VANDERBURGH COUNTY

DRAINAGE BOARD

APRIL 11, 2006

The Vanderburgh County Drainage Board met in session this 11^th day of April, 2006 at 3:57 p.m. in room 301 of the Civic Center Complex with President Bill Nix presiding.

President Nix: I would like to call to order the Vanderburgh County Drainage Board meeting for April 11, 2006.

President Nix: Approval of minutes of the previous meeting.

Commissioner Musgrave: So moved.

Commissioner Shetler: Second.

President Nix: All in favor?

All Commissioners: Aye.

President Nix: Mr. Jeffers?

Bill Jeffers: Okay, we’re ready to let you know who we think are the successful bidders for our annual maintenance. I would like to say, I think, Linda has already handed out a spreadsheet for you. What is on that spreadsheet are the bids we received. There were no alternate bids submitted. Everything was submitted by a single bidder in each category. If you’ll look on your spreadsheet, the first seven items, Barr Creek, Barr Creek, Buente Upper Big Creek, and Maidlow four times, were all submitted by Big Creek Drainage Association for extra work indicated in the County Surveyor’s annual report to the Drainage Board as being needed for 2006. They were the only bidders to submit on that extra work. It basically entails some silt dipping and embankment repairs for the linear feet shown, the price per linear feet shown, the total bid shown. In notes, in the notes portion, there were some slight mathematical errors that we discovered and corrected. Those notes indicate some of the errors that were corrected. Our recommendation is for the board to waive any minor discrepancies in those bids, and award the total bids as shown in the column for total bids on those seven projects.

President Nix: Questions?

Bill Jeffers: (Inaudible) for extra work.

Commissioner Shetler: On that one, on the error on the footage, did you call him, by chance, and talk to the bidder to see if that, if he understood that error he had made?

Bill Jeffers: Ms. Freeman did all of the negotiating with them, made all the corrections and notified all the bidders of the corrections. They are all aware of them.

Commissioner Shetler: Okay, thank you.

Commissioner Musgrave: Is there a motion?

Commissioner Shetler: So moved.

Commissioner Musgrave: Second.

President Nix: All in favor?

All Commissioners: Aye.

Bill Jeffers: Okay, the rest of the spreadsheet, from Pond Flat Main all the way down to where you see Union Township Ditch Association bid on Kamp Ditch for annual maintenance, all of that is for regular annual maintenance, including broadleaf and brush herbicide approval, I mean, applications, dormant herbicide applications, everything that we normally do. Again, in each line we only received one bid, and those bids are reflected, we do have some notes there also of some mathematical, very minor, some of them are one penny, due to rounding off, mathematical corrections that Ms. Freeman made. Again, the County Surveyor’s recommendation is to waive any minor defects and award the bids as shown on the spreadsheet.

President Nix: Questions?

Commissioner Musgrave: When it says competing bid, this bidder was high bidder, that is under Eldon Maasberg, high bid.

Linda Freeman: I’m sorry Bill had an old spreadsheet.

Bill Jeffers: I had an old spreadsheet. Apparently there was–

Linda Freeman: Eldon, Johnny Maurer on Baehl.

Bill Jeffers: Are we recommending a high bidder?

Linda Freeman: No. (Inaudible).

Bill Jeffers: Okay, we’re recommending the lowest bid in the case of the competing bid, which is, okay, there’s a, the competition is between Eldon Maasberg for Baehl Ditch annual maintenance, and John Maurer for the same ditch, Baehl Ditch, and we’re recommending John Maurer, the low bidder.

Commissioner Musgrave: Okay.

Bill Jeffers: Both of those bidders have worked on that ditch in the past. Both of them are satisfactory contractors, but we are recommending John Maurer as the low bidder. Eldon Maasberg not to get the contract for Baehl Ditch.

Commissioner Musgrave: Okay, so, you will turn in a copy marked with the appropriate way, so that we can make a motion to accept your recommendations, which all of which are the low bidder, or the only bidder?

