Regular Council Minutes

Board of Public Affairs Minutes

June 13, 2017

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD JUNE 13, 2017

Mr. Boytim called the meeting to order at 7:00 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App.

Also present were Fiscal Officer Rhonda Sowers, Water Superintendent Matt Berry and Councilman Duane Myers.

There were no visitors in attendance.

Motion to approve minutes of the May 9, 2017 regular meeting was made by Mr. Danchisen and seconded by Mr. App. Minutes were approved by unanimous vote.

Motion to approve payment of bills in the amount of $46,599.39 including May payroll was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry provided an update of progress on the filter #1 replacement. He said cement has been poured and is now curing after which the plates and filter media will be installed. No additional damage was found when the original filter was removed. Mr. Berry anticipates that the job will be completed by the end of June.

Mr. Berry reported that The Bergren Associates completed installation of the variable frequency drives on the low service pumps. In order to maintain electrical feed to the chemical feed pumps, two new relays and additional wiring were required which increased the quoted price by $1,015.00. Mr. App moved to authorize an additional $1,015.00 be paid to The Bergren Associates for the cost of installing VFDs for the low service pumps. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes; Motion carried.

Mr. Berry said last fall the Board agreed to terminate the uniform service contract with UniFirst and instead provide a $300.00 per year clothing allowance for each full-time water department employee to be used to purchase uniform shirts and any other clothing items needed for the job. The Board also agreed to supply each full-time employee with their first five uniform shirts. Mr. Berry said the UniFirst service contract will expire in July. He submitted quotes from the following companies for embroidered, polo style uniform shirts: UniFirst in the amount of $30.00 per shirt; Logo to a Tee, $30.98 per shirt; and Imprint Logo, $27.53 per shirt. Mr. Danchisen moved to authorize a one-time purchase of five embroidered uniform shirts for each full-time water department employee from Imprint Logo, Marblehead, in the amount of $27.53 per shirt. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

The Board received copies of a written reprimand issued by Mr. Boytim to Water Supt. Matt Berry for an incident of unauthorized access to the billing/fiscal office. The Board was also supplied a copy of Mr. Berry’s response. Discussion followed; no further action was taken.

The Board received a letter from Village Solicitor James Barney expressing his concern that the BPA meets in a location that does not comply with ADA accessibility requirements and, as a result, hampers access to public meetings. In addition, he pointed out that the room where the meetings are held is very small and the table area where the board sits is separated from the rest of the room by a high counter. Mr. Barney recommends the Board move their meetings to the meeting room at the Marblehead Fire Station.

Mr. Boytim said the zoning, fiscal and billing offices are on the second floor of the Town Hall which is not ADA accessible. Mrs. Sowers pointed out that accommodations are made for anyone who cannot access the second floor offices but noted that the letter from Mr. Barney was specifically talking about the public’s right to access meetings. Mr. Boytim said the Board has been meeting at the Water Plant for more than 50 years; nobody comes to the meetings and there is no reason to change locations. Mrs. Sowers pointed out that people do come to meetings and the ADA requirements weren’t in effect 50 years ago.

It was moved by Mr. App to change the location of Board of Public Affairs meetings to the Marblehead Fire Station meeting room. Mr. Boytim stated he will not second that motion. Motion died for lack of a second.

Mr. Boytim said all of his books, maps and paperwork that might be needed for meetings are located at the Water Plant. Mr. App said anything needed for a meeting can be taken to the Fire Station and he sees no viable reason to not move the location. Mrs. Sowers added that in addition to the ADA, the Ohio Revised Code also requires public meetings be held in a place accessible to the public. Mr. Boytim ended the discussion by stating the meeting location will not be moved from the Water Plant.

Mr. App moved to return a water service deposit in the amount of $50 to Kerry Mackey. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

The Board initialed the April and May financial reports which Mrs. Sowers distributed prior to the meeting.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. App to adjourn at 7:55 p.m. Meeting adjourned by unanimous vote.

