Lowell-Cedar Lake Joint Management and Operations Board

Meeting Minutes

Date: May 23, 2018

Location: Cedar Lake Town Hall

Call to Order

Meeting was called to order by Cedar Lake Councilman Richard Sharpe at approximately 1:00 p.m. Pledge of Allegiance followed.

Cedar Lake Representatives

Lowell Representatives

Approval of Agenda

Motion made by Ralph Miller with second by Edgar Corns to approve the agenda as submitted. All in favor by voice vote.

Approval of Minutes - March 21, 2018

Motion made by Ralph Miller to approve minutes with second by Will Farrellbegg. All in favor by voice vote.

Approval of Special Meeting Minutes - April 19, 2018

Motion made by Will Farrellbegg to approve minutes with second by Edgar Corns. All in favor by voice vote.

Lowell WWTP Superintendent's Report

Mr. Gray reported that the new trash rack and phosphorus removal system is functional.

Lowell Town Council Update

Mr. Sheridan stated a lot of projects are ongoing. Mr. Farrellbegg added there were no major updates except the new water tower is up and functioning. Mr. Sheridan added they are dealing with a lot of water line leaks.

Cedar Lake Town Council Update

Mr. Miller stated road improvement projects are underway in the High Grove and South Shore subdivisions, and the southernmost portion of Parrish Avenue will begin soon. Lincoln Plaza reconstruction is underway and should be finishing up in the next few weeks.

Old Business

1. Interceptor Evaluation - Bloodhound

Mr. Cochrane explained there are several different conditions that are justifiable for declaring a contractor in default. One of them is clear that they did not maintain progress on the project. To him, declaring them in default is a simple thing to do. If they do declare a contractor in default the terms and conditions to follow after that are dictated by the performance bond. The terms and conditions in the performance bond supersede those in the general conditions. They did ask for them to submit a performance bond. The Town of Lowell has that on file.

If they decide to declare them in default they have to notify them. After notification, they have to either agree to pay the surety, the remainder of the contract, or pay another contractor. He discussed further steps under Section 4 of the Surety. He recommends they proceed with declaring them in default. He suggested after that they have a conversation with the Surety to influence them on the best route for them.

Mr. Farrellbegg asked about terminating the contract under Article 15. Mr. Cochrane stated they could terminate the contract and there is a justifiable reason for doing so. Notification would still need to be given. Mr. Farrellbegg asked if Bloodhound has pursued them for any more money or work. Mr. Cochrane stated no. They haven't done anything. In his opinion, they have always pushed them to do work they were contracted to do. They were never proactive.

Mr. Sharpe asked if they have been 100% paid. It was stated no. Mr. Farrellbegg stated they have only paid approximately 33% of the contract. Mr. Cochrane stated they have only paid them for work done.

Action: A motion to suspend Bloodhound due to non-responsibility was made by Will Farrellbegg with second by Edgar Corns. All in favor by voice vote. Mr. Cochrane will handle notification.

New Business

1. Phosphorus Removal Trash Rack - Bowen Engineering - Certificate of Substantial Completion

Mr. Cochrane explained that Bowen Engineering has submitted a certificate of substantial completion with two conditions listed. One is a proposal for a pond level instrument at the EQ Basin and the other is a proposal for an Actiflo Mixing Tee. This is not allowing Bowen to skip any of the steps.

Action: A motion to approve the Certificate of Substantial Completion except for items 9 and 10 was made by Will Farrellbegg with second by Ralph Miller. All in favor by voice vote.

2. UV Update

Mr. Gray stated a quote was received. They don't have to replace the entire UV system. They were able to find a manufacturer that can make a controller to fit the old system. Mr. Cochrane stated he spoke with Mr. Wright to confirm that it would work. He believes Mr. Wright has done that but he hasn't seen a final quote yet. Mr. Gray believes the cost is around $15,000. Mr. Farrellbegg stated he spoke with Mr. Wright and he said it would work. Mr. Simstad stated per the sewage treatment agreement they don't need to approve anything.

