Huntertown Seal
Town of Huntertown
 
15617 Lima Road, Huntertown, Indiana 46748
(260) 637-5058   Email info@huntertown.org
Web Site: www.huntertown.org

Town of Huntertown - Meeting Minutes

Meeting of the Huntertown Utility Service Board
of Huntertown, Indiana
January 3, 2018 - 5:00 pm
Huntertown Town Hall

A meeting of the Huntertown Utility Service Board was held on Tuesday, January 2, 2018 at approximately 5:00 p.m. Attendees included board members Jim Fortman, Brad Hite and Chris Miller; Clerk-Treasurer Ryan Schwab; Interim Superintendent of Utilities Gabe Brindle; Derek Frederickson of Engineering Resources; and Dave Hawk of Hawk Haynie Kammeyer & Smith. Also present were five (5) members of the public and one (1) reporter.

Chris Miller called the meeting to order at 5:00 p.m. with the Pledge of Allegiance.

Election of President - Brad Hite nominated Jim Fortman to serve as President for 2018. Jim Fortman accepted the nomination and Chris Miller seconded the nomination. After no further discussion, the nomination passed, 3-0.

Board Actions

Chris Miller made a motion to approve the minutes from the December 4, 2018 meeting and December 18, 2018 special meeting. Brad Hite seconded. Motion passed, 3-0.

Chris Miller made a motion to approve the water and sewer claims dated January 2, 2018. Brad Hite seconded. Motion passed, 3-0.

Brad Hite made a motion to issue the Notice of Award to Robert E. Crosby, Inc. for the Water Treatment Plant Disinfection Improvements project with a low bid of $184,000. Chris Miller seconded. Motion passed, 3-0.

Brad Hite made a motion to approve a proposal from SCADATA for lift station monitoring equipment on 12 of the town's lift stations at a cost of $48,082 and to add monitoring equipment to a 13th lift station for an amount not to exceed $4,000. Jim Fortman seconded. Motion passed, 3-0.

Chris Miller made a motion to approve the purchase of a new pressure washer from Craft Laboratories Inc. in the amount of $5,808, to be split among the general fund, water operating fund and sewer operating fund. Brad Hite seconded. Motion passed, 3-0.

Brad Hite made a motion to approve an on-call services agreement with Engineering Resources Inc. for a not to exceed amount of $50,000. Chris Miller seconded. Motion passed, 3-0.

Brad Hite made a motion to approve Pay Application No. 16 to Geiger Excavating in the amount of $79,588.39 for work complete, less retainage, for Phase 2B of the wastewater treatment plant project. Chris Miller seconded. Motion passed, 3-0.

Jim Fortman made a motion to approve Pay Application No. 20 to Fetters Construction in the amount of $416,995.00 for work complete, less retainage, for Phase 2A of the wastewater treatment plant project. Brad Hite seconded. Motion passed, 3-0.

Jim Fortman made a motion to approve items 1-11 on a memo provided by Engineering Resources Inc. for items regarding the wastewater treatment plant project. Chris Miller seconded. Items on the list include: phone service/equipment; laboratory equipment; dumpster purchase; polymer tote purchase; alum purchase; administration building furniture; computers (3); copy/fax/scan machine; safety buoys, hoses, hose adapter and matt covers; SCADA alarm notification system; and seeding of WWTP at start-up. Derek Frederickson noted that all items excluding the phone service/equipment are State Revolving Fund (SRF) eligible expenses and that phone service would be paid from the town's sewer operating fund. A 12th item, a purchase of a Bobcat was also discussed but was not a part of the motion. After no further discussion, the motion passed, 3-0.

New Business

Outside of items listed under board actions, no new business was presented.

Old Business

Jim Fortman asked for a status update on an issue related to a fire hydrant along Gump Road. At the December 4, 2017 meeting, Fortman introduced the topic, which involves a City of Fort Wayne fire hydrant on the north side of Gump Road at the Whisper Rock subdivision being turned on, noting that the hydrant does not meet the town's standards. Town Attorney Dave Hawk noted that the hydrant is in the town's right-of-way and the town's service area. Both Hawk and Town Engineer Derek Frederickson said they would look into the issue at that time and Frederickson said on January 2, 2018 that he will continue to look into the issue. No action was taken.

Reports

Clerk Treasurer Ryan Schwab reported that the incorrect date for January, 2018 meetings of the Utility Board and Town Council were incorrectly printed on the January 1 utility bills. The bills reported meeting dates of January 8 and January 22, 2018. Meeting times of January 2 and January 15, 2018 were approved by both the Utility Board and Town Council at the December 4, 2017 meeting.

In addition to items approved under Board Actions, Interim Superintendent of Utilities Gabe Brindle reported that four (4) homeowners along Hathaway Road, east of State Road 3 have expressed interest in connecting to the town's sewer utility. One of the homeowners has a failing well and needs water service as well. Discussion topics included how far into the application process the homeowners have gotten, how to extend service to the homes, the homeowners being responsible for the cost of the construction of any new lines, the size of a line needed to service the homes and the town's policy of voluntary annexation associated with the connection. After no further discussion, Brindle said he would contact the homeowners about their interest in connecting and inform them of their responsibilities associated with the connection. No action was taken.

In addition to items approved under Board Actions, Derek Frederickson of Engineering Resources reported the following:
   - Frederickson provided the council with a project status report for the wastewater treatment plant project, noting that the project is 95 percent complete and operating within the budget.
   - Frederickson provided the council with a notice of termination letter to Fort Wayne City Utilities, which in accordance with an interlocal agreement between the town and City Utilities provides 60 days' notice of the town's intent to disconnect from City Utilities' wastewater service. Town Attorney Dave Hawk noted that an emended issue can be issued if something goes awry. Frederickson said that Phase 2B of the project is behind schedule and hopes to have testing begin soon. Doug Ralston of Engineering Resources said that some testing of the effluent force main has been done already, with no issues. Clerk Treasurer Ryan Schwab noted that old board president Chris Miller's name was labeled for signature and since the document was dated for January 3, 2018, the signature of current board president Jim Fortman should be placed on the document for accuracy. Frederickson agreed to get an updated document to Fortman for signature on January 3, 2018.

Town Attorney Dave Hawk had no report.

Public Comment

None were brought forth

Jim Fortman made a motion to adjourn. Chris Miller seconded. Motion passed, 3-0, and the meeting adjourned at 6:06 p.m.

The next meeting of the Huntertown Utility Service Board is Monday, February 5, 2018 at 5:00 p.m.

Attest: ___________________________ _______________________________
           Chris Miller,   ,                                 Ryan Schwab,
           President                                         Clerk Treasurer