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BPA Minutes 22 Jan 2013
The Board of Public Affairs met in regular session on January
22nd, 2013 at 1pm in the municipal building.
Present at the meeting were: Board member Richard Carpenter,
President Dan Gwinn, Attendees Jeannette
Gwinn, Jane Ramey, Gary Northup, and Joe Allen.
The meeting opened with the Pledge Allegiance.
Executive Order: 1:05 p.m. Richard Carpenter motioned to go into
Executive Order, Dan seconds. Meeting
called back into session at 1:15 p.m.
Gary Northup Contract: Gary Northup requested his name be added
to the
Contract to read Gary Northup or Scioto Estates Inc.. Gary also
requested
we add Para 6 Gary Northup has a right to sell his Sewer/Water
capacity
fees to future incoming developments. Gary suggested we
remove
Paragraph 5 from the contract, Dan said the Village should have
the
option to buy back the taps at a later date should we be
financially able by
the year 2025. Gary agreed and we left the paragraph in. We will
add the
changes and send it to the Solicitor for approval. Dan brought
up the
Master Meter at the Trailer Park. Gary, Joe, and the board
recommend we
leave it as is.
EPA Corrections: Dan asks for a copy of the report, Joe will get
it to Dan
Emergency Water Connection: Dan brought up about a connection
between Ashville and South Bloomfield.
Dan has been meeting on a monthly schedule with members from
Ashville, Earnhart Hill and S. Bloomfield.
The team is still in a planning stage, and Dan will report to
the Board on the progress.
Light for the Sewer Plant: Dan asks Joe about this as it is
completely dark at night. Rich recommends we get
some light for the 5 million dollar plant. Joe will look into
getting light for the plant.
Light on top of the water tower: Dan asks Joe if there is one,
Joe says no. Rich says the State Law says we do
not have to have one. Joe said the law says any tower over 200
feet and ours is 170 feet.
Vacation Scheduling: Joe can carry over 2 weeks vacation. The
board will get with Finance to see if the
village can hire a replacement for Joe at a cost of about $1,800
per week.
Land below the Sewer Plant: The council Okd the sale of this
land pending the approval of the Board. The
Board voted to bid a 5 and 15 acre parcel of land by the sewer
plant.
Ten minute break: Richard motions to take 10 minute beak, Dan
Seconds.
Reconvene: Richard motions to come back in session. Dan
Seconds.
Senior Discount on Water: The Board recommends Seniors Citizens
receive a 10% discount from the water
base rate according to wage and age guidelines.
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Water Bill Adjustment: The Board recommends the water bill be
adjusted to the block rate. See Chart.
Thermostat: Jane recommends the building thermostats be set at
68 degrees in the winter and 78 degrees in
the summer.
Meeting Adjourned: Richard motions to adjourn, Dan seconds.
Meeting Adjourned 3:10 p.m.
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BPA Meeting
Minutes
February 15, 2013
The Board of Public Affairs met in regular session on February
15, 2013 at 1pm in the municipal building.
Present at the meeting were: Board member Richard Carpenter,
President Dan Gwinn, Attendees Jeannette
Gwinn, Gary Northup, and Joe Allen. Special guest was Rob
Rishel, attorney.
The meeting opened with the Pledge Allegiance.
Executive Order: 1:05 p.m. Richard Carpenter motioned to go into
Executive Order, Shawn C. seconds.
Meeting called back into session motion by Shawn C. and second
by Rick Carpenter at 1:55 p.m.
Meeting Minutes:
RR:We will allow it to be used residential, which is a good
deal.
GN: that was not true in the original contract it wasnt just for
mobile homes, it was for anything except fast
food, like a McDonalds or Wendys , I could not use it for that,
but a sit down place like Coronal Sanders, or
Bob Evans, or any commercial except fast food. It was also
mobile residentials, whatever we needed to use it
for.
RR: there is no residential in the old contract.
DG We agreed to let you use them for residential
GN I heard that, no water though, sewer
RR You may transfer them also to other people, but you know of
course it has to be reviewed by the BPA for
other type of business,
Gary Northup Contract:
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Remaining Agenda: Motion was made to table remaining agenda by
Shawn and second by Rick.
Meeting Adjourned: Richard motions to adjourn, Shawn seconds.
Meeting Adjourned 2:55 p.m.
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VILLAGE OF SOUTH BLOOMFIELD
BOARD OF PUBLIC AFFAIRS
MEETING
March 28, 2013
Attendance: Dan Gwinn, Shawn Costlow, Richard Carpenter, Joe
Allen, Jane Ramey,
Jeanette Gwinn.
Special Guest: Rick Smith EPA Compliance Assistance Unit. He is
here with Joe Allen
to review the operations to make things run more efficient and
work to save costs on
utility usage to run the operations. They already found that the
diffusers have reached the
end of their useful life and need to be replaced.
Pledge to the Flag
Minutes (tabled)
Old Business:
Gary Northrup Contract: Just received a new copy of the contract
from our Attorney that
has been updated. We will review this contract and then get back
with Gary Northrup.
