007 New Chevy C2500 - $22,095.00 and 2008 New Chevy C2500 - $23,056.65; Ruxer, 2008 F250 - $24,448.00; Sternberg, 2008 Dodge Ram 2500 - $24,386.00. Christensen stated that $25,000.00 was budget for a new vehicle. She asked if the Board would let Luthy review the bids and go ahead with whoever fits the specs with a not to exceed $25,000.00. Kamp moved to the take bids under advisement and to table until Luthy reviews the bids. S. Leibering seconded. A special session will be scheduled once the bids have been reviewed.

Hwy 245 Relocation: Patmore stated that he had received notification from Mike Mathias of a wage determination meeting June 5, 2008 in Rockport for the Hwy 245 Relocation project. There needs to be two representatives sent, one that is from the project authority and one that is a taxpayer. Kamp moved to appoint Frank Fowler and Marvin Leibering to represent the Town. S. Leibering seconded.

Hwy 245 Relocation Easements: Patmore had 34 easements that needed to be delivered and signed for the Hwy 245 Relocation Project. He asked for direction from the Board on how they wanted these taken care of. He suggested that it would be better if the engineer and himself did not deliver the easements. Fowler stated that Luthy could take care of it. Christensen informed the Board that she didn’t know if he would have time to do so many. After discussion S. Leibering and Patmore stated that they could take some of easements and the rest Luthy will be given to deliver.

1600 N Contract: Patmore had received a short form agreement from Midwestern Engineers for the 1600 N Water Relocation. The agreement is for time and material with an estimate of $2,600.00. Fowler moved to authorize the Board Chairman to execute the agreement. M. Leibering seconded.

Patmore asked M. Leibering and S. Leibering if they could recall on the lease with Koch Development on the water tower if there was a fee involved. Neither could recall any fee being involved.

Water Project Update: Dave Eberenz, Capitol Engineering, presented the Board with an update on the Water Project (see attached).

Rescheduling of July’s Meeting: Christensen asked that the Board reschedule their July meeting so it feel after the Council meeting. Fowler moved to change the July meeting date of July 15. S. Leibering seconded.

Update on Training: Christensen informed the Board that she would be out of the office for training June 9^th-12^th. Carol Severson, Deputy Clerk, will be taking the minutes for the Board’s June meeting.

Office Closed for Memorial Day: Christensen reminded the Board that the office would be closed for Memorial Day.

S. Leibering asked if the Town would be paying for the Hwy 245 easements. Patmore said that there was a waiver included with the documents. In the past if one land owner requires payment we have gone back and paid all of the land owners.

With no further business to come before the Board vouchers were signed and M. Leibering moved to adjourn the meeting at 7:07 p.m. S. Leibering seconded.

The Santa Claus Waterworks Board met in special session May 19, 2008 at the Town Hall. The meeting was called to order by Board Chairman Elliott at 7:00 a.m.

Also present were Clerk-Treasurer, Kim Christensen and Utilities Superintendent, Russ Luthy.

During the Board meeting on May 13^th bids had been received for a new vehicle for the water department. Luthy had reviewed the bids and recommended that the Board approve purchase of a 2007 New Chevy C2500 from Uebelhor for a purchase price of $22,095.00. Fowler moved to approve the purchase. M. Leibering seconded.

Christensen stated that the Board needed to give approval for Capitol Engineering to proceed with the bid process for the Water Project once approval is received from EDA. M. Leibering moved to authorize Capitol Engineering to proceed with the bid process once all approvals and permits are received. Elliott seconded.

With no further business to come before the Board Elliott moved to adjourn the meeting at 7:10 a.m. M. Leibering seconded.

The Santa Claus Waterworks Board met June 10, 2008 at the Town Hall. The meeting was called to order by Board Chairman Elliott at 6:00 P.M.

Also present were Deputy Clerk, Carol Severson and Utilities Superintendent, Russ Luthy.

Leibering moved to approve the minutes for the May 13, 2008 (regular session) and May 19, 2008 (special session). Fowler seconded.