Bill Jeffers: Right, either the only bidder or the low bidder is what we’re recommending, and we will, in the next week or so draw up contracts and have each of the successful bidders that you award to sign a contract. We will bring those contracts to you and you will approve them. The contract to, in this case the low bidder.

Commissioner Musgrave: In which case, I made my motion to accept the bids as recommended by the Surveyor.

Commissioner Shetler: Second.

President Nix: All in favor?

All Commissioners: Aye.

Bill Jeffers: Sorry about that. I had an older copy from earlier in the week. Okay, that takes care of the annual bids. Those are your successful bidders. We will bring you contracts signed by each of them in the next few weeks.

Bill Jeffers: Our next item is Sticks and Stones Landscape Sales. It’s a, I think we’re having trouble.

Brenda Jeffers: No, we’re fine. I just have to turn the projector on.

Commissioner Shetler: Saving the bulb. Kind of expensive and hard to find, remember, Bill?

Bill Jeffers: Yeah, well, we got lucky, the Sony would have been 990 something dollars, we just burnt out a $200 bulb. Dell, that’s not in way of an endorsement, but it’s something to think about when you buy a projector. I think we can go ahead with Sticks and Stones while we’re waiting for it to warm up. Basically, what we have here is plan by a landscape company called Sticks and Stones out on Morgan Avenue. It’s just past I-164 on the way to Chandler, just inside the Vanderburgh County limits. The plan was approved, I believe, in 2004 by the Drainage Board, but being over 18 months old, it has lapsed with Area Plan Commission. They require re-approval after 18 months. So, as a formality, I’m asking that the board re-approve this plan. It’s the very same plan that was approved in 2004, with the County Surveyor’s recommendation.

Commissioner Musgrave: Move approval.

Commissioner Shetler: Second.

President Nix: All in favor?

All Commissioners: Aye.

Bill Jeffers: Justin has a Mylar for you to sign at this time.

Bill Jeffers: The second plan is Northwood Church. It’s a new church to be built north of Kansas Road on Green River, the entrance is on Green River Road. It sits up on top of a hill above Cayman Ridge, no, excuse me, Crown Point, Crown Ridge. It sits above Crown Ridge Subdivision. It’s a very simple plan. It was prepared by Landmark Design. It meets with the county drainage code, and the County Surveyor recommends approval of this church drainage plan. Dave True is in the audience, but does not have a Mylar for you to sign. I suppose we can bring you a Mylar at a later date. Right now it’s just a home that was either purchased or donated to the church with a little lake behind it.

President Nix: Questions?

Commissioner Musgrave: Move approval.

Commissioner Shetler: Second.

President Nix: All in favor?

All Commissioners: Aye.

Bill Jeffers: I have one drainage plan that was not on the agenda when I turned it in Thursday at noon, but I have reviewed it since that time. If you would allow me, I’ll have it brought forward. It’s a plan that’s been in the works for quite some time. You’ve seen it before. We don’t have an aerial photograph of it, but you’ll recognize it when you see it. It’s Wynnfield Section Two drainage plan. We’ve been working out some details with Scott Raley and his engineer, Lee McClellan. Lee has the plans here, along with the Mylar. I had sent the plans back for some red line corrections, which Lee has made. Do you want to see the rolled plans, Mr. Nix? They’re rather substantial. This is the same–

President Nix: We looked at this probably, what, two months ago or so?

Bill Jeffers: A week or two ago, on the new ditch.

President Nix: Yes.

Bill Jeffers: Now, he’s brought the rest of the plans up to date, and the County Surveyor recommends approval of this so that Mr. Raley can record his plat and go forward with the sale of the lots. Here’s the sheet to sign, if you wish. I appreciate you taking it while it’s not on the agenda. The County Surveyor recommends approval of the final drainage plan for Wynnfield Subdivision, Section Two.

Commissioner Musgrave: Move approval.

Commissioner Shetler: Second.

President Nix: All in favor?

All Commissioners: Aye.

