MINUTES

WARRICK COUNTY DRAINAGE BOARD

REGULAR SESSION

APRIL 10, 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; Deanna Frazier, Acting Secretary.

 

ALSO PRESENT:                               Scott Hornsby, Ralph W. Blake, Kent Brasseale II, Robin Sanders, Larry Vincent, Jim Biggerstaff, Ken Ubelhor, Leon Corressell, Cynnie Hammonds, Bill Brown, Jerry Ripp, Tom Newmasters, Jim Morley Jr.

 

The first order of business was the approval of minutes from March 13, 2002.  Commissioner Conner made a motion to accept the minutes from March 13, 2002, 2nd by Commissioner Pike.  Motion Carried.

 

OPEN QUOTES:

 

ROBINSON DITCH:

 

Karan Hargrave-Barnhill, Surveyor stated two quotes have been received on Robinson Ditch from Jerry Aigner Construction and Ruhe Drainage and Excavating.  At this time, Don Ashley, Attorney, opened quotes.

 

Attorney Ashley stated the bid submitted for Robinson Ditch North by Jerry Aigner Construction Inc. for $82,200.  The quotation submitted by Ruhe Drainage and Excavating for project Robinson Ditch North is in the amount of $133,646.

 

Attorney Ashley stated that both quotes exceed the $75,000 amount allowed for quotations it would appear this project should be bid. 

 

Commissioner Pike made a motion the quotes received be rejected and be bid out, 2nd by Commissioner Conner.  Motion carried, 3-0.

 

PERVIS – SKELTON DITCH:

 

Attorney Ashley stated the quote submitted by Jerry Aigner Construction Inc. for project Pervis – Skelton Drain was for $3,348. 

 

Attorney Ashley stated the quote submitted by Warrick Excavating Inc., was for $7000.

 

Attorney Ashley stated the quote that was submitted by Ruhe Drainage and Excavating in the amount of $6,089.

 

Attorney Ashley stated the quote submitted by Quinton Stahl Inc. for Pervis – Skelton Drain, two alternatives were given and addressed as follows, excavate above the ditch to new line of 21% of fall with no change of side slope, $0.72 per foot; excavate above the ditch to new line of 21% of fall plus cut side slope of 1 ½ to 1 only on side where machine works for $1.00 per foot.

 

Commissioner Pike asked for a total price for the Quinton Stahl Inc. quote.  Karan Hargrave-Barnhill replied the total footage for this project is 2700 feet.  Commissioner Williams figured the total for the bid would be $4644. 

 

Commissioner Pike made the motion to accept the low bid from Jerry Aigner Construction Inc. of $3,348.  Motion 2nd by Commissioner Conner.  Motion carried, 3-0.

 

Sprengle Ditch:

 

Attorney Ashley opened quotes for Sprengle Ditch.  Attorney Ashley stated the bid submitted by Jerry Aigner Construction Inc. is in the amount of $22,500.

 

Attorney Ashley stated the bid submitted by Ruhe Drainage and Excavating quote was $13,351.

 

Commissioner Pike asked if Jerry Aigner Construction Inc. and Ruhe Drainage and Excavating are bidding on the same items since the bid of Ruhe Drainage and Excavating was almost half of the bid from Jerry Aigner Construction Inc. 

Karan Hargrave-Barnhill stated both companies received the same package. 

 

Commissioner Williams asked for any other discussion or motion.

 

Commissioner Conner moved that they take the lowest bid from Ruhe in the amount of $13,351 for the proposed ditch work on Sprengle Ditch.  Motion 2nd by Commissioner Pike.  Motion carries, 3-0.

 

DRAINAGE APPROVALS:

 

SUMMIT POINTE E:

 

Commissioner Williams stated that it has been requested this project be continued until the next meeting.  Karan Hargrave-Barnhill replied the developing engineer submitted a letter to request this item be continued. 

 

Commissioner Williams asked for a motion.  Commissioner Conner moved to table, 2nd by Commissioner Williams.  Motion carried, 3-0. 