May 9, 2017

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD MAY 9, 2017

Mr. Boytim called the meeting to order at 7:00 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App.

Also present were Fiscal Officer Rhonda Sowers, Water Superintendent Matt Berry and Councilman Duane Myers.

There were no visitors in attendance.

Motion to approve minutes of the April 11, 2017 regular meeting was made by Mr. App and seconded by Mr. Danchisen. Minutes were approved by unanimous vote.

Motion to approve payment of bills in the amount of $41,199.51 including April payroll was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

In response to a question from Mr. Danchisen, Mr. Berry reported that work to repair filter #1 is scheduled to begin on May 15. The job should take two to three weeks to complete.

Mr. Berry explained the procedure currently being done to test raw water for microcystin. Samples go to the water plant in Oregon, Ohio for testing. Mr. Berry said if necessary tests can also be done by the Erie County Health Dept. at a cost of approximately $70 per sample.

The Board reviewed a request by Bay Point to split the lot at 10948 E. Bayshore Road. The application was approved by the Marblehead Planning Commission pending BPA approval. Mr. Danchisen moved to approve the split of a lot at 10948 E. Bayshore Road. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. App moved to return water service deposits in the amount of $50 each to Adam Pendleton, Scott and Tonya Zeigler, Tim DeClerck, Dane and Jaime Fox. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. App moved to return the following amounts for overpayments on final bills: $66.00 to John Kozak for 313 Stone Street; $13.00 to MLT Main Street for 413 W. Main Street; and $13.00 to MLT Main Street for 417 W. Main Street. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. App moved to reallocate $20.00 from Miscellaneous Receipts to Consumer Rent (Metered Water) to correct a posting error of a reconnection fee at 11126 E. Bayshore Road. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Kathy Radabaugh requested waiver of a $102.43 late fee for the water bill at 1005 Lake Street. The late fee accrued because she did not pay the $545.14 water bill until the insurance company settled the claim for damage caused by a leak at the home. This property is not eligible for a one-time forgiveness. After lengthy discussion the board determined that the late fee could have been avoided if payment or arrangements had been made prior to the due date rather than wait for reimbursement from the insurance company. Mr. App moved to not refund the $102.43 late fee at 1005 Lake Street. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry reported the calculated water production loss for April was 5.63%.

Mr. Berry stated that he and Billing Clerk Olga Trumpower met April 28 with a representative of HD Supply to learn more about the Sensus Touch Read water meter reader and to make sure it is compatible with the village’s billing software and existing meters. As a result of this meeting, Mr. Berry recommends the Board accept the quote from HD Supply in the amount of $9,864.22 for a Sensus Touch Read meter reader which includes the cost of software, training and a year of support. Mr. App moved to accept the quote from HD Supply for a Sensus Touch Read water meter reader in the amount of $9,864.22. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry said that he has been in contact with Ron Wetzel of the Ottawa Regional Water plant to make arrangements to obtain water from the county system, if necessary, during the replacement of the #1 filter underdrain. Mr. Berry said the work, which is scheduled to begin May 15, will require multiple backwashes which could be problematic during times of high water consumption. The county and village have provisions in their respective contingency plans to receive water from each other in emergency situations.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. App to adjourn at 7:55 p.m. Meeting adjourned by unanimous vote.

April 11, 2017

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD APRIL 11, 2017

Mr. Boytim called the meeting to order at 7:00 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App.

Also present were Fiscal Officer Rhonda Sowers, Water Superintendent Matt Berry and Councilman Duane Myers.

There were no visitors in attendance.

Motion to approve payment of bills in the amount of $37,879.84 including March payroll was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve minutes of the February 14, 2017 regular meeting was made by Mr. Danchisen and seconded by Mr. App. Minutes were approved by unanimous vote.

Motion to approve minutes of the March 14, 2017 regular meeting was made by Mr. App and seconded by Mr. Danchisen. Minutes were approved by unanimous vote.

