Board of Supervisor - Regular Meeting

So, where's our Zoom partners at?

So, Kim, was this your first knee surgery? Yes. That's what Yeah, I was I was originally going to do it, Steve, and then they found my heart thing and so now I'm back to square one that like they've got my heart fixed. So, did you have to go to joint camp? Well, they claim they've got it fixed. Yeah, I know. Trust me, it's it's a little hardened, but Oh, I went to joint camp. It was different than when I was in college for joint camp, but Yeah. Make sure you do all them chair exercises. Oh yeah. Can't wait.

When are you supposed to have the surgery? The 15th. It' be the day after our second meeting coming up. Okay. I' I'm scheduling it so I hopefully won't miss anything. And the worst that can happen is I can zoom. But be glad to get one done and then I'll have to do the other one in October. Oh, jeepers. Oh, I'm falling apart. Trust me. Is that what 70 does? I guess. Nobody warned me. God darn it. When you're young and dumb, you destroy all those things. Boy, sports is everything. When you're young, it catches up.

Yep. Good morning, John Martin. Well, Spencer's on. Is he? Yeah, there he is. Yeah. Good. Good morning, everyone. This is uh Spencer with ISG. Can you hear me? Yes. Yes, hear him, but I can't see him. Yeah. Sorry, I'm I'm on I'm uh not at my desk right now, so I'm just on uh on my phone right now. Okay. Are we uh are we ready to talk about DD19? It is 8:33. We're ready.

Okay. Awesome. Well, thank you all for meeting this morning. Appreciate it. Um and uh and being able to talk about this right away. So, um just as a a quick update on the DD19 open ditch repairs that we um uh had previously talked about. Um and and I guess for awareness, Eric Sonoler with our with our team is unfortunately out today, so I'm covering for him here. But um the first part of the update, just the contractor got out there earlier this spring uh and got the tree clearing work done. That work is pretty much all wrapped up now. I think he was just finishing some of the burning and burying of the trees that he cleared out. Um and now he's getting started on some of the the side slope and scour repairs. Um, and I'm not sure if you had a chance to review the memo that we provided that sort of outlines what we found in the field, but uh, a couple things we found in the field when we started the repairs this spring or that, uh, uh, some of the locations of repairs. Uh, the condition has changed a little bit from when we originally uh, identified those repairs. Uh, so kind of two things have happened. In some places, some of those scour have expanded in length a little bit. Um and also in other places where the the bank had sloughed off or started to slide previously uh that that bank has actually reestablished itself and established a tow. And so kind of the result of that is two things. Uh the first thing I guess is that there is a slightly uh longer length of area that we would recommend for bank shaping and cleaning uh or not cleaning, excuse me, bank shaping and and um um repairs um than we had previously had because they expanded a little bit. Uh and then the additional uh the other piece of that is with a lot of these bank slides uh sort of healing themselves and having a toe reestablished on their own, there's a lot of areas that we had previously identified that would potentially need rip wrap for stabilization that we we no longer think will require the rip wrap. Um and so that is sort of the modification uh to the repairs that

we've outlined in the memo um uh in in the the cost estimate for you there. um those sort of changes come out to um approximately a wash in terms of the the the reduced cost for the rip wrap as well as the additional cost for more bank shaping and seating. Um and then in addition to that, there's three additional items uh items uh number four, five, and six on the on the cost estimate there. There was an additional tile outlet that failed um and created a scour. There was also a surface pipe that failed and created a scour. And then there were a handful of beaver dams that have uh been constructed um and in in varying conditions. Some of them aren't really creating too much of a problem yet, but some of them are uh and starting to scour out around the beaver dams. Um so those were things that we identified in the field. We thought uh it would make sense to bring those in front of the board. Um as far as like the modifications to the repairs, that is something we we recommend. We think that's the best approach to get the ditch repaired at this point in time. And then those additional repair items with those two um pipes as well as the beaver dams, we would we would recommend are repaired while the contractor is out there, but wanted to bring all that to the board for any discussion or input um before we proceeded with any of that.

You answered part of what my biggest question was is how come this wasn't caught up front and I I see some things change. Is this something that all we have to do is a change order? And am I understanding correctly in your conclusion that the additional cost is 12,674, but 8782 is contingency. So we're really talking about a $4,000 addition. Am I understanding that correct?