 

MANSFIELD:

 

Karan Hargrave-Barnhill stated this is a development located on the corner of Epworth Road and Lincoln Avenue.  She further stated the drainage plans have been submitted for this 124 lot residential development.  Karan Hargrave-Barnhill explained this is a retention basin, located at the end of the cul-de-sac of Marble Court.  Karan Hargrave-Barnhill further explained the retention basin is designed to handle the subdivision as it is designed; however, part of the retention basin lies outside of the actual platted area.  

 

Karan Hargrave-Barnhill stated she required them to submit a retention easement that will be a separate document that will be recorded with this section of the subdivision and cross-referenced to the plat to ensure the basin will be built and constructed with this development.  Karan stated this does meet all the requirements and recommends approval.

 

Jim Morley Jr. stated this is a simple subdivision and retention is required and they have designed it according to county regulations.

 

Commissioner Williams asked for questions from the board.


Commissioner Pike asked if the retention basin is going to take care of the existing property that is currently being platted.   Mr. Morley Jr. replied the basin was oversized to take care of roughly 98 acres, which includes this present plat as well as the adjoining property that Brad Sterchi owns.  

 

Commissioner Pike then asked if this retention basin would eventually take care of all of the 98 acres.  Mr. Morley confirmed the basin would take care of all 98 acres and it has been designed in general compliance with the way it currently drains.

 

Commissioner Pike asked if this is 50-year storm retention.  Mr. Morley replied that it is.

 

Commissioner Williams asked for any other questions from the board. 

 

Karan Hargrave-Barnhill stated if the board did choose to approve this drainage plan the temporary storm drainage easement has to be executed by the owner.  Mr. Morley Jr. stated they would execute it prior to the execution of the plat.  He further stated they did not want to sign the easement incase the plat did not get approved.  Mr. Morley Jr. explained it is all ready to be signed; they wanted to make sure they received all their approvals before signing easements on ground.

 

Commissioner Williams asked for any other questions.

 

Kent Brasseale, Attorney, stated he is representing Thornbrook Subdivision, which is across Epworth Road from this proposed development.  Mr. Brasseale further stated he is not there to make any objections to the plan because the size of the drainage basin is over capacity for the subdivision.   Mr. Brasseale explained he wanted to relay the concern of the neighborhood of Thornbrook that the Lincoln and Epworth intersection, in periods of heavy rain, the water will cross the roads.  Mr. Brasseale stated he wanted to make sure this does not exasperate the problem at the intersection of Lincoln and Epworth Road. 

 

Karan Hargrave-Barnhill stated there is a berm along Lincoln and Epworth Road.  She further stated the berm that is located on this property would help drain away to Ivy Glen. 

 

Jim Morley Jr. stated there is currently a berm built by farmers who owned this ground years ago, that keeps the water in roadside ditches along Epworth and Lincoln and keeps it from coming onto the field.  He explained since then underground telephone lines have been laid in both of the berms.  Mr. Morley Jr. stated they would not be touching the berms and will not be taking any of the stormwater from this development to the Lincoln Avenue Ditch. 

 

Mr. Morley stated he did investigating at the corner of Lincoln and Epworth because several people had voiced concerns that this area floods.  Mr. Morley Jr. explained he looked at it and it appears the ditch along Epworth Road where it comes to the corner of Lincoln is real deep along Epworth and Lincoln; however, right at the corner the ditch climbs and is only around six or seven inches deep right before it drops into the Lincoln Ditch.  Mr. Morley Jr. suggested a backhoe and an hour worth of time could do a ton of good at this intersection as far as draining the intersection properly during rainstorms. 

 

Commissioner Pike asked if Mr. Morley Jr. is speaking of the south side of Lincoln and west side of Epworth.  Mr. Morley Jr. confirmed and added their project will not affect Thornbrook.  Karan Hargrave-Barnhill stated that it would not affect Thornbrook. 

