FEBRUARY 6, 2002

3:00 P.M.






MEMBERS PRESENT:                                   Don Williams, President; Carl Conner, Vice-

                                                                        President; Jack Pike, Secretary; Don Ashley,

                                                                        Attorney for Board; Karan Hargrave-Barnhill,

                                                                        Surveyor and Rod Madden, Deputy Surveyor.






ALSO PRESENT:                                           Ralph Blake






The first order of business was the approval of minutes from January 16, 2002.

Commissioner Pike made a motion to approve the minutes of January 16, 2002, 2nd by Commissioner Conner. Motion carried 3-0.





Karan Hargrave-Barnhill, Surveyor stated that the Surveyor’s Office had received 2 quotes for Gardner-Webb Lateral.

The quotes were passed to Don Ashley, Attorney for the Board to open. The first quote he opened was from Ray Stradtner. Mr. Ashley asked Karan if this was advertised for bids?


Karan answered that it was advertised for quotes.


Mr. Ashley stated that Ray Stradtner’s total cost is $39,175.00 and that would exceed the amount where the Board could award based on quotes. The second quote Mr. Ashley opened is from Aigner Construction for the Gardner Webb Lateral is for $22,950.00.


President Williams asked if that quote was under the cap?


Mr. Ashley stated that unless it has been changed recently it is still $25,000.00. He added that he would check the statute to see if it had changed.


President Williams asked Karan if they both received the same packages and understood the work that was to be done since there was a difference of $17,000.00 in the quotes?


Karan answered that they both received the same packages and specifications.


Commissioner Conner stated that this similar situation has happened on previous job proposals. He added that one of the things that the Board was concerned about was if the contractors received the same information, which Karan stated they did and secondly that Karan was satisfied with the work that Aigner Construction had done in the past. Karan stated that she was satisfied with their work. Mr. Conner added that maybe one contractor has too much work and the other not enough.


Commissioner Pike stated that all bids above the maximum of $25,000.00 he made a motion that all bids be rejected.


President Williams stated that the second bid was only $22,950.00.


Commissioner Pike withdrew his motion.


Commissioner Conner made a motion to accept the quote from Jerry Aigner Construction in the amount of $22,950.


Commissioner Pike stated that the last time the Board had a bid from Jerry Aigner there were considerable problems. He further wanted to clarify that this quote was for the Gardner Webb Ditch.


Karan asked Commissioner Pike what problems he was referring to, as she does not remember any problems with Jerry Aigner.


Commissioner Pike stated that Mr. Aigner did the work on Mr. Tweedy’s property on Fisher-Hugel Ditch.


Karan stated that was under the other administration and that everything that has been done for this administration has been done to our satisfaction and there have been no problems whatsoever.


Commissioner Pike stated that he understood that but he noticed on the specifications it states laying property back on either side of the ditch not to exceed 75 feet.


Karan answered that is the same language that we put on all of our specifications and quote packages.


Commissioner Pike stated that was his only problem, that he did not want to get into the same situation again and there is also a problem with the lumber being put up in a pile and not being moved properly. He added that he thinks Karan has already had to deal with one problem on that.

Karan answered that they did, but the contractor went out and cleaned it up.


President Williams stated there was a motion on the floor to accept Jerry Aigner’s bid of $22,950.00. The motion was 2nd by Commissioner Pike.


Mr. Ashley stated that there has been a change in the statute and the total amount allowable, as a quote has been changed to $75,000.00.


Karan confirmed with Mr. Ashley that anything under $75,000.00 could now be considered a quote.


Mr. Ashley answered yes, but we still have to solicit bids but it doesn’t have to be advertised.


President Williams stated that a motion has been made to approve Jerry Aigner Construction at $22,950.00 for the Gardner Webb Lateral, 2nd by Commissioner Pike. He asked if there was any further discussion on this project from the Board or from the public?

Motion was carried 3-0.




Karan stated that there had been 3 quotes received. These quotes were passed to Mr. Ashley to open.


Mr. Ashley stated that these were submitted in the form of quotes and the first one is from Warrick Excavating for a quote on Gardner Webb Ditch at Gourley #8 in the amount of $39,000.00.


The second quote is from Jerry Aigner Construction, Inc. for Gardner Webb Ditch at Gourley Place # 8 in the amount of $24,950.00.


The third quote submitted by Ruhe Construction for Gardner Webb Ditch at Gourley place #8 in the amount of $18,778.00.


Commissioner Pike asked where Ruhe Construction was from.


President Williams answered that they were from Jasper. This was changed to Ferdinand.


Commissioner Conner asked if the Board has ever used them before?


