bpa meeting minutes - all of 2007 - village of south bloomfield

Minutes of RECORD OF PROCEEDINGS

South Bloomfield Baord of Public Affairs

DAYTON LEGAL BLANK, INC., FORM NO. 10148

Meeting

The Board of Public Affairs met in regular session on Thursday, January 25, 2007 at the Municipal Building. Presentwere President Mike Cline, members Richard Carpenter and Shawn Costlow, Maronda representative Jeff Lewis, Dave and Chuck from EES, Gary Northup, Bill Carl and Kate Roese, clerk.

Mike Cline called the meeting to order at 7:35 pm. The minutes were read and approved.

The meeting started with a presentation by Jeff Lewis. Mr. Lewis stated that it has been determined if the flood way is maintained, they will have to pull out some lots and reconfigure the subdivision. Utilities will be removed and reconfigured. There will be more green space with this plan. The board had some questions about the engineering of the new plan. Since the Maronda engineer was not present, the plans will be left for the board to look over before the next meeting when the engineer will be here.

Chuck from EES said the bids for the pump station at the rest area will be opened on Tuesday, January 30, 2007 at 3:00 pm. There is a problem with grease buildup at the new sewer plant. It could be restaurants not cleaning out their grease traps properly. We -will need an ordinance to put some inspections plans in place. There is some progress on the new water plant project. There will be a meeting on Tuesday with the EPA on well settings. There are no test results concerning the sand issue at the water plant at this time.

It was noted the crane has been removed from the bucket truck and it has been listed in the Circleville Herald for sale.

Gary Northup inquired about the new owners of Scioto Estates reading the water mete~s and billing their customers. Mike said we will not change anything at this time and they will be liable for the difference between the two meters as in the past.

Gary also is worried about the water problems in the village. We are trying to address these issues as best we can. Mike made a motion to get a price on replacing the sand in the tanks, seconded by Richard. Shawn voted yea. We will also order six new valves tomorrow. We will buy whatever is necessary to try and fix the problem.

Willie would like the board to send a letter of thanks to Dave from EES for his help when a valve broke at the water plant. Willie also would like to contract someone for sledge hauling. Mike says we will solicit bids for a yearly contract with someone'.

Motion to adjourn by Shawn and seconded by Richard .. -Meeting adjourned at 9:35 pm

Michael Cline President

Kate Roese, clerk

RECORD OF PROCEEDINGS Minutes of v; llage of South Bloomfield Board of Public AffairsMeeting


The Board of Public Affairs met in regular session on Thursday, February 15, 2007 at the Municipal Building. Present were President Mike Cline, members Richard Carpenter and Shawn Costlow, and Bill Carl.

The clerk was not there due to inclement weatheL No one took any minutes.

Discussions were held and no decisions were made.

Kate Roese, clerk

RECORD OF PROCEEDINGS Minutes of Meeting


jV\ ltXcJv \. 6 ~bl Held _____________ ----,-_________ 20 __ _

The Board of Public Affairs met in regular session on Thursday, March 15, 2007 at the Municipal Building. Present were President Mike Cline, member Richard Carpenter, EES representive Frank Leone, sewer and water superintendent Willie Gartin, Bill Carl and Kate Roese, clerk.

Minutes were read and a motion to accept them as read by Richard.

Frank Leone started the meeting by addressing a letter the village received from Ohio EPA concerning the discharge permit for the old sewer plant. The letter states that the old permit will be revoked on May 1, 2007. A new permit application will be submitted for the new plant.

Frank also stated that they are working on a punch list ,of the new plant and solving issues as they come up. He submitted a pay request for Kirk Bros. for $25 ,000 and EES for $23,325. He asked for an agreement to send said request to OWDA. Richard made a motion to send the request with a second by Mike. The contract was awarded to Nutter ., Excavating for the Rt. 23 rest area project. There was a meeting with ODOT and Nutter with ODOT agreeing to honor the commitment to pay us $90,000 when the project is completed. The starting date is April 1 with completion in 120 days. The problem with the placement of new water wells was addressed. Frank is cautiously optimistic that they will let us have the wells in the flood way. Three other places in the state have been approved for this. They should let us know soon.

Mike asked Frank to continue working on the cost of operating the sewer plant with the idea of reducing the sewer rates, if possible.

Ordinance 2007-01 correcting the pipe diameter on 6 and 8" pipe will be going to council. Nothing has changed except for correcting the diameter of the pipe.

Frank suggested the village should contact the architect designing the new school concerning the water and sewer issues. We could not provide fire protection without putting in a loop. Eric is working on this right now. Because of the bond issue, they should have money to do it. Let's make sure the architect knows our needs early.

Mike also requested a quote from EES for hauling sludge to the Jahn farm from the sewer plant.

Concerning our water woes, Richard made a motion to grant all water users a ten percent discount on a future water bill. He feels this could soothe their feelings. Mike voted against this motion because he feels we should give a larger percentage discount. After a discussion it was decided to give all water users a twenty five percent discount on a future water bill. Motion made by Richard and seconded by Mike. Concerning water problems on the week end, Phyllis stated she would come in and send Emails to everyone on her list explaining the problem. It was noted that we must have a plan in place to alert all residence if this happens again in the future. Richard feels we should use the police,


DAYTON LEGAL BLANK, INC., FORM N0.10148

call in off duty officers if necessary, and use their PA system on the cars to alert the citizens. Mike made a motion to take this problem to council. Willie will notify the

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mayor and then the right steps should be in place to address the problem.

Willie noted there was a sewer back up on Lee Rd. today. Chuck's Septic was called in and cleaned it out. Willie also stated a larger basket is needed at the sewer plant to handle all the paper towels, baby wipes, etc. coming into the plant. We also need a grease ordinance in place. Mike stated we could do inspections any time. Mike asked for Phyllis to send letters to all the restaurants that we will be coming to inspect the grease traps the first Monday in April. If yours has not been cleaned, please do it immediately. People are removing meters in some homes in the village. Willie feels it is real estate people and banks. A letter has been send to Scioto Estates informing them they can not

remove the meters.