 

Mr. Brasseale does not expect Mr. Morley to solve the problems of that intersection and if the berm will be staying there, there would not be an opportunity to add to it. 

 

Commissioner Williams asked for any other question.

 

Larry Vincent, Trustee of Epworth Church, stated their concern is the water coming back onto their property.  Commissioner Williams replied it would only take cleaning that ditch out and it will be checked on.   Mr. Vincent further stated contacts have been made in the past about the ditch being looked at but there hasn’t been much done with it. 

 

Commissioner Conner assured Mr. Vincent that somebody will go out to look at this ditch and if it takes a backhoe to clean out the ditch by the church and on the other side that it will be done. 

 

Commissioner Williams asked for further comments from the public.

 

Ralph Blake stated he has been a resident of Warrick County since 1959 and is concerned about the county just compounding the problem and reminds the board of this ditch being historically a problem. 

 

Leon Corressell representing Colonial Hills Subdivision stated he lives at the back end of the Colonial Hills and his property gets a lot of water from the areas being developed. 

Mr. Morley Jr. stated the drainage plan is set up and the amount of water that will go towards his house after this is developed is less than what goes there now because of retention and the way it will have to be graded out.  Mr. Morley Jr. further stated in regards to general drainage in the area all the negative comments have been about Lincoln and Epworth, the berms are constructed on the property that separates this project from both Lincoln and Epworth. 

 

Mr. Morley Jr. explained they would not discharge into either of those ditches that they discharge through the lake that is part of Ivy Glen and turn underneath the interstate.  Mr. Morley Jr. stated an analysis on the lakes, underneath I-164 into the lake in the other subdivision, and backed it all the way through there to make sure there was good hydraulics going all the way through.

 

Karan Hargrave-Barnhill asked Mr. Morley Jr. when they design the southern portion of this subdivision if the stormwater will be directed to the basin that is at the corner of Ivy Glen and will be discharged into the existing basin.  Mr. Morley Jr. replied yes and explained there is a small amount that will go towards Leon Corressells property but less than what currently goes that way. 

 

Commissioner Pike asked if there would be a culvert put in the ditch on Lincoln Avenue.  Mr. Morley Jr. replied there would be a culvert and they matched the size of the culvert that goes underneath the road.  Mr. Morley Jr. stated an arch pipe that is the same size that goes under I-164.  Mr. Morley Jr. added there would be 390 feet because the decceleration line sits on top of the ditch.

 

Commissioner Williams asked if anyone else from the public had concerns.  There were none.

 

Commissioner Williams asked for questions from the board.

 

Commissioner Conner moved they approve the drainage plan as submitted for the Mansfield Subdivision at the corner of Epworth and Lincoln.  Motion 2nd by Commissioner Pike.  Motion carries, 3-0.

 

REPLAT OF VICTORIA MANOR PHASE 1 LOT 23 & 24:

 

Karan Hargrave-Barnhill stated this is a development that is located in an existing Victoria Manor Subdivision and is replatting a couple lots and adding an additional portion to the development.  Karan Hargrave-Barnhill further stated they have asked no drainage plans be required due to the fact the existing drainage structures are already there and she concurs. 

 

Commissioner Williams asked for questions from the board or a motion. 

 

Commissioner Pike motioned to approve the replat of Victoria Manor Phase 1 Lot 23 & 24.  Motion 2nd by Commissioner Conner.  Motion carried, 3-0.

 

DRAINAGE STUDY QUOTES:

 

DECISION ON HOWARD DITCH:

 

Karan Hargrave-Barnhill stated at the last meeting there were three quotes that were submitted and she had provided a copy of each for each board member.  She further stated she has sent out a letter of recommendation and a report of what she found in review of the proposals.

 

Karan Hargrave-Barnhill stated she has discussed with the board her opinions and feelings already but she would recommend accepting the R. W. Armstrong proposal because it directly spells out and explains in detail the work and services they will provide according to the scope she sent out.  She further stated it is in the mid range of the three that were submitted, however she feels it touches directly with all the issues that she believes will allow us to receive a good product at the end. 

