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

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

A meeting of the Huntertown Utility Service Board was held on Monday, March 5, 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 fourteen (14) members of the public and one (1) reporter. NOTE - Board member Brad Hite was not present when the meeting was called to order. He arrived at 5:02 p.m. and missed one vote.

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

Board Actions

Chris Miller made a motion to approve the minutes from the February 5, 2018 meeting and February 15, 2018 special meeting. Jim Fortman seconded. Motion passed, 2-0.

Chris Miller made a motion to approve the water and sewer claims dated February 20, 2018 and March 5, 2018. Brad Hite seconded. Motion passed, 3-0.

Brad Hite made a motion for conditional approval for Willow Ridge North - Section 1. Chris Miller seconded. The conditional approval included a completion of technical review requirements. A capacity allocation letter was also presented for signature. After no further discussion, the motion passed, 3-0.

Chris Miller made a motion to approve Huntertown Utility Service Board Resolution 18-001, a Resolution to approve agreement for conditional approval of utility service for Section 1 of Brownstone Manor. Brad Hite seconded. Town Attorney Dave Hawk read the details of the agreement. After no further discussion, the motion passed, 3-0.

Jim Fortman made a motion to approve the Issue of Notice to Proceed to R.E. Crosby Inc. for the Water Treatment Plant Disinfection Improvements (water chloramination). Chris Miller seconded. Motion passed, 3-0.

Brad Hite made a motion to approve pay application No. 1 to R.E. Crosby Inc. for work on the Water Treatment Plant Disinfection Improvements (water chloramination) in the amount of $49,500. Chris Miller seconded. Motion passed, 3-0.

Brad Hite made a motion to approve Pay-Application No. 22 to Fetters Construction, Inc. for Phase 2A of the Wastewater Treatment Plant project in the amount of $92,448.35. Chris Miller seconded. Motion passed, 3-0.

Brad Hite made a motion to approve Pay-Application No. 23 to Fetters Construction, Inc. for Phase 2A of the Wastewater Treatment Plant project in the amount of $169,000.00. Chris Miller seconded. Derek Frederickson noted that $655,000 remained on the contract to be billed. After no further discussion, the motion passed, 3-0.

Chris Miller made a motion to approve Allowance Authorization No. 12 to Fetters Construction for Phase 2A of the Wastewater Treatment Plant project in the amount of $709.00 to purchase testing equipment for the lab. Brad Hite seconded. Motion passed, 3-0.

Jim Fortman made a motion to approve Pay Application No. 18 to Geiger Excavating for Phase 2B Effluent Force Main of the Wastewater Treatment Plant project in the amount of $27,442.72. Chris Miller seconded. Derek Frederickson noted that $275,000 remained on the contract to be billed and that the contractor incurred between $180,000 and $185,000 in liquidated damages for not completing the project prior to the substantial completion date in the contract. 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

No old business was presented.

Reports

Clerk Treasurer Ryan Schwab reported the following:
  - The Annual Financial Report for 2017, the Debt Management worksheet for 2018 and the Post-Employment Benefits report for the town were submitted ahead of the March 1, 2018 deadline. He noted that the Annual Financial Report was advertised in the Northwest News on February 28, 2018 and in the Fort Wayne Journal Gazette on March 2, 2018.
  - Cheryl Phillips with the State Board of Account is beginning an audit for fiscal years 2015, 2016 and 2017 on Tuesday, March 6. The audit is scheduled to last a month.

Interim Superintendent of Utilities Gabe Brindle reported the following:
  - Provided board member with a folder detailing the John Deer Track loader the board approved payment of at its February, 15, 2018 special meeting. Topics of conversation included how long it would take to get the machine and if there was a charge to get a rental machine from the company in the meantime. No action was taken.

In addition to items approved under Board Actions, Derek Frederickson of Engineering Resources reported the following:
  - The primary plat application for the Copper Creek addition will be the subject of Public Hearing on March 15, 2018 at 1 p.m. Frederickson noted the project is comprised of three components: 1) single family homes; 2) duplexes; 3) commercial. Topics of conversation included: access points into the addition; a new force main discharger under State Road 3; pumping stations for the project; the possibility of utilizing capital surcharges for the developer; any financial impact on current residents; and supplying Frederickson with a list of the board's concerns ahead of the Public Hearing. After no further discussion, no action was taken.
  - Frederickson provided the board with a project status report for the wastewater treatment plant project, noting that the project is 97 percent complete and operating within the budget. The town disconnected from the City of Fort Wayne's system earlier in the day and all flow was being sent to the wastewater treatment plant. Additionally, miscellaneous clean up items were being taken care of. Jim Fortman noted that it was 30-years ago this month that the town's original agreement with City Utilities for wastewater service began.

Dave Hawk, representing Hawk Haynie Kammeyer and Smith had no report.

Public Comment

None were brought forth

Brad Hite made a motion to adjourn. Chris Miller seconded. Motion passed, 3-0, and the meeting adjourned at 5:34 p.m.

The next meeting of the Huntertown Utility Service Board is Monday, April 2, 2018 at 5:00 p.m.

Attest: ___________________________ _______________________________
           Jim Fortman   ,                                Ryan Schwab,
           President                                         Clerk Treasurer