Section six was updated to $2500 from $1875 for the sewer taps
after 12/31/2025.
Water Block Rate The $235,524 is the total income with the new
adjustments. The
budget for expenditures last year was $229,000 thus the income
with the adjustments
would cover those expenses. If you adjust the rates for water to
$1 for base rate and
$5.50 for each thousand; the lowest users bill will be $6.50 for
water, $33.50 for sewer,
(showing the $11 deducted from the water base and applied to
sewer cost) and for total
utilities at $40 plus $13.25 for trash having grand total of
bill at $53.10 compared to
$68.75. Saving the lowest end user $15.43 below what they are
paying now.
Shawn made motion to table and Richard second to wait on Council
meeting decision on
sewer rates.
Backup water supply hook-up to Ashville Dan is on a team with
Ashville, just on
discussion stages. This would involve in a pumping station
installation to hook up to
Ashville. He will check to see where they are in the process
review.
Light for Sewer Plant New light has been installed per Joe
Allen, but the issue is all
seventeen lights are on one switch.
Joes Vacation Time: Joes payout for 2012 has been already been
paid. Joe plans to take off a week this year in June, 2013 He has
someone from Circleville who could cover
$45 per hour, but the engineers charge $65 per hour.
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Audience Questions:
Jane: Regarding the connecting with Ashville, we go right out to
Millport, so we should
not have the expense for running the whole line.
Joe said our lines are not more than 400 feet from there line
there by the General
Telephone building, but it is on the other side of the road.
New Business:
Customer Concerns: Harold Buehl of 41 Skyline Drive, dirt on
carpet.
Water Meter Removal: Cindy Watkins wants to eliminate one meter
on her duplex. If
there is only one tap/curb stop we can put it back to one, with
the understanding if they
want it back to two later, they will be charged $200,but if
there are two, leave it as two,
Richard wanted it noted that he disagrees with allowing the
change. Dan suggested we
request an ordinance to cover this type of issue.
Joe will check on the taps until next meeting, so issue was
tabled.
Utility Cost: Question of multiplier on meters to be set correct
level. Joe will follow up.
Water Tower Maintenance Joe will set up for Mid-April to do
maintenance on the
tower after weather improves.
Water/Sewer Expenses: Dan will get with CFO by next meeting to
update the
worksheet.
Motion to Adjourn:
Made by Richard and second by Shawn, meeting adjourned at 2:15
pm.
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VILLAGE OF SOUTH BLOOMFIELD
BOARD OF PUBLIC AFFAIRS
MEETING
May 2, 2013
Attendance: Dan Gwinn, Richard Carpenter, Joe Allen, Jane Ramey,
Jeanette Gwinn.
Shawn Costlow, absent.
Pledge to the Flag
Minutes
Old Business:
Gary Northrup Contract:
983-4800 fax to resend the contract.
Water Meter types (old or new)
Request the meter reading to notate what time of meters are for
each resident. Joe
requested route list print out to review with meter reader.
Water Meter Removal: Cindy Watkins wants to eliminate one meter
on her duplex. If
there is only one tap/curb stop we can put it back to one, with
the understanding if they
want it back to two later, they will be charged $200,but if
there are two, leave it as two,
Richard wanted it noted that he disagrees with allowing the
change. Dan suggested we
request an ordinance to cover this type of issue.
Joe will check on the taps until next meeting, so issue was
tabled.
New Business:
Water Meter Removal by Village Resident: 4/23 Bob had a work
order to check 2410
State Street. Meter was broken and a by pass line had been
installed. Joe went out 4/25
to inspect meter, showed a freezing crack, had resident test
water, it was running in sink.
Joe turned off water at street. Joe notified Mayor, Council
member and Chief of Police.
On 5/1 Joe went to check outside of meter and it was on again.
Turned off and filled with
gravel and painted area and notified Mayor and Police
Department. We can prosecute
this case, we have enough evidence. Dan requested report of last
12 months average
usage for this client.
Turn on and turn offs: Need to schedule turn backs on with work
orders. Turn back on within 24 hours and maximum of 48 hours. Turn
back fee now $50; need to increase to
$100. Richard made the motion and seconded by Dan. Need to check
current ordinance
to have updated with new fees.
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Put a lien on homeowners who did not pay water bill
Change Ordinance to read that $150 deposit to be charged to all
new residents not just
renters.
Softener Control bids/Water Plant
Joe has one solid bid received. Our stuff is outdated. Order two
meters, $2000 total cost,
new controller is $12,000 installed, if order none, it will be
in before June, can do it
within 30 days. Joe wants it done before he goes on vacation.
Funds would be from
capital improvements budget.
Other materials needed for water/sewer plant
The diffusers to do one tank is $3900, to buy rebuilding parts
would be $2800. Joe talked
to Rick Smith about buying the whole unit and buy the rebuilt
kits in winter to do the
second tank. 600 diffusers, 160 out, the membranes are $4700 to
rebuild them, new
would be $10,000. If we ordered half now 300, cut it back to
$2400 ball park, then
following year, finish the rest.