 

Karan Hargrave-Barnhill explained the proposal includes moving of the dirt for the retention basin if it has to be done, land acquisitions, dealing with the state highways and different agencies and by far spells out and goes into more detail than the other proposals.  Karan Hargrave-Barnhill stated she recommended R. W. Armstrong’s proposal be approved.

 

Commissioner Williams asked for any discussion from the board. 

 

Commissioner Conner asked Mr. Ashley, if the vendors can be held accountable to the scope that the drainage board submitted to them for purposes of pricing out to the drainage board can be responsible to carry out the proposal they submitted back to the board.  Commissioner Conner stated that the reason he was asking was because some of the proposals are very detailed compared to other proposals but he would assume the price has been submitted to the board for doing the work is based upon the scope of work spelled out in the “RFQ”.  Commissioner Conner further asked what the board can hold the companies to from a legal perspective. 

 

Attorney Ashley stated the contracts with the companies would be based upon the proposal that has been submitted.  Attorney Ashley further stated the drainage board would enter into a contract with the consultants.  The contract would be based on the quotes that have been submitted.

 

Commissioner Conner asked even though one proposal is more detailed than another proposal, the scope of work the drainage board has requested them to bid on is what the drainage board can hold the companies to in the contract. 

 

Attorney Ashley stated the contract would be based on what the company has proposed to do.  Attorney Ashley further stated the contract then would be a binding obligation on both the drainage board and the consultant. 

 

Commissioner Conner stated hopefully the company’s proposal is based upon what the drainage board had informed the companies in regards to the scope of the work. 

 

Karan Hargrave-Barnhill stated if the proposal does not specifically touch on an item that she believes needs to be address, could the drainage board add that into the contract. 

 

Attorney Ashley stated if the drainage board asks for a quote the drainage board could not change that quote.  Karan Hargrave-Barnhill replied she is aware the price is set and that is the issue that worries her.  Karan Hargrave-Barnhill stated the price is set based upon the proposal they submitted, and when the contract is put together it could only include what they put in their proposal, not what the scope of the work was the drainage board sent out.

 

Attorney Ashley stated the contract would have to be drawn to meet the needs of the project.  Attorney Ashley asked if there are some items in the scope of the project that are not included in the proposal.

 

Karan Hargrave-Barnhill stated in her opinion the proposal submitted by R. W. Armstrong is much more detailed and covers a lot more areas than the other proposals.  Karan Hargrave-Barnhill further stated when the drainage board gets ready to do the contract they would have a set price, but they are not going to give the drainage board the same product as the other company would.

 

Karan Hargrave-Barnhill stated when she prepared the scope for the quotes it is such a vast study that the quotes came in with different details and the one is more detailed. 

 

Attorney Ashley stated this is just a consultant contract; the project is not being done at this time. 

 

Karan Hargrave-Barnhill stated one proposal says this at a certain set price and at the end any surveying will be added on to that contract price.  Karan Hargrave-Barnhill further stated the R. W. Armstrong contract has this already included in it.

 

Commissioner Conner stated Karan Hargrave-Barnhill has made a recommendation and Commissioner Conner’s concern was they have a $20,000 variance in proposals from two different venders who received the identical scope of work the drainage board wants them to accomplish.  Commissioner Conner further stated one proposal is much more detailed than the other proposal and he is wondering if the drainage board is getting more for their money and that is the justification for the $20,000 variance.

 

Attorney Ashley stated in drawing of a contract includes exactly the specification of the work expected.  Commissioner Conner replied that would be in the scope of what the board has asked for. 

 

Commissioner Conner asked if the board puts out a project and they want a ditch dug 100 feet and get three prices back in the amounts of $15,000 and $9,000 and the drainage board decides to go with the lower priced proposal they will be held to do the identical work as the higher bidder.  