That's correct. Yeah, that's correct. Um we did include that contingency uh um in in the report previously because just in our experience, anytime we do a ditch ditch repairs of these spot repairs, we seem to always end up finding more things in the field. uh um when we get out there. So that's why we included that. So you are correct that um out of that additional cost we had built in a majority of that is contingency already. And the reason you're coming back to us is because the additional costs are more than the contingency. Correct.

Yes. Correct. and just wanted if nothing else to make the board aware um we could we could also for your next meeting we could have a uh a formal like I could fill out a formal change order form for you to sign uh if you'd like but more than anything yeah make the board aware of this and make sure the board was okay with these uh changes and additional costs because the contractor would be looking to do this this work you know right away this week as he's gotten out there and started uh some of the repairs yesterday

do we still have 10% retainage Yeah, we have not paid him anything yet. We would uh maintain that. Um um but we haven't paid anything yet. I guess really I'm not looking for any approval of payment today. I'm more more just looking for the the board to approve these modifications to the repairs so that we can have the contractor proceed with the work, but but yes, we would keep the retainage um um in the payment estimates as well. Okay. I was thinking maybe you were using a retainage to pay for this.

Oh, no, no, no. This was uh the the 10% contingency. So, we had basically when we provided the cost estimate to the land owners, we had our our cost for the repairs, which was right around what the contractor's bid was about 88,000. And then we added on that estimate 10% contingency onto that just as for these these exact type of situations where we have additional things uh out in the field uh that that are identified. Hey Spencer, Mrs. D. So that class 10 excavation bank shaping just so I'm is that addition to the 600 that was previously approved?

Yes. Yes. So that's additional length of bank shaping and um that really what almost all of those are are an extension of some of the existing bank shaping areas that we already had um and uh filling in some areas that have basically widened the sluffs that were or the sluffs or the scour that were previously there. Um, and then there's also some additional bank shaping for some of the other areas like uh with the um the the one beaver dams that had the scour as well as those two uh pipes that had some scour and then the unit price would it have gone up that much within 3 months?

Um I believe that was the same unit price uh that was uh bid by the contractor. I'd have to double check. Uh are is that not correct? I thought it was Okay. Okay. So maybe I'm looking just at what your cost estimate was rather than what they bid out. Yes. Yes. Yes. We we Yep. We use the contract prices. Yep.

I guess for me in a nutshell, we're talking about a $4,000 difference. And there are a lot of these things if we don't do something with them now, we're going to have to come back and do it obviously at some point. My only big concern is the cattle impacts that are happening in some of that. But I guess that's something we can address differently. But I mean there's no question that we have to repair some of these at some point. Anybody disagree with that or what are your thoughts? Makes sense. I think we address it sooner than later since he's already there. I I'm saying Levi. I think that too. So

basically what you're asking for today is for us to make a motion for a change order that would include these additional items. Is that correct? Yes. As as outlined in the in the documents I provided. Yep. That that would be what I'm looking for from the board. Yep. And John, there's no issues with us doing that. Correct. We've I started some research yesterday. Rather Zach did. I haven't finished it, but it looks as long as it's considered a repair, not an improvement, and we're under a certain money threshold, which it looks like it is, that we could do it without by just approving a change order.

Okay. Well, I'll make a motion to approve a change order that incorporates the repairs that have been shown to us this morning. Okay. Kim has moved. I'll second. Levi seconded. Is there further discussion? I'll also add in the amount of $12,674. Thank you, Jordan. If there is no further discussion, Kim, hi. Levi, I Steve Clark, Steve Bellard, I

and Bill. I motion carries. Thank you, Spencer. Yeah, thank you everyone for meeting today. I appreciate it. I'm going to let the contractor know that we can proceed and I I appreciate everyone uh uh talking with me this morning. So, that was all that I had. Sounds good. Thanks, Spencer. And thank Zach for his research. You're welcome. Thank you guys. Know if they're going to trap all them beavers. Six beaver. Just take those to Levi. That's right. He's got a bounty out on him anyway. They're They're on my list.

Lifting beavers instead of kettle bells, right? Get the big thick ones. Well, it looks to me like we're ready to adjourn. So, if someone would like to make that motion, I'll make that motion. Mr. Dollar moves. I'll second. That you, Steve Clark. Levi. No, that's Levi. Okay, then moved and seconded. Any discussion? Hearing? None. Mr. Dard. I Levi. I Mr. Clark. Kim. Hi.

And Bill is I. We are officially adjourned at 8:43. Thank you all.