Board member attendance
Richard needs reimbursement for one more meeting for first
quarter, Iris will add to next
check.
Motion to Adjourn:
Made by Richard and second by Dan meeting adjourned at 2:10
pm.
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VILLAGE OF SOUTH BLOOMFIELD
BOARD OF PUBLIC AFFAIRS
MEETING
May 28, 2013
Attendance: Dan Gwinn, Richard Carpenter, Jane Ramey, Jeanette
Gwinn, Gary
Northrup, were present for the meeting. Shawn Costlow and Joe
Allen absent.
Pledge to the Flag
Minutes Read by Dan Gwinn and approved.
Old Business:
Gary Northup Contract:
He is here, but not prepared to discuss this contract today, due
to forgetting about the
meeting. Reviewing copy of contract;
questioned item #2 remove the section to leave in Scioto Estates
and/or Gary
Northup.
Discussion regarding item #3 $1875 vs $2500 rate.
Item #4 Doesnt like the sentence at all. Why would we need to
have this sentence at all.
Section #5 EDU reduction scale for commercial property only, He
understands
and wants to be fair.
Item #6 Gary not in agreement with the term date of contract.
Will discuss with
Attorney.
Item #7 transfer remaining credit in manner provided for in this
agreement, what does that mean?
Items #8-10 are OK.
Need to go back to original agreement and review contracts and
revised agreement.
Water Rate Increases/Block Rate: Old base rate was $12 and new
base rate now $6.50
base rate.
BPA Ordinances(schedule turn backs on with work orders, turn
back on within 24 hours
and maximum of 48 hours/turn back fee now $50; need to increase
to $100/$150 deposit
to be charged to all new residents not just renters/Dan. Iris
will get copies to Rick
Sowers of ordinances to change.
Softener Control bids/Water Plant
Tabled for Joe
Other materials needed for water/sewer plant
Tabled for Joe
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Water Meter types (old or new)
Request the meter reading to notate what time of meters are for
each resident. Joe
requested route list print out to review with meter reader.
Board member attendance
Richard needs reimbursement for one more meeting for first
quarter, Iris will add to next
check.
EPA corrections on last inspection
Pick-up/Van Expense
Any repair invoices and check fleet card.
New Business:
Earnhart Hill Meeting Master Meter for trailer park/Gary Northup
contract/Financial
numbers/contract Stoutsville Mayor/Loan info UDA state Bonds
etc./project resolution &
ordinance/Dan. Rick or Matt contact Mayor of Stoutsville.
Estimate on Water Line Repairs 2410 State Street/Water
Bill/Service Charges etc./Rob
Rishel needs some basics to get things going.
Name, address, when disconnected, amount (in dollars) of water
used, etc.
Iris to get info together and Joes costs to dig up water line
and submit to attorney.
Water Tower Paint estimates: Joe
Tabled.
According to our attorney 24 hour posted meeting notice is all
that is necessary.
Dan had the right to show Earnhart Hill the contract with Gary
Northup per Gary
Northrup and Rob Rischel.
Richard made a motion that the head of the BPA should be
reimbursement of $50 per
meeting, effective next meeting in June, 2013. Need a resolution
to be written by the
Ordinance committee.
Motion to Adjourn:
Made by Richard and second by Dan meeting adjourned at 2:25
pm.
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VILLAGE OF SOUTH BLOOMFIELD
BOARD OF PUBLIC AFFAIRS
MEETING
June 25, 2013
Attendance: Dan Gwinn, Richard Carpenter, Jane Ramey, Jeanette
Gwinn, Joe Allen
were present for the meeting. Shawn Costlow absent.
Resident: of 102 Woodfield Place
Pledge to the Flag
Minutes for May 28, 2012 Dan Gwinn made a motion to waive the
reading and Richard
second and motion was approved.
Old Business:
Gary Northup Contract:
Gary said he did not get a copy of the updated contract.
Changes requested by Gary: Item #3 remaining costs $2500 fixed,
Item #4 wants it
eliminated. Rob Rishel said not to eliminate. #6 Purchases after
12/13/25 change to
anytime to be able to purchase when we have the money available
to buy him out.
($266,250). Item #7 wants to eliminate last sentence, but Rob
said to leave it in there.
Iris to send copy to Rob Rishel to review before sending to Gary
Northup.
BPA Ordinances(schedule turn backs on with work orders, turn
back on within 24 hours
and maximum of 48 hours/turn back fee now $50; need to increase
to $100/$150 deposit
to be charged to all new residents not just renters/Dan.
Iris gave copies to Rick Sowers and Jill Roese of ordinances to
change. Jill will be
calling an Ordinance Committee Meeting.
Softener Control bids/Water Plant
Joe stated the softener controls have been completed last
Wednesday and the cost was
$12,000.
Other materials needed for water/sewer plant
Joe stated that the diffusers replaced one set, finished them up
yesterday. He will need to
have some extra labor help to complete the whole process.
Water Meter types (old or new)
Request the meter reader to notate what kind of meters are for
each resident. Joe
requested route list print out to review with meter reader. Joe
has the list and missed the
reader to discuss the meters.
