The Santa
Claus Waterworks Board met in regular session April 12, 2011
at the Town Hall.
The meeting was called to order by Board Chairman
Scot Elliott at 6:00 p.m.
Christensen announced that the meeting was being
recorded.
Also present
were Town Attorney, Kevin Patmore; Utilities Superintendent,
Russ Luthy and Clerk-Treasurer, Kim Christensen.
Fowler moved
to approve the minutes for the March 15, 2011 regular
session as presented.
S. Leibering seconded the motion.
No comments from the floor.
With no
further business to come before the Board, vouchers were
signed and Fowler moved to adjourn the meeting at 6:20 P.M.
S. Leibering seconded the motion.
The Santa
Claus Waterworks Board met in regular session May 10, 2011
at the Town Hall.
The meeting was called to order by Board Chairman
Scot Elliott at 6:00 p.m.
Christensen announced that the meeting was being
recorded.
Present:
Scot Elliott, Mike Kamp, Steve Leibering
Absent:
Frank Fowler, Marvin Leibering
Also present
were Town Attorney, Kevin Patmore; Utilities Superintendent,
Russ Luthy and Clerk-Treasurer, Kim Christensen.
APPROVAL OF MINUTES:
Kamp moved to
approve the minutes for the April 12, 2011 regular session
as presented. S.
Leibering seconded the motion.
Ayes:
Elliott, Kamp, S. Leibering
Nays:
None
Motion carried.
COMMENTS FROM THE FLOOR:
No comments from the floor.
BUSINESS:
Water Project
Update:
Matt Robinson, Capitol
Engineering, was present to update the Board on the water
project. He
stated that there were a couple of warranty items that need
to be addressed yet at the water plant.
The Wellhead Protection Plan is nearly complete.
Resolution 2011-02 was presented; a resolution of the
Santa Claus Waterworks Board to Spencer County, the Indiana
Department of Natural Resources and the Indiana Department
of Environmental Management, requesting that wellhead
protection and groundwater protection considerations be
weighed in making permits and zoning, subdivisions, and
other land use ordinances, regulations or decisions.
Kamp moved to approve Resolution 2011-02 as
presented. S.
Leibering seconded the motion.
Ayes:
Elliott, Kamp, S. Leibering
Nays:
None
Motion carried.
Luthy stated
that there had been a lightening strike at the water tower
that took out the antennae.
He also stated that they have started the spring
hydrant flushing.
H.J. Umbaugh:
Patmore stated that he
was waiting for a call back from Dave Fredricks, with H.J.
Umbaugh concerning the statutory requirement for arbitrage
rebate computations.
The Board stated this would be addressed at the next
monthly meeting.
VOUCHERS AND ADJOURNMENT:
With no
further business to come before the Board, vouchers were
signed and Elliott moved to adjourn the meeting at 6:12 P.M.
Kamp seconded the motion.
Ayes:
Elliott, Kamp, S. Leibering
Nays:
None
Motion carried.
May 24, 2011
The Santa
Claus Waterworks Board met in special session on May 24, 2011 at the Town
Hall. The
meeting was called to order by Board Chairman Elliott at
6:00 P.M.
Present:
Scot Elliott, Frank Fowler and Mike Kamp.
Absent:
Marvin Leibering and Steve Leibering.
Also present
were Deputy Clerk, Carol Severson, and Utilities
Superintendent, Russ Luthy.
Elliott
reviewed the Mutual Release and Agreement which shows a
final payment of $200,000.00, inclusive of the change order
and moving of the Substantial Completion date to October 1,
2010, which would make the warrantee period run until
October 1, 2011.
There is also language in the agreement that indemnifies and
holds harmless the Town concerning any claims relative to
Kentuckiana Trench Shoring.
Elliott moved
to approve the Mutual Release and Agreement as presented and
to authorize the Board Chairman to sign the document.
Fowler seconded the motion.
Ayes:
Elliott, Fowler, Kamp
Motion carried
Elliott
presented and reviewed Change Order #12 in the amount of
$16,734.90, which is reflective of additional erosion
control measures.
Elliott moved to approve Change Order #12 and
authorize the necessary signatures.
Fowler seconded the motion.
Ayes:
Elliott, Fowler, Kamp
Motion carried
Elliott
presented and reviewed the Certificate of Substantial
Completion with a date of substantial completion of October
1, 2010. Elliott
moved to approve the Certification of Substantial Completion
as presented.
Fowler seconded the motion.
Kamp questioned if there were any items on the
included list that needed to be completed.
Elliott stated that all items had been completed,
except for warrantee items.
Ayes:
Elliott, Fowler, Kamp
Motion carried.