Request from Southern Indiana Spikes: Dean Merder reviewed the previous request plus the new meter and reading. Elliott advised that, per Attorney Patmore, the Town is unable to make any accommodations due to ordinances.

PSC’s request regarding water tower and optical cable: Paul Dauby elaborated on the possibility of PSC laying conduit; should PSC proceed with request. Dave Eberenz, Capitol Engineering, advised if any damage incurred by either the Town or PSC, perhaps the Town’s contractor should lay the line for PSC. Board advised they should look at installing the cable with the water main rather than needing a separate line later. Ebernez will get a set of plans to Dauby. No motion at this time.

Water Project Update: Dave Eberenz, Capitol Engineering, did not have his monthly written update report. Received response from EBA; they have several questions regarding the certification form; he will provide responses to Attorney Patmore. In response to council’s inquiry on time line to get bids, Eberenz advised he will keep bid (specs) simple. Went on to review steps and will provide time line and check list to council. He is awaiting EPA approval to advertise for bids; bids will be linear. The $20,000 state highway bond has been received. Board requested he let Christensen know when he is going out for bids.

Hwy 231 and Hwy 245 Relocation Projects: Mike Mathias, Midwestern Engineers - the 231 relocation well on the way – 70% water and 30% sewer is completed. Hopes to have everything in line by the end of this month. Estimates and payments being made to the Clerk Treasurer.

Hwy 245/162/1600 N project – Mathias requested permission to send plans to D-Lite Excavation for quote to do the realignment; this would be non-reimbursable as is in the public domain; estimated cost $5,000. M. Leibering moved to get quote from D-Lite. S. Leibering seconded.

245 Project – Mathias gave the board a set of plans. Would like authorization to advertise for bids and get easements back before advertising; Patmore has easements. Any crop damage would be paid by the town which is in the budget.

Luthy requested permission to purchase magnetic locator from USA Blue Book at cost of $745.20. Kamp moved to authorize the purchase. Fowler seconded.

With no further business to come before the Board, vouchers were signed and Kamp moved to adjourn the meeting at 7:05 P.M. Fowler seconded.

The Santa Claus Waterworks Board met July 15, 2008 at the Town Hall. The meeting was called to order by Board Chairman Elliott at 6:00 P.M.

Also present were Town Attorney, Kevin Patmore; Clerk Treasurer, Kim Christensen and Utilities Superintendent, Russ Luthy.

Kamp moved to approve the minutes for June 10, 2008 (regular session) with changes (should be “EDA”). M. Leibering seconded.

Hwy 245 Relocation Update: Mike Mathias, Midwestern Engineers, was present to update the Board of the Hwy 245 Relocation. Only one of the required easements has been obtained. Would recommend holding off on advertising for bids until the easements have been secured. Due to finances INDOT is not going to let bid until April 2009, so there is no hurry on our project. Leibering asked what would happen if anyone refused to sign. Mathias stated that we could pull inside the right of way.

Hwy 231 Project Update: Mathias stated that the lines are tied over and secure. Should be able to initiate substantial completion documents early next week.

Water Project Update: Dave Eberenz, Capitol Engineering, presented the Board with an update on the water project (see attached). Currently EDA is the only holdup on advertising for bids. Kamp stated that he had been contacted by Southern Indiana REMC. They are ready to proceed and want to know if we are authorizing the III Phase or Single Phase power. If we are not going to proceed with our project they will put in the Single Phase. They could defer for 12 months, but can the Town live without power for that long or do we want to pay the $83,000.00 now for the III Phase? Eberenz stated that there would be no problem with deferring. Patmore and Eberenz stated that the warrantee issues could be taken care of.

Patmore explained that there were wastewater issues with Holiday World that were going to be addressed and he felt this would be a good time to also take care of any issues relating to water. He will be drafting a document for review by both the Town Council and the Waterworks Board.

With no further business to come before the Board, vouchers were signed and Kamp moved to adjourn the meeting at 6:30 P.M. M. Leibering seconded.

Waterworks Board Minutes