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HomeMy Public PortalAboutJFOCM 2003-08-21RECORD OF PROCEEDINGS JOINT FACILITIES OPERATING COMMITTEE MEETING August 21, 2003 Attendees: Winter Park West: Mike LaPorte, Jim Cordell, Ingle Refvem Grand County No. 1: Chris Seeman, Bob Wolf, Randy Atwater (arrives late) Fraser Sanitation District: Ron Anderson, Drew Matteson, Steve Sumrall, Robin Wirsing Alison Naschak (Secretary) Staff: Joe Fuqua, John Walker, Kirk Klancke, Bruce Hutchins Others: Robert Anderson, Ray Pribble, Tim Boland, Gary Probst The meeting was called to order by Mike LaPorte at 6:30pm. Approval of July 17, 2003 meeting minutes. Chris Seeman motioned and Ingle Refvem seconded the motion to approve. Motion carried unanimously. Attorney Report. John Walker updated the Committee on the Augmentation Plan, advising the Committee that a Statement of Opposition was filed by SolVista. Fraser Sanitation District authorized Cazier & McGowan to proceed with a Motion to Intervene. John noted that the Plan of Operations Manual needs to be submitted by 95% completion. Rob Anderson of MWE was in attendance and advised the Committee that he has submitted a draft to the State and he is now working on revisions to the draft document. He noted that the plant is not yet at 95% completion. John advised the Committee that he received a copy of a letter from a law firm concerning a company that had not been paid $13,033 was owed to them for concrete work done. The letter was also sent to John T. Jones. John advised that he did not feel that anything needed to be done at this time. If the matter is not resolved, he would follow up further as needed. There was a lengthy discussion of issues relating to the wastewater treatment plant construction as outlined in John's letter of July 18, 2003 to Rob Anderson. Item 1; Rob advised the Committee that an inspection is scheduled for next Thursday and that the SBR issues will be discussed. It is hopeful that there will be some direction from the State on what will be required to prove the status of the basin, so that approval of the change order for the SBR improvements and permit application can move forward. Rob reiterated that the design was approved by the State when originally installed. Item 2; Rob advised that he and Joe have come to an agreement regarding the weir and confirmed that he was willing to sign off on the design change. Item 3; Regarding the LemTech cover, Rob advised that he did not have an answer to right now. He noted that he and Joe are waiting until things quiet down and felt that it would be addressed next summer. Item 4; Regarding work completion on the Partial Pay Application. There was concern that the JFOC be protected from any additional expense and the Committee asked that Rob review the applications and confirm that work listed at 100% completion is actually done. Rob advised that he would look into the matter. Item 5; Regarding leakage. The matter of leakage will be addressed at the time of the inspection. Item 6; Regarding the water system that rill be utilized. A summary from MWE is requested on what has been done and what needs are expected for the future. Committee members were appreciative of John's letter and method of follow up on the issues presented. The Committee asked Rob for a response in writing to the issues presented in the letter by the next JFOC meeting. Partial Pay Application No. 15. Rob Anderson, MWE, recommended approval of Pay Application No. 15 in the amount of $370,161.17. Without discussion, Chris Seeman motioned and Ingle Refvem seconded the lotion to approve. Motion passed unanimously. Engineers Report. Rob updated the Committee regarding a letter that he received in response to the permit application that he submitted and that he will prepare a response following the inspection next week. Committee members had questions about the "leaking" basin again and asked Rob what the worst case scenario might be on what is going to be required. Rob felt that the State could request a study be done to determine evaporation, etc., with a report following about the analysis. The Committee advised Rob that they would like a summary from him of the discussion between Jim Chubrillo and Donna Davis confirming what the State is going to require. They also want to see something in writing from the State as to their findings and recommendations. Rob then updated the Committee on progress of construction. He advised the Committee that John T. Jones is indicating a completion date of late October while Rob feels that it will be closer to Thanksgiving. Rob advised that MWE is going to be more proactive and help John T, Jones with scheduling. Discussion then took place regarding the aesthetics of the building. Concerns were expressed about the timing of stucco work and the required fill dirt around the building. Old Business. Deed for Conveyance. Randy Atwater reviewed a proposal for survey work from Geosury noting that this has been the only company contacted thus far and recommended that other proposals be obtained before making any decisions. After some discussion, Ingle Refvem motioned and Chris Seeman 'econded the motion to directing the Manager (Fraser Sanitation District) to obtain additional bids, review the ,,ids at Fraser's upcoming regular board meeting and select a surveyor and let the JFOC know the results at the next JFOC meeting. There was discussion as to if it was acceptable for the Manager to approve the proposal prior to additional review by the JFOC. Noting that costs will be well below $25,000 level everyone agreed. Motion carried unanimously. Attorney Responsibility and Protocol. At the previous JFOC meeting, it was directed that each District should discuss the matter with their respective Boards. Discussion presented an opinion by the Districts concerned that there are issues that may be a conflict of interest, but that considering the progress of construction it did not seem to be appropriate to make any changes in attorney representation. They agreed that the attorney would address matters of concern with the Committee as they arise. JFOC Chairman Powers. The Committee agreed that powers relegated to the JFOC Chairman would be administrative in nature, but that they did not feel powers should be given regarding policy making decisions. It was noted that the Chairman and the Manager should coordinate information so that everyone is on the same page and that the Chairman should be allowed the latitude to make decisions based on his best judgment. It was noted that construction is in its final stages and JFOC meetings would not need to continue on a monthly basis, but as needed to review the annual budget and other matters that require Committee approval. New Business. Rob Anderson presented concerns about sandblasting and painting for the exterior of the plant building. He advised the Committee that the painter felt that the painted finish would not be acceptable due to issues with the concrete. Rob advised that the engineer is recommending that a product by the name of Thoroseal be applied instead of the paint finish and wanted to know if the Committee would consider approving ,he change. There was a lengthy discussion about the Thoroseal product and the aesthetics of the building. It was also noted that the sandblasting would not look good either because of issues with the concrete. The Committee asked about pricing for the Thoroseal product and Tim said that he thought he could get an estimate by next week. Several options for the exterior finish were discussed. Bob Wolf suggested that the sandblasting be eliminated and Jim Cordell suggested that the backfill get done and that the exterior finish be done next year. Requirements of the County on the matter were also discussed. Bob Wolf made a motion to wait until after the building is backfilled and wait until next year to treat the exterior walls. Chris Seeman seconded the motion. lfter continued discussion the motion failed due to lack of affirmative vote. Discussion continued. Steve Sumrall expressed concern about the degradation of the exterior if a finish was not applied for a length of time. John Walker advised the Committee that a decision to wait until after construction would require that project to be put to bid if the cost is over $25,000. Robin Wirsing asked if there was a deadline as to when the Thoroseal could be applied because of the weather. Ray Pribble of McLaughlin advised the Committee of conditions required for application of the Thoroseal. Bob Wolf recommended that the decision be deferred to the manager, noting that Fraser's meeting could also be attended by the JFOC Construction Committee. Drew Matteson then made a motion to eliminate the sandblasting, have pricing for the Thoroseal presented to Fraser for it's next Board meeting and that Fraser and the Construction Committee would review the information and make a decision on how to deal with the exterior finish. Chris Seeman seconded the motion. Motion carried unanimously. Manager Report: None. Board Choice. None. Motion to adjourn was made by Ron Anderson and seconded by Drew Matteson. Motion carried unanimously. Meeting was adjourned at 8:15 pm. Next meeting is scheduled for September 18, 2003 at 6:30pm. ATTEST: �I I1 C D Secretary