October 13, 2009
The Santa
Claus Waterworks Board met October 13, 2009 at the Santa
Claus Town Hall.
The meeting was called to order by Board Chairman Elliott at
6:00 p.m.
Present:
Scot Elliott, Frank Fowler, Mike Kamp, and Marvin
Leibering.
Absent:
Steve Leibering
Also present were Town Attorney, Kevin
Patmore, Clerk Treasurer, Kim Christensen and Utilities
Superintendent, Russ Luthy.
APPROVAL OF MINUTES:
M. Leibering
moved to approve the minutes of the September 15, 2009
regular session, with the following change: first paragraph,
second sentence should read “The meeting was called to order
by Board Chairman Elliott at 6:03 p.m.”
Kamp seconded.
Ayes:
Unanimous
Motion passed.
PUBLIC COMMENT:
Taste of Water:
Jeff Stillman said that
he had received complaints about the taste of the water.
Luthy explained that this goes on every year with the
algae bloom.
Patoka has something on slate to help with this but will not
be until 2011.
The water is safe to drink.
BUSINESS:
Hwy 245
Update:
Mike Mathias, Midwestern
Engineers, was present to update the Board on the Hwy 245
line relocation project.
The line has been tested out and 16 of the 28
services, have been connected, they will then cut and cap
with hopefully the final walkthrough late next week.
Mathias will be doing a punch list that will have to
be completed before retainage will be released.
Mathias updated the Board on an incident on the Hess
property that the contract will have to rectify.
Kamp asked about the material and supplies sitting up
by the old Santa statute.
Mathias stated that would be part of the punch list.
Water Project
Update:
Matt Robinson, Capitol
Engineers, presented his update to the Board.
Elliott asked about the crossing of the ditch by the
contractor that was not supposed to be done.
Robinson stated that the contractor has been spoken
to about this oversight.
Redwing will be meeting with Kimberly Simpson
regarding their report.
Patmore asked if any special features had been
identified in the ditch area that had been crossed.
Robinson stated there were none.
Fowler asked if there had been any negative contact
with Simpson or Boehm.
Robinson said none had been received.
Redwing had spoken with Simpson and she had requested
additional work be performed, which will an additional
$1,100.00 above the not to exceed cost.
They did find an additional small wetland.
Christensen
requested Board approval of the additional $1,100.00 for
Redwing’s services.
Elliott so moved.
Fowler seconded.
Ayes:
Unanimous
Motion passed.
Christensen
presented Pay Request #9 for Graves Plumbing in the amount
of $108,814.54 and retainage.
The pay request has been reviewed by the engineer and
utilities superintendent.
M. Leibering moved to approve Pay Request #9 for
Grave Plumbing.
Elliott seconded.
Ayes:
Unanimous
Motion passed.
Christensen
presented Pay Request #8 for National Water Services in the
amount of $104,036.40 and retainage.
The pay request has been reviewed by the engineer and
utilities superintendent.
M. Leibering moved to approve Pay Request #8 for
National Water Services.
Elliott seconded.
Ayes:
Unanimous
Motion passed.
Christensen
presented Pay Request #7 for American Development and
Excavating in the amount of $28,332.94.
The pay request has been reviewed by the engineer and
utilities superintendent.
Elliot moved to approve Pay Request #7 for American
Development. M.
Leibering seconded.
Ayes:
Unanimous
Motion passed.
Christensen updated the Board on the
finances involved with the water project.
UTILITIES SUPERINTENDENT:
Fairway
Condos:
Luthy stated that
Winkler had paid one tap on the Fairway Condos.
Do we charge per individual tap?
Patmore stated that the Board can change, but the
practice had been when developer pays for lines the Town
only charges for one tap.
Kamp asked if the water lines had been officially
taken over.
Luthy said that we are still waiting on an easement
clarification.
Vacation:
Luthy notified the Board
that he would be on vacation from October 15th –
October 23rd.
CLERK-TREASURER:
Christensen
asked about scheduling a budget session along with the Town
Council. The
Board asked about meeting November 23rd or 24th.
Christensen will coordinate with the Town Council.
VOUCHERS AND ADJOURNMENT:
With no
further business to come before the Board vouchers were
signed and Fowler moved to adjourn the meeting at 6:39 p.m.
M. Leibering seconded.
Ayes:
Unanimous
Motion passed.
November 10, 2009
The Santa
Claus Waterworks Board met November 10, 2009 at the Santa
Claus Town Hall.
The meeting was called to order by Board Chairman Elliott at
6:03 p.m.
Present:
Scot Elliott, Frank Fowler, Mike Kamp, Marvin
Leibering and Steve Leibering.
Also present
were Town Attorney, Kevin Patmore, Clerk Treasurer, Kim
Christensen and Utilities Superintendent, Russ Luthy.
APPROVAL OF MINUTES:
Kamp moved to
approve the minutes of the October 13, 2009 regular session.
Fowler seconded.
Ayes:
Unanimous
Motion passed.