Elliott
reviewed Pay Request #12 in the amount of $200,000.00,
inclusive of Change Order #12.
Elliott moved to approve the $200,000 final pay
request and instructed Christensen, upon receipt of the
signed documents, to cut the check to National Water
Services for $200,000.00.
Fowler seconded the motion.
Luthy inquired
about the water line break invoice – Elliott explained it
would be pursued under the warrantee.
Elliott then called for a vote.
Ayes:
Elliott, Fowler, Kamp
Motion carried.
With no
further business to come before the Board, Fowler moved to
adjourn the meeting at 6:10 P.M.
Kamp seconded the motion.
Ayes:
Elliott, Fowler, Kamp
Motion carried.
June 14, 2011
The Waterworks
Board met in regular session on June 14, 2011 at the Town
Hall. The
meeting was called to order by Board Chairman Scot Elliott
at 6:00 P.M.
Present:
Scot Elliott, Frank Fowler, Mike Kamp, Steve
Leibering
Absent:
Marvin Leibering
Also present
were Town Attorney, Kevin Patmore; Utilities Superintendent,
Russ Luthy and Clerk-Treasurer, Kim Christensen.
APPROVAL OF MINUTES:
Kamp moved to
approve the minutes from the May 10, 2011 regular session,
May 10, 2011 executive session and May 24, 2011 special
session. S.
Leibering seconded the motion.
Ayes:
Elliott, Fowler, Kamp, S. Leibering
Nays:
None
Motion carried.
COMMENTS FROM THE FLOOR:
No business to come before the Board.
BUSINESS:
Water project
update:
Luthy stated that
there are some warrantee items still being addressed at the
water plant.
There is a scaling issue that they are trying to resolve.
UTILITIES SUPERINTENDENT:
There was
discussion concerning the overage from Patoka Water and
Sewer District.
Luthy explained that he feels he has resolved the issue.
He had not been taking into consideration an
additional meter in his calculations.
There was discussion concerning elimination of the
meter. S.
Leibering thought that there might be pressure issues if
this is done.
Project costs were discussed with it being noted that the
Wellhead Protection Plan was not on the list of expenses.
M. Leibering
entered the meeting.
The Board
decided that there would be an Open House at the new Water
Treatment Facility on July 16th.
Personal invitations will be sent out to a few
individuals involved with the project and a notice placed in
the newspaper.
TOWN ATTORNEY:
No business to come before the Board.
CLERK-TREASURER:
No business to come before the Board.
VOUCHERS AND ADJOURNMENT:
With no
further business to come before the Board, vouchers were
signed and M. Leibering moved to adjourn the meeting at 6:24
p.m. S.
Leibering seconded the motion.
Ayes:
Elliott, Fowler, Kamp, M. Leibering, S. Leibering
Nays:
None
Motion carried.
July 16, 2011
The Waterworks
Board met in special session on July 16, 2011 at the Santa
Claus Water Treatment Plant.
The meeting was called to order by Board Chairman
Scot Elliott at 2:00 p.m.
Present:
Scot Elliott, Mike Kamp, Steve Leibering
Absent:
Frank Fowler, Marvin Leibering
Also present
were Utilities Superintendent, Russ Luthy and
Clerk-Treasurer, Kim Christensen.
S. Leibering
moved to approve the vouchers for payment as submitted.
Kamp seconded the motion.
Ayes:
Elliott, Kamp, S. Leibering
Nays:
None
Motion carried.
With no
further business to come before the Board, Kamp moved to
adjourn the meeting.
S. Leibering seconded the motion.
Ayes:
Elliott, Kamp, S. Leibering
Nays:
None
Motion carried.
August 9, 2011
The Santa Claus Waterworks Board met in regular session on
August 9, 2011 at the Santa Claus Town Hall.
The meeting was called to order by Frank Fowler at
6:15 P.M.
Present:
Steve Leibering, Frank Fowler and Mike Kamp
Absent:
Scot Elliott and Marvin Leibering
Also present were Utilities Superintendent, Russ Luthy and
Deputy Clerk, Carol Severson.
MINUTES
S. Leibering moved to approve the minutes of the June 14,
2011 regular session.
Kamp seconded the motion.
Ayes:
S. Leibering, Fowler, Kamp
Nays:
None
Motion carried.
Kamp moved to approve the minutes of the July 16, 2011
special session.
S. Leibering seconded the motion.
Ayes:
S. Leibering, Fowler, Kamp
Nays:
None
Motion carried.
COMMENTS FROM THE FLOOR
Gerry Fella explained his tap-in situation for a new
dwelling. Todd
Schaus had put five in and all but one was sold.
They were all paid for.
He then passed out copies of paperwork showing two
that were paid for and the deed shows one, but paid for two
existing water meters.
