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HomeMy Public PortalAboutJFOCM 2003-10-23 RECORD OF PROCEEDINGS JOINT FACILITIES OPERATING COMMITTEE MEETING October 23,2003 Attendees: Winter Park West: Mike LaPorte, Ross Caldwell, Jon Westerlund Grand County NO.1: Bob Wolf Fraser Sanitation District: Ron Anderson, Steve Sumrall, Drew Matteson (arrives late) Alison Naschak (Secretary) Staff: Joe Fuqua, John Walker, Kirk Klancke, Bruce Hutchins Others: Robert Anderson, Curt Guida, Jeff Jones, Dave Willy (Triangle Electric) Chairman LaPorte called the meeting to order at 6:35pm. Approval of September 18. 2003 meeting minutes. Ron Anderson motioned and Steve Sumrall seconded the lotion to approve. Motion carried 6-1. Partial Pay Application No. 17. Rob Anderson, MWE, recommended approval of Pay Application No. 17 for the amount of $376,50 1.69. Ron Anderson, representing the Fraser Sanitation District advised that as Manager, Fraser could not recommend approval because the contractor failed to get the building heated as directed two weeks ago. There was a pipe that burst and there are concerns about equipment, motors, etc. being exposed to the cold. Rob Anderson noted that the part that burst was defective and parts should be here by Monday to fix it. The Committee discussed details of withholding payment with JFOC Attorney, John Walker. Bob Wolf noted that temporary heat could be brought in, and felt that the contractor should make a trip to Denver if needed. At that point the Project Manager for John T. Jones, Curt Guida, assured the Committee that JTJ would do what would be needed so that the building would have heat tomorrow. Mike LaPorte asked Ron Anderson if that would be acceptable to the Manager. Ron Anderson advised that if there would be heat at the plant as assured, the Manager would agree to payment of Partial Pay No. 17. Attorney, John Walker, requested that John T. Jones provide assurance to the JFOC in writing. Curt Guida agreed that they would do so. Drew Matteson then made a motion to approve Partial Pay Application in the amount of $376,501.69 with the understanding and assurance from John T. Jones that the plant would be heated tomorrow. Bob Wolf seconded the motion. Motion carried 7-0. Engineer Report. The Committee discussed timing for completion of construction with Rob Anderson. Rob advised that December 14 is the contract completion date with the approved extension. Rob noted that the "A Basin" is about 96% complete and that the goal is to be treating raw sewage by November 7, with substantial completion by December 5th. The Committee expressed concern that it appeared that some things will not be 'ompleted, such as grading, prepping the outside walls and application of the Thoroseal. Rob advised that the fOCUS is on treating wastewater and that the contractor will need to return to do the outside work in the spring. ýÿ In another matter, Rob noted that a response has been sent to the State answering their questions about the discharge permit application. He noted that he also asked for the permit reduction to 2,499,999mgd and noted that a plan for how we will deal with the SBR will be submitted to them by June of2004. Rob didn't think that there would be any problems. Regarding the issue of the slope of the roofand problems anticipated with snow. Rob advised that they are looking at snow guards similar to what is on the building at the Zephyr Mountain Lodge at the ski area. He advised that they are planning for 3 rows of guards so that the snow will step down and the weight will be spread out. He noted that he is getting a quote, but doesn't have the final numbers yet. Mike LaPorte asked if the roofwas a design issue and asked who is paying for it. Rob advised that he would need to get back to us on that. Jeff Jones was also in attendance and handed out a project schedule. Jeff noted that treatment of wastewater is doable for November 7 if there are no unanticipated problems. He advised that the only work that would be remaining in the spring would be outside work and said next week should be a good week if we don't have a bad weather. Rob noted that his own list focuses on what is needed to direct and establish dates for startup of the facility, stating that it appears that it should be complete by the end of November (12 days ahead of the deadline). As Jeff Jones was already out the door, the Committee asked him to return