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EPA corrections and inspection
Joe stated that they were here 5/28/13, but has not received a
written report.
Pick-up/Van Expense
Joe has checked fleet card account expenses. Joe noted that they
installed four used tires
on the van this morning for a cost of $260. The van needs to be
replaced, gas mileage is
down to 4-6 miles per gallon. Dan asked Joe to keep appraised
for safety precautions.
Estimate on Water Line Repairs (2410 State Street) Water
Bill/Service Charges etc/ Rob
Rishel needs some basics to get things going. Will need name,
address, when
disconnected, amount (in dollars) of water used sent to the
attorney. When Joe checked
the residence on 4/13/13 water was turned on with meter being
bypassed. May 1, 2013
checked the water meter and was back on and Joe filled with
concrete to stop usage on
May 5, 2013. June 10th resident contacted office to have water
turned back on due to
broken meter. Attorney said she should be fined $1000 for
stealing water. Average three
years and send her the bill. She has 30 days to pay the account
up to date after we bill
her.
Richard made a motion and Dan second to have this sent to the
attorney to send her and
the property owner a letter. Joe said he feels it will take a
cost of $700 to reinstall the
water service once the bill is paid.
Water Tower Paint estimates
Utility Services gave us a quote $83,207 to paint it in 2013 for
a six year service, his
name is Bob Matty 740/591-6563. Jane asked that Joe check with
John Martin 614/875-
8733 to get another estimate from Martin Power Painting
Company.
Earnhart Hill Meeting Gary Northup contract still the hold
up.
New Business:
Water Meter Reader Procedures Justin Ralston is our meter
reader, and has been for past
four years. Joe will set up meeting with him to discuss
procedures. Richard said he
would like him to attend a BPA meeting once in a while.
Account Reviews:
Account #1474 102 Woodfield Place upset about Police Department
having knowledge
of my water bill status. Billed for 9600 gallons in January,
2013 and never charged the
$50 disconnect fee in the past for just having the red tag
placed on my door. Joe stated
that there was some kind of pipe freeze in her home that may be
the cause of the high
usage in January. Resident abruptly left the meeting, stating
that she would bring in out
money to pay off her bill since she has moved out of the
village.
#652 14808 Millport had an issue with meter not being read. Her
average usage is 2000
gallons. Joe and Iris came up with a sewer credit to adjust her
bill.
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#1901 2400 State St. wants extension on contract, balance due is
$283.93. Send land
owner and resident the bill and state that will be shut off
7/1/2013.
#1660 21 Danielson Circle signed contract, did not made a
payment, shut off notice sent
and due by 7/1/2013.
#1570 2410 State St. Jane asked that we make sure they are being
billed for trash
services.
#1882 200 Dowler Drive. Resident does not want to pay late fees.
BPA billing standard
applies to all residents, unless approved individually by the
BPA.
197 Briarwood home owners paid a deposit, deposit was refunded,
home owners son is renting the property. Do we charge him a
deposit? No.
Richard made motion that effective January 1, 2014, contracts
will no longer be accepted
and any outstanding contracts must be paid in full by that date
or service will be shut off.
Dan second, and motion carried.
Bounced Checks Policy
Rick and Jill need to do an Ordinance via the Ordinance
Committee not to accept checks
as payment after two bounced checks for any type of payment made
to the Village.
Motion to Adjourn:
Made by Richard and second by Dan meeting adjourned at 2:30
pm.
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VILLAGE OF SOUTH BLOOMFIELD
BOARD OF PUBLIC AFFAIRS
MEETING
July 23, 2013
Attendance: Dan Gwinn, President, Richard Carpenter, BPA Member
Jane Ramey,
Jeanette Gwinn, Shawn Costlow, BPA Member Joe Allen, Water/Sewer
Engineer , were
present for the meeting.
Pledge to the Flag
Minutes for June 25, 2012 Shawn made a motion to waive the
reading and Richard
second and approved.
Dan: Water meter types change word from reading to reader.
Dan: Pick-up van expenses change from $200 to $260.
Dan: 2410, third line, delete the word on.
Dan: Account reviews: fifth line, delete the word out.
Shawn made a motion to accept minutes with corrections, Richard
second, minutes are
approved.
Old Business:
Gary Northup Contract changes
Dan made a motion to table the contract issue, due to still
waiting on attorney, Shawn
second the motion. Motion carried.
Resident #1474 of 102 Woodfield Place/bill still past due?
Current balance is $581.57.
Resident sold mobile home and moved to Ashville. Get new address
for customer and/or
bill Scioto Estates.
BPA Ordinances(schedule turn backs on with work orders, will be
off for a minimum of
24 hours or next business day. and maximum of 48 hours and/turn
back fee now $50;
need to increase to $100, no shut offs done on Thursday or
Friday, but only on Monday, Tuesday or Wednesdays due to office not
open on Friday or Saturday for accepting
payment./$150 deposit to be charged to all new residents not
just renters.
Dan stated that the By-laws for BPA states that we do not have
to have ordinances
through council, but can set our own rules, policy and
procedures per Ohio Revised
Code.