Karan stated that they have not, the contact was made at a conference and Ruhe expressed interest in receiving our bid packages, this is the first time we have sent them one.


Commissioner Conner asked if there was any knowledge of this company or any references in regard to the type of work they do?


Karan answered she had no knowledge of their work.


Commissioner Conner asked if the Board could postpone the decision until next meeting to give Karan an opportunity to check out the lowest bidder in case we would decide to award the contract to the lowest bidder, which is Ruhe out of Ferdinand.


Karan stated she thinks that the meeting dates are going to be discussed at the end of this meeting changing our next meeting and it will probably be next Wednesday. She added that she could check on references and bring it back to that meeting.


Commissioner Conner made a motion to table making a decision in regards to accepting the quote for the work on Gardner Webb Ditch Gourley Place #8 until such time as the Surveyor can do a background check on Ruhe Construction out of Ferdinand,

2nd by Commissioner Pike. Motion carried 3-0.


President Williams stated that Gardner Webb will be tabled for one week as the Board is going to change the meeting dates to the 2nd & 4th Wednesdays of the month.





Karan stated that this item needs to be tabled again until the next meeting as the plans were not corrected and in the office in time for the meeting.


Commissioner Pike made a motion to table until next meeting, 2nd by Commissioner Conner. Motion carried 3-0.





Karan stated that she has a request from the engineer dated today’s date to continue Remington Ridge Subdivision’s street and drainage plans to the first March meeting and continue the plat to the March meeting.


Commissioner Pike asked where Remington Ridge was located?


Karan answered that it is off of Fisherville Road in that area, part of Newmasters property.


Commissioner Pike made a motion to continue Remington Ridge until the March meeting, which will be the 13th of March, 2nd by Commissioner Conner. Motion carried 3-0.







Karan stated that she had some requests from land owners to do grinding and mowing along 3 ditches, one of them is Gardner Webb near Telephone Road which is the portion that we are getting quotes on to do and we want to mow it to get the cost of hauling the debris out down. The cost would be $2,000.00.

Tanglewood Ditch would be $1548.00 and on McCool Ditch, we have a request by a landowner to have it done because we did one leg of it and he would like the rest of it done to alleviate some problems that they are having on Roeder Road, the cost of this is $618.75.

The total cost for all three would be $4,166.75.


Commissioner Pike asked if where Tanglewood is going to be if they go in and mulch that now won’t there be a lot of sediment in that ditch and it will have to be cleaned later on, so should we do that at this point before the subdivision is put in?


Karan stated that what we are trying to do is get the mulching and grinding finished before the development is done and also get the ditch cleaned so that we don’t have to go to the individual land owners and get permission later on. She added that it is best to get it done before home construction starts.


Commissioner Conner asked after the ditches are mulched, he assumes that the ditches are also being cleaned, about how long does that last before we have to go back and do it again.


Karan answered that hopefully if we get the ditching done and also slope the banks back it will be years and years before we have to go back.


Commissioner Conner asked if she is talking about maybe 6 years or so?


Karan answered probably more, because we are sloping the banks back and seeding them to where they can be maintained by just a mower to keep the saplings down so that we don’t have to grind the ditches again.


Commissioner Conner asked Karan if someone in her office has looked at these 3 ditches and does she agree that they need to be done?


Karan answered yes.


Commissioner Conner made a motion to accept the recommendation from the County Surveyor to spend the $4,166.75 to do the three ditches in question, 2nd by Commissioner Pike. Motion carried 3-0.






President Williams stated that typically the Drainage Board sessions came before the Area Plan Commission business and they want to change the Drainage Board meetings from the 1st and 3rd Wednesdays to the 2nd and 4th Wednesdays. He added that the time would remain the same at 3:00 P.M.

Commissioner Conner made a motion to change the Drainage Board meetings to the 2nd and 4th Wednesdays of the month at 3:00 P.M. 2nd by Commissioner Pike. Motion carried 3-0.





Karan stated that in the claims the Board will see a bill for Warrick Excavating for Daniel-Hugel Ditch, it is being re-submitted again, she stated she brought it up a few weeks ago and asked that it be paid with the Board holding out $1,000.00 for the remainder of the work to be finished. She is suggesting that it be paid with the exception of the $1,000.00 until the weather permits and the ground is hard enough to get the excavator back in and put in the riprap.


President Williams asked if the $1,000.00 would be enough to cover the rest of the job.


Commissioner Conner asked when the work was completed that he is being paid for?


Karan answered that it has probably been done for about a month.


Commissioner Conner made a motion to pay the claims as submitted, 2nd by Commissioner Pike. Motion carried 3-0.


There being no other business Commissioner Conner made a motion to recess, 2nd by President Williams. Motion carried 3-0.