Bill Jeffers: The final item of business that I have is to report on our progress with the consulting engineers who submitted proposals last week. We took them down to our office and examined them. Charley Alvey here on our staff used an Indiana Department of Transportation’s scoring mechanism to rank the responding consultants. We’re showing you the top three ranked consultants for each project, so that if we enter into negotiations with the top ranked one and those negotiations fail to come to fruition, we can go to the second ranked, etcetera. Charley has also prepared a very nice letter to those who did not rank. You know, I think we had seven responders. Those that did not rank on this sheet, we thanked them for their submittal, and encouraged them to submit in the future. All of the submittals were very professional, and satisfactory, it’s just that some ranked higher than others. Charley’s also prepared letters for those that did rank, where we’re inviting them to enter into negotiations. I’m asking for your guidance on this. If you want to participate in anyway, we encourage that. If not, we’ll go forward with negotiating the best price we can get for you.

Commissioner Shetler: Is one an ace or is it a one? I mean, is it high or is it low?

Bill Jeffers: Oh, one is highest rank.

Commissioner Shetler: Okay.

Bill Jeffers: Three is–

Commissioner Shetler: Three is the low.

Commissioner Musgrave: So, if you got a one, then that would be the first–

Bill Jeffers: Our first choice for that project.

Commissioner Musgrave: And you will enter into negotiations for price, at this point?

Bill Jeffers: If you direct us to do so.

Commissioner Musgrave: Is that what you want us to direct you to do?

Bill Jeffers: I would be happy to do that, yes, Ma’am.

President Nix: And then asterisk means that they just didn’t–

Bill Jeffers: They rank, but we didn’t want to include their number on this sheet, because it doesn’t really apply to anything.

President Nix: Okay.

Bill Jeffers: They either ranked four, five, six, or seven. It’s not really important at this point. They all submitted professional, you know, responses.

President Nix: Sure.

Bill Jeffers: We don’t want to go below number three on the ranking. Although, that information would be available to you in our office, if you would like to see it.

Commissioner Musgrave: Motion to proceed as you’ve outlined.

Bill Jeffers: Thank you.

Commissioner Shetler: Second.

President Nix: All in favor?

All Commissioners: Aye.

President Nix: Any other business, Mr. Jeffers?

Bill Jeffers: I do not, unless this board does.

Commissioner Musgrave: No, but I would like to note that we’ve had, I think, as many drainage board meetings this year, and it’s April, right? As a normal Commission would have had maybe all year?

Bill Jeffers: That’s right, and if we hadn’t had this one today, Mr. Raley would not have been able to record his plat tomorrow, and may have missed a lot sale, which makes a difference in the market.

President Nix: Correct me if I’m wrong, but there’s a lot of other processes that some of these developers have to go through that could, in fact, delay projects up to five or six weeks?

Bill Jeffers: Yes, they do, and they certainly appreciate your pro-active approach to this, and the fact that we don’t charge a review fee or a permit fee of any sort. Now they can move forward to those agencies that do.

Commissioner Musgrave: Well, we couldn’t do this unless you had agreed to agree to come every week if there was business to conduct. ‘

Bill Jeffers: It does put a little pressure on the staff, but I’m glad to be able to do it for you.

President Nix: It’s a little bit every week, instead of a whole lot every fourth week.

Commissioner Musgrave: Motion to adjourn.

Commissioner Shetler: Second.

President Nix: All in favor?

All Commissioners: Aye.

President Nix: Thank you.

(The meeting was adjourned at 4:10 p.m.)

Those in Attendance:

Bill Nix                                      Cheryl Musgrave                      Tom Shetler, Jr.

Ted C. Ziemer, Jr.                    Bill Jeffers                                 Madelyn Grayson

Linda Freeman                         Brenda Jeffers                          Others Unidentified

Members of Media

VANDERBURGH COUNTY

DRAINAGE BOARD

Bill Nix, President

Cheryl A.W. Musgrave, Vice President

Tom Shetler, Jr., Member

Recorded and transcribed by Madelyn Grayson.