Mike was questioning if Bob Thompson stated whether he was a high school graduate. Kate reported she had looked in the file and he did reveal that he did not graduate. Kate will call the school in Columbus and see if he is passing or not. He must get his GED as .. soon as possible.

Mike and Phyllis have been discussing purchasing a new gun to make it easier to read the meters. We would have to change out some of the old remotes~ Phyllis will check on the costs of new outside remotes. If we can afford the cost, it would be a good thing for the village.

Richard made a motion to adjourn with a second by Mike. Meeting adjourned at 8:45 pm.


Kate Roese, cle~k

'j RECORD OF PROCEEDINGS

Minutes of Vi 11 age of. South Bloomfield Board of Public Affairs Meeting


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he Board of Public Affairsmetin regular session on Thursday, April 19, 2007 at the unicipal Building. Present were President Mike Cline, members Richard Carpenter and

hawn Costlow, sewer and water superintendent Willie Gartin and Kate Roese, clerk.

inutes were read and approved by Richard.

here was a letter from Nutter Excavating expressing concern over the delay in starting e rest area project. We also rieed permission from either the Crites family or the Smith

amily in order to run pipe .. Hopefully, we will have it to start the project when the ermit is ready.

e also received a letter from Someone upset about getting a water shut off notice. We ill write a letter stating everyone gets the same letter and we must enforce this, it is the

aw. We have had problems in the past concerning people moving and leaving unpaid ater bills from several months. The land owners are eventually responsible for the paid bills and so we can not let them run longer than one month.

here was also a letter from Scioto Estates concerning a water leak in a vacant home. hey would like compensation for it. We have had problems with people removing the eters. The mayor thinks there is an ordinance on this. If Willie has problems with a eter, and it is old, he will replace itwith a new meter. Shawn and Richard don't feel we

hould give them a discount at this time. Shawn made a motion not to give them a iscount, with a second by Richard. We will send a letter explaining to them that we give iscounts for sewer only.

e need to add a sentence to the botto"ni of the shut off notice to call the office, if they ave a problem paying.

he mayor says he is working with the school on transportation issues. If they do not put traffic light on Route 23 and BIOomfield Hills Drive, the buses will go on Union Street. ric needs to talk to the school about the water loop needed before they start building. lso Mr. Crites said he want~. one tap for two houses. The mayor told him he had to have o taps for two houses. H~ is meeting next week with Solid Rock Builders concerning

ook's Creek. : '. . . . .

illie is having problemswith baby w!p.es and paper towels getting stuck in the pumps. e will put a notice in the newsletter telling everyone they need to quite doing this. If it

ontinues, we could possibly have to raise the sewer rates.

he back hoe is doWl1. Ricktore it down and is still working on it.

otion to adjourn by Mike and seconded by.Richard. Meeting adjourned at 8:05 pm.



Held Village of South Bloomfield Board of Public Affair20 ___ _


Kate Roese, clerk

RECORD OF PROCEEDINGS Minutes of Village of South Bloomfield Board of Public liffairs


The Board of Public Affairs met in regular session on Thursday, May 17, 2007 at the Municipal Building. Present were President Mike Cline, members Richard Carpenter and Shawn Costlow, EES representative Frank Leone, sewer and water superintendent Willie Gartin, Bill Carl, and Kate Roese, clerk.

Minutes were read and approved by Richard.

Frank's report started with working on finishing the new sewer plant. Kirk Bros. will be finishing the punch list to get the retainage released. The ODOT permit has been released and all the submittals have been approved from Nutter Excavating concerning the project at the rest area. We still have some dewatering problems. Eric will nieet with Mrs. Smith and if she agrees, the project will be started. We have no news concerning the water wells site at Dominion. Frank has talked with EMH&T consultants about Berger Hospital. He has tried to get answers on the demand of water usage. He has also talked with consultants about the new school concerning tap fees, water lines and loops. We received the invoice for the first payment on the sewer plant from OWDA. The payments are right on. We have some extra money left, how do we want to spend it?

Bill Carl was wondering about the dewatering charges for the rest area project. Were they included in the bid for the project? Yes, they were, the problem will be if we can not use the Smith land and we have to have an extra 3500 feet of pipe. So far Nutter Excavating is waiting on us to get it together.

Frank's company is in the business of hauling sludge. We will need a written price from EES of the cost to haul and disc it in to the ground. We also wil~ need permission in writing from the health department for the hauling to begin and written permission from Jack Jahn to accept the sludge.

It was requested that Willie find the cost of a basket triple the size of the one we have now. Also we could need an electric hoist to lift it.

ike made a motion to send letters to everyone who needs their back flows tested. Shawn seconded the motion. Motion passed. They will be given until August 31, 2007 o get them inspected. If they are not done we will send letters and in October they will e sited into court. The EPA could come in anytime and ask for this information.

ob is taking time off without giving enough notice. Bob should be told that Willie is his mmediate supervisor and he must give him at least one week's notice, if possible, before e takes time off Kate will write Bob a letter telling him that Willie is his supervisor and e must answer to him. If he does not follow the rules, he Will be reprimanded. The PA is Willie's boss and the council, in tum, is the boss of everyone. The Mayor makes

ure things are carried out. Kate will look for the employee handbook for answers. otion made by Mike to send Bob a formal letter, with a second by Richard. Motion

assed.

Meeting.

RECORD OF PROCEEDINGS Minutes of Village of South Bloomfield Bopnd of E.Hblic Affairs Meeting


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Willie stated everything is going well at the plant except for the things Kirk Bros. need to finish up.

There was a motion to adjourn by Richard with a second by Shawn. Meeting adjourned at 8:25 pm.


Kate Roese, clerk

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RECORD OF PROCEEDINGS . Minutes of Vi 1 J age of South Bloomfield Baord of Public Affairs Meeting


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June 21, 2007

THE BOARD OF PUBLIC AFFAIRS MET IN REGULAR SESSION ON THURSDAY, JUNE21, 2007 AT THE MUNICIPAL BUILDING. PRESENT AT THE MEETING WERE PRESIDENT MIKE CLINE, BOARD MEMBERS . RICHARD CARPENTER AND SHAWN COSTLOW, EES REPRESENTATIVE FRANK LEONE, SEWER AND WATER SUPERINTENDENT WILLIE GARTIN, BILL CARL, MAYOR ALBERT ROESE AND KELLY ESTEP, INCOME TAX CLERK.

