Sanitary Sewer Board - Regular Meeting

Good morning everyone. Welcome to the regular meeting of the city of Charlestown sanitary sewer board. Today is November 20th, 2025. It is 900 a.m. This meeting is being livereamed by under production multimedia. We'll begin our meeting with the pledge of allegiance. Please join. I pledge allegiance to the flag of the United States of America and to the republic for which it stands. One nation under God, indivisible, with liberty and justice for all. Thank you. Let the record show all board members are present as well as deputy court treasurer Heather Shrimp and our attorney seller. We have an agenda that's been provided. You need a motion to approve. I'll make a motion. Motion by Michael Grayson. Second.

Second by Nathan Grimes. Any questions or edits? Hearing none. All in favor say I. I. I. That's unanimous. We have our standing business which includes our minutes from our meeting on November 6th, our current climings and our pay allowance docket from November 2nd to November 15th. A motion to approve. Motion. Motion by Michael Grayson. Second. Second by Nathan Grimes. Any questions? Hearing none. All in favor say I.

Any opposed? That's unanimous. Don't believe we have anyone signed up for public comment unless that giant freezer in the back of the room. Waiting on an Amazon return. Sorry for the clutter in the in the chambers here. Um, no old business. We'll call forward our operator Tim Crawford and get a get our report. Good morning.

Good morning. Um, I apologize first and foremost for not getting out the monthly report in time for Randy to get it posted to the iPads. I did take the liberty of distributing it amongst the board members and the clerk treasurer before the meeting. Um, as usual um, and I say that with pride, the the plant demonstrated and performed flawlessly. Uh we're we're coming to the end luckily of the life of the new existing plant. We have a tenative startup of December the week of December the 8th for the new plan right now. Uh I always like to still continue to throw that word tenative in there till it's done. I don't believe it but it's supposed to be. So uh hopefully one more report on the O plant for this board to review and then we'll be moving on to bigger better things. Um, again, in total compliance, the staff is doing very well. Uh, I'll be glad to answer any questions you may have after your brief, uh, review of that if you have any.

Are there any questions about the report? None. The second item that I have or that you'll see on the agenda is the SFRS SRF dispersement uh for PACE contracting 22L. Uh that is for their continued work on the treatment plant as to date. Uh the total for this request is $520,5646.32. I would ask for approval from the board uh to for Heather to process that. Process that. Well, a little bit out of order, but that's okay. Okay. I do.

No, that's fine. That's fine. We have it in front of us. It's on our iPads and I have it here. Um, so we just need a motion to approve the SR dispersement request form for PACE contracting amount of $520,546.

I have a motion. Hold on. There was a discrepancy in what the number he said. Well, the this the front page has the $540,000 $520,564 and no change. The second page has 32 cents on it. The SRM doesn't deal in change. Okay. Okay. Um I just still want to make a clarification that Tim you said 520,564, but on the change order I'm looking at it's 520,546. That's correct. So, is the change order that I have in front of me the one that's correct? Yes, ma'am. Okay, that's fine.

Just a simple transpose. That's fine. I wrote it as you said it. I was like that. That's fine. Okay. So, to clarify, this is a change order 22 L for pace contract. I'm not change order. This is the SRF dispersement request for pace contracting 22 520,546. I'll make a motion to approve as presented. Nation. No motion made by Nathan Grimes. Second by Michael Grayson. All in favor say I. I. I.

Thank you. Uh in conjunction with that and in addition to that, PACE has submitted uh change order number five. Uh this change order consists of uh a lot of the changes that we as a city have directed them to do such as the new influence pipes for the highway 62 lift station and the new influent uh force main for the River Ridge Shadow Lake lift station. That's actually the majority of it. There is some ary costs that have arisen as it does in a $40 million project. Uh the total change orders to date for this project is1,540,724 which is $3.8% of your contingency that you have in this project of 10% which is almost $4 million in itself. I would say and admit that that number is quite small for a project this size. Uh we've worked very well with PACE and if you if you had time to review the change order, there are a lot of um dollar amounts in red. Those dollar amounts in reds are deductions that we've been able to work with pace on to save money. So, uh, this particular change order, um, is in the amount of Mayor, don't let me get this one on either.

Well, so I'm not seeing it on my Can I make copies of those real quick? Yeah. Yes. Yes. Do you have your your correct amount? I do have Pierce Frey with me here today from JTL. So, the total is $477,237.74.

I know it was in the email that went out.

We will get this to separately and I didn't see it. I'm sorry. That's my fault.

Okay. Yes. The total is $477,237.74.

Is that does the five the 1.5 that you gave the 3 does that include this this change order? Is that So, it's all of the change including this one. That is correct. Okay, there it is. It's in the drive now.

I had reviewed it because Tim had brought this to me before. Um, and all of the changes made sense. Most of it, like you said, was related to the State Road 62 and Spring Street. Going ahead and preparing for those, it's it makes sense to do that now. Um, I'm impressed that low of a contingency has been used to date at this point in the project. That's pretty impressive. We ordered that. Yeah. Yes.

Yes. Most of it are things that we we clarified and some of it was just dealing with I think the only thing that was related to kind of aesthetics was we're keeping the um is it the blower building? It is being the current administration is being converted to a blower building, right? And so aesthetically it looks nothing like but it was built in the 50s, right? So there are a few changes related to making it look like the rest of the new plan, which makes sense for a plan to be cohesive, but the vast majority of the costs were related to the connection of that upgraded Spring Street and um State Road 62 station. So it's lower building Yes.