BUSINESS:
Hwy 245
Update:
Mike Mathias, Midwestern
Engineers, was present to update the Board on the Hwy 245
line relocation project.
The contractor has been given a Certificate of
Substantial Completion and a punch list.
The retainage will be withheld until the punch list
is complete.
Hwy 245
Relocation Project Pay Requests:
Christensen presented
Pay Request #8 in the amount of $24,777.00 and Pay Request
#8A in the amount of $810.00 for American Development.
The pay requests have been reviewed by the engineer
and utilities superintendent.
Fowler moved to approve payment of Pay Request 8 and
8A. M. Leibering
seconded.
Ayes:
Unanimous
Motion passed.
Water Project
Pay Requests:
Christensen presented
Pay Request #3 for Reynolds, Inc. in the amount of
$25,840.00. The
pay request has been reviewed by the engineer and utilities
superintendent.
Kamp moved to approve Pay Request #3 for Reynolds, Inc.
S. Leibering seconded.
Ayes:
Unanimous
Motion passed.
Christensen
presented Pay Request #10 for Graves Plumbing Co., Inc., in
the amount of $149,451.15.
The pay request has been reviewed by the engineer and
utilities superintendent.
Fowler moved to approve Pay Request #10 for Graves
Plumbing. M.
Leibering seconded.
Ayes:
Unanimous
Motion passed.
Christensen
requested approval to pay the retainage amount of $7,865.85
for Graves Plumbing.
Kamp moved to approve the retainage amount.
Elliott seconded.
Ayes:
Unanimous
Motion passed.
Christensen
presented Pay Request #9 for National Water Services in the
amount of $86,958.25.
The pay request has been reviewed by the engineer and
utilities superintendent.
Fowler moved to approve Pay Request #9 for National
Water Services.
S. Leibering seconded.
Ayes:
Unanimous
Motion passed.
Christensen
requested approval to pay the retainage amount of $4,576.75
for National Water Services.
Elliott moved to approve the retainage amount.
M. Leibering seconded.
Ayes:
Unanimous
Motion passed.
Christensen
requested approval to pay the retainage amount of
$1,360.00 for Reynolds, Inc.
M. Leibering
moved to approve the retainage amount.
Fowler seconded.
Ayes:
Unanimous
Motion passed.
Fiber Optics:
Luthy gave the Board an
update on the fiber optics installation and the cost to the
Town for repairs and labor.
Water Project
Update:
Dave Eberenz, Capitol
Engineering, presented an update on the water project.
Should get permits from the Army Corps of Engineers
for all crossing.
Have been given a verbal to do the crossings, but
want the actual permit before proceeding.
Christensen updated the Board on the
finances involved with the water project.
VOUCHERS AND ADJOURNMENT:
With no
further business to come before the Board vouchers were
signed and M. Leibering moved to adjourn the meeting at 6:45
p.m. S.
Leibering seconded.
Ayes:
Unanimous
Motion passed.
December 15, 2009
The Santa
Claus Waterworks Board met December 15, 2009 at the Santa
Claus Town Hall.
The meeting was called to order by Board Chairman Elliott at
6:0 p.m.
Present:
Scot Elliott, Mike Kamp, Marvin Leibering and Steve
Leibering.
Absent:
Frank Fowler
Also present
were Town Attorney, Kevin Patmore, Clerk Treasurer, Kim
Christensen and Utilities Superintendent, Russ Luthy.
APPROVAL OF MINUTES:
Kamp moved to
approve the minutes of the November 10, 2009 regular session
with the change to the motions reading “deposited into
retainage account” and the minutes of November 23, 2009
special session as presented.
M. Leibering seconded.
Ayes:
Unanimous
Motion passed.
BUSINESS:
Hwy 245
Update:
Mike Mathias, Midwestern
Engineers, was present to update the Board on the Hwy 245
line relocation project.
Mathias presented Change Order #2 in the amount of
$14,418.60, which will true up the quantities and cover the
increase on the bore cost.
S. Leibering moved to approve Change Order #2.
Elliott seconded.
Ayes:
Unanimous
Motion passed
Mathias
presented pay request #9 in the amount of $5,637.69.
Elliott moved to approve the pay request.
S. Leibering seconded.
Ayes:
Unanimous
Motion passed.
Mathias asked
that the Board approve the release of retainage subject to
the cut and caps being completed, submission of all waivers
of liens.
Elliott moved that the retainage be release once the cut and
caps and completed, waivers of liens are submitted, and the
Engineer and Utilities Superintendent sign off on the
release. S.
Leibering seconded. Kamp asked about the removal of
construction equipment from Koch Development property.
The motion was amended to include that the
construction equipment needed to be removed.
Ayes:
Unanimous
Motion passed.
Water Project
Update:
Matt Robinson, Capitol
Engineering, presented an update on the water project.
Kamp stated that Southern Indiana Power might be
interested in supplying power to the water plant.
Robinson is to call this week regarding easement and
agreement with Vectren.
Kamp was to check on the rates with Southern Indiana
Power.