MINUTES WERE READ AND APPROVED BY RICHARD CARPENTER.

. FRANK'S REPORT STARTED WITH A PROPOSAL FOR SLUDGE HAULING. THE PROPOSAL WAS.DISCUSSED AND SEEMED VERY REASONABLE. BUT SINCE MIKE WAS NOT YET AT THE MEETING THE MOTION WAS MADE BY RICHARD CARPENTER TO HOLD THE PROPOSAL UNTIL THE NEXT MEETING. SECONDED BY SHAWN COSTLOW. MOTION PASSED ..

FRANK ALSO REPORTED ON WHAT IT WOULD TAKE TO UPGRADE THE PLANT TO POSSIBLY SA VE MONEY DOING OUR OWN LABS. THE BOARD ASKED IF FOR THE NEXT MEETING WE COULD HA VE THE FIGURES ON LAB COSTS AND OTHER EXPENDITURES ASSOCIATED WITHTHIS UPGRADE.

THE OHIO PUBLIC VvORKS GRANT WAS APPROVED FOR $349;800 FOR THE PROJECT ENTITLED Vv ATER SUPPLY/TREATMENT/STORAGE PROJECT. THE AGREEMENT \VILL BE RELEASED BY THE COMMISSION ON JULY 1, 2007, ASSUMING BUDGET AUTHORITY IS IN PLACE.

MIKE CLINE ARRIVED AT THE MEETING AT 7:15 P.M.

EES ALSO DID A STUDY FOR DEBT SERVICE PAYMENTS AND CONNECTIONS FOR THE FUTURE AS REQUESTED. AFTER REVIEWING THE VILLAGE RECORDS TO EVALUATE ANTICIPATED VS. ACTUAL GROWTH AND ITS IMP ACT ON FUTURE DEBT RETIREMENT HE CAME UP WITH SOME STARTLING RESULTS. Il~ THE LONG RUN, WE MAY HAVE TO THINK ABOUT RAISING \V ATER BILL ORT AP FEES TO COVER COSTS IF WE DO NOT GET THE 55 NEW USERS AND GROWTH EXPECTED. IT WAS SUGGESTED TO KEEP THIS IN MIND ANNUALLY TO PREVENT PROBLEMS DOWN THE ROAD.

SHAWN COSTLOW ASKED ABOUT THE FLOW AT THE PLANT AND WILLIE GARTIN TOLD HIM IT WAS AT 130 TO 170 ON THE AVERAGE AT THE MOMENT. FRANK SAID THAT WAS ON TARGET.

IT WAS MENTIONED t'HAT AN. ORDINANCE BE WRITTEN UP BY COUNCIL TO HA VE POOL OWNERS COME IN APRIL TO SIGN UP TO FILL THEIR POOLS ON DAYS \VE ASSIGN TO THEM SO AS NOT TO DRAIN THE TOWER AND STIR UP THE WATER WHERE WE \VOULD HA VE TO DO A FULL FLUSH TO CLEAN IT UP AGAIN ..

BUILDING A NEW WATER PLANT IS THE ONLY \VAY TO HELP WITH THE WATER AND IF WE CAN W Aff THAT LONG IS ONLY A YEAR AND A HALF AW A Y FROM BECOMING REALITY. THE BOARD ASKED IF PUMPING MORE WATER TO KEEP THE TANK FULL WOULD HELP AND ESSENTIALLY THE ANSWER WAS NO. DISCUSSION ON THE COST TO FIX THE 'WATER TOWER WAS $50,000 AND FD~DlNG A CLEAR VIELL.

~HA\iVN COSTLOW ASKED FOR THE NEXT BOARD MEE I ING IF THEY . . . 7:1 )IJT.n GF.T A .PAPV nv nm PAT\1fPI A fl\.TT T nnQ TT-lK I' Pr:t vT Tl~ TQ TEl=i'PPThTn

RECORD OF PROCEEDINGS Minutes of Village of South Bl oomfi el d Board of Public Affairs Meeting

DAYTON LEGAL 61:.ANK, INC., FORM-NOc10148 .

Held June 21.. 2007 20 __ _

CoULD'GEil~0;,1;~~u FOR THE NEXT BOARD MEETING IF THEY .. FROM THE RESIDENTS. HE COMPLAINT LOGS THAT PHYLLIS IS KEEPING

FRANK LEONE FROM EES LPFT AT 8 . . . . . ALL I1'1FORMA TION REQUE~'~ED FRO.~ 0 P.M. SA YING HE WOULD BRING .

, .... , . . t . l\1 THIS MEETING TO THE NEXT ONE.

THE BOARD WENT OVER THE WATER REPORT AND REQUESTED THAT IF POSSIBLE FOR THE NEXT MEETING, COULD WE ENLARGE_ THE REPORT BECAUSE THE NUMBERS ARE SO SMALL THEY WERE HARD TO READ.

THE BOARD ALSO REQUESTED THAT KATE PUT TOGETHER WHAT IT COST IN THE PAST YEAR TO MAINTAIN THE WATER PLANT, INCLUDING ENGINEER FEES AND LABOR AND THEN POSSIBLY PUT THIS LETTER OUT TO THE PUBLIC LETTil\f G THEM BE AW ARE THAT A NEW WATER PLANT MAY BE IN THE WORKS.

RICHARD CARPENTER ALSO BROUGHT UP THAT WE MIGHT WANT TO SEE WHAT THE COST WOULD BE TO HAVE EARNHART WATER SERVICE THE EXTRA W A'IBR WE NEED AND vVHAT THEIR USERS PAY ETC.

\VlLLIE GARTIN DISCUSSED THE GREASE ISSUE BACK AT THE SEWER PLANT AND THAT WE NEED TO PURCHASE SOME BIO-BLOCKS WHICH THE BOARD AGREED NEEDED TO BE DONE. ALSO THAT A LETTER OF DOCUMENTATION BE SENT TO ALL THE RESTAURANTS ABOUT CHECKING THE ORE.A.SE TRAP AND WHEN THEY DO THEY NEED.TO SEND US THE BILL SHOWING WHEN IT WAS DONE AND HOW MUCH WAS R2MOVED AND THAT 'WILLIE WILL BE INSPECTING THESE PLACE WffHOUT NOTICE EVERY rvIONTH TO IVJtAKE SURE IT IS GETTING DONE. Tl:,_IIS woULD POSSIBL y SA 'VE THE VILLAGE THOUSANDS OF DOLLARS AT THE PLANT AND IN CHEMICALS TO CLEAN UP THE GREASE.

