Johnsburg Sanitary District
Tuesday, October 4 2016
TIME: 10:00 a.m.
LOCATION: at the Taycheedah Town Hall
1. Call to order.
2. Approval of minutes of the 9/13/16 meeting.
3. Discussion and possible action regarding operational issues:
a. Johnsburg lift station.
b. Grinder pump stations.
c. Odor issues.
d. Cleaning and televising project.
e. Consideration and possible award of an Agreement for Emergency response and preventative maintenance services.
f. Other operational issues.
4. Status of the Agreement for the Allocation of Costs and Transportation of Wastewater Between Sanitary District No. 1 of the Town of Taycheedah and Johnsburg Sanitary District.
5. Discuss future administrative services.
6. Approval of District bills.
7. Schedule the next meeting.
Brenda A. Schneider
District Recording Secretary
Please note, upon reasonable notice, efforts will be made to accommodate the needs of disabled individuals through appropriate aids and services. For additional information or to request this service, please contact Brenda Schneider at 921-5224.
JOHNSBURG SANITARY DISTRICT
MONTHLY COMMISSION MEETING
OCTOBER 4, 2016
TAYCHEEDAH TOWN HALL
Members present: President Franz Schmitz and Commissioners Ken Schneider and Dennis Lefeber. Also present: Recording Secretary Brenda Schneider.
1. Call to order. Chairman Schmitz called the meeting to order at 10:00 a.m.
2. Approval of the minutes of the 9/13/16 meeting. Motion by Dennis Lefeber, second by Ken Schneider, to approve the minutes of the September 13, 2016, meeting as distributed. Motion carried (3-0).
3. Discussion and possible action regarding operational issues:
a. Johnsburg Lift Station. There were no issues to report.
b. Grinder pump stations. A verbal report from Doug Sabel indicated re-occurring problems at the Duwell station may be caused by inappropriate cable lengths on the floats. Sabel plans to order cables in the appropriate lengths and install them as soon as reasonably possible. It is unknown if this work has been completed.
c. Odor issues. The Commission is awaiting a report on the level of sulfide gas at the meter station. Doug Sabel recently verbally reported to Commissioner Schneider that odors are coming from within the District's system and from the TSD#1 area via the connection at Johnsburg Road and Hwy 151. Schneider noted that Sabel recommended adding a chemical at the lift station. The Commission is awaiting a written report and may request Sabel attend a future meeting.
Commissioner Schneider received a few complaint calls last week due to the televising crew blowing-out the sewer. Apparently the force of air pushed the odor thru basement traps.
d. Cleaning and televising project. The Outlying Sewer Group solicited bids, on behalf of several members, for televising and cleaning. Green Bay Pipe & TV, LLC, was the lowest bidder at $0.30 per linear foot for cleaning and $0.36 per foot for televising. The work was recently completed. A verbal report indicates significant concrete deterioration in the manholes along Johnsburg Road from Schumacher Road to the meter station. A written report will be forthcoming.
e. Consideration and possible award of an Agreement for Emergency Response and Preventative Maintenance services. Sabel Mechanical was the only provider to submit a quote in response to the Request for Proposals (RFP) for Emergency Response and Preventative Maintenance services.
Doug Sabel explained, at a previous meeting, that he has the equipment and trained staff capable of providing the services as outlined in the RFP, including the 24/7 emergency response. Sabel's quote was $87.00 per hour for an estimated 266 hours annually plus $3,835.00 for cleanings, pumping and calibrating. Total annual expense estimated to be $23,497.00. The hourly rate is based upon Doug performing the work. The projected annual expense does not include emergency response.
Sabel indicated that he has an individual interested in doing the preventative maintenance work. If this individual does the work, the rate would decrease to $35.00 per hour. Total expense estimated to be $13,145.00. Mileage would not be charged and the labor rate would begin when the individual leaves Sabel's shop.
The Commission formally accepted the verbal proposal by Sabel Mechanical for the one-year option, under the condition the rate for preventative maintenance and emergency response is no more than $35.00 per hour, inclusive of mileage, with the rate to begin upon departure from the Sabel shop. Sabel was directed to re-submit a proposal with the $35.00 rate for formal execution.
Commissioner Schneider recently received an emailed quote from Mark Grebe, representing Sabel Mechanical. The quote indicates a rate of $37 per hour, exclusive of a service truck, crane, confined space equipment and two men.
The Commission consensus was to accept the addendum to the contract.
f. Other operational issues. Two clean-outs within the service area have yet to be modified to grade. This matter is the last unresolved issue from Andy Karls' 2014 cleanout inspections. Mr. Karls was asked to complete the modifications.
4. Status of the Agreement for the Allocation of Costs and Transportation of Wastewater Between Sanitary District No. 1 of the Town of Taycheedah and Johnsburg Sanitary District. The Presidents of Taycheedah Sanitary District #3, Johnsburg Sanitary District and Calumet Sanitary District met a couple of times last winter to discuss the Agreement. The group requested a cost-share comparison illustrating the difference between the two methods of apportionment.
During the most-recent Joint Sanitary Districts' meeting, Kathy Diederich dispersed an analysis of flows at each lift station. Operation and maintenance bills are shared based upon percentage of flow at the Winnebago Drive lift station. Using 1Q 2016 flows, Johnsburg's percentage of all expenses is 3.96%. If O&M billing was calculated based upon flows at each lift station, Johnsburg would pay 8.1% of expenses at the Gladstone lift station, 5.65% at the Brookhaven lift station and 3.96% at the Winnebago Drive lift station.
There has been no further communication regarding this matter.
5. Discuss future administrative services. Due to the Recording Secretary's anticipated career change, Commission meetings will likely be changed to evenings. President Schmitz has secured the use of the Parish Hall in the event the venue needs to change.
It is anticipated that archived records stored in the Town's vault will remain secured in that location. All records currently contained in the Town Clerk's Office will likely need to be moved. The Commission may need to obtain/purchase a large file cabinet.
6. Approval of District bills. Motion by Dennis Lefeber, second by Ken Schneider, to approve the bills, (order nos. 85-88) totaling $722.36, and authorize the following transfer:
• $500.00 from the Operations/User Charge Account to the regular checking account,
• $7,071.49 from Operations/User Charge Account to the Debt Service Account, and
• $642.86 from the Operations/User Charge Account to the Reserve for Replacement Account.
Motion carried (3-0).
7. Schedule the next meeting. The next Commission meeting will be conducted on Thursday, November 3rd, at 6:00 p.m., at St. John's School Hall.
8. Adjournment. President Schmitz declared the meeting adjourned at 10:45 a.m.
Brenda A. Schneider, District Recording Secretary
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