so that they could address questions about the Thoroseal application. Rob Anderson advised that Change Order 11 approving John T. Jones no cost change to trade sandblasting for Thoroseal was approved by Fraser and sent to JTJ for approval, but it had not een returned to him yet. Jeff Jones advised the Committee that the cold weather has been a problem and that prep work needed to be done on the concrete, then the subcontractor would need to sign off on it. When John Walker asked if JTJ is responsible for coming back to do the prep work if it is not done, Jeff advised that the prep work would be done before they leave. Jon Westerlund also noted concern that if the subcontractor goes out of business we are left with it. Bruce Hutchins noted that as long as it is kept in the contract, JTJ is responsible for it. Jeff Jones advised that they would contact the subcontractor and let us know where it stands. Mike LaPorte noted that Fraser approved Change Order No. 12 for $6,308 for windows and telephone conduit. Old Business. The Committee received an update from Fraser as to the status of the survey being done at the Joint Facilities and were advised that the survey is in process and should be finalized by the next JFOC meeting. New Business. None noted. Manager Report: None noted 2004 Operating and Maintenance Budget. Since the proposed budget was previously presented at the September JFOC meeting, minor changes were noted and discussed. Jon Westerlund then motioned to approve the Joint Facilities Operating and Maintenance budget for 2004 as presented, Bob Wolf seconded the motion. Motion carried 7-0. Attorney Report. John Walker updated the Committee on the status of the Motion to Intervene in the Solvista 'rater rights application. He noted that the first status conference will be December 4, 2003. ýÿ oard Choice. Mike LaPorte noted to the Committee that there was a matter that he felt warranted an Executive Session pursuant to C.RS. 24-6-402(4)(t) regarding personnel. He advised that the matter was regarding Joe Fuqua. Joe declined his attendance at Executive Session and departed the meeting. Ron Anderson then made a motioned to go into Executive Session to discuss personnel matters pursuant to C.RS. 24-6-402(4)(t). Ross Caldwell seconded the motion, Motion carried 7-0. After discussion of matters confined to the topic authorized pursuant to C.RS. 24-6-402(4)(t), Ron Anderson motioned to come out of Executive Session. Ross Caldwell seconded the motion. Motion carried 7-0. As the Attorney representing the Joint Facilities Operating Committee, I am of the opinion that the Execut've Session, which wa t recorded, was confined to the topic authorized for discussion in the c 8"0 a reflec . these Minutes. egal Counsel As the Chairman of the Executive Session, I hereby certify that the discussion in the Executive Session, which was not recorded, was confined to the topic authorized for discussion in the Executive Session as reflected in these Minutes. .--_....c..:==:::.;.:::? ~-.... ~ -- \. <-. Chairman .dob Wolf made a motion to award Joe Fuqua a perrormance bonus in the amount of$3,000. The bonus will be equally contributed to by Fraser Sanitation District, Grand County NO.1 Water and Sanitation District and Winter Park West Water and Sanitation District. Ross Caldwell seconded the motion. Discussion took place on a question of whether or not the Committee could approve the bonus because Grand County NO.1 did not have a quorum present at the meeting. It was decided that each District would present the matter at their respective Board meetings for approval. The motion was then withdrawn by Bob Wolf After further discussion, it was reiterated that by recommendation of the JFOC Committee, each District would discuss awarding Joe Fuqua a $3,000 perrormance bonus with the understanding that each District will contribute $1,000 toward the bonus. It was also noted that presentation of the bonus to Joe would be at the next JFOC meeting on November 20. A suggestion was made that Fraser issue the check and obtain reimbursement from the other Districts so that one check for the total of $3,000 would be presented. The Committee generally agreed. Motion to adjourn was made by Jon Westerlund and seconded by Ron Anderson. Motion carried. The meeting adjourned at 8: lOpm. Next meeting will be November 20, 2003 at 6:30 pm. ATTEST ~t~v~ \\Jlt)JtJ< Jecretary I Lk~ 0) Date