THE BOARD ASKED IF BOB THOMPSUN GOT HIS LETTER FROM KATE AND THE ANSWER w AS YES. ON THE SUBJECT OF A SAFETY HARNESS, THE BOARD DECIDED NOT TO PURCHASE THIS BECAUSE OF SAFETY ISSUES AND LACK OF TRAINING. THE BOARD DECIDED THEY WANT.NO ONE TO GO DOWN A MANHOLE, ETC. THAT WE "N'EED TO CALL BABBERT IN THESE INSTANCES NO MATTER WHAT THE COST. THE LIFE OF THE WORKERS WOULD BE WORTH THE COST.

MIKE CLINE ASKED ABOUT IvfARONDA CUTTfNG INTO OUR WATER LINE. WILLLIE GARTIN TOLD HIM WHAT WAS GOING ON AND THAT HE NEEDED TO SEE PRINTS FROM BACK THERE, ETC. IT IS STILL ONG01NG \VHETHER OR NOT '\f/E 'WILL CHARGE THEM.

BILL CARL ASKED ABOUT OPEN HOUSE ON THE SEWER PLANT AND V/ILLIE SAID AS SOON AS THEY GET THE GREASE PROBLE~vl TAKEN CARE OF HE woULD LET THE I\-1.AYOR KNOvV AND THE MAYOR WOULD PUT IT IN THE NEWSLETTER. BILL CARL ALSO ASKED ABOUT THE SIGN FOR THE SEWER PLANT AND THEY ARE SUPPOSED TO GET IT.

THE BOARD ASKED FOR THE Mil\JUTES OF THE COUl\JCIL MEETING AND DISCUSSED SOME SUBJECTS THAT WERE ON THE TAPE BliTNOT IN THE MINUTES AND THOUGHT THEY SHOULD BE. MIKE CLINE SUGGESTED MAKlNG A COPY OF THE TAPES FROM COUNCIL AND PUT UP FOR SAFE KEEPING. ETC.

HIE l\tfOTION "\fv"AS-MADF B"i' MIKE CLINE TO ADJOURN IBE MEETING AND RtCHARD CARPENTER SECONDED MOTION PASSED MEETlNGWAS OVER

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RECORD OF PROCEEDINGS Minutes of Village of South Bloomfield Baord of Public Affairs Meeting

D,A.YTON LEGAL BLANK, INC., FORM NO. 10148

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THE MOTION Vv AS MADE. ffV' MIKE CLINE TO ADJOURN THE MEETING AND RICHARD CAFU'ENTER SECONDED MOTION PASSED MEETING WAS OVER AT 9:00 P.M. .

MICHAEL CLINE PRESlDEl'

RECORD OF PROCEEDINGS Minutes of Village of South Bloomfield Board of Puhl i c Affairs Meeting


Held July 2 7, 200 7 20 __ _

THE BOARD OF PUBLIC AFFAIRS MET IN REGULAR SESSION ON THURSDAY, JULY27, 2007, AT THE MUNICIPAL BUILDING. PRESENT AT THE MEETING WERE PRESIDENT MIKE CLINE, BOARD MEMBERS . RICHARD CARPENTER AND SHAWN COSTLOW, EES REPRESENTATIVES STEVE CANTER, CHUCK DRAGON, AND DA VE MATHEWS, MAYOR ALBERT ROESE, BILL CARL, VILLAGE RESIDENT BEN RiTENOUR AND KA TE ROESE, CLERK.

MINUTES WERE READ ANb APPROVED BY RICHARD CARPENTER. .

THE MEETING STARTED WITH MR. RITENOUR STATING HIS DISPLEASURE CONCERNING THE STATEMENT IN THE NEWSLETTER STATING THE WATER METERS ARE PROPERTY OF THE VILLAGE. HE FEELS HE PURCHASED THE METER AND IT SHOULD BELONG TO HIM. IF NOT, THEN HE FEELS, BECAUSE HE LIVES IN A MOBILE HOME, IT SHOULD BE IN THE GROUND. MIKE CLINE STATED IF HE WOULD MOVE WITHIN THE FIRST THREE YEARS Of PURCHASE, THE COST OF THE METER IS PRORATED. THE VILLAGE STILL OWNS IT AND IF IT NEEDS REP AIRED OR REPLACED IT WILL BE AT NO ADDITIONAL COST TO THE RESIDENT. THERE IS A MASTER METER IN THE MOBILE HOME PARK. WE COULD HA VE JUST USED IT AND DIVIDED THE WATER BILL WITH ALL THE RESIDENTS. THE VILLAGE FELT THAT WAS NOT A FAIR WAY OF BILLING SO IT WAS DECIDED TO PUT METERS IN ALL THE HOMES. THAT WAY INDIVIDUALS PAY FOR ONLY THE WATER THEY USE.

THE VILLAGE RECEIVED A LETTER FROM VALERIE GREGG CONCERNING THE WATER/SEWER BILL AT 14909 CANAL STREET. SHE STATED SHE HAS NOT LIVED THERE FOR FIVE YEARS AND HAS CONTINUED TO PAY FOR WATER AND SEWER. SHE DOES NOT HA VE THE VILLAGE WATER IN THE HOME. SHE IS BEHIND IN HER BILL AND NOW HER SON IS MOVING INTO THE HOME. SHE WOULD LIKE SOME CREDIT ON WHAT HAS BEEN PAID IN THE PAST. MIKE FEELS PHYLLIS SHOULD NOT LET THIS GO ON AS LONG AS IT HAS. RICHARD WOULD LIKE TO HEAR FROM PHYLLIS'S SIDE. HE FEELS WE SHOULD FORGIVE ONE HALF OF THE BILL. IT WAS DECIDED TO TABLE THIS TO THE NEXT MEETING.