Motion to approve minutes of the March 28, 2017 emergency meeting was made by Mr. App and seconded by Mr. Danchisen. Minutes were approved by unanimous vote.

Motion to approve minutes of the April 4, 2017 emergency meeting was made by Mr. Danchisen and seconded by Mr. App. Minutes were approved by unanimous vote.

Motion to approve minutes of the April 5, 2017 special meeting was made by Mr. App and seconded by Mr. Danchisen. Minutes were approved by unanimous vote.

Mr. Boytim stated that April water bills mailed from the Marblehead post office were not delivered in Marblehead until a week later. He expressed frustration with the significant delay caused by the postal service.

Mr. Berry reported the calculated water production loss for March was 5.04%.

Mr. Berry said All State H2O has asked for a 10% advance on the filter rebuild project so they can get the materials delivered. The Board said to have him submit an invoice for the amount so it can be paid.

With the exception of the prints from Roberts Filter the paperwork is ready to submit to the EPA for the permit to install the new filter.

In response to a request from Mr. App, Mr. Berry provided a quote from HD supply for a Sensus Touch Read water meter reader in the amount of $9,864.22 which includes software, training and a year of support. Purpose of converting meters to touch read was to eventually convert to automatic reading. This will save a considerable amount of time for meter reading and billing. The salesperson will be meeting with Mr. Berry and Mrs. Trumpower to go over the details to ensure that the reader is compatible with all of the existing meters and the current billing software.

Chuck Hall of CT Consultants submitted a written explanation for the additional $810.43 which was incurred for the water model update. The additional cost resulted from him asking that the tables of numbers be converted to color coded graphics which are easier for the Board and the public to understand. Mr. App moved to approve the additional $810.43 to CT Consultants for the water model update. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

The Board signed acknowledgement of the March financial report which Mrs. Sowers distributed prior to the meeting.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. App to adjourn at 7:32 p.m. Meeting adjourned by unanimous vote.

April 5, 2017

BOARD OF PUBLIC AFFAIRS
SPECIAL MEETING HELD APRIL 5, 2017

Mr. Boytim called the special meeting to order at 6:06 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App. Purpose of the meeting was award a quote for emergency repairs to filter #1.

Also present were Fiscal Officer Rhonda Sowers and Water Superintendent Matt Berry.

There were no visitors in attendance.

Mrs. Sowers advised that the Village Council met in special session at 5:30 p.m. and unanimously voted to waive the bidding and advertising requirement and authorize the Board of Public Affairs to proceed with emergency repairs to Filter #1.

Mr. Danchisen moved to accept the quote from All State H2O in the amount of $47,250.00 to rehabilitate Filter #1. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. App to adjourn at 6:14 p.m. Meeting adjourned by unanimous vote.

April 4, 2017

BOARD OF PUBLIC AFFAIRS
EMERGENCY MEETING HELD APRIL 4, 2017

Mr. Boytim called the emergency meeting to order at 1:00 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App. Purpose of the meeting was to review and take action on the engineer’s report regarding repairs to filter #1.

Also present were Fiscal Officer Rhonda Sowers and Water Superintendent Matt Berry.

There were no visitors in attendance.

The Board received a written recommendation from engineer Brian Bisson of CT Consultants. Following his inspection Mr. Bisson determined the filter bottom, which has been in use approximately 58 years has eroded to a point where the aggregate is now exposed. There are also two observable cracks. Mr. Bisson’s recommendation is that the filter bottom should be replaced and he estimates cost for this project to be $57,000.

Mr. Bisson also reviewed the quotes received from All State H2O and Mosser Construction noting that both are under the $50,000.00 bid limit. He compared the two, performed reference checks and recommends that the Board accept the revised bid from All State H2O in the amount of $47,250. Mr. Bisson noted there could be additional expense if damage to the filter box is discovered once the underdrain is removed.

