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

Town of Huntertown - Meeting Minutes

Meeting of the Huntertown Utility Service Board
of Huntertown, Indiana
September 4, 2018 - 5:00 pm
Huntertown Town Hall

A meeting of the Huntertown Utility Service Board was held on Tuesday, September 4 2018 at approximately 5:00 p.m. Attendees included board members Jim Fortman and Brad Hite; Clerk-Treasurer Ryan Schwab; Town Manager Beth Shellman; Derek Frederickson of Engineering Resources; and Dave Hawk of Hawk Haynie Kammeyer & Smith. Also present were seven (7) 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 August 6, 2018 regular meeting. Jim Fortman seconded. Motion passed, 2-0.

Jim Fortman made a motion to approve the water and sewer claims dated August 20, 2018 and September 4, 2018. Brad Hite seconded. Motion passed, 2-0.

Brad Hite made a motion for conditional approval of water and sewer connections at 1077 Hathaway Road. Jim Fortman seconded. Conditions of approval include technical approval by the Town, a completed waver for annexation and a Town Council resolution approving a connection outside of the corporate limits. After no further discussion, the motion passed, 2-0.

Brad Hite made a motion to approve Pay-Application No. 27 to Fetters Construction in the amount of $49,325 for work complete on the Huntertown Wastewater Treatment Plan Phase 2A. Jim Fortman seconded. Motion passed, 2-0.

Jim Fortman made a motion to approve Pay-Application No. 28 to Fetters Construction in the amount of $106,000 to Fetters Construction to reduce the retainage amount on the contract for Huntertown Wastewater Treatment Plan Phase 2A. Derek Frederickson stated that $24,000 in retainage remained for the project. After no further discussion, the motion passed, 2-0.

Brad Hite made a motion to approve Change Order No. 4 for Phase 2A Wastewater Treatment Plant in the amount of $141,658.15 to Fetters Construction. Jim Fortman seconded. Derek Frederickson said the change order was to convert a tank at the Town's Flow Equalization basin to an aerated sludge tank for the town's Wastewater Treatment Plant. The expense was eligible for coverage through the State Revolving Fund (SRF) loan. After no further discussion, the motion passed, 2-0.

Jim Fortman made a motion to approve Allowance Authorization No. 15 for Phase 2A of the Wastewater Treatment Plant. Brad Hite seconded. The allowance authorization increase the Phase 2A work allowance by $60,000 per Change Order No. 4 and decrease the Phase 2A Work Allowance by $141,658.15 for conversion of Equalization Basin #2 to Aerated Sludge Holding #2. Derek Frederickson said the remaining contingency work allowance for the project was $3,970.75. After no discussion, the motion passed, 2-0.

Jim Fortman made a motion to pay approximately $32,000 in engineering fees from Engineering Resources Inc. with available funds through the SRF loan for the town's Wastewater Treatment Plant project. Brad Hite seconded. Frederickson said that approximately $60,000 in eligible funds remained through the SRF loan. After no further discussion, the motion passed 2-0.

Jim Fortman made a motion for conditional approval for the Highland of Copper Creek application. Brad Hite seconded. Conditional approval included a technical review of the project by the Town. Derek Frederickson said that the project included 33 new connections. After no further discussion, the motion passed, 2-0.

New Business

Outside of items approved under Board Actions, no New Business was presented.

Old Business

Jim Fortman reported that three applicants for the Town's Superintendent of Utilities opening were received before the submission deadline and one was received after and that interviews were being scheduled. No action was taken.

Reports

Clerk Treasurer Ryan Schwab reported the following:
   - Schwab and Beth Shellman will be working on 2019 Utility Board budget throughout September and invited board members to be active in the process. Schwab said he hoped to present a finalized budget at the October 1, 2018 meeting.

Town Manager Beth Shellman provided the board members with a handout, but did not address any items in detail. Jim Fortman asked about pending annexations as listed on the report, notably the lack of 100 percent participation on the Brownstone Annexation. Shellman noted that 64 properties are included in the Brownstone Annexation and not all of those property owners have signed the waiver of annexation. Jim Fortman requested information on pending utility extensions at 319 Halldale Drive, 15501 Coldwater Road, 2726 Carroll Road, 1823 Hathaway Road, 2810 Hunter Road, 1742, 1728 and 1714 Hathaway Road, 16830 Lima Road and 1077 Lima Road as listed in her handout. Shellman said that easement issues needed resolved before those extensions could be finalized.
In addition to items approved under Board Actions,

Derek Frederickson of Engineering Resources had no further report.

Dave Hawk, representing Hawk Haynie Kammeyer and Smith had the following report:
   - Geiger Excavating has requested a notice for mediation, issued on August 30. He is getting information on whom the mediator will be in the next few days.

   Brad Hite asked for an update on the status of connections at the Allen County Fairgrounds. Hawk said that an offer to purchase lines from the City of Fort Wayne was rejected and he hopes to have more information this week.

Public Comment

Betty Lavachek, a resident at 2127 Myers Drive, inquired about the town logo only being on one side of the new truck. Shellman said the town purchased two logos and she would make sure the second logo was attached to the other side of the truck.

After no further public comment, Brad Hite made a motion to adjourn. Jim Fortman seconded. Motion passed with a voice vote and the meeting adjourned at 5:41 p.m.

The next meeting of the Huntertown Utility Service Board is Monday, October 1, 2018 at 5:00 p.m.

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