THE MEETING WAS TURNED OVER TO THE REPRESENTATIVESFROMEES. STEVE MET WITH NUTTER EXCAVATING CONCERNING THE DEWATERING SCHEDULED IN OCTOBER. ODOT IS NOT HAPPY WITH THIS. IF SOME ADJUSTMENTS ARE MADE, THE DEWATERING WOULD NOT HAVE TO BE DONE AT ALL. IF THE ELEVATION IS RAISED THREE FOOT WE WOULD SAVE MONEY FROM NOT DOING THE DEWATERING. HE WILL STILL REPAIR THE WET WELL. DA VE WILL REQUEST AN EXTENSION OF THE PERMIT. MIKE MADE A MOTION TO PROCEED WITH THESE CHANGES WITH A SECOND BY RICHARD. SHAWN AGREES.

DAVE HAS BEEN TAKING WILLIE'S PLACE. BOB HAS BEEN LEARNING WHAT HE NEEDS TO DO. DAVE WILL BE ON VACATION THE WEEK OF AUGUST 6. OTHERS WILL BE COVERING FOR DA VE.

RECORD OF PROCEEDINGS Minutes ofVj] 1 age of South Bl oomfi el d Board of Public Affairs Meeting DAYTON LEGAL BLANK, INC., FORM N0.10148

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UPGRADING OF THE CURRENT WATER SYSTEM WAS DISCUSSED. CHUCK HAD THREE ALTERNATIVES. ALTERNATIVE# 1 WOULD BE INSTALLING A FLOW METER FOR THE PERMANGANATE WITH A COST OF $16~000.00. ALTERNATIVE# 2 IS TO CHANGE FROM POWDER TO SODIUM PERMANGANATE. THE LIQUID IS EASIER TO HANDLE. IT IS MORE COSTLY, APPROXIMATELY $2200.00 MORE PER YEAR. SHAWN WONDERS IF WE NEED PERMANGANATE. YES, IT TAKES OUT THE MANGANESE AND IRON FROM THE WATER. SINCE WE PUT IN THE GREEN SAND IT HAS HELPED THE PINK WATER SITUATION. COULD WE GO WITH ALTERNATIVE#2ANDNOTDO#l? YES, WE COULD DO THAT. DO ONE STEP AT A TIME. ALTERNATIVE #3 REPLUMB DETENTION TANKS TO GIVE A BUFFER ON DAYS WHEN WE MAY HA VE A PROBLEM. THIS COULD DILUTE A "PINK" WATER PROBLEM. THE COST OF THIS INCLUDING ALTERNATIVE #1 WOULD BE $21,000.00. THE WATER WOULD PUMP INTO THIS TANK FIRST AND THAN INTO THE TOWER. THIS WOULD BE A GOOD BUFFER. CHLORINE SHOULD HA VE AT LEAST 30 MINUTES TO WORK BEFORE IT GOES TO THE CUSTOMER. ALTERNATIVE #4 CHANGING THE WATER TOWER TO FIRST IN, FIRST OUT INSTEAD OF FIRST IN AND LAST OUT. IN ORDER TO DO THIS, WE WOULD HA VE TO HA VE A TEMPORARY STORAGE TANK AND THE ISSUE OF FIRE SAFETY WOULD ALSO HA VE TO BE ADDRESSED. THIS COST OF THIS WOULD BE $45,000.00 PLUS FIRE PROTECTION FOR TWO WEEKS APPROXIMATELY $10,000 TO $17,000.00. THE COST OF FIRE PROTECTION COULD BE REDUCED IF WE COULD NEGOTIATE WITH THE HARRISON TOWNSHIP FIRE DEPARTMENT.

SHAWN FEELS SINCE DAVE MATHEWS HAS BEEN HERE OUR WATER HAS IMPROVED. HE HAS STARTED A MAINTENANCE SCHEDULE AND IS DOING THINGS ON A SCHEDULE INSTEAD OF WAITING UNTIL IT BREAKS DOWN. HE HAS BEEN TEACHING WILLIE TO DO THINGS ON A SCHEDULE.

MIKE WAS WONDERING IF YOU HANDLE THE LIQUID PERMANGANATE ANY DIFFERENTLY THAN THE POWDER. IT REQUIRES EYE PROTECTION, GLOVES, ETC. THE STORAGE AREA FOR THE LIQUID WOULD BE LARGER. IT COMES IN 55 GALLON DRUMS. WE WOULD HA VE TO HA VE A DRUM DOLLY TO HANDLE THE DRUMS. IT WAS DECIDED TO GO WITH THE LIQUID AFTER WE USE UP ALL THE POWDER WE HA VE ON HAND. MIKE MADE A MOTION TO GO WITH THE LIQUID, WITH A SECOND BYRICHARD.

SHAWN FEELS WE SHOULD ALSO GO WITH ALTERNATIVE# 3 NOW. DO WE WANT TO DO ALTERNATIVE #3 BEFORE WE DO THE SOFTENERS? STEVE FEELS SOFTENERS SHOULD BE FURTHER DOWN THE LIST. PINK WATER IS MORE IMPORTANT AND THE THIRTY MINUTE CONTACT TIME. GOING TO SODIUM AND ALTERNATIVE #3 WOULD BE THE BEST WAY TO GO AT THIS TIME.

SHAWN MADE A MOTION TO DO ALTERNATIVE #3 AT THIS TIME WITH A SECOND BY RICHARD.

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RECORD OF PROCEEDINGS Minutes of Village of South Bloomfield Board of Public Affairs Meeting


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DAVE FEELS WE COULD DO SOME OF OUR OWN LAB WORK. WHEN WE SEND IT A WAY WE DON'T GET THE RESULTS AS QUICKLY AS WE SHOULD. WE COULD ALSO BRING DOWN THE COSTS BY DOING SOME OF IT OURSELVES. IT WAS NOTED THAT WILLIE REFUSED TO DO LAB WORK IN THE PAST.

A DISCUSSION WAS STARTED CONCERNING THE PROBLEM WITHFUNDS IN THE SEWER AND WATER OPERATING FUNDS. KATE STATED THAT COUNCIL HAS THE FINAL SAY ON WHAT SHOULD BE DONE WITH THESE FUNDS.