Yes. Okay. And then the cost summary that you have on the agenda that goes with this, correct? Yes, ma'am. Yeah. So, that actually should that actually goes all the way back to change order number one, right? So, that's those two items on the agenda actually combined into this change order request. What dispersement is this? Uh 22 L2 and then change order number five. Okay. So, you were saying the items in red, of course, are the credits, things that they have Yes. credited back. So, it's actually kind of the change order is kind of a mix of both where there were some items that were credited back and some

um I'm trying to get that to So, is it 313 876? No, it's it should be 477 237.

Yeah, I think that's it's probably you see it, Nathan. I have it right here, too. If you would like to see it, I saw that number, but this number is 317. Yeah, I'm I'm with you. I saw the same thing. The 313 that you might be seeing is on the page behind the summary. The 313876 is for the work done at the modification of the junction box for the two additional force mains coming in. in the middle.

Okay, I see the total now. It's on page five of your different on page four way down to 23. If you're on page four of 23 and at the top of the page says change order number five summary under the okay at the four boxes at the bottom that are bolded in says total 47723774 and 19,000 which still doesn't come up it should be page 423 yeah if you look it's got the summary at the bottom with the correct Right.

Sorry, Tim. There's just a lot of numbers on here. Oh, no. Absolutely.

Yeah. And if you do the the math there, so you'll see the column of the credits is $88,437.30 and then the additions are 565,675,000 whatever whatever that was 04. And then the total is the the math between those two and it comes to the 477 2374 so it is accurate. Make a motion to approve the change order request for number five for $477,237.74. We have a motion present. Second by Michael Grayson. All in favor say I. I opposed. That's unanimous. Thank you.

Thank you. together. Um and then I had asked Tim to Tim and I had some conversations about um workflow and labor needs um in the department now that it is coming online um having toured it and seeing all of the extra that's going to go into it. So Tim had a recommendation for the board for a new hire.

Yes. So, I'm here today to recommend the board and seek approval to add one additional labor to the staff. Uh, as the mayor uh insinuated with the startup of the new facility, which is much bigger than the one we have on top of the four new lift stations that we've added to the collection system over the last two years, I think that we're ready to start ramping up our our staff to address those needs that might be there. Uh again, we would bring that person in as a labor's position u to start uh at January January one of 2026. You need a motion to approve that.

I'll make a motion to approve. Michael Grayson makes the motion. Seconds. Any questions on that? Do we have any 10 new candidates or we do we have we are actually looking at one internal candidate to be honest with you which is I think it's going to be very good fit for the utility. That's a good deal. Yeah, we have a lateral. All right. All in favor say I. I. I unanimous. That's all I have for the board unless you have any further questions. I'll do the rest of your business. That's it. Thank you. Bo, any um updates from here? Um do we need to have any discussion on capacity ordinance change? We discussed it last week.

Um yeah, I can update or I can kind of tell the the board where we're where we are with that at the moment. Um so at the last meeting we talked about or we had the presentation from the resident who's remodeling the house and we had said let's look forward to some kind of adjustment for that. talked with Tim and we tentatively came up with the idea that for homes for residential structures only, not commercial or industrial, residential structures only that have been off of the system for six months or more. Um, we would ask them to pay the back month amount that they would owe, a reconnect fee of $70 and an inspection fee of $30 and verify from a certified plumber that the line is clear and functioning properly. Um, I talked that over with a couple of the council members because ultimately they have to change the ordinance and adopt the ordinance and they did not want to charge the monthly back fee. They said that they are more they're amenable to changing it. they think it needs to change that they would want to leave just the $70 reconnect fee, a $30 inspection fee and still get the certified communication from a licensed plumber um verifying the line is in healthy shape. And so Matt with Bo has revised an ordinance revised the capacity ordinance and we anticipate that going before the council at their meeting in December.

That also um covers duplexes and triplexes for each individual you use separate reconnect fees. Cleaned up some of the language too. I noticed so just for consistency of terminology and vocabulary. Yep. So that's kind of where we are with that and council meeting will be December 1st. So hopefully we'll have that all but we send it over to the council attorney and the city attorney for their reviews assuming they don't have anything of substance to add that'll go as it is before them. let you in. They wanted to keep the cost reasonable and the argument was well they have to hire a plumber that could be a couple hundred bucks too to um the line.

Yeah. To camp the line. So um I understand that. So that's where we are. Um do we need to take a vote on gratify for serving as council in that other matter? Yeah, he should he should um if he doesn't already have an existing engagement with you, you might have one, but you could take a vote on that to to Yeah. Yeah. There's another matter that I'm conflicted out on that I cannot assist. So, Greg Fer will be assisting the city.

Yeah. Um so, there's a legal matter. So, Greg Fer is excellent. Um he's helped the city before. We've engaged him for various work with redevelopment commission and other boards and commissions. So, I would recommend that we allow her engagement letter with with Grant Fer for that matter. I know very well attorney. Is that a motion? I make that motion by the second. Not exactly that. All right. All in favor say I. I.

I. Any opposed? Unanimous. All right. So, like Greg needs to send over that letter that out. Um, all right. I think that's all we had. Was there anything else? We we contact the guy that's here last time and tell him what's going on. We've updated him on kind of where we are. Um, and told him that it has to go for the council and I think he's planning on coming to the council meeting just to, you know, to make public comments so they see, but we it's not an issue. Yeah. Yeah. We're we're not holding him up in his in his project. And since then, there have been a couple others that we learned about that are in the same boat. So, yeah. move these blighted properties along would be nice. Y All right, I think that's it. Just a motion to

motion to second. All in favor say I. I. We are. Thank you. Thank you.