Mr. Berry provided correspondence he received from Denis Kull, owner of All State H2O, who explained that he planned to assume the cost for labor and materials to replace the sand in the filter until it was discovered that the problem had not been caused by his original work but rather by the “blown” filter. As a result, the cost for new media and labor to install is included in his quote for the rehabilitation of filter #1.

Because of concern expressed at the March 28 meeting about the possibility of this project exceeding the statutory bid limitation, Mrs. Sowers contacted the Village Solicitor who informed her that Council has the authority under ORC 735.051 to waive the need for formal bidding and advertising in the case of an emergency arising in connection with the operation and maintenance of a municipal utility. She added that the Mayor is willing to schedule a special meeting of Council on April 5 if the Board wishes to proceed.

Noting this situation constitutes an emergency which needs to be repaired quickly and it is possible there may be additional costs involved with this project, Mr. App moved to request that Council waive the bid requirement so that the Board can enter into a contract to repair filter #1 as soon as possible. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Danchisen moved to authorize up to $6,000.00 in engineering fees for work done to evaluate, prepare a recommendation and make application to the EPA for a permit to install a new underdrain on filter #1. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Boytim set a special meeting of the Board for 6:00 p.m. on April 5, 2017 at the Water Plant for the purpose of accepting a quote for emergency repairs to filter #1.

There being no further business, it was moved by Mr. App and seconded by Mr. Danchisen to adjourn at 1:21 p.m. Meeting adjourned by unanimous vote.

March 28, 2017

BOARD OF PUBLIC AFFAIRS
EMERGENCY MEETING HELD MARCH 28, 2017

Mr. Boytim called the emergency meeting to order at 2:00 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App. Purpose of the meeting was to take action to authorize repair of damaged filter #1.

Also present were Fiscal Officer Rhonda Sowers and Water Superintendent Matt Berry. There were no visitors in attendance.

Following the March 16 inspection of the underdrain on filter #1 it was determined the drain needs to be replaced. It will take approximately 30 days to complete this work and the project cannot be started until a PTI (permit to install) is issued by the EPA. Brian Bisson of CT Consultants will prepare the EPA application which requires engineer’s drawings. The fee, which must accompany the application, is based on the total cost of the project and cannot be determined until the cost is known.

Mr. Berry presented two quotes for this work. All State H2O submitted a quote in the amount of $47,195.00 and Mosser Construction submitted a quote in the amount of $49,741.00. Both quotes were for replacement with a Roberts Filter Underdrain. A third company contacted by Mr. Berry chose not to submit a quote.

A lengthy discussion followed on whether the estimates were the same in scope, whether the cost of filter media should be included in the All State H2O bill since they were supposed to replace the media anyway and whether the damage was caused when All State did its original work. There was also concern expressed about how much additional cost might be involved if more damage is discovered once the existing drain is removed and whether this cost would make the project exceed the bid limit.

Following discussion, Mr. Berry was asked to contact engineer Brian Bisson of CT Consultants for a project scope, engineer’s estimate and opinion of what may have caused the drain to fail. Mr. Berry will also ask Mr. Bisson to review the quotes received and make a recommendation to the Board.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. App to adjourn at 4:03 p.m. Meeting adjourned by unanimous vote.

March 14, 2017

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD MARCH 14, 2017

Mr. Boytim called the meeting to order at 7:00 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App.

Also present were Fiscal Officer Rhonda Sowers, Water Superintendent Matt Berry and Councilman Duane Myers.

There were no visitors in attendance.

Motion to approve minutes of the January 10, 2017 regular meeting was made by Mr. App and seconded by Mr. Danchisen. Minutes were approved by unanimous vote.

The regular meeting scheduled for February 14, 2017 was cancelled for lack of a quorum.

Motion to approve payment of February bills in the amount of $72,258.55 including January payroll was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of March bills in the amount of $27,270.17 including February payroll was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. App moved to approve a one-time forgiveness in the amount of $191.77 for a large water bill resulting from a leak at 1109 Prairie Street. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes, Mr. Boytim-yes. Motion carried.