 

Commissioner Williams stated he looked at the three quotes and the price difference is a big consideration.  Commissioner Williams further stated he particularly liked R. W. Armstrong’s proposal, which talks about anticipated work elements and provided a schedule, but when you get right down to it, it is a $20,000 difference.

 

Commissioner Williams stated his question was if they go with the low bidder and they sit down with them but they will not agree to the contract the drainage board wants them to sign for this price, could the drainage board go back and re-quote the project. 

 

Commissioner Williams asked if the drainage board was vowed in by accepting the quote.  Attorney Ashley replied the drainage board would not be vowed in by accepting the quote. 

 

Commissioner Williams asked for any other questions from the board. 

 

Commissioner Williams asked for motion from the board.

 

Commissioner Conner made the motion that the contract is awarded to Bernardin Lochmueller & Associates for $19,600 on the Howard Williams Ditch project.  Motion 2nd by Commissioner Williams.  Motion carries, 3-0.

 

REQUEST FOR SIGN IN EDWARDS DITCH RIGHT OF ENTRY:

 

DR. BRANT AND ROBIN SANDERS:

 

Karan Hargrave-Barnhill stated this is a request for an identification sign to be located within the legal drain right of entry of Edwards Ditch.  Karan Hargrave-Barnhill further stated this property is located in Gardner Subdivision on lot 2 at 8966 Ruffian Lane and all the signs located in that area are located in the legal drain, it is a standard thing.  Karan Hargrave-Barnhill explained they have entered into a covenant to hold the county harmless.  Karan Hargrave-Barnhill recommended approval.  

 

Robin Sanders stated she was there on behalf of her husband and herself.  Commissioner Williams asked if Mrs. Sanders has anything to say.  Robin Sanders replied hopefully the information is all there. 

 

Commissioner Williams asked for any questions from the board. 

 

Commissioner Williams asked for rule of board.

 

Commissioner Conner moved to approve the request for the sign of Brant and Robin Sanders be put in the right of way.  Motion 2nd by Commissioner Pike.  Motion carries, 3-0. 

 

OTHER BUSINESS:

 

4-WHEELER PURCHASE:

 

Karan Hargrave-Barnhill requested the purchase of a 4-wheeler.  Karan Hargrave-Barnhill stated she had went to the council and the council did approve the money out of the cumulative drain be appropriated to be used for the 4-wheeler purchase so the surveyors department can access the legal drains.  Karan Hargrave-Barnhill further stated hopefully the drainage board will see the need for the 4-wheeler as the council had.

 

Commissioner Conner asked Karan Hargrave-Barnhill how much the council appropriated.  Karan Hargrave-Barnhill replied $5,500, which covers the last bid she received of $5000, and there is an extra $500 allotted in case of any extra items that maybe needed for the 4-wheeler.  

 

Commissioner Conner asked Karan Hargrave-Barnhill if she had worked with the purchasing agent or if it was prior.  Karan Hargrave-Barnhill replied it was prior to him coming on board. 

 

Commissioner Conner asked Karan Hargrave-Barnhill how many sources were used to come up with the price of $5000.  Karan Hargrave-Barnhill replied she had sent quotes to three dealers in Vanderburgh County and two dealers in Warrick County, which she only received two quotes back.

 

Commissioner Conner asked Karan Hargrave-Barnhill if the money was appropriated out of the cumulative drain budget.  Karan Hargrave-Barnhill confirmed.

 

Commissioner Conner asked Karan Hargrave-Barnhill what the balance is in the Cumulative Drain account that has not been appropriated.  Karan Hargrave-Barnhill stated there is $400,000 that had been tied up in CD’s that had been invested, which leaves $250,000.  

 

Commission Conner added that does not include the money that has been appropriated to start the ditch work on the Epworth project.  Karan Hargrave-Barnhill confirmed.

 

Commissioner Williams asked for any other questions.

 

Commissioner Williams asked for a motion.

 

Commissioner Conner moved the board allow Karan Hargrave-Barnhill to pursue the purchase of a 4-wheel vehicle and if it were approved he would stipulate that Karan Hargrave-Barnhill work with the purchasing manager for purposes of trying to update quotes that she has received.

