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HomeMy Public PortalAboutJFOCM 2003-07-17 RECORD OF PROCEEDINGS JOINT FACILITIES OPERATING COMMITTEE MEETING July 17, 2003 Attendees: Winter Park West: Mike LaPorte, Jon Westerlund, Ingle Refvem (arrives late) Grand County No.1: Chris Seeman, Bob Wolf, Vince Turner (arrives late) Fraser Sanitation District: Ron Anderson, Drew Matteson, Steve Sumrall (arrives late) Alison Naschak (Secretary) Staff: Joe Fuqua, John Walker, Kirk Klancke Others: Robert Anderson, Randy Atwater, Robin Wirsing, Gary Probst With a quorum of 6 members, the meeting was called to order by Mike LaPorte at 6pm. Approval of June 19,2003 meeting minutes. Chris Seeman motioned and Ron Anderson seconded the motion to approve. Motion carried unanimously. Because several members were still en-route from the meeting at the construction site, limited discussion took ace regarding the status of the Deed for Conveyance with the understanding that further discussion would mtinue after when other Committee members arrive. Ron Anderson advised the Committee that Fraser discussed the matter of the deed at their regular District Board meeting earlier in the month, and that direction was given to attorney Jim Bailey to draft the quit claim document. A copy of the document drafted was just returned and distributed in the Committee packets and also forwarded to Winter Park West and Grand County No. 1 attorneys for review. Mike LaPorte told members that Randy Atwater was dealing with the title insurance company and Randy updated Committee members present about some concerns expressed by the title company regarding the need for a survey and a question about the Hammond Ditch. Randy also stated that there did not appear to be any problems with presenting the title company with a quit claim deed. John Walker asked ifhe, as JFOC's counsel should also be looking over the documents, Committee members concurred. On another matter, John Walker updated the Committee on the Well Permit application process and augmentation plan. He advised that the augmentation plan was filed with the State, there should be some response by the end of August and that more information would be available to bring to the JFOC by the September meeting. With the additional members of the Committee arriving, the next item on the Agenda was for the review and approval of Partial Pay Application No. 14. Rob Anderson, MWE, recommended approval of Pay Application No. 14 in the amount of $427, 708.50. Without discussion, Ingle Refvem motioned and Drew Matteson seconded the motion to approve. Motion passed unanimously. Committee members arriving late were updated on the earlier conversation regarding the Deed for Conveyance md title insurance matters. Randy advised the Committee that the title company asked for a survey and wanted ~o know if one had been done prior to the start of construction. Ron Anderson noted that there was a survey Jone when the extra land was purchased. Randy recommended that a survey be completed ifthere was not one available. The Committee directed John Walker to contact Jim Bailey's office to see if a survey was included with the condemnation documentation on file and to coordinate that information with Randy. Additional ;onversation regarded the inclusion of the access routes, and there was general agreement that those access 'outes should be included on the title insurance. Engineers Report: Rob Anderson updated the Committee on the progress of construction at the plant, stating that things are going very good. He advised the Committee that the mixers are set, roofing is on, centrifuge room is in place, and the UV is going to be set next week. The contractor is indicating that early October is projected for completion of construction. Rob clarified information regarding the weirs, stating that there are 2 weirs and that the one discussed at the last meeting was for the SBR. Mike LaPorte noted for the record that the engineer is to sign off on all changes made. Rob then asked the Committee for approval of an additional $3,421 for Change Order NO.9 for setting pipe and conduit for the SBR. He noted that the Committee approved an amount of $15,000 at the June JFOC meeting, but that actual costs came in higher than estimated. He confirmed that this was related to work on the SBR Improvements and that the amount of this change order would be taken off of the bottom line for the total SBR Improvements change order. Ron Anderson motioned and Chris Seeman seconded the motion to approve the total cost of$18,42l for Change Order No.9. Motion passed unanimously. Old Business: Attorney Responsibility and Protocol. Mike LaPorte noted that this matter was discussed at the last JFOC meeting without resolution. Mike stated that his concern is who should be authorized and responsible to engage the JFOC attorney for various matters. Short discussion continued regarding issues of conflict of interest and the staff contacting the attorney. Bob Wolf suggested that each District should discuss the matter separately with their respective Boards and recommended that the matter be tabled. The Committee nanimously agreed to table the matter for further discussion at the August JFOC meeting. iew Business: Chairman Powers. John Walker, noting that the Committee asked him to review the Consolidation Agreement to determine the powers of the JFOC Chairman, advised the Committee that the agreement is silent on that matter. He advised that it is the Committee's responsibility to determine what powers the Chairman has and set it as a matter of protocol. He did not feel that amendment to the agreement was required. Chris Seeman questioned the purpose of the discussion. It was noted that there were a couple members who were not in attendance at June's JFOC meeting, where the matter was discussed at length. Mike LaPorte stated that he felt that matters should be run through the Chairman before contacting the attorney. Mike also stated that he felt that there was a need for someone who is accessible during the day to be a contact person for the public, who would also make decisions, coordinate issues and make sure that agenda items get to the meeting. Chris then asked if there are matters that are manager/attorney related. Steve Sumrall stated that he felt that the burden needed to be with the manager and didn't feel that the Chairman should be empowered where it was not needed. Mike stated that he felt those powers would be relating to administrative powers. With discussion continuing on the same course, Ingle Refvem suggested that this matter also be tabled and that the individual Districts should review the matter with their respective Boards. The Committee unanimously agreed to table the matter for further discussion at the August JFOC meeting. Manager Report: Ron Anderson noted that everything at the plant is running smooth. A question was raised concerning the issue of the amount of fill dirt needed at the plant site. Joe Fuqua advised the Committee that the contractor states that there is enough fill at the site, Joe advised that he did not feel that there would be enough. Bob Wolf noted that Grand County No.1 has fill dirt that they would donate if needed. After brief . iscussion, there was an agreement to wait for the contractor to bring up the matter. If the fill dirt from Grand -':ounty No. 1 is needed, it would be made available to the contractor, but they would be responsible for hauling ad related costs. Joe Fuqua also advised the Committee that the transformer is scheduled to be installed next week, the gas line is being surveyed, and preliminary work for the SBR is done. ýÿ \.ttorney Report. Noting that all matters have been discussed throughout the course of the meeting/here was ")thing to add. Board Choice. None Motion to adjourn was made by Chris Seeman and seconded by Drew Matteson. Motion carried unanimoulsy. Meeting was adjourned at 7:15 pm. After brief discussion and agreement it was decided that future JFOC meetings will be held at 6:30pm to better accommodate the timing of the construction site meeting. Next meeting is scheduled for August 21,2003 at 6:30pm. ATTEST: G \ \ [SOh ~ lit) C\ \(^J~ ';j (;) 1/03- Secretary ~.