Mr. App moved to approve a one-time forgiveness in the amount of $689.45 for a large water bill resulting from a leak at 1105 Church Street. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes, Mr. Boytim-yes. Motion carried.

A request was received from Linda Ross to waive a $5.40 late charge due to the fact the payment was postmarked February 10 but not received until March 8. A lengthy discussion followed. The Board was sympathetic but noted there are other options available for making payments and also that they have no control over mail delivery. Mr. App moved to not waive the late fee. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Danchisen moved to refund $3,900.00 to United Homes due to the fact the company paid twice for a tap permit at 381 Lakewood. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. App moved to refund a $502.16 credit balance to Altisource for water service at 102 Clemons Street. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. App moved to return water service deposits in the amount of $50 each to Cynthia Didado, Rocky Point Lighthouse, Kristen Mercurio and David Zywiec. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Danchisen moved to apply a former tenant’s $50 service deposit to the reconnection fee at 1306 Epworth Lane. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry said the bill for CT Consultants to complete the water model is over the approved quote by about $800. The Board said they would like to speak with Chuck Hall to find out why the bill is higher before they authorize payment.

Mr. Berry said representatives from All State H2O recently returned to correct problems that arose after they replaced the media in filter #1. When beginning the replacement work it was discovered that the drain under the media is damaged. This drain is an original installed when the plant was constructed in 1959. Mr. Berry said initial estimate to replace the drain is between $50,000 and $60,000. Mrs. Sowers reminded the Board that $50,000 is the bid limit. Representatives from CT Consultants as well as from Roberts Filter will be at the plant at 9:00 a.m. Thursday, March 16 to assess the situation. This filter will need to be back in operation before the summer season when water use is at its peak. Filter #2 continues to function well and, if necessary in an emergency, water can be provided by the county.

The standpipe at the bulk water fill area was recently struck which caused the pipe to turn. The damage was minimal and easily repaired however the incident occurred after normal business hours so it is not known who caused the damage. Mr. Berry plans to install a camera on the outside of the building to monitor the parking lot and bulk water station after hours.

Mr. Berry reported the calculated water production loss for February was 9.47%.

A new EPA rule will require bi-monthly testing of raw water for e-coli beginning no later than this October. This is the first time e-coli testing has been required for raw water.

The Board signed acknowledgement of the January and February financial reports which Mrs. Sowers distributed prior to the meeting.

Mr. Berry advised the Board that the EPA plans to eliminate the interest free HABS money at the end of this year. The Board previously expressed interest in applying for these funds to help with the cost of constructing a water tower on Bayshore Road.

The Board reviewed 2017 appropriations approved by Village Council on March 8.

There being no further business, it was moved by Mr. App and seconded by Mr. Danchisen to adjourn at 8:07 p.m. Meeting adjourned by unanimous vote.

February 14, 2017

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD FEBRUARY 14, 2017

The February meeting was cancelled due to lack of a quorum.

January 10, 2017

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD JANUARY 10, 2017

Mr. Boytim called the meeting to order at 7:10 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App.

Also present were Fiscal Officer Rhonda Sowers, Water Superintendent Matt Berry and Chuck Hall of CT Consultants.

There were no visitors in attendance.

Motion to approve minutes of the December 13, 2016 regular meeting was made by Mr. Danchisen and seconded by Mr. App. Minutes were approved by unanimous vote.

Motion to approve payment of bills in the amount of $44,378.53 including December payroll was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Chuck Hall of CT Consultants was present to discuss with the Board the proposal to update the water model with current data. The model is used to determine the plants ability to service new developments in the village. The updated model data is also useful for grant and loan applications. Following a lengthy discussion, Mr. Danchisen moved to accept the quote from CT Consultants in the amount of $2,000.00 to update the water model. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Danchisen moved to elect Robert Boytim president of the Board in 2017. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. App moved to elect George Danchisen vice-president of the Board in 2017. Second by Mr. Boytim. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Regular meetings for 2017 will continue to be held the second Tuesday of each month at 7:00 p.m. at the Water Department, 106 Water Street. Mr. App again requested that regular meetings be moved to the meeting room in the Fire Station because it is a better location and more accessible to the public.