3. Actiflo

Mr. Gray stated the Actiflo system has a mixer that has basically rotted through. They are working with Philadelphia Mixers who are working on replacing the part. That particular part would be replaced at no cost and it would be upgraded to stainless steel.

At the last progress meeting it was brought up that they could put in a piece of ductile iron without a mixer. They visited a similar plant in Greenfield that doesn't use a mixer. Their alum is injected in the ductile iron pipe and it mixes as it flows. They believe they can do something similar.

A quote from Bowen Engineering for a spool piece instead of a mixer would be $2,000 as opposed to getting the part for free. However, they would be able to get the Actiflo up and running as opposed to waiting for Philadelphia Mixers to build the part.

Mr. Sheridan voiced concerns over labor costs and stated he would wait for the free part. He doesn't want to be without the Actiflo but they are going into the time of year when they shouldn't have to use it anyway. As long as it is broke IDEM won't write them up for an overflow. He thinks they should wait and make them replace it at their cost including the installation.

Mr. Cochrane suggested sending a letter to IDEM letting them know their plan of action. Mr. Sheridan agreed. Mr. Cochrane stated he would draft a letter.

4. Quote for Flow Meters and Rain Gauges

Mr. Cochrane stated he received three quotes for installation of 16 flow meters and 3 rain gauges for a period of two months with an option for a third. Ideally they would be installed in June and come out early August. During that time period they hope to see some rain events and dry weather to figure out where the I&I is coming from in the sub bases.

Quotes received:

Mr. Cochrane recommended going with ADS for $57,240. Within their quote they stated if they cannot provide a person to go out in the field it will be $1,000 a day. ADS will also provide a report on the results. The data is able to be downloaded in real time.

After much discussion it was decided that the project is O&M not capital. Cedar Lake would be responsible for 1/8th of the total cost except for the rain gauges. The rain gauges would be split 50/50.

Action: It was agreed to approve the quote from ADS for $57,240 and split the cost as discussed. Mr. Cochrane will send a copy of the quote with the breakdown.

5. Modeling Agreement

Mr. Cochrane produced a proposal for hydraulic modeling services using the flow meter data. This would be used for the long term control plan. With this you would build a computer model that mimics what is happening in the field. He stated this is typically what is done and IDEM will want to see it. This will show changes in the interceptor and subsystem.

A lengthy discussion continued on the proposal, the wastewater agreement between Lowell and Cedar Lake, and the responsibility of JMOB versus Lowell.

Action: A motion to table the item until the next meeting was made by Will Farrellbegg with second by Rick Sharpe. All in favor by voice vote.

6. Public Participation for the Interceptor Rehab

Mr. Cochrane suggested they have a public meeting to discuss the interceptor rehabilitation project. Mr. Miller suggested they put this item on hold until the Town Managers are present. Mr. Cochrane voiced concerns with putting this on hold. The Town of Lowell has a schedule to follow.

Mr. Cochrane asked if they could discuss some ideas. He suggested a public meeting inviting people potentially affected to learn about the project. It was determined to have this as an agenda item for a future meeting.

Written Communication

WWTP Operating Expenses - Previously sent.

Public Comment

Mr. Gray stated they are still having an issue with the generator transferring during outages. They call it ghost voltage. Duane from Duane's Electric is very involved. He has an engineer that came up with an idea to put in a different phase loss monitor to monitor the situation. It may correct the problem or at the least give them more information to take to NIPSCO. The cost is $4,200.

They are having bad issues with the heating system in the headworks building. The furnaces are interior and hang from the ceiling. Because of the gases they get destroyed quickly. They talked with Parkway Mechanical to put in an outside furnace. The quote is for $29,400. There is no hurry. This would take the place of all the furnaces inside. It will last much longer than the ones they have now.

The next issue is grit removal. They have no quotes yet. They are looking to replace the tube that the auger goes up. In order to get it off they need to cut it and weld another on. He will have more information at the next meeting.

Mr. Kubiak asked if they could get two more quotes for the furnace. Mr. Gray stated he could do that.

Adjournment

The meeting was called to adjournment at approximately 3:10 p.m.

Respectfully submitted,

Jennifer N. Sandberg, Deputy Clerk
Town of Cedar Lake