 

Commissioner Williams asked Karan Hargrave-Barnhill if he 2nd the motion if she would be willing to do as Commissioner Conner stipulated.  Karan Hargrave-Barnhill confirmed.

 

Commissioner Williams stated motion moved by Commissioner Conner. Motion was 2nd by Commissioner Williams.  Commissioner Pike in opposition.  Motion carries, 2-1. 

 

DISCUSS TANGLEWOOD DRAINAGE:

 

Karan Hargrave-Barnhill stated she went out and looked around the area and found a lot but had not done an in-depth study.  Karan Hargrave-Barnhill further stated there is an area to the east of Tanglewood right before Tanglewood Ditch goes through Tanglewood Subdivision.  Karan Hargrave-Barnhill explained it appears that area is eroding away, all the storm water coming down off those hills through the subdivision accumulating at that point.  Karan Hargrave-Barnhill explained there is an area where it shows the water is pooling there waiting to drain out. 

 

Karan Hargrave-Barnhill stated she had considered contacting the property owners to see if there was any way the drainage board could work with them to create a retention basin to hold the water and release it slowly into Tanglewood Ditch.  Karan Hargrave-Barnhill further stated the ditch is so steep the retention basin would keep the water from blasting down and causing the drainage problems. 

 

Karan Hargrave-Barnhill further stated she had talked to the property owners at Tanglewood on Crystal Court and indicated to them when the drainage board does their ditch project going through the new proposed Sandalwood Subdivision there maybe a way to increase the capacity of the ditch by making the tow of the ditch wider.  Karan explained that instead of the V-shaped bottom there would be more of a flat bottom with the banks sloped back. 

 

REQUEST PIPE FOR HOWARD DITCH:

 

Karan Hargrave-Barnhill stated there is a cluster pipe a farmer has put in at Howard Ditch that is located South of Oak Grove Road and North of Charlestown Square.  Karan Hargrave-Barnhill further stated the cluster pipes are several small pipes and the water is coming down, collecting debris, gathering at the upstream end of the pipes, blocking the pipes off causing the water to stand in the ditch.

 

Karan Hargrave-Barnhill stated she has been working with the owner of the farm in this area and tried to work out a low water crossing but there is too much water coming through that would just wash it.  She explained it also holds water long enough the farmer would not be able to cross. 

 

Karan Hargrave-Barnhill stated she had been looking trying to find a used culvert and she had been talking to Jack Gore at the Highway Department who indicated to her there are two tank cars that were to be used on another project and one specifically that is large enough and is the cheaper of the two that were purchased, that would work.

 

Karan Hargrave-Barnhill stated she would like a consensus from the board and she will come to the Commissioners Meeting or whatever she needs to do to get approval to offer the tank car for sale to that land owner to have him buy it from the county at the cost the county purchased it for and put the tank car in to relieve the drainage. 

 

Commissioner Williams stated he assumed the county would be installing the tank car.  Karan Hargrave-Barnhill stated they haven’t worked that out yet but would assume it would have to be contracted out because it is a legal drain. 

 

Commissioner Pike stated they paid $5000 a piece for the tank cars.  Commissioner Williams replied there would be records of the purchase.  

 

Commissioner Williams suggested Karan Hargrave-Barnhill look into purchasing the tank car for what the County Highway Department has in it.  Commissioner Conner agreed Karan Hargrave-Barnhill should pursue this idea and see if something can be worked out. 

 

Commissioner Conner stated the landowner would have to be concerned about transportation expense.   Karan Hargrave-Barnhill agreed.

 

POLKBERRY DITCH:

 

Karan Hargrave-Barnhill stated Polkberry Ditch is North of Heilman.  Karan Hargrave-Barnhill further stated the drainage board had received phone calls from the farmers saying this has been a problem for a long time that has never been taken care of. 

