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Votes at a glance: Lebanon Utility Service Board approves LEAP infrastructure contracts, equipment purchases and emergency repairs
Summary
Board members approved a package of engineering contracts, equipment purchases, emergency repairs and sewer‑lining change orders in a single Feb. 5 meeting, with all motions passing except where noted in a separate Eli Lilly item.
The Lebanon Utility Service Board on Feb. 5 acted on a slate of operational and capital items, approving engineering agreements, equipment purchases, retroactive emergency repairs, sewer‑lining change orders and routine claims and transfers. Below is a concise rollup of motions, vote tallies and key details recorded during the meeting.
Votes at a glance
- Approve minutes (Jan. 22, 2025). Motion: approve minutes. Mover: Bill Stoner. Second: Anne Patterson. Vote: unanimous roll call (Aaron Smith, Tim Hudson, Neil Taylor, Bill Stoner, Anne Patterson — all aye). Outcome: approved.
- Approve minutes (Jan. 29, 2025). Motion: approve minutes. Mover: Bill Stoner. Second: Anne Patterson. Vote: unanimous roll call. Outcome: approved.
- Territory swap with Boone REMC (joint petition to Indiana Utility Regulatory Commission). Motion: authorize preparation of a joint petition to modify service area boundaries with Boone REMC for parcels described at 1802 Dead End Road and 2059 Indianapolis Avenue. Mover: Bill Stoner. Second: Anne Patterson. Vote: unanimous roll call. Outcome: approved. Notes: Staff will have Boone REMC prepare legal documents and utility counsel will review prior to formal IURC filing; parcel addresses noted may change with future development.
- 2024 Silverado 3500 HD purchase and 2016 Ford F‑150 surplus. Motions: (1) declare 2016 Ford F‑150 surplus with trade‑in value $20,000; (2) approve purchase of 2024 Chevrolet Silverado 3500 HD with not‑to‑exceed price $49,708.50 after trade. Mover(s): Bill Stoner (motions), seconds: Anne Patterson and Tim Hudson (purchase). Votes: unanimous roll call. Outcome: surplus declared and vehicle purchase authorized. Notes: purchase charged to capital additions in the 2025 budget.
- 2025 Vermeer vac trailer purchase and 2013 Vermeer trailer surplus. Motions: (1) declare 2013 Vermeer vac trailer surplus with trade‑in value $28,000; (2) approve purchase of a 2025 Vermeer vac trailer not to exceed $110,698 after trade. Mover(s): Bill Stoner; second(s): Anne Patterson. Votes: unanimous roll call. Outcome: surplus declared and purchase authorized. Notes: item in 2025 capital additions budget; vendor Vermeer West.
- Peerless Midwest emergency repair, Sugar Creek Well No. 4. Motion: retroactive ratification under IC 36‑1‑4‑16 for emergency repair by Peerless Midwest, amount $29,135. Mover: Anne Patterson. Second: Bill Stoner. Vote: unanimous roll call. Outcome: approved. Notes: repair required after electrical short that damaged the pump; budgeted under 2024 well cleaning funds.
- Peerless Midwest emergency pump rehab, Sugar Creek high service pump No. 2. Motion: retroactive ratification under IC 36‑1‑4‑16 for emergency pump rehabilitation, amount $25,215. Mover: Anne Patterson. Second: Bill Stoner. Vote: unanimous roll call. Outcome: approved. Notes: pump ran dry due to SCADA communications error; redundancy and operator remote controls have been added.
- Wessler Engineering Amendment No. 2 — wastewater treatment plant expansion. Motion: approve Wessler Engineering amendment No. 2 for design of phases 1 and 2, amount $5,013,300. Mover: Anne Patterson. Second: Bill Stoner. Vote: unanimous roll call. Outcome: approved. Notes: combined phase approval intended to reduce schedule impacts and costs; funding included in LEAP bond package.
- 4‑H Fairgrounds lift station supplemental agreement No. 1. Motion: approve supplemental agreement, amount not to exceed $33,850. Mover: Bill Stoner. Second: Anne Patterson. Vote: unanimous roll call. Outcome: approved. Notes: additional right‑of‑way services required after survey showed no existing easement on current footprint.
- 2024 Lebanon City standards update supplemental agreement No. 1 (Butler, Fairman & Seifert). Motion: approve supplemental agreement, amount not to exceed $17,500. Mover: Bill Stoner. Second: Aaron Smith. Vote: unanimous roll call. Outcome: approved. Notes: update adds developer‑friendly options and a searchable PDF format; city council previously approved related standards updates.
- LEAP wastewater collection system improvements program agreement (BFNS). Motion: approve agreement for design of regional lift station, gravity interceptor and related work, amount not to exceed $1,997,300. Mover: Bill Stoner. Second: Aaron Smith. Vote: unanimous roll call. Outcome: approved. Notes: design anticipates phased buildout and possible dual force mains; project included in LEAP bond financing.
- Wastewater treatment plant garage door replacements. Motion: approve replacement of four commercial garage doors, amount not to exceed $30,073 (Garage Doors of Indianapolis). Mover: Anne Patterson. Second: Tim Hudson. Vote: unanimous roll call. Outcome: approved. Notes: one existing door inoperable; replacements selected to allow reuse where possible during facility upgrades.
- Miller Pipeline — 2024 sewer lining program change orders (retroactive approvals). Motions/results: change order No. 1 — $36,380; change order No. 2 — $23,358; change order No. 3 — $74,444.75. All three were approved retroactively under IC 36‑1‑4‑16 (motions made and seconded; roll call aye). Notes: field‑discovered failures (collapsed segments, lamp holes and manhole work) required spot repairs to allow lining to continue; crew performed temporary repairs and Miller completed permanent fixes while mobilized; board discussed these as common for lining projects and noted ongoing annual lining work using SLRAT (sonar) data to prioritize segments.
- Claims, payroll and transfers. Motion: approve claims, payroll and transfers dated Feb. 5, 2025. Motion recorded for claims/payroll in the amount stated on the record (claims and payroll: $2,019,113.07; transfers: $8,228,238.93). Mover: Anne Patterson. Second: Bill Stoner. Vote: unanimous roll call. Outcome: approved.
Context and next steps
Several of the larger design and construction agreements — notably the wastewater treatment plant expansion and the LEAP collection system work — are tied to the city’s LEAP financing package and will drive future construction contracts, inspections and right‑of‑way acquisitions. Multiple retroactive emergency approvals reflected time‑sensitive repairs needed to maintain water and sewer service during the winter months.