Mr. App asked if there is any way to recover the cost of the core samples which were needed to determine the issue with one of the recently rebuilt filters. Mr. Berry said he contacted Allstate H2O with the results of the core sample study which indicated the torpedo sand and filter sand have intermingled causing the filter to not function effectively. Mr. Berry is still waiting to hear back from Allstate H2O but added that he has not heard anything from the company since December 12. Following discussion, Mr. Danchisen moved to ask the Village Solicitor to send a letter to Allstate H20 to ask what action will be taken to correct problems with the filter media. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Boytim said he discovered some discrepancies in the RCAP capital plan. Mrs. Sowers said that is only a draft plan and Roberta Acosta has offered to meet with the Board again to discuss the draft and any needed changes before the final plan is compiled.

The Board reviewed budget information and discussed appropriations.

Mr. Berry reported the calculated water production loss for December was 4.65%.

Mr. App moved to approve a one-time forgiveness in the amount of $684.28 for a large water bill resulting from a leak at 410 Bay Point. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes, Mr. Boytim-yes. Motion carried.

Mr. Berry reported he has completed the annual Consumer Confidence Report and has also done the annual update of the Contingency Plan.

Mr. App moved to approve a tap application in the amount of $3,900.00 for 389 Lakewood Drive. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry submitted three quotes for installation of two variable frequency drives on the raw water pumps. Firelands Electric of Sandusky, Ohio submitted a quote in the amount of $12,200.00 for two drives plus $7,400.00 for flow meters from S&W.; AT Emmett of Port Clinton, Ohio submitted a quote in the amount of $18,000.00 for two drives plus $7,400.00 for flow meters from S&W.; Bergren Associates of Sylvania, Ohio submitted a quote in the amount of $17,895.00 total for the drives and flow meters. Mr. App moved to accept the quote from Bergren Associates in the amount of $17,895.00 for installation of two variable frequency drives and flow meters on the raw water pumps. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. App moved to return water service deposits in the amount of $50 each to Patrick O’Brien, Michael Watson, Craig Perkins and April Ross. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

The Board signed acknowledgement of the November and December financial reports which Mrs. Sowers distributed prior to the meeting.

There being no further business, it was moved by Mr. App and seconded by Mr. Danchisen to adjourn at 8:45 p.m. Meeting adjourned by unanimous vote.

December 13, 2016

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD DECEMBER 13, 2016

December meeting of the Board of Public Affairs was called to order at 7:00 p.m. Answering roll call were Mr. George Danchisen and Mr. Lynn App. Mr. Robert Boytim was excused.

Also present were Fiscal Officer Rhonda Sowers and Councilman Duane Myers.

There were no visitors in attendance.

In the absence of President Boytim, Mr. App conducted the meeting.

Motion to approve minutes of the November 8, 2016 regular meeting was made by Mr. Danchisen and seconded by Mr. App. Minutes approved by unanimous vote.

Motion to approve payment of bills in the amount of $52,249.60 including November payroll was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes. Motion carried.

Results of the Bowser Morner evaluation of core samples taken from the filter beds showed the effective size of the torpedo sand is a little small and may be causing problems. Mr. Berry has contacted All State H2O regarding this issue.

Mrs. Sowers reported that when she contacted UniFirst to cancel the uniform service she learned the village has a 5 year contract which will not expire until July 2017. Action by the Board at the last meeting to terminate the contract and replace it with a uniform allowance will go into effect after the uniform contract expires.

The Board received two quotes for systems to meter the tank water stand pipe; one from HD Supply in the amount of $2,202.73 and the other from SW Controls, Inc. in the amount of $3,615.20. Mr. Berry’s recommendation is for the system proposed by SW Controls because the proposal from HD Supply would require a considerable amount of re-plumbing and construction of a larger enclosure to house it and he also feels the SW proposal will more accurately track the amount water hauler’s pump. Mr. App moved to accept the quote from SW Controls in the amount of $3,615.20. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes. Motion carried.