S. Leibering asked if Fella was sure tap-ins were
paid for and asked if the meters were paid for; Luthy
advised he was sure the meters were paid for when the tap-in
was paid. Luthy
stated that a $25.00 inspection fee is required by the Town
of Santa Claus and that the paperwork Fella had was
sufficient. Kamp
moved to have the board approve the tap-in of water service,
acknowledging the tap-in fee had been paid to Santa LaHill
so it would apply to the Town of Santa Claus as a valid
tap-in fee.
Fowler seconded the motion.
Ayes:
S. Leibering, Fowler, Kamp
Nays:
None
Motion carried.
UTILITIES SUPERINTENDENT
Luthy advised no tank inspection quotes had been received
and went on to review the solicitations; believes the
prevailing wage, which at the current numbers won’t renew
until January 1st, might be an issue in no one
quoting. He will
re-solicit.
VOUCHERS AND ADJOURNMENT
With no further business to come before the Board, vouchers
were signed and S. Leibering moved to adjourn the meeting at
6:27 P.M. Kamp
seconded the motion.
Ayes:
S. Leibering, Fowler, Kamp
Nays:
None
Motion carried.
September 13, 2011
The Santa Claus Waterworks Board met in regular session on
September 13, 2011 at the Santa Claus Town Hall.
The meeting was called to order by Scot Elliott at
6:00 P.M.
Present:
Scot Elliot, Frank Fowler, Mike Kamp
Absent:
Steve Leibering, Marvin Leibering
Also present were Utilities Superintendent, Russ Luthy and
Clerk-Treasurer, Kim Christensen.
MINUTES
Fowler moved to approve the minutes of the August 9, 2011
regular session.
Kamp seconded the motion.
Ayes:
Elliott, Fowler, Kamp
Nays:
None
Motion carried.
UTILITIES SUPERINTENDENT
Water tank
inspection quotes:
Luthy stated that he had solicited quotes and had received
sealed quotes from two companies, which he then opened:
Utility Services Co., Inc. for $1,500.00 and Preferred Tank
& Tower for $4,500.00.
Elliott moved to accept the low bid from Utility
Services Co. of $1,500.00, after clarification that the
tanks will be in operation and they would use a remote
camera. Kamp
seconded the motion.
Ayes:
Elliott, Fowler, Kamp
Nays:
None
Motion carried.
Kamp moved that if Utility Services Co.
was unable to perform inspection with remote camera and with
the tanks in service that the Town would then go with the
next quote from Preferred Tank and Tower for $4,500.00, as
long as they provide a signed immigration affidavit.
Ayes:
Elliott, Fowler, Kamp
Nays:
None
Motion carried.
INWARN:
Luthy informed the Board that he had asked the Council at
their monthly meeting about the possibility of the Town
joining INWARN.
The Town would be required to sign a mutual aid agreement.
Those that are members can be contacted when there is
a water or wastewater emergency for help with the situation.
The Council has asked the Town Attorney to review the
agreement.
Elliott asked that Luthy be thinking about the procedure for
operation of the water plant during the winter months and
they would discuss this at the next monthly meeting.
Kamp asked when the board would be working on the water
budget.
Christensen stated it would be in November.
Christensen explained that the Town’s construction account
at The Bank of New York had $5,165.96 in it, which is the
interest that had accumulated during the project.
She asked if the Council would like her to see if it
could just be applied to the Bond and Interest Account at
The Bank of New York.
They instructed her to look into what the procedure
was to be able to do the transfer.
VOUCHERS AND ADJOURNMENT
With no further business to come before the Board, vouchers
were signed and Elliott moved to adjourn the meeting at 6:25
P.M. Fowler
seconded the motion.
Ayes:
Elliott, Fowler, Kamp
Nays:
None
Motion carried.
October 13, 2011
The Santa Claus Waterworks Board met in regular session on
October 13, 2011 at the Santa Claus Town Hall.
The meeting was called to order by Scot Elliott at
6:00 P.M.
Present:
Scot Elliot, Frank Fowler, Mike Kamp, Steve Leibering
Absent:
Marvin Leibering
Also present was Clerk-Treasurer, Kim
Christensen.
MINUTES
Fowler moved to approve the minutes of the September 13,
2011 regular session.
Kamp seconded the motion.
Ayes:
Elliott, Fowler, Kamp, Leibering
Nays:
None
Motion carried.
UTILITIES SUPERINTENDENT
Update:
Since Utilities Superintendent, Russ Luthy was not
going to be available for the meeting he had sent an email
to the Waterworks Board with his update:
·
Awaiting a confirmation date on the water tower inspection.