Robinson
presented a listing of change orders for each division of
the project.
Division C, water plant, change order #13 (on list) is for
$2,337.95 and is the cost to add local disconnects for high
service pumps on the clearwell.
Elliott motioned for the Engineer to prepare the
change order for approval.
S. Leibering seconded.
Ayes:
Unanimous
Motion passed.
Division B,
water line, change order #8, #9, and #10 were presented.
Change order #8 was for additional footage of 16” PVC
DR 18 pipe. Kamp
moved that the change order #8 be presented with amendment
showing breakdown justification.
Elliott seconded.
Ayes:
Unanimous
Motion passed.
Elliott moved
that change order #9 be presented with amendment showing
breakdown justification.
S. Leibering seconded.
Ayes:
Unanimous
Motion passed.
Elliott moved
that change order #10 be presented with amendment showing
breakdown justification.
S. Leibering seconded.
Ayes:
Unanimous
Motion passed.
Change orders #12 and #13 for Division
B were not prepared yet.
Division B
change order #4 was discussed.
This change order is for additional erosion control
measures.
Patmore asked if the Engineer had compared what National
Water Services and the other contractors had bid for erosion
control measures.
Elliott stated that the Board might look at material,
but not labor.
Kamp asked for the Town Attorney’s professional opinion on
whether the Town was responsible for this cost.
Patmore stated that the contractor was supposed to do
the plan, but the Town had to hire someone.
Legally the Town should not have to pay.
Kamp moved to deny change order #4, in the amount of
$24,500.00. S.
Leibering seconded.
Can resubmit if changes are made.
Ayes:
Unanimous
Motion passed.
Division B
change order #11, in the amount of $23, 159.57, was
discussed. This
change order is for the cost of falling back to make stream
crossings.
Elliott moved to deny the change order, with the Engineer
and Contractor meeting and bringing back to the Board a
different request.
S. Leibering seconded.
Ayes:
Elliott, S. Leibering,
M. Leibering
Nays:
Kamp
Motion passed.
Pay Requests:
Christensen presented
Pay Request #11 for Graves Plumbing Co., Inc., in the amount
of $149,451.15 with retainage in the amount of $6,272.70.
The pay request has been reviewed by the engineer and
utilities superintendent.
Kamp moved to approve Pay Request #11 for Graves
Plumbing and that the retainage amount be deposited into the
retainage account at the bank.
Elliott seconded.
Ayes:
Unanimous
Motion passed.
Christensen
presented Pay Request #4 for Reynolds, Inc. in the amount of
$72,392.99 with retainage in the amount of $3,809.66.
The pay request has been reviewed by the engineer and
utilities superintendent.
Elliott moved to approve Pay Request #4 for Reynolds,
Inc. and that the retainage amount be deposited into the
retainage account at the bank.
M. Leibering seconded.
Ayes:
Unanimous
Motion passed.
Christensen
presented Pay Request #10 for National Water Services in the
amount of $93,629.89, with retainage in the amount of
$4,927.88. The
pay request has been reviewed by the engineer and utilities
superintendent.
Elliott moved to approve Pay Request #10 for National Water
Services and that the retainage amount be deposited into the
retainage account at the bank.
M. Leibering seconded.
Ayes:
Unanimous
Motion passed.
2010 Water
Budget:
Kamp moved to recommend
the presented 2010 Water Budget to the Town Council for
approval. M.
Leibering seconded.
Ayes:
Unanimous
Motion passed.
Auto gun:
Luthy asked for
permission to replace an auto gun meter reader for the water
department at a cost of $1,319.38.
Elliott moved to approve the purchase.
M. Leibering seconded.
Ayes:
Unanimous
Motion passed.
Year end
meeting:
Christensen reminded the
Board about their year end meeting scheduled for December 28th
at 6:30 p.m.
VOUCHERS AND ADJOURNMENT:
With no
further business to come before the Board vouchers were
signed and M. Leibering moved to adjourn the meeting at 7:20
p.m. S.
Leibering seconded.
Ayes:
Unanimous
Motion passed.
December 28, 2009
The Santa
Claus Waterworks Board met in special session December 28,
2009 at the Town Hall.
The meeting was called to order by Board Chairman
Elliott at 7:50 p.m.
Present:
Scot Elliott, Frank Fowler and Stephen Leibering.
Absent:
Mike Kamp and Marvin Leibering
Also present
were Utilities Superintendent Russ Luthy and
Clerk-Treasurer, Kim Christensen
BUSINESS:
Water Project:
Luthy stated that
National Water Services will be doing the connection in
Christmas Lake Village
on January 4th.
Meeting
Schedule:
Elliott moved that the
meetings for 2010 be the second Tuesday at 6:00 p.m.
S. Leibering seconded.
Ayes:
Unanimous
Motion passed.
With no
further business to come before the Board vouchers were
signed, Elliott moved to adjourn the meeting at 7:55 p.m.
Fowler seconded.
Ayes:
Unanimous
Motion passed.