Richard made a motion to put four hour window for am or pm for
work orders to meet
residents at their house to let workers into the house, Shawn
second., Motion carried.
Water Meter types (old or new)
Request the meter reading to notate what type of meters are for
each resident. Joe
requested route list print out to review with meter reader.
Joe has the list and missed the reader with Justin Ralston
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Dan called Justin Ralston and invited him to the next BPA
meeting.
Water meter reader procedures (rules) for new meter readers.
Shawn made a motion to get rules and procedures to meter reader,
second by Richard.
Readers should be required to wear name tag and vest. Need a
procedure for outside
meter readings.
EPA corrections and inspection
Joe stated he has received the report and has responded to their
questions.
Extra Labor for Diffuser help?
Joe needs another helper to work, since Ashville has 5 in their
w/s department. We
should be able to have 1/3 of their help for the same size
plant.
Dan made a motion that we get part time help for at least 20
hours per week hired to
work with Joe, Shawn second, motion passed. Dan will to take to
Finance Committee.
Estimate on Water Line Repairs (2410 State Street) Water
Bill/Service Charges etc/ Rob
Rishel needs some basics to get things going. Will need name,
address, when
disconnected, amount (in dollars) of water used sent to the
attorney. Information has
been sent to the attorney and resident has received the bill
with the estimate to for
restoring the water. Richard made a motion, if not paid by
8/1/2013, send lien notice to
home owner, Shawn second, motion carried.
Water Tower Paint estimates
Utility Services gave us a quote $83,207 per year to paint it in
2013 for a six year service,
for a Total cost of $446,219.
Dan has other vendors to use to get quotes to get estimates on
painting the tower.
Tower has to be inspected every five years per the EPA.
Last inspection was 4/20/13, and no violations but recommended
the tower be painted
within the next year. Tower was installed in 1997. Shawn made a
motion that we hold
off on this project and Dan second, motion carried.
Bounced Checks Policy
Shawn made a motion that after second bounced check, accept cash
or money order
payments only, second by Dan, motion carried.
Millport Chapel water/sewer bills
Letter sent to the minister at his home address to contact the
Utility department.
Shawn made a motion to table this issue to July 2014, no second,
motion not valid.
Account Reviews:
#1660 account has had a payment made, current balance is
$145.78, no longer an issue.
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# 1947 for 197 Briarwood home owners paid a deposit, deposit was
refunded, son is
renting the property. Do we charge him a deposit? No.
New Business:
Water Testing/starting Jan 1, 2013 for TTGM &
HAA5/progress
Joe reported that he has from July to September to process this
test It was also noted that
we need a Backflow Testing Procedure.
2012 Annual ADF (Annual Discharge Fee due 1/31/13, $1050 for
.0.1-0.25 flow
Joe stated that this bill to Treasurer of State of Ohio should
have already been paid.
Account Review
#893 Outside meter
Wants return for refund no refund allowed per motion by Dan.
Dan makes a motion meter will not be replaced unless damaged or
not working properly;
or if they choose to have it calibrated and pay the fee of $40,
plus the cost of new meter
$110, plus $50 fee to replace, second by Shawn, motion
carried.
#1901 2400 State Street
Payments have been made up this point, Richard made a motion to
shut off, Dan second,
Shawn voted no, motion carried.
BPA will work on rules and procedures for Contracts.
#652 14898 Millport
No longer an issue, account was paid.
Shawn brought up the add the Senior Citizen Discount back onto
the Water and Sewer
billing, since we do not need Council approval for BPA policies.
Richard asked to
sustain on this vote, Dan second. Up to the current poverty
guidelines. Motion carried.
Motion to Adjourn:
Made by Shawn and second by Richard meeting adjourned at 3:15
pm.
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VILLAGE OF SOUTH BLOOMFIELD
BOARD OF PUBLIC AFFAIRS
MEETING
August 27, 2013
Attendance: Dan Gwinn, President, Richard Carpenter, BPA Member
Jane Ramey,
Jeanette Gwinn, Shawn Costlow, BPA Member Joe Allen, Water/Sewer
Engineer , were
present for the meeting.
Pledge to the Flag
Minutes for July 23, 2012 Dan made a motion to waive the reading
and Richard second
and approved.
Shawn made a motion to accept minutes with corrections, Richard
second, minutes are
approved.
There was a motion by Richard to retroactively increase the
Chairman pay from January
1, 2013, Shawn second, motion carried.
Old Business:
Gary Northup Contract changes
No response from the attorney. Chairman advised we owe Gary
Northup 107 sewer taps.
Shawn advised we owe Gary Northup 2 sewer to 1 water; every
third tap for water (Joe
will give info to attorney and will advise at next meeting.
Dan made a motion to table the contract issue, due to still
waiting on attorney, Shawn
second the motion. Motion carried.
BPA Ordinances
Shut off fee $50 and $50 to turn back on.
Chairman advised that we need a rule book drafted. Shawn made
motion to make a draft
on rule book, second by Richard, motion carried.