·
Amonia
feed line re-do-he had briefly mentioned earlier that the
Town had been experiencing problems with the ammonia system.
The problem stems from calcium scaling in the feed
line. Hasn’t
been able to any response from the contractor so he took
matters into his own hands and has ripped out the existing
1” line and replaced it with a 2” line.
He is also working on specs for a softening system,
which he feels we will need to get incoming hardness to 0
ppm.
·
Need to
make a declaration regarding SLH customer’s water tap fees.
·
Will
have a complete report on “off season” WTP operations at the
next meeting.
SLH water tap fees was tabled until Luthy could be present
for discussion.
INWARN:
Christensen reminded the Board that at the previous
meeting Luthy had spoken about the INWARN agreement, which
allows those that are “members” to call upon other members
for help during water and wastewater emergencies.
After Town Attorney review the Town Council at their
October 10th meeting authorized the Council
President to sign the agreement.
If the Waterworks Board chooses they need to
authorize the Board Chairman to sign the agreement.
Fowler moved to authorize the Board Chairman to sign
the INWARN agreement.
S. Leibering seconded the motion.
Ayes:
Elliott, Fowler, Kamp, Leibering
Nays:
None
Motion carried.
Bank
Account:
Christensen updated the Board with regards to Santa Claus
Construction Fund Account with the Bank of New York.
The Board had authorized Christensen to explore
whether the balance in the account could be transferred to
the Santa Claus Bond & Interest Fund Account.
She has spoken with the Bank of New York and SRF and
has sent the necessary letter to the Bank of New York
requesting the transfer of the funds.
VOUCHERS AND ADJOURNMENT
With no further business to come before the Board, vouchers
were signed and Kamp moved to adjourn the meeting at 6:15
P.M. Fowler
seconded the motion.
Ayes:
Elliott, Fowler, Kamp, S. Leibering
Nays:
None
Motion carried.
November 15, 2011
The Santa Claus Waterworks Board met in regular session on
November 15, 2011 at the Santa Claus Town Hall.
The meeting was called to order by Scot Elliott at
6:00 P.M.
Present:
Scot Elliot, Frank Fowler, Steve Leibering
Absent:
Mike Kamp, Marvin Leibering
Also present was Clerk-Treasurer, Kim Christensen and
Utilities Superintendent, Russ Luthy.
MINUTES
Fowler moved to approve the minutes of the October 13, 2011
regular session.
S. Leibering seconded the motion.
Ayes:
Elliott, Fowler, Leibering
Nays:
None
Motion carried.
UTILITIES SUPERINTENDENT
Dave Eberenz, Heritage Engineering, presented the Board with
a listing of possible water distribution system improvements
showing cost estimates.
Luthy reviewed the list, explaining each of the
categories.
Eberenz suggested that a water study be done.
The Board said that they would take a look at
possible funding during budget discussion.
Water Town
Inspection Report:
The Town had received the inspection report on the
water towers.
Luthy said that there was nothing that really needed action
until 2012. A
representative can attend the December meeting to review the
report if the Board would like.
The Board members asked that the representative be in
attendance.
Water
Treatment Plant Operation:
Luthy explained that from September to March there is
usually low usage, but they will still have to run the plant
to keep the critical components working and to flush the raw
water main. S.
Leibering asked how many licensed operators the Town had.
Luthy stated that there was one licensed and one in
training. The
utilities superintendent is normally licensed and he is
working on to obtain his license.
Santa La
Hill tap-in fees:
Luthy stated that the Town Attorney has informed him that in
the agreement with Santa La Hill that the Town only accepted
the assets and this does not include tap-in fees.
S. Leibering said that there should only be the taps
that Todd Schaus had paid up front.
Fowler felt that if lines needed to be brought up to
standard that the Town should not have to eat that cost.
If there are any more prepaid taps the Board will
look at each case individually.
CLERK TREASURER
2012
Budget: The
Board reviewed the expenditure and revenue numbers for 2012
that Luthy presented.
After reviewing the line items the Board added
$100,000 to capital improvements for possible tower
refurbishment and kept the other dollar amounts the same.
Members of the Board will present the budget to the Town
Council on November 29, 2011 for approval.
Christensen said that she will post a meeting for
6:00 p.m. that day just in case a quorum of the Waterworks
Board members are present.
Bank
Account:
Christensen informed the Board that the money had been
transferred from the Construction account to the Bond and
Interest account at the Bank of New York.
VOUCHERS AND ADJOURNMENT
With no further business to come before the Board, vouchers
were signed and Kamp moved to adjourn the meeting at 7:23
P.M. Fowler
seconded the motion.
Ayes:
Elliott, Fowler, Kamp, S. Leibering
Nays:
None
Motion carried.