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HomeMy Public PortalAboutJFOCM 2003-09-18 RECORD OF PROCEEDINGS JOINT FACILITIES OPERATING COMMITTEE MEETING September 18, 2003 Attendees: Winter Park West: Mike LaPorte, Jim Cordell, Jon Westerlund Grand County NO.1: Chris Seeman, Bob Wolf Fraser Sanitation District: Ron Anderson, Steve Sumrall, Robin Wirsing, Drew Matteson (arrives late) Alison Naschak (Secretary) Staff: Joe Fuqua, John Walker, Kirk Klancke, Bruce Hutchins Others: Robert Anderson, Curt Guida Chairman LaPorte called the meeting to order at 6:35pm. Approval of August 21, 2003 meeting minutes. Chris Seeman motioned and Jim Cordell seconded the motion to approve. Jon Westerlund abstained noting that he was not in attendance at the August meeting. Motion carried 7-1. Partial Pay Application No. 16. Rob Anderson, MWE, recommended approval of Pay Application No. 16 in l-te amount of$303,21 1.54. Chris Seeman motioned and Jim Cordell seconded the motion to approve. Motion ..;arried 7-0. Engineers Report. Rob Anderson addressed the Committee with details of a Change Order No. 10, in which John T. Jones is requesting an additional time for completion of the project. Rob noted that the original request was for 30 days, however at it's Board meeting, Fraser approved 14 days with the condition that the JFOC would need to approve and that there would not be any additional construction expenses. Rob noted that the contract does not allow for weather related delays and that he could not recommend the 30 days, but felt that due to the extraordinary circumstances of the late season snow storm, a 14 day extension was warranted. The Committee discussed the matter expressing concerns with additional expenses for inspections and engineering. Rob emphasized that he did not feel that the contractor would meet the completion date in the contract without the additional 14 days. Rob confirmed that the engineer would not have any additional expenses. Curt Guida of John T. Jones was in attendance and confirmed that John T. Jones would not have any additional expenses. The Committee also asked Rob about the intent of a schedule that he is working on with John T. Jones. Rob reminded the Committee that at last month's JFOC meeting he indicated that MWE was going to be more proactive with JTJ to assist in identifying various construction details and setting a timelines for completion. He advised that the list is more to help JTJ focus on specific items and to provide guidance. He felt that this would help to make up the delays caused by the storm. Chris Seeman motioned to approve the extension of 14 days to the contract schedule for completion, with the condition that there will be no additional expenses from the engineer or the contractor relating to the extension. Ton Westerlund seconded the motion. Motion carried 8-0. Chairman LaPorte noted that because discussion on SBR Improvements would likely be more lengthy, that agenda item would be discussed at a later time in the meeting. ýÿ The next Agenda item discussed was concerning the application of Thoroseal. Chairman LaPorte, summarized discussion at the previous JFOC meeting, noting that an estimate was to be presented to Fraser, and that as tanager, Fraser would review the estimate and make a decision on the application of Thoroseal. Rob Anderson advised the Committee that Fraser approved the change to delete sandblasting and take the credit, but that the change for additional cost for application of Thoroseal was not approved. Rob then advised that JTJ is now proposing to provide for the application Thoroseal in the color grey for no additional cost, but with no credit for deletion of the sandblasting. The Committee discussed the color and how landscaping may affect the aesthetics and concerns related to application in cold weather. Joe Fuqua confirmed to the Committee that the County has approved environmental colors and that grey was acceptable. JFOC Attorney John Walker cautioned the Committee that if JTJ did not complete the work now and did not return next year, the job would need to be put to bid if the costs are over $25,000. There was a motion from Chris Seeman to approve ofJTJ moving forward to apply Thoroseal in the grey color with no additional cost and no credit for the deletion of sandblasting. Chairman LaPorte asked for a verbal vote from each member. Chris Seeman - yes, Bob Wolf- yes, Ron Anderson - yes, Drew Matteson - yes, Steve Sumrall - yes. Jim Cordell- no, Jon Westerlund - no. Mike LaPorte - yes. Motion carried with 6 yes votes, 2 no votes. CDPHE Discharge Permit Application. Rob Anderson brought the Committee up to date on the status of issues addressed by the State relating to the application initially submitted by McLaughlin. The