Water meter reader procedures
Need to get hold of meter reader Justin Ralston to come to BPA
meeting and get him a
village sheet.
New Home Inspection Fees
Joe advised that he doesnt have any money. Joe feels he should
have at least $80,000 in capacity fees. There should be a procedure
that when Joe goes to put in water meter put
in and inspected, he needs to see the receipts where they have
paid the capacity fee. We
are to et $7000 on every home that Joe inspects.
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Minutes for BPA Meetings
Chairman advised that he was advised from Matt Pettibone at the
Finance Meeting that
Iris is no longer to take minutes at the BPA meetings. Jane
Ramey told the minutes for
this meeting.
Budget Status
Joe noted that he is at 68% spent of this years budget to date
for water. Shawn advised there should be an emergency fund of 15 to
25% available.
Extra Labor for Diffuser help?
Dan did to take to Finance Committee for extra help, but there
is no funds available.
Millport Chapel water/sewer bills
Remove from agenda
Senior Citizen Rates
Richard made a motion that minimum water be waived of $6.50 per
month but charge at
regular rate. Dan will consult with the attorney.
2012 Annual ADF (Annual Discharge Fee due 1/31/13, $1050 for
.0.1-0.25 flow
Joe stated that this bill to Treasurer of State of Ohio should
have already been paid.
New Business:
Landlord Letters
Dan made a motion to send a form to all landowners on utilities
whether they own or
rent, to be sent out so that the Village of South Bloomfield
doesnt get behind on utility billing. The bills will be sent to the
property owners.
Account Reviews:
#1901 2400 State Street
The landlord will be getting the bills and will waive late fess
and $150 deposit was our
error, so he will owe $220 instead of $487.55.
Richard made a motion to send all utility bills to landlords,
Shawn second, motion
carried.
Backflow Testing
Iris has been sending out letters and keeping track of who has
completed. Residents must
have completed by 10/10/13, or will be subpoena to Mayors
Court.
Payment Contracts:
All payment arrangement contracts must be paid off within four
weeks.
Motion to Adjourn:
Made by Richard and second by Shawn meeting adjourned at 2:45
pm.
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VILLAGE OF SOUTH BLOOMFIELD
BOARD OF PUBLIC AFFAIRS
MEETING
September 24, 2013
Attendance: Dan Gwinn, President, Richard Carpenter, BPA Member
Jane Ramey,
Jeanette Gwinn, Joe Allen, Water/Sewer Engineer, were present
for the meeting.
Absent: Shawn Costlow, BPA Member
Pledge to the Flag
Minutes for August 27, 2013 Richard made a motion to waive the
reading and Dan
second and approved. Richard made a motion to accept minutes
with corrections, Dan
second, minutes are approved.
Old Business:
Gary Northup Contract changes
Copy of contract given to attendees to review. Dan mentioned
that section 8 was not
needed, Richard doesnt see why it has to be in there, but not
have it held up to get contract approved. Dan stated: Lets approve
this contract. Richard made a motion to send a copy to Gary and
Council for review. Motion carried. Ask Gary to attend the next
BPA meeting after council has reviewed.
Procedures/Ordinances
a. Shut Off Procedures: must pay past due and current amount due
prior to water being turned back on. Put on work order if prior bad
checks to not
accept checks.
b. Turn on Procedures: Generate work order for turn back on and
charge reconnect fee if water was actually shut off. Turn back on
between 24-48
hours or maximum of two business days.
c. Minutes taken by CFO or other clerk if CFO not available. d.
Schedule a date for procedure meeting: Backflow/outside meter
reading/audit
process, etc.
e. Meter reading Procedures (give listing to meter reader by
13th and have him return it back by 20th) Bills should be generated
to go out by 25th.
f. Bills due on 15th and late fees charged on 18th. g. On 19th
the late notices with shut off date of 30/31 of month. h. Meter
reader Justin Ralston can be available for a Friday September 27th
at
5:00 pm meeting. Richard available. Iris and Joe not
available.
i. Meet Thursday 9/26th at 1:00 pm
Dan has sent this information on the procedures to the attorney
for review.
-
Payment Contracts: Cancel Jan 2014, or cancel 30 days from
billing cycle.
Richard made motion to cancel all contracts as of Jan 2014, Dan
second, motion carried.
No new contracts as of October 23, 2013 and all current
contracts must be paid by Jan 1,
2014 or water will be disconnected.
New Business:
Review & approve 2014 Budget
Tabled to next meeting, copies not available.
Purchase Lock Box for Utility Bills.
Richard made motion and Dan second that we purchase a locked box
for payments to
drop off. Drop box needs payments put in envelopes. Put notice
in next water bill.
BPA Pay a part of Village of South Bloomfield Legal Fees.
Richard motion to pay $2000 annually of Village Legal fees,
starting in 2014, second by
Dan, motion carried.
BPA Budget
When is 2014 Budget information to council?
Water costs more to generate than we are getting paid for the
water use.
Joe suggested that we change the labor portion of the budget
from water to sewer to make
up the difference.