Calculated water production loss was 7.10% for the month of November.

The Board received a draft of the Capital Improvement Plan prepared by Roberta Acosta of RCAP. Ms. Acosta has volunteered to meet with the Board to go over the plan once the Board members have had an opportunity to review it.

Mr. App noted that minutes from the November 9, 2016 Village Council meeting report that Solicitor Jim Barney explained he cannot prepare water petitions for Johnson’s Island residents to circulate in favor of public water. At that same meeting Mr. Barney asked BPA President Robert Boytim to share the information with Johnson’s Island property owners.

Mrs. Sowers distributed budget reports for the Board’s review. These reports included debt schedules, pay and benefit comparisons and estimated revenues and expenditures which she anticipates will be similar to those in 2016. Additional money from a projected carryover balance should be available to set aside for future capital projects. The Board will review these reports and finalize recommendations for the water budget at the January 2017 meeting.

Mrs. Sowers presented a request by the heirs of Doris Stamm to waive a $9.23 late fee which accrued during the time an account was being set up to administer her estate. Mr. App moved to waive a late fee in the amount of $9.23 for 725 Lake Street. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes. Motion carried.

Mr. Danchisen moved to return water service deposits in the amount of $50.00 each to Twisted Sisters Gallery, Jodi Berg, Heather Starcher, Claudia Hoyen, Terri Smucny and Cindy Spence. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes. Motion carried.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. App to adjourn at 7:45 p.m. Meeting adjourned by unanimous vote.

November 8, 2016

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD NOVEMBER 8, 2016

November meeting of the Board of Public Affairs was called to order at 7:00 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App.

Also present were Water Superintendent Matt Berry, Fiscal Officer Rhonda Sowers and Councilman Duane Myers.

There were no visitors in attendance.

Motion to approve minutes of the October 11, 2016 regular meeting was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $68,520.62 including October payroll was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry said Bowser Morner took core samples from the filter beds to test but he has not yet received the result.

Mr. App noted that there has been much discussion lately about the potential for new water users as a result of future development at Bay Point and the possibility of extending water to Johnson’s Island. He asked if there should be any type of study to ensure the plant and infrastructure can meet future needs or whether there are any previous studies that can be updated. Mr. Berry said he will be meeting with the Bay Point manager to discuss potential future development. He also stated RCAP is still working on the capital improvement plan for the village.

The Board received a request from Dick Donich of 1005 Church for a refund of money he paid in higher than normal water bills between July and November after it was discovered the higher bills were the result of a leak at the meter. Mr. App moved to refund $116.84 in overpayments to Dick Donich. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry reported that because the plant has had no detectable microcystin levels, he will only need to test raw water samples every two weeks. Since June the EPA requirement was to test both raw and finished water weekly. Mr. Berry also advised that the EPA has approved the treatment plan he submitted earlier this year.

Mr. Boytim said he spoke with Solicitor Jim Barney following the last village council meeting and he also spoke with Kent Bryan of CT Consultants and reported that the two are preparing a new petition and map for use by those circulating petitions for water on Johnson’s Island. Mr. Myers and Mrs. Sowers said it was their understanding that Mr. Barney stated at the last council meeting that he cannot prepare water petitions because it could be a potential conflict and pose a liability for the village.

The Board received a letter from Lee Walker withdrawing his request to discontinue one of the two water meters servicing his property at 126/128 W. Main Street. The building has a commercial use on the first floor (126) and a residential apartment on the second floor (128). As requested during the last meeting, Mrs. Sowers provided the Board members with a list of all other properties in the village that have billing multiples due to mixed use of buildings and/or properties.