 

Karan Hargrave-Barnhill stated when the bridge was put in across Dale Road; the water was redirected so the farmer put up a berm. Karan Hargrave-Barnhill explained the water is coming down the roadside ditch, hitting the legal drain ditch, and eroding the entire bank at the corner.

 

Karan Hargrave-Barnhill stated the solution has not been figured out yet, but possibly stabilizing the bank.  Karan Hargrave-Barnhill further stated Steve Sherwood believe it could be redirected, if they redirect this it will cut out another farmers property and Karan Hargrave-Barnhill does not believe that would be the right thing to do. 

 

Karan Hargrave-Barnhill stated she would like the drainage board to do is authorize her and Mr. Sherwood to work together to come to a solution. 

 

Commissioner Williams stated Mr. Tuley called him over the weekend and gave Commissioner Williams a very graphic description. 

 

Karan Hargrave-Barnhill stated she had gone out to this property early after taking office, and she stated it has been there for a long time and it continues to get worse and Mr. Tuley is losing more of his farmland.

 

Commissioner Williams recommended having the Highway Department look at the possibility of putting gabions in and coordinate it with some ditch work to be done in the area, which will generate some dirt.

 

Karan Hargrave-Barnhill stated she has provided pictures illustrating how the water bounces off one bank to another and erodes the side off and further that they would need to shoot grade.  Commissioner Williams asked Karan Hargrave-Barnhill to get back with the drainage board after she shoots grade. 

 

Commissioner Pike stated the second two photo’s are out in the field out of the road right away.  Karan Hargrave-Barnhill agreed. 

 

AIGNER CONSTRUCTION CLAIM FOR ROBINSON DITCH:

 

Karan Hargrave-Barnhill stated she is trying to be sympathetic to the contractors because of the way the county pays the claims.  She further stated Aigner Construction is currently doing a large project for the drainage board with a lot of money tied up with rip-rap and geo-textile.  Karan Hargrave-Barnhill explained Aigner Construction has not asked for this that she is asking for this on her own. 

 

Karan stated Aigner Construction had submitted a claim for 1/3 of the contract price and when she got to looking at that claim, knowing how far along they are on the project with the major part of the ditching finished. 

 

Karan stated if the 1/3 of the claim were approved, it would be advertised in May to be paid in June.  If the entire amount of the claim is not advertised Aigner Construction will not receive their money until July.  Karan Hargrave-Barnhill further stated she would like permission to do is advertise the full amount of the claim and hold payment up until the project is complete. 

 

Commissioner Conner stated in actuality the claim would not be paid until the project is complete since Karan Hargrave-Barnhill would be monitoring the payments.  Karan Hargrave-Barnhill agreed.

 

Commissioner Pike stated that if Karan would like to advertise the full amount of a project she should set it up consistently so all contractors claims are handled the same way.  Karan replied she planned on being consistent with this way of dealing with claims. 

 

Commissioner Williams stated his concern is the contractor could get paid before the job is complete to satisfaction.  Karan replied before the check would be cut the company would have to submit a bill for the amount and they would go out and verify the work was actually complete. 

 

Commissioner Williams asked for any other discussion. 

 

Commissioner Williams asked for rule of board. 

 

Commissioner Pike stated if the larger claims will be handled in this manner, there should be a limit on the amount of money to have a line separating the smaller projects from the larger projects.  Commissioner Pike further stated he does not have a problem with changing the procedure, however, there should be set up procedure how all claims will be handled.

 

Commissioner Williams asked Karan Hargrave-Barnhill to get some procedures in order and bring it back to the board.

 

Commissioner Williams asked if there are any questions about the claims.

 

Commissioner Williams asked for a motion.

 

Commissioner Conner moved to approve the payment of the claims including only 1/3 of the claim that has been presented by Aigner Construction for work on Robinson Ditch.  Motion 2nd by Commissioner Pike.  Motion carried.

 

Commissioner Pike made a motion to recess.  Motion 2nd by Commissioner Conner.  Motion carried, 3-0.