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HomeMy Public PortalAboutJFOCM 2002-07-18 RECORD OF PROCEEDINGS JOINT F ACIUTIES OVERSITE COMMITTEE REGULAR MEETING - July 18, 2002 Attendees: Winter Park West; Jon Westerlund, Mike LaPorte, Ingle Refvem Fraser Sanitation District; Dennis Soles, Steve Sumrall, Ron Anderson Grand County No.1; Bob Wolf, Chris Seeman, Vince Turner Others: JFOC Attorney, John Walker; Robert Anderson, Mclaughlin Water Engineers; Curt Guida, Wendy Guida, Nancy Schoen, John T. Jones Construction; Dave Wittenbach, Winter Park West; Joe Fuqua, Fraser Sanitation District; Drew Matteson, Fraser Sanitation District Mike LaPorte called the meeting to order at 6pm. Vince Turner motioned and Ingle Refvem seconded the motion to approve the June 20, 2002 meeting minutes. Motion carried 9-0. John T. Jones Construction Pay Application No.2: Committee Members said that they had not yet reviewed Partial Pay Application No.2. It was noted that the pay app. was not received by Alison in enough time to submit it to the JFOC Members for review. Alison advised that she received the original by mail that day and gave it to the Committee to review now. Vince Turner asked for clarification on the approval process and Mike LaPorte advised that the process was approved at the June 2002 meeting, stating that if there was a quorum at the meeting, the pay app. would be reviewed by the JFOC, but that the Manager, Fraser Sanitation District, has authority to process payment in a timely manner if there is not a quorum at the meetings. Approval of the Pay Application was tabled to later in the meeting to give the Committee time to review it. John T. Jones Construction Electrical Bid: John T. Jones previous request for an additional $142,862 to correct the cost of the blower controls in the electrical portion of the bid was revisited. Mike LaPorte reminded the Committee that there were several motions at the last meeting, but all of them failed due to lack of an affirmative vote. Robert Anderson summarized the situation again. Representatives from John T. Jones were asked if there was information not previously submitted that the Committee should consider. The representatives said there was not, but indicated that they would supply any additional information that was needed. Committee Members asked what was included in the additional cost, i.e., if it included markup or labor. Nancy Schoen replied that the cost was for the equipment only and that there was no mark up or labor costs included. After additional discussion, Vince Turner motioned and Chris Seeman seconded the motion to approve ~ of the additional cost. For clarification, Mike LaPorte asked for a show of hands. The show of hands confirmed 7 affirmative votes and 2 opposed (Westerlund and Refvem). There was a confirmed minimum of 1 affirmative vote from each District. Motion carried 7-2. (Ref. UFVWT A Section 4(C), Paragragh 4.6.5.3). Because this was a change to the original contract price and, therefore, a contract revision, Chris Seeman motioned and Vince Turner seconded the motion for MWE to complete a change order to the original contract for ~ of the additional costs quoted on the electrical bid, and that the change order would be reviewed by the JFOC attorney prior to execution. Motion carried 9-0. McLaughlin Contract: This subject was tabled at the June, 2002 meeting to allow additional time for Winter Park West's attorney to review and because Grand County did not have a quorum present. Grand County indicated that they had a quorum present tonight and had already discussed it at their Board meeting. Vince Turner motioned and Chris Seeman seconded the motion to approve the contract for Grand County No.1. Motion carried 3-0. Ingle Refvem advised that Winter Park West passed a motion at their last Board meeting to approve the contract and that they would also sign it tonight. Fraser Sanitation District signed the contract at their Board meeting on July 2, 2002. The MWE contract was executed and all respective parties were given an original. John T. Jones Partial Pay Application: The Committee returned to the matter of approval for John T. Jones Construction's Partial Pay Application No.2. The Committee had no questions and there was no discussion. Rob Anderson recommended that the JFOC approve the Pay Application as it represented fair and equitable costs for the work completed to date and that everything looked to be on schedule. Ron Anderson, President of Fraser Sanitation District - the Manager - also recommended approval of payment. Chris Seeman motioned and Jon Westerlund seconded the motion to approve John T. Jones Partial Pay Application No.2 for $320, 571.13. Motion carried 9-0. Mike LaPorte asked Rob Anderson if future pay applications could be faxed to Alison no later than the Friday before the meeting so that each District could receive a copy and would have time to review it prior to the meeting. Rob agreed that this could be done. Well Update: JFOC Attorney, John Walker, updated the Committee on the situation on the Division Engineers' search for the missing 1982 Well Permit and advised that they had not been successful in locating a permit. Joe Fuqua