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

Regular Meeting of the Huntertown Utility Service Board
of Huntertown, Indiana
April 2, 2018 - 5:00 pm
Huntertown Town Hall

A meeting of the Huntertown Utility Service Board was held on Monday, April 2, 2018 at approximately 5:00 p.m. Attendees included board members Jim Fortman, Brad Hite and Chris Miller; Clerk-Treasurer Ryan Schwab; Utility Employee Tim Schobert; Derek Frederickson of Engineering Resources; and Dave Hawk of Hawk Haynie Kammeyer & Smith. Also present were ten (10) members of the public and one (1) reporter.

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

Board Actions

Brad Hite made a motion to approve the minutes from the March 5, 2018 meeting. Chris Miller seconded. Motion passed, 3-0.

Jim Fortman made a motion to approve the water and sewer claims dated March 19, 2018. Chris Miller seconded. Motion passed, 3-0.

Chris Miller made a motion to approve the water and sewer claims dated April 2, 2018. Brad Hite seconded. Brad Hite asked inquired about a claim to Koehlinger Kruse for lift station monitoring, asking when the SCADATA monitoring would take over. Derek Frederickson said the process was about a week off from wrapping up and the conversion should be completed soon. After no further discussion, the motion passed, 3-0.

Jim Fortman made a motion to start the process to hire a new employee at a Utility Person #4 rate as well as a new employee at a Summer Help rate for 5-6 months. Brad Hite seconded. Discussion items included who would interview; would the USB made a recommendation to the council for approval; and how quickly an advertisement for the job could be put together. After no further discussion, the motion passed, 3-0.

Chris Miller made a motion to give conditional approval for a water and sewer service application from Pathway Community Church. Brad Hite seconded. The conditional approval includes technical review by interim superintendent of utilities Gabe Brindle and town engineer Derek Frederickson. Discussion items included the current service at the property and tying the new lines into the existing lines at the site. After no further discussion, the motion passed, 3-0.

Chris Miller made a motion to approve Huntertown Utility Service Board Resolution 18-002, a Resolution on Connection of Utilities Outside of Town. Brad Hite seconded. Derek Frederickson reviewed the resolution prior to the vote. After no further discussion, the motion passed, 3-0.

Brad Hite made a motion to give conditional approval for a water and sewer service application 1524 Hathaway Road. Chris Miller seconded. The conditional approval includes technical review by interim superintendent of utilities Gabe Brindle and town engineer Derek Frederickson. Discussion items included where the lines would tie in and the method at which the connection would be made. After no further discussion, the motion passed, 3-0.

Brad Hite made a motion to approve Pay-Application No. 24 to Fetters Construction, Inc. for Phase 2A of the Wastewater Treatment Plant project in the amount of $34,150.00. Chris Miller seconded. Derek Frederickson noted that $621,000 remained on the contract to be billed. After no further discussion, the motion passed, 3-0.

Jim Fortman made a motion to approve Allowance Authorization No. 13 to Fetters Construction for Phase 2A of the Wastewater Treatment Plant project in the amount of $12,780.00. Chris Miller seconded. Derek Frederickson said the allowance authorization covered two items: 1) seeding the plant, which is covered by the SRF loan; and 2) air release structures that are not functioning and have yet to be purchased. After no further discussion, the motion passed, 3-0.

Jim Fortman made a motion to decline a lease agreement with Maple Net Wireless, on behalf of Northeastern REMC, for placing broad band antennas on a town water tower. Brad Hite seconded. The motion was suggested by town attorney Dave Hawk who reviewed the agreement. After no further discussion, the motion passed, 3-0.

New Business

Jim Fortman requested to Dave Hawk to look into adding the Wastewater Plant Operator position/salary to the Salary Ordinance. Hawk said an amendment would have to be approved by the Town Council. After no further discussion, no action was taken.

Kristen Macy, representing Fall Creek Development, presented the board with a proposed 4-single family home development along Woods Road, adjacent to the Town Square Development. The development is proposing that the development provide them with a sewer easement in exchange for a 1-acre area to be used as a common area for the development. Derek Frederickson told the board that there was ample capacity to handle the new connections. Brandon Seifert, a resident at 15470 Towne Gardens Court, said that the Towne Square Homeowners Association would still have to vote on approving the new development. After no further discussion, no action was taken.

Old Business

Derek Frederickson reported that Lonnie Norris of Granite Ridge Builders, representing the Brownstone development, had asked to be on the agenda but did not attend the meeting. Frederickson noted that all aspects of the agreement between the town and the developer have been met and Norris no longer needed to speak to the board.

Reports

Clerk Treasurer Ryan Schwab had no report.

Tim Schobert, filling in for Interim Superintendent of Utilities Gabe Brindle, reported the following:
   - Provided the board with quotes for air relief valves. The cost did not include an installation fee. Derek Frederickson said that the SRF loan for the wastewater treatment plant would cover the cost of the equipment. The town would still have to pay for the installation. Frederickson said he would review the quotes and provide the board more direction in the future.
   - Asked for verbal approval to send an invoice to B&B Earthworks to repay the town for damages to a sanitary sewer line at 4255 Hammock Drive. Dave Hawk confirmed he reviewed the documents and board members gave verbal approval to send the invoice.

In addition to items approved under Board Actions, Derek Frederickson of Engineering Resources reported the following:
   - Classic Heights LLC, developers for Classic Heights Extended South, had applied for water and sewer services in June of 2017, but did not send the paperwork to the State of Indiana on time. The developer is resubmitting the application and Frederickson asked board president Jim Fortman to sign an updated Capacity Allocation Letter. The document was signed.
   - Frederickson provided the board with a project status report for the wastewater treatment plant project, noting that the project is 98 percent complete and operating within the budget. He said that both phases of the project are working toward final completion. Frederickson asked the board to consider extending the completion date for asphalt work and seeding work until the weather improved. The board agreed.
   - Piping in the amount of $7,386 for the effluent force main phase of the wastewater treatment plant project was not used. The contractor has declined keeping the pipe and the pipe is not an SRF eligible expense. The town would have to pay for the pipe out of the wastewater utility fund unless it can find a buyer. After no further discussion, no action was taken.

In addition to items listed under board actions, Dave Hawk, representing Hawk Haynie Kammeyer and Smith had the following report:
   - He received a letter from Fort Wayne City Utilities in regards to ownership of utilities at the Allen County Fairgrounds. He has ordered a title search for the utilities and will provide more information at a future meeting.
   - A change in law, effective July 1, 2018, allows the town to conduct meetings without having to meet the 48-hour open door policy. He explained what types of business can be conducted to comply with the new law.

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 5:49 p.m.

The next meeting of the Huntertown Utility Service Board is Monday, May 7, 2018 at 5:00 p.m.

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