Account Reviews:
#1968
Resident signed a contract on 8/26/13 to pay balance of $161/62
by 9/16/13. On 9/20/13
he dropped a note in the drop box with a check for $80, saying
thats all they can pay until 10/4/13 and they want to make payment
arrangements.
Procedure states that they should be shut off.
#626
Account with lost check, accept her payment without late fees,
if paid by due date in full
motion made by Richard and second by Dan, motion carried.
Backflow Testing
Iris has been sending out letters and keeping track of who has
completed. Residents must
have completed by 10/10/13, or will be subpoena to Mayors Court.
Currently there are 32 resident not in compliance. Joe noted that
there is a new device that is accepted by
EPA for residents with a pool or hot tub. He will bring to
meeting on Thursday.
Jane wants added to next bill notice of no checks will received
after NSF.
Joe noted that he will be doing hydrant flushing 10/6/13.
Motion to Adjourn:
Made by Richard and second by Shawn meeting adjourned at 2:20
pm.
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VILLAGE OF SOUTH BLOOMFIELD
BOARD OF PUBLIC AFFAIRS
MEETING
September 26, 2013
Attendance: Dan Gwinn, President, Richard Carpenter, BPA member,
Joe Allen,
Water/Sewer Engineer , were present for the meeting.
Absent: Shawn Costlow, BPA Member
Pledge to the Flag
Minutes for September 24, 2013 Richard made a motion to table
the minutes until next
meeting and Dan second and approved.
Old Business:
Gary Northup Contract changes
Council has not met yet to review contract.
BPA Budget
Review of proposed budget worksheets.
2014 Water Budget:
Richard asked if there is safety equipment available for the
workers to use in case of an
emergency. Joe stated that we have not been trained for confined
space entry safety
equipment. But we have safety glasses, steel toe shoes and other
general safety
equipment.
Dan asked to increase the capital improvements, water tower to
$50,000.(30,000 water
tower and $20,000 for emergency fund)
Dan wants to request it come from the general fund.
2014 Waste Water Budget:
Electrical item is listed to cover electrical equipment, i.e.
motors.
Payroll is 73% of personnel costs.
Emergency fund needs set up for Waste Water for $24,800
Pump Program (replace 18)
Blower/Motor/Program
Purchase Lock Box for Utility Bills.
Iris is looking into purchasing lock box.
Procedures/Ordinances(Are our rules/procedures legal with
ordinances?
Dan sent letter to attorney and reviewed responses.
-
Memorandum
To: Dan Gwinn
Prepared By: Rob Rishel, Esq., Village Solicitor
Issue: BPA Rules, Enforcement, Village Administrator
questions
Date: September 24, 2013
===============================================================
======
ISSUES
From your email:
1) Is it legal to have these procedures posted in the office for
them to show residents,
should they have a question on our shut off or turn on
procedures?
2) Also can anyone over rule these procedures or ordinances as
"their position of ":
Mayor, Waste Water Super, BPA President, Village Clerk, or
CFO?
3) Also, if the Council hires a village administrator, does this
action eliminate the Board
of Public Affairs?
ASSUMPTIONS
1) Village of South Bloomfield operates under the Federal Plan
of village
government, as detailed in ORC 705.71;
2) Village of South Bloomfield has established a Board of
Trustees of
Public Affairs, in accordance with ORC 735.28.
ANSWERS
1) Yes it is legal and appropriate to post these procedures in
the office.
2) No, no one can "overrule" any ordinance, or rule given the
force of ordinance, on their
own. If enforcement of a particular rule or ordinance is within
their purview, an
employee/officer/Mayor may refuse to enforce it. If that
happened, that person could be
brought before the BPA or Council and questioned. If such action
continued, the BPA, or
perhaps the Council, could ask a court of law for a Mandamus
Action, which is like suing
that governmental employee/officer/elected representative, to
compel enforcement.
3) Yes, if a Village Administrator position is created and
filled, the BPA must dissolve
(see attached memo).
-
Procedure/Backflow / outside meter reading / audit
procedures
Backflow:
Joe picked up Type B-3 hose bibb vacuum breaker Arrowhead part
58ABP or equivalent
there of be installed that could be accepted for pool filling,
hot tubs and garden pond,
excluding, wells but we would need an amendment to our bylaws
for EPA approval.
Richard made a motion to accept the above description and Dan
second, motion carried.
Wells will still need backflow prevention.
Backflow procedure steps were discussed and documented for
typing and approval by
BPA at next meeting.
Outside meter procedure steps were discussed and documented for
typing and approval
by BPA at next meeting.
Shut off Procedure Audit Process steps were discussed and
documented for typing and
approval by BPA at next meeting.
Motion to Adjourn:
Made by Richard and second by Dan meeting adjourned at 2:35
pm.
-
VILLAGE OF SOUTH BLOOMFIELD
BOARD OF PUBLIC AFFAIRS
MEETING
December 3, 2013
Attendance: Dan Gwinn, President, Richard Carpenter, BPA member,
Joe Allen,
Water/Sewer Engineer, was present for the meeting.