SHAWN MADE A MOTION TO ADJOURN WITH A SECOND BY RICHARD. MEETING ADJOURNED AT 10:10 PM.

MiCHAEL CLINE PRESIDENT

KATE ROESE, CLERK

RECORD OF PROCEEDINGS Minutes of Village of South Bloomfield Board of Public -Affairs Meeting


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The Board of Public Affairs did not meet because no members were available to come to the meeting.

Kate Roese, clerk

RECORD OF PROCEEDINGS Minutes of Vjllage of South Bloomfield Board of Public AffairsMeeting DAYTON LEGAL BLANK, INC., FORM NO. 10148

Held September 11, 2007 20 __ _

THE BOARD OF PUBLIC AFFAIRS MET IN REGULAR SESSION ON TUESDAY, SEPTEMBER 11, 2007, AT THE MUNICIPAL BUILDING. PRESENT AT THE MEETING WERE PRESIDENT MIKE CLINE, BOARD MEMBERS RICHARD CARPENTER AND SHAWN COSTLO~, EES REPRESENTATIVES FRANK LEONE AND DAVE MATHEWS, MAYOR ALBERT ROESE, WATER AND SEWER HELPER BOB THOMPSON, VILLAGE RESIDENTS RICK WILSON AND MIKE O'NEAL AND KATE ROESE, CLERK. BILL CARL ARRIVED AT 6:50 PM.

MINUTES WERE READ AND APPROVED BY RICHARD CARPENTER.

THE MEETING STARTED WITH MIKE WANTING TO CHANGE THE DAY OF THE MEETINGS PERMANENTLY TO TUESDAYS. HE IS OFF WORK THAT DAY AND IT WOULD BE MORE CONVENIENT FOR HIM. RICHARD AND SHAWN AGREED. THE FIRST, SECOND AND FOURTH TUESDAYS WERE AVAILABLE. KATE STATED SHE WOULD NOT BE AVAILABLE ON THE SECOND TUESDAY DUE TO A CONFLICT WITH ANOTHER MEETING. FRANK SAID THE SECOND TUESDAY WOULD BE BEST FOR HIM. IT WAS DECIDED TO GO WITH THE SECOND TUESDAY AND ASK KELLY IF SHE WOULD BE INTERESTED IN ATTENDING THE MEETINGS AND TAKING THE MINUTES. THE MEETING WILL BE AT 6:00 PM. THE NEXT MEETING WILL BE ON TUESDAY OCTOBER 9, 2007 AT 6:00 PM.

THE ODOT PERMIT FOR THE ROUTE 23 REST AREA HAS BEEN APPROVED WITH REVISIONS. ODOT WOULD LIKE THE PROJECT FINISHED BEFORE THE PUMPKIN SHOW.

THE METER READER HAS QUIT. IF WE DO NOT FIND SOMEONE TO READ THE METERS TIDS MONTH, RICK STATED HE AND GARY WOULD HELP OUT SINCE BOB IS SO BUSY. THE LEAF PICKUP WILL BE STARTING SOON, BUTHOPEFULL Y WE WILL HA VE FOUND SOMEONE TO TAKE THE POSITION BY THEN.

CHANGING THE SEWER DISTRIBUTION FROM 70% DEBT SERVICE AND 30~ OPERATION AND MAINTENANCE WOULD BROUGHT UP. RICHARD IS WONDERING IF OUR LOANS ARE TOO HIGH TO CHANGE THESE FIGURES. FRANK WILL LOOK INTO THIS AND GET BACK TO US AT THE NEXT MEETING. KA TE WILL GET THE FIGURES TO HIM CONCERNING THE INCOME AND SPENDING FOR THE YEAR WITH THE SEWER FUND.

IT MIGHT BE POSSIBLE TO RECOUP SOME MONEY LEFT IN AN OWDA FUND. COULD WE PUT IT WHERE WE WANT IT IN WASTE WATER OR DO WE NEED TO PUT IT IN DEBT SERVICE? FRANK WILL RESEARCH THIS. DAVE HAS BEEN DOING THINGS TO TRY AND REDUCE THE ELECTRIC BILL AT THE NEW SEWER PLANT. KATE HAS NOT GOTTEN THE LATEST BILL THIS MONTH.

DAVE RECOMMENDS REPIPING THE WATER TO PUT THIRTY MINUTE CONTACT BEHIND THE FILTERS INSTEAD OF IN FRONT OF THEM. THERE COULD BE A MONITOR PUT IN BEFORE THE BUMP TANKS. THE WATER WILL SET IN THE TANKS FOR THIRTY MINUTES BEFORE IT GOES INTO THJ VILLAGE.

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RECORD OF PROCEEDINGS Minutes of Village of South BloornfieJ d Baord of Public Affaiars Meeting

DAYTON LEGAL BLANK, INC., ~o~cf.1Qi!illb er 11 ' 2 0 0 7

COULD BREAK OPEN A LITTLE. WE WILL CHANGE IMMEDIATELY TO THE LIQUID PERMANGANATE. MIKE MADE A MOTION TO CHANGE TOTHE LIQUID WITH A SECOND BY SHAWN. WE WILL ALSO NEED A BARREL DOLLY AND SOME OTHER ACCESSORIES. WE WILL ORDER WHAT IS NEEDED RIGHT A WAY.

THE GREASE AND OIL PROBLEMS HA VE BEEN ADDRESSED. THE DOMINION LIFT STATION HAS BEEN CLEANED. WE ARE WORKING ON THE MUD RUN STATION .. BOB GOT FOUR BARRELSOF GREASE OUT OF IT (ABOUT 1000 LBS.) THE ELECTRICIAN HAS BEEN WORKING ON THE ELECTRICAL PROBLEMS. RIGHT NOW REIS STILL USING THE DEGREASER FULL STRENGTH, BUT WHEN IT IS CLEAN HE CAN CUT BACK ON THE STRENGTH. HYDRO SULFATE IS EATING THE PLANT UP. THE PERMANGANATE WILL KILL THIS SO ONCE WE GET THE PROBLEM TAKEN CARE OF, THE COSTS SHOULD GO DOWN. THE MUD RUN STATION ALSO NEEDS A NEW MOTOR. WHEN THE POWER GOES OFF, IT WILL NOT START. THE CONTROL PANEL ALSO NEEDS REPLACED. WE WILL FOUND OUT THE COSTS OF BOTH OF THESE ITEMS.