indicated that a monitoring well permit is in place for the new well, and that with his continued efforts, it is now producing 6.68gpm, up from the 2.8gpm last reported. Joe felt that the 6.68gpm would be sufficient for their needs at the plant and suggested that a new commercial exempt well permit be applied for on the new well and that application for a monitoring well permit be made for the old well. Rob Anderson indicated that MWE will be responsible for the well permit applications. Vince Turner motioned and Dennis Soles seconded the motion to apply for the well permits as suggested. Motion carried 9-0. New Business: Secretary, Alison Naschak, advised the Committee that the JFOC Agreement does not address the issue of compensation to the Manager for time and expense and asked the Committee what their thoughts were on the subject. The Committee agreed that compensation should be considered and asked the Manager to put together a proposal for the JFOC to review at a future meeting. Joe Fuqua advised the Committee that the Manager was also having a problem with collection of O&M expenses, and that per the Agreement the Manager would begin to apply the I % penalty to past due accounts. Mike LaPorte addressed the situation noting that the WPW Board was aware of a problem with their timely payment and that they would be discussing it at their Board meeting this upcoming Tuesday. Manager's Report: Ron Anderson advised the Board that notice was received from Grand County Planning that they approved the landscaping plan. It is now felt that the issue of material and color for the exterior of the building could wait until a time closer to when the actual building is out of the ground. The other issue addressed was the erosion control concerns expressed by the East Grand Water Quality ControL Committee Members, County Commissioners, Grand County Planning and East Grand Water Quality were all called and met at the site. It was confirmed that an erosion control plan was submitted to Grand County Planning by John T. Jones Construction on May 23,2002, but that it had not been circulated at the County level. More recently, the landscaping plan had been approved with changes by the County that conflicted with the erosion control plan. It was agreed that amendments would be made to the erosion control plan to facilitate the landscaping plan changes. It was also confirmed at the meeting that the river was not being polluted by the plant construction. An erosion control plan including placement of underground logs, blankets and additional fencing was identified and agreed to at that meeting and it was agreed that the work would be completed within 2 weeks. Joe recommended to the Committee that he would be able to purchase the materials at a cost savings, that John T. Jones could supply the labor, but that the JFOC should approve that the materials costs would be split by the 3 Districts. Robert Anderson agreed that John T. Jones would provide the labor. The Committee advised Rob Anderson that they wanted him to write a letter to Grand County Planning which outlined the erosion control plan agreed to and Rob agreed that he would do that. Chris Seeman motioned and Bob Wolf seconded the motion to approve the new erosion control plan as outlined, that Joe would purchase the materials, that the 3 Districts would split the expenses. Motion carried 9-0. Attorney Report: John Walker advised the Committee that no one called him about the meeting at the site with EGWQCB. John indicated that he would like to be involved in these type oflegal discussions so that he can advise the JFOC accordingly. Operator Report: Joe Fuqua advised the Committee that construction was going very well. A concrete pour was done on the lower walls and everything went extremely well. Joe notified Committee Members that hard hats must be worn by everyone who comes onto the construction site. This is an OSHA requirement and John T. Jones is the one liable for any penalties issued. Mike LaPorte also advised the Committee that John T. Jones contacted him about security concerns at the construction site. They indicated that there are a number of people are driving out there after hours for various reasons and that they would begin to lock the gate every day. Board Choice: Ingle Refvem noted that a meeting was held that afternoon to go over details of an all night concrete pour that will happen on August 6. The pour is planned to start at 1 am and continue to approximately lOam the following morning. It was confirmed that Grand County is responsible for notifying surrounding neighbors with details and would be sending out certified letters. Joe advised the Committee that we would obtain a list of the individuals notified and a copy of the letter being sent. Rob Anderson requested that the next JFOC meeting be changed to August 22 instead of August 15. Normally the JFOC meets on the 3rd Thursday ofthe month, however the 1st Thursday falls on August 1 st and does not give them the time needed to complete the pay application. The Members agreed. Ron Anderson motioned and Ingle Refvem seconded the motion to adjourn the meeting at 7:50pm. Motion carried 9-0. 6.~I~ ~~J~Ac Se etary '!!?4CY Date ýÿ