August 21, 2017 Special Meeting minutes

Special Meeting Minutes –August 21, 2017

The Churubusco Town Council held a special meeting met on August 21, 2017 at 5:00 p.m. in the Town Hall. Members present were Council Members Mark Pepple, Bruce Johnson, and Frank Kessler, and Clerk-Treasurer Madalyn Sade-Bartl. Also in attendance were Roger Stahlhut and Terry Yarde, owners of Integrity Meats; Ron Felger, Town Attorney; and Town Supervisor, Jeremy Hart.

President Pepple called the meeting to order. He stated the meeting was a special meeting to discuss a sewer line extension project. It was a public meeting and votes could be made.

New Business:

Sewer Line Extension to 375 N: President Pepple stated members of the Town (Mr. Pepple, Mr. Hart, and Ms. Bartl) and the owners of Integrity Meats had met concerning the possibility of extending the sanitary sewer line to 375 N and allowing Integrity Meats to hook onto the extension. Pepple stated that from the previous conversation that occurred, extending these lines could prove to be beneficial to both the Town and Integrity. Mr. Yarde spoke and stated the buildings he and Stahlhut own, located at 3640 and 3660 N. US 33, currently shared a septic system with Dollar General and a new septic system would need to be constructed, with preliminary estimates ranging from $40,000 to $80,000. President Pepple stated the Town could benefit from Integrity putting the money they were going to spend in a new septic system into sharing the cost of a 10” inch main to extend to Dollar General. Mr. Stahlhut voiced they did not want to put in a mound system if the Town or another entity was planning on extending sewer service within the next several years. They would rather invest the money into a permanent solution.

Mr. Kessler asked Mr. Hart what the current line size was at the manhole. Mr. Hart stated it was 10” as the town was anticipating future expansion and it would be fully capable of handling the output from Integrity and a few other hook ups, but the lift station would need upgraded if a significant number hooked on.

Ms. Bartl explained the Town had already obtained preliminary estimates from their engineering firm last year when the town was discussing the feasibility of extending service to the neighborhoods south of town. She had asked the engineer to update those estimates and include only the extension of a 10” line from the lift station located in front of C&A to 375N. The estimate came in at $130,000. She also asked for a separate estimate from Dollar General to 375N, estimating to cost $60,000. She had inquired about the possibility of obtaining a USDA loan, and the project would be eligible for a low interest loan; however, there would not be funds available until January at the earliest, which Yarde and Stahlhut indicated would not work in their timeline. She stated she had run the numbers, though, and the Town does have the money for the expansion.

President Pepple asked Mr. Hart how soon this project could get started and Mr. Hart indicated it would take at least 60 days to obtain a permit from INDOT. DLZ would have to get an RFP ready and get it to contractors to bid, but this could be done concurrently with waiting for permits. He stated even with these constraints, the project could be underway, if not completed, by the beginning of 2018. Hart had other concerns which would need to be hashed out like increasing tap fees, Integrity recouping fees if others on the line tapped in, and maintenance, but all those could be addressed with the end contract and the passing of a new sewer ordinance, which would have to occur should the project move forward.

Knowing the county had been discussing the formation of a regional sewer district, President Pepple asked Mr. Kessler (who serves on the RSD board) what the timeline was for the RSD to be able to service the facility. Mr. Kessler stated the RSD did not have their charter yet. Once they obtained a charter, they would need to identify sources of funding, which could take a year. After that, designing the project, identifying the customers, obtaining right-of-way, and other items would need to be completed. The entire process would take two years minimum, but probably closer to three. Kessler also stated he felt like it was the Town’s responsibility to extend the sewer to 375, but those who wish to tap on should be responsible for the rest. President Pepple disagreed and stated he felt the goal should be to do what we can to get as far down the road as possible as it has been a goal for years to extend south. He felt there was still uncertainty with the RSD. Johnson agreed and stated this project was a baby step in reaching a goal that had been discussed for several years prior. He felt the project was working towards a bigger picture.

Mr. Johnson made a motion to move forward with the project to 375 N. and set a limit of the amount Integrity Meats was responsible for to tap in at $60,000 with the possibility to recoup tap fees which will be assessed at a later date. President Pepple seconded. The motion carried 3-0.

Given it was a public meeting and other business could be brought to the Council, Ms. Bartl asked the Council how much they were anticipating annual raises to be as she was meeting with the Department of Local Government Finance the following week. Mr. Kessler stated he felt 3% was appropriate and the rest of the Council agreed.

Mr. Hart reported he inquired with other communities about smoking the sewers but had not received a response. However, Bob Gray would be in Indy for a conference the following week and he was tasked with asking sewer operators and vendors while he was down there. He also reported there were some issues at Blue Lake during the weekend, but they had been fixed.

Having no other business, President Pepple adjourned the special meeting.