Absent: Shawn Costlow, BPA Member
Pledge to the Flag
Minutes for September 26, 2013 Richard made a motion to waive
the reading of the
minutes and Dan second and approved. Corrections were requested
by Dan on 2014
budget area and Procedures Ordinances.
Old Business:
Gary Northup Contract changes
Dan met with Gary Northup last week to review contract
He wants the contract wording changed to Gary Northup and Scioto
Estates.
(See highlighted changes on contract copy)
Joe suggested that we let him use the taps as water or sewer
taps.
Richard made a motion to send contract to Council, Dan
second.
Procedures/Ordinances (Are our rules/procedures legal with
ordinances?
Dan sent letter to attorney and he said yes good idea and
legal.
Procedure/Backflow / outside meter reading / audit
procedures
Backflow:
Make changes to:
#3, add if no response from resident
#5 Chief will notify CFO when subpoenas have been served
Changing court date for tomorrow on the ones not served will be
delayed until next court
date. (12/18/13)
#6 BPA representative attends court, they should be paid for
their time, if at least 30
minutes.
Jeanette Gwinn asked if the village should do the backflow
training and get certified, so
the Village of South Bloomfield could get the money for the
backflows. Joe noted we
will have to reimburse for their time, so it would cost the
village money.
Outside meter procedure steps were discussed.
Make changes to: #1 Meter becomes residents property.
-
Shut off Procedure
Make changes to: #5 change the word late charge to late fee.
#8 change account balance to current balance.
BPA Meetings Procedure
No changes
Turn on Water after payment
Make changes to: #1 change to has to have/
#866 of 21 Skyline resident came to the meeting ask for $50 shut
off fee removed from
his account. Dan Gwinn agreed to remove his disconnect fee and
late fees. Customer
paid balance and now is current.
Richard made a motion to accept the BPA Procedures listed above
with requested
changes, Dan Gwinn agreed, motion carried.
NEW BUSINESS
New Meter Reader Joe Shelton Dan and Joe meet him and oriented
him on how to read the meter.
May still need some training, had issues with the East side of
Village of South
Bloomfield where there are older meters.
Update Meter Reading tool
Dan asked if we have checked out the old download meter system
and whether it will
work on our current billing system. CFO to call UBmax to see if
we can download tool.
Should charges include next months bill. Old Ordinance from 2011
states that account must be paid up to current, but Dan feels
that the residents should have until the 15th of the month to
pay their current billed
services.
CFO & BPA initial block on bottom of procedures.
Dan has added a block area at the bottom of each procedures so
that he and the CFO both
will sign off on the procedures before they are utilized.
Only CFO and BPA President make adjustments.
The CFO will forward requests or complaints about the utility
billing from residents to
the BPA President. The BPA President will discuss with CFO and
make a decision as to
what if any adjustment will be made to residents account.
Send bill to renters and & property owners Project.
CFO and BPA President are working on a project to make sure we
get all renter and
landlords information on the utility bills, so that if anyone
moves out, the landlord or
owner will be notified of current utility bills.
-
Account Discussions:
#1570 Reinhart case has been filed in Pickaway County Court by
our Solicitor.
#1360 218 Dowler Bankruptcy case, turn water off? Dan made a
motion to put data together and send to our attorney for review. Go
ahead and turn off water per his
recommendations.
5053 Cook Rd., check to see if living there, sent letter, if
dont get info then shut off water by next week.
#1810 5027 Nelson; doesnt want to pay the $50. Work order done
on 10/2/13 to shut off because she had not made a payment since
8/15/13. Referred her to Dan and she made a
payment on 10/7/13. Her water was not actually shut off; Joe
gave her time to call BPA.
#729 14947 Millport; wants to combine past due balance of
$123.05 with current bill and
pay with December check. Total due currently is $200.91. BPA
will give her until
12/16/13 to pay current balance.
#1099 172 Spruce Ridge; wants to pay payment on second Wednesday
of December.
She has $79.29 balance that is over 60 days behind. She has
signed a contract every
month this year, but has never paid her account up to date. She
only makes $60, 80 or
100 payments so she is in violation of her contract, and she
have to turn water off. Sent
her a letter informing her that she has to past due balance of
$195.48 by 12/15/13 and the
current billing for December by end of month, if not water will
be shut off.
#1802 151 Oak Manor; Came to meeting last week, but meeting was
cancelled, she wants
the shut off fee waived, claims she did not get a late notice.
BPA approved to waive the
fee.
#1999 81 Skyline. Moved from different mobile home and made
arrangements with Dan
to give until 12/15/13 to pay up to date.
AH4R Homes that they own and rent out, about 6-7 properties,
continually pay the water
late and always a month behind. BPA recommend that we send them
copies of
procedures, send a letter requesting payment.
Next meeting in January 3rd week of month.
Richard wants to decoration on sewer plant
Motion to Adjourn: Made by Richard and second by Dan meeting
adjourned at 2:40 pm.
January 22, 2013February 15, 2013March 28, 2013May 2, 2013May
28, 2013June 25, 2013July 23, 2013August 27, 2013September 24,
2013September 26, 2013December 3, 2013