Committee discussed the spreadsheet prepared by Fraser comparing the costs of a 2,499,999mgd permit versus a 2,500,000mgd permit over a 5 year period. After a lengthy discussion, Rob indicated that there was good grounds for a 2,499,999mgd permit and also stated that he felt that the State may be more agreeable to a downsized permit. The Manager concurred that downsizing the permit was agreeable. Chris Seeman motioned to proceed with an application for a discharge permit for 2,499,999 mgd. Jim Cordell seconded the motion. Motion carried 8-0. ~ob brought the Committee up to date on construction progress noting that everything is going good, reiterating .ilat time is the big issue. Jon Westerlund noted a concern about the sloping of the roof, noting that at the snow will slide off into the tanks and there was also some concern about damage to the covers. Rob noted that he would look into the matter. SBR Improvements. Rob advised the Committee of the States response to their review of the change orders for the SBR Improvements, noting that the State indicated it would approve them, but cautioned that a study would be required to prove that the basin does not leak and that the Districts would be responsible for the costs related to repairing the basin. Bob Wolf reiterated that Grand County has always been told that the basin does not leak, now the State is saying that we need to prove that it does not. Rob noted again that the basin design was approved by the State and that it does not leak. Joe Fuqua stated that he is certain that the basin does leak. John Walker noted that Cazier & McGowan has a possible conflict of interest on the leaking issues and SBR improvements because of the possible differences in opinion between FSD and GC#lWSD regarding the costs to study or fix the basin. After lengthy discussion, the Committee agreed that the cost of the SBR improvements was significant and that without draining the basin there was some question of extent of repairs needed. The Committee then questioned whether or not it made sense to move forward with additional work for improvements rather than wait until the new plant is on-line and the basin could be drained. There was also concern about spending money for a study to prove that the basin does not leak instead of using that money to fix it. Rob advised that a decision needed to be made regarding John T. Jones pricing for the change order, noting an 8 week lead time to order pumps. Rob also indicated that JTJ would also need additional time because of work related to the SBR improvements. It was noted that the underground work for SBR improvements has already ,een completed and the Committee asked Rob if he would be able to write his letter that the plant is built as designed without doing SBR improvements. Rob agreed that he could. Rob confirmed that the State requires that a plan for dealing with the SBR needed to be submitted by June of2004. It was also agreed that there would need to be further discussion on who is responsible for repairs to the basin and to what extent. Bob Wolf then made a motion that the change orders for SBR improvements not be approved and that a letter would be submitted to the State by June 2004 to let them know how we are going to deal with the SBR. Chris "eeman seconded the motion, Ron Anderson - yes, Drew Matteson - yes, Steve Sumrall- yes, Jim Cordell- 110, John Westerlund - yes. Mike LaPorte expressed concern with inflation of costs to delay the SBR improvements and voted no. Motion carried 6-2. Deed for Conveyance. It was noted that Fraser awarded the bid for a survey of the Joint Facilities to Mountain States Surveying for a price of $6,720. Mountain States will proceed with the survey as soon as possible. Budget for 2004. A preliminary 2004 operating budget was presented to the JFOC by the Manager, noting that a final budget would be presented at the October meeting for approval. EQR Inventory. Mike LaPorte addressed the Committee with regards to a letter from Winter Park West President regarding inventory ofEQRs. Winter Park West expressed concerns with making changes to the EQR schedule prior to the plant being on line. The Committee discussed the matter and generally agreed that the inventory of each District's taps could wait until after the plant is on line. There was also some discussion about bringing in an independent firm to do an EQR inventory. Manager Report: None. Attorney Report. John Walker updated the Committee on the Water Rights application filed by Fraser. Board Choice. None. '-1otion to adjourn was made by Bob Wolf and seconded by Chris Seeman. Motion carried unanimously. _.1eeting was adjourned at 9:25pm. It was agreed that the next meeting would be scheduled for October 23,2003 at 6:30pm. ATTEST: