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
May 7, 2018 - 6:30 pm
Huntertown Town Hall

A meeting of the Huntertown Utility Service Board was held on Monday, May 7, 2018 at approximately 5:00 p.m. Attendees included board members Jim Fortman, Brad Hite and Chris Miller; Clerk-Treasurer Ryan Schwab; Town Manager Beth Shellman; Derek Frederickson of Engineering Resources; and Dave Hawk of Hawk Haynie Kammeyer & Smith. Also present were eleven (11) members of the public and one (1) reporter. Absent was Interim Superintendent of Utilities Gabe Brindle.

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 regular meeting on April 2, 2018. Brad Hite seconded. Motion passed, 3-0.

Brad Hite made a motion to approve the minutes from the executive session on April 10, 2018. Jim Fortman seconded. Motion passed, 3-0.

Jim Fortman made a motion to approve the minutes from the special meeting on April 12, 2018. Brad Hite seconded. Motion passed, 3-0.

Chris Miller made a motion to approve the water and sewer claims dated April 16, 2018 and May 7, 2018. Brad Hite seconded. Motion passed, 3-0.

Jim Fortman made a motion to approve board's portion for a purchase a utility truck from Max Platt in the amount of $13,330, per utility. Chris Miller seconded. Motion passed, 3-0.

Brad Hite made a motion to approve Pay-Application No. 25 to Fetters Construction, Inc. for Phase 2A of the Wastewater Treatment Plant project in the amount of $24,330. Chris Miller seconded. The motion passed, 3-0.

Brad Hite made a motion to approve Pay-Application No. 26 to Fetters Construction for Phase 2A of the Wastewater Treatment Plant project in the amount of $320,000. Chris Miller seconded. Derek Frederickson noted that $120,000 in retainage remained to be billed on the project. After no further discussion, the motion passed, 3-0.

Chris Miller made a motion to approve Allowance Authorization No. 14 to Fetters Construction for Phase 2A of the Wastewater Treatment Plant project in the amount of $6,213.88. Jim Fortman seconded. Derek Frederickson said the allowance authorization covered the following items: 1) Eye wash cartridges for the eye wash machine; 2) revising key access for the facility; 3) hoses/accessories; 4) a new dishwasher spindle. Frederickson also said that $85,628.90 remained in the contingency allowance for the project. After no further discussion, the motion passed, 3-0.

Brad Hite made a motion to approve Pay-Application No. 19 to Geiger Excavating for Phase 2B of the Wastewater Treatment Plant project in the amount of $39,983.79. Jim Fortman seconded. The motion passed, 3-0.

Jim Fortman made a motion to approve Pay-Application No. 20 to Geiger Excavating for Phase 2B of the Wastewater Treatment Plant project in the amount of $10,975. Brad Hite seconded. Motion passed, 3-0.

Chris Miller made a motion to issue intent to terminate notice to Geiger Excavating as contractor for Phase 2B of the Wastewater Treatment Plant project. Brad Hite seconded. Derek Frederickson talked about details in the contract that allow for the intent to terminate to be issued. Liquidated damages were also a part of the discussion. After no further discussion, the motion passed, 3-0.

Jim Fortman made a motion to approve Allowance Authorization No. 3 to Geiger Excavating for Phase 2B of the Wastewater Treatment Plant project in the amount of $5,033. Brad Hite seconded. Derek Frederickson noted that the work for this allowance authorization was already complete and that $55,751.01 remained in the contingency fund for this phase of the project. After no further discussion, the motion passed, 3-0.

Brad Hite made a motion to approve Pay-Application No. 2 to R.E. Crosby for work on the Water Chloramination project in the amount of $43,605. Chris Miller seconded. Motion passed, 3-0.

Jim Fortman made a motion to approve Pay-Application No. 3 to R.E. Crosby for work on the Water Chloramination project in the amount of $50,395. Brad Hite seconded. Jim Fortman asked about the timeline for the project and Frederickson said it would be complete in the next few weeks. After no further discussion, the motion passed, 3-0.

Chris Miller made a motion to approve Change Order No. 1 to R.E. Crosby for work on the Water Chloramination Project, increasing the contract amount by $1,050. Derek Frederickson detailed some plumbing and electrical issues that were discovered during the project and that the work to repair these items was complete. After no further discussion, the motion passed, 3-0.

Brad Hite made a motion to provide conditional approval to allow Phend & Brown access to a stock pile of soil at the Wastewater Treatment Plant project site, pending Town Attorney Dave Hawk's review of the agreement. Jim Fortman seconded. Derek Frederickson said that there weren't any other projects the town had in mind that the soils could be used for and that if the town expands the wastewater treatment plant in the future, a similar pile of soil would be accumulated. After no further discussion, the motion passed, 3-0.

Brad Hite made a motion to approve Huntertown Utility Service Board Resolution 18-004, a Joint Resolution appointing purchasing agent and establishing policies for purchasing of supplies. Chris Miller seconded. Dave Hawk noted that this agreement was recommended by the State Board of Accounts. After no further discussion, the motion passed, 3-0.

New Business

None was brought forth

Old Business

Jim Fortman reintroduced a discussion about purchasing a lawn mower for the wastewater treatment plant. Fortman would like to use State Revolving Fund (SRF) Loan money to make this purchase if the contingency for the project allows. Derek Frederickson said about $85,000 remained if all the allowance authorizations he was presenting would get approved. Other topics of discussion included new furniture quotes for the wastewater treatment plant. After no further discussion, no action was taken.

Reports

Clerk Treasurer Ryan Schwab reported the following:
   - DeKalb Recovery, a vendor that provided transportation of liquid sludge to the wastewater treatment plant at start-up, requested payment of his invoice in the amount of $8,400. In conversations with Engineering Resources, it was learned that Fetters Construction is contracted to pay this invoice, but would be unable to do so until June. The vendor was requesting the town to pay the invoice immediately and then invoice Fetters Construction. With a voice vote, the utility board opted not to pay the invoice and allow the payment to be handled under the current contract.

Interim Superintendent of Utilities Gabe Brindle was absent. Derek Frederickson reported on the following in his absence:
   - Soarin' Hawk Raptor Rehabilitation is applying for water/sewer connections. The company is outside of the town limits and still has a whole set of application to get through before this can be finalized. Frederickson will continue to work with the companies Vice-President, Michael Dobbs, who was present and also spoke.

In addition to items approved under Board Actions, Derek Frederickson of Engineering Resources reported the following:
   - 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
   - Dave and Brian Salomon are interesting in purchasing the digested solids from the wastewater treatment plant. Topics of discussion included current uses of the digested solids; operational costs associated; permitting and testing requirements; and whether the agreement would be short-term or long-term. Frederickson and Jim Fortman said they would like to meet with the Salomon's and construct an agreement. 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 no further report.

Town Manager Beth Shellman introduced herself to the board and the public, noting that she is open to suggestion on where she should concentrate her efforts.

Public Comment

Larry Newton, a resident at 1410 Rabbit Run, spoke about a chicken ordinance passed in 2017. Utility Board member told Newton that this topic needed to be addressed by the Huntertown Town Council.

Craig Patterson, an attorney representing Geiger Excavating, addressed the board about an outstanding invoice in the amount of $7,386. Derek Frederickson said the invoice would be included in future discussions related the liquidated damages issue.

After no further public comment, Chris Miller made a motion to adjourn. Brad Hite seconded. Motion passed with a voice vote and the meeting adjourned at 6:01 p.m.

The next meeting of the Huntertown Utility Service Board is Monday, June 4, 2018 at 5:00 p.m.

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