BOB HAS STARTED DOING SOME OF THE TESTS HIMSELF. THAT HAS HELPED A LOT. BOB IS DOING A GOOD JOB AS A LAB TECH ..

THE NEW PLANT HAS SOME PROBLEMS WHEN THE POWER GOES OFF. WE HA VE NOT PAID THE RETAINAGE TO THE CONTRACTOR ON THIS. WE WILL HOLD IT UNTIL THE PROBLEMS ARE SOLVED.

WHEN DOMINION EMPTIED THEIR POOL, IT PUT TOO MUCH CHLORINE INTO THE SEWER PLANT. WE NEED TO CHECK AND SEE IF WE CHANGE FOR ONLY WATER IN THE SPRING WHEN THEY FILL IT. IF THAT IF TRUE, WE NEED TO CHARGE THEM SEWAGE IN THE FALL WHEN THEY EMPTY IT. KATEWILL CHECK WITH PHYLLIS ON THIS. IF THEY WOULD DE-CHLORINATE IT THEY COULD EMPTY IT INTO THE STORM SEWER. ..

CHUCK FROM EES IS WORKING ON THE WATER TOWER ISSUES. HE WILL LET US KNOW THE COST.

FRANK WONDERS WHAT OUR PLANS ARE CONCERNING SECURING A CLASS ONE WATER AND CLASS TWO SEWER OPERATOR, IF WILLIE DOES NOT COME BACK. IT WAS DECIDED TO CONTINUE WITH EES SUPPL YING THE OPERATOR OF RECORD AT THIS TIME. AFTER THE FIRST OF THE YEAR, THEY WILL FOUND SOMEONE WHO LIVES LOCALLY TO TAKE OVER WILLIE'S DUTIES. EES WILL BE HERE AS MUCH AS POSSIBLE TO HELP US AND WE WILL DO AS MUCH AS WE CAN LEGALLY. WE NEED TO SEE WHAT HAPPENS WITH WILLIE. RICHARD THINKS BOB HAS DONE A GREAT JOB STEPPING UP AND DOING GREAT WORK.

MIKE WANTS BOB TO FIND THE OLD METER HE TOOK OUT OF A HOME ON SPRUCE RIDGE AND RUN 1000 GALLONS OF WATER THROUGH IT TO CHECK AND SEE IF IT IS ACCURATE.

MIKE WONDERS WHAT WE SHOULD DO WITH THE PEOPLE WHO HA VE NOT HAD THEIR BACK FLOWS CHECKED THIS YEAR. MIKE MADE A MOTION TO SEND LETTERS AND SITE THEM INTO COURT IF THEY ARE . NOT DONE BY OCTOBER 1, 2007.

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RECORD OF PROCEEDINGS Minutes of Village of South Bloomfield Baord of Puhl i c Affairs Meeting


TIME MONDAY THROUGH FRIDAY WHERE HE COULD TAKE A FEW HOUR OFF, HE SHOULD DO THIS.

THERE WAS A DISCUSSION CONCERNING THE COST OF A NEW WATER PLANT. WITH THE PRICE OF A NEW WELL FIELD, AS WELL AS THE PLANT IT SELF, IT IS FELT WE COULD NOT AFFORD A NEW PLANT AT THIS TIME.

KATE WILL WRITE SOMETHING TO PUT IN THE NEWS LETTER THIS MONTH CONCERNINGTHE WATER PLANT WOES. SHE WILL TELL THE _ RESIDENTS WHAT IMPROVEMENTS HA VE BEEN MADE AND WHAT WE . STILL NEED TO DO.

MIKE ALSO WANTS IT CHECKED AND NOTED IF PHYLLIS IS PAID FROM THE WATER AND SEWER ACCOUNTS. AT ONE TIME SHE WAS PAID WITH HALF FROM THE GENERAL FUND AND ONE QUARTER FROM WATER AND" SEWER RESPECTFULLY. KATE WILL CHECK THIS AND LET HIM KNOW.

MOTION TO ADJOURN BY SHAWN. MEETING ADJOURNED AT 8:15PM.

~f.{k;u ~L~INEPRESIDENT KATEROES"E, CLERK

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RECORD OF PROCEEDINGS -~:.,... ct.,..,,, .. ~

Minutes of Village of South Bloomfield Baord of Public Affairs Meeting


Held _ _____.._.O...._.c_,_t ...,_,ob~e ...... r.....---t-9....,...., ~2"""""0 ......... 01-1-7---------------=-------'-20 __ _

THE BOARD OF PUBLIC AFFAIRS MET IN REGULAR SESSION ON TUESDAY, OCTOBER 9, 2007, AT THE MUNICIPAL BUILDING. PRESENT AT THE MEETING WERE PRESIDENT MIKE CLINE, BOARD MEMBE~ SHAWN COSTLOW, WATER AND SEWER HELPER BOB THOMPSON, AND_ KELLY ESTEP,INCOME TAX CLERI



The Village of South Bloomfield Board of Public Affairs met in regular session on Tuesday, November 13, 2007. Present at the meeting were President Mike Cline, board members Richard Carpenter and Shawn Costlow. Also present were Income Tax clerk Kelly Estep, Frank Leone from EES, William Carl, Rick Wilson and Mayor Albert Roese.

Minutes were read and approved by the board.

There were issues from the last meeting, such as the deposit of $150.00 for water and sewer, mayor's court subpoenas and hiring a new water meter reader.

Frank Leone took the floor and gave the board the updates. on issues going on. The first one being Kirk Bros. have completed all their work and we have a year warranty on the labor and product. The motion was made by Richard Carpenter to pay Kirk Bros $7650.22 with a second by Mike Cline. Vote all yeas.

Frank also told the board about the Ohio EPA's plan to do annual inspections and they will approve the wen sight, but will require the easement

The rest area is moving along. We are riow waiting on the pump station to be delivered to finish up the project.

Frank also stated, with the board's permission, he would see if the two E 1 grinder pumps we can't use could be sold to one of their clients. Motion made.by Shawn Costlow to give Frank permission to do this; with a second by Mike Cline. Vote all yeas.

There is bad news for the Mud run lift station. It is in really bad shape. The electric panel is shot along with other sludge and concrete issues. The board decided to get quotes on a new panel for the next meeting.

Frank says we need to get the fees and issues ready for the new schooL . When they start calling for answers for their specs to build.

Frank also said he would help in any way with the 2008 budget plans, but would need information from the clerk/treasurer.

The board also wanted to know about the pay off for the 2008 loan installment of $131,000. Kate said, Jan:uary and July of 2008.

It was estimated that the two new wells would cost $45,000 each.

Mayor Roese gave an update on Ashville supplying water to us. He stated it probably would not be St. Rt. 316 but St. Rt. 752. They are still talking about this. Ashville council would like to talk with South Bloomfield council concerning this.

The mayor also asked the board for permission to transfer out the old generator that we don't use. Since it doesn't work, we will transfer it to Pickaway County disaster program. The motion was made by Shawn Costlow and seconded by Richard Carpenter. Vote all yeas.



Shawn Costlow met with Ashville and also brought up looking into consultant to have quotes against the others we get. Motion made by Shawn Costlow, seconded by Richard Carpenter. Vote all yeas.

The board asked how Bob Thompson was coming with getting his G. R D.

The board also approved to put the ad for water helper in the Sunday Dispatch this week.

The board also needs to find some information on Willie Gartin's hourly wage to come up with a starting amount for the new hire. They also need to know what we paid E.E.S. for their service each month for the next meeting.,

The motion was made to adjourn at 7:45 pm by Shawn Costlow and seconded by Richard Carpenter. Vote all yeas.

~ I . ,~~l~Z~ 1fipHAE1 CLINE PRESIDENT .

~ ESTBf, INC() TAX CLERK \__/

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RECORD OF PROCEEDINGS Minutes of Village of South Bloomfi@ld Board of Puhlic Affairs


The Village of South Bloomfield Board of Public Affairs met in regular session.on Tuesday, December 11, 2007. Present at the meeting were President Mike Cline; board members Richard Carpenter and Shawn Costlow. Also present wereincome Tax clerk Kelly Estep, Frank Leone from EES, William Carl and Rick Wilson~

Minutes were read and approved by the board.

The loop at Dominion was discussed. Who is responsible and what is the cost? Negotiations could be done on some of this. This should be done before too long. (easement with Gary and Dominion) All these things will have to be put in writing. We need to speak with Eric Clark and get answers for some of these questions. We also need more communications with Eric on the school issues.

Is there anything new on the project of tying in with Ashville on the water system? We would need to know the cost of such a project. We will also need a flow test for the hydrants up and down 752. We don't treat the water the same way and that could cause a problem. We have a lot of questions concemi.ng this project. We might possibly need to involve our village solicitor in this. We need to check all our options,.including Earnhart Hill, so our residents know that we are trying to do what is best for the community. We need to send a letter to Ashville authorizing them to make a proposal for the tie in.

Frank took the floor at this time and talked about continuing services with EES until we can hire some one else. We can discontinue services with them at any time. We need to sign the paper to cover issues with Oliio EPA. Motion made by Mike Cline to accept extension letter from EES to continue overseeing the water and sewer operation Un.til we hire some one, seconded by Richard Carpenter. Tabled to end bf the meeting. Nutter Excavating needs to be paid. The motion was made by Mike Cline to pay the amount suggested and seconded by Richard Carpenter. Vote all yeas.

It was questioned if the core was done by the manhole at the rest area. ''No, has not been done yet." Rick asked if there is a breakdown of costs at the rest area. Frank stated "yes, there is."

Frank said the well sites were being approved. We are waiting on Ohio EPA. It should be done any day now and we will start digging.

The mayor arrived at 7:30 pm.

Frank gave a report concerning the analysis. of the current water and sewer financial operations. Each year we are typically short by $44,000.00 for sewer debt. By 2014 we will not be able to meet our obligations. Water will be short by 2010. This is all based. on information provided by the village which Frank feels is accurate. We could switch our formula around from 60% to debt service and 40% to operations and maintenance. Frank also said water debt could be 25% and operations 75%. Motion made by Mike Cline to change percentages with a second by Shawn Costlow. Vote all yeas. This will be sent to council for approval.

The ordinance of tap fees information needs looked up. We are not sure what fo charge the school. Ask Phyllis what she told them.

Meeting



Held -----A~~~s___.f~400-:7--------------20 __ _ ~ December 11, 2007

The Mud run lift station was brought up. It needs a new panel with a cost of $12,000 and $8,000 for installation. What was the cost of running the pump for a week at Mud run? We need to know this before the next meeting. The transfer switch was about $4,500. The heater on the brine tank does not work, if it gets cold, this could be a problem. We could take this out of OWDA money. Richard Carpenter made a motion to purchase two pumps with a second by Shawn Costlow. Vote all yeas. There was a motion by Richard Carpenter to buy theswitch panel with a second by Mike Cline. Vote all yeas. (All this will come out ofOWDA money) There was a question by Bill Carl asking if council has to act on this. We will send it to council, even though the motion was made and passed.

From the tabled motion back to discussion, we need to work on figures versus what we are paying now~

We met with Gary concerning the easement. There are several options. We need to discuss this with the village solicitor. There was a motion made by Mike Cline to ask the solicitor with a second by Shawn Costlow. Vote all yeas.

Brian Smith was denied the dropping of late charges on his utility bill by the board.

Motion was made by Shawn Costlow to adjourn with a second by Richard Carpenter. Vote all yeas, meeting adjourned.

MiHAELCLINE PRESIDENT

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January 26, 2007February 15, 2007March 15, 2007April 19, 2007May 17, 2007June 21, 2007July 27, 2007August 23, 2007September 11, 2007October 9, 2007November 13, 2007December 11, 2007

bpa meeting minutes - all of 2007 - village of south bloomfield

Documents

minutes of record

new water plant project

new plan

new sewer plant

shawn costlow

water mete

water problems

new valves