CT Consultants submitted a proposal to update the Water System Hydraulic Model at an estimated cost of $2,000.00. It has been five years since the original model was completed. Mrs. Sowers said money is currently appropriated for engineering studies and noted that $2,000.00 to keep the model updated is much better than having to spend $30,000.00 for a new study. Mr. App said he feels the update should be done but he would like to discuss some of the details with CT before proceeding.

Mr. Boytim noted it is time to prepare the 2017 budget. Mrs. Sowers will provide budget reports for the Board’s review and input at the December meeting.

Mr. App moved to approve tap fees in the amount of $3,900.00 each for 381 Lakewood Drive, 11020 E. Bayshore Rd. and 158 Bay Breeze Drive. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes, Mr. Boytim-yes. Motion carried.

Mr. Berry reported a calculated water production loss of 3.96% for the month of October.

The Board signed acknowledgement of the October financial reports which Mrs. Sowers distributed prior to the meeting.

Mr. App moved to return water service deposits in the amount of $50.00 each to Tom Merriman, William Watson, Thomas Wheaton and Lawrence Bickel. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. App to adjourn at 8:16 p.m. Meeting adjourned by unanimous vote.

October 11, 2016

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD OCTOBER 11, 2016

October meeting of the Board of Public Affairs was called to order at 7:00 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App.

Also present were Water Superintendent Matt Berry and Fiscal Officer Rhonda Sowers.

Visitors in attendance were Lee Walker, John Good and Jerry Thompson.

Motion to approve minutes of the September 13, 2016 regular meeting was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $34,935.07 including September payroll was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Lee Walker, owner of Martha & Molly’s at 126 W. Main Street was present because he recently learned there are two separate water meters for his building but the only thing connected to one of the meters is an outdoor faucet. He subsequently had the faucet re-plumbed so everything is running through a single meter and asked if the Board would bill him for a single connection rather than two connections. During discussion it was established that the building has a retail use on the first floor and a residential use on the second floor with separate access from the outside to each floor. All other utilities have separate connections to each floor as well. Mrs. Sowers pointed out that there are a number of other buildings in the village that have both a commercial and residential use and these are all billed with a double multiple the same as the Martha & Molly’s building. Mr. Walker agreed to put his request in writing and submit it for the Board’s consideration.

John Good and Jerry Thompson were present to discuss water to Johnson’s Island and how development at Bay Point will reduce costs to the islanders for construction of a new water tower on Bayshore Road.

Mr. Boytim said he met for an hour and a half recently with Tim Clapper and Chuck Hall of CT Consultants regarding Johnson’s Island and Bay Point and he also contacted Solicitor Jim Barney about preparing a new petition.

A very lengthy discussion followed with questions from the visitors about things that could affect the cost of extending water to the island. The pair also asked for the Board’s input on answers to frequently asked questions which will be posted on a Facebook page in favor of water. Mr. Good and Mr. Thompson were reminded that the village cannot provide legal service to the petitioners and if they have questions about the petition process they need to retain legal counsel. The visitors left the meeting at 8:16 p.m.

Mr. App expressed frustration that Mr. Boytim again met with the engineers and solicitor without notifying the other Board members. Mr. Boytim said will contact Mr. App and Mr. Danchisen in advance of any future meetings.

Regarding the letter sent to Bay Point reminding them of the requirement for their water system to meet Village requirements prior to the lines being turned over for Village maintenance, Mr. Berry said he was contacted by Bay Point Manager Denny Allen to say the information will be presented at the next shareholders meeting.

Mr. Berry reported that Bowser-Morner has not yet completed core samples of the filter bed; he is waiting for a quote from Bergman Associates on the variable frequency drives; and he is continuing to explore ways to meter the bulk water standpipe.

Mr. Berry said it is far less expensive to provide his department’s employees with a clothing allowance and recommended discontinuing the uniform service. He suggested a $300 annual clothing allowance for each full-time employee. Mr. Berry showed Board members a sample polo shirt that he would like to use for work shirts for the full-time water operators in his department. The shirts would be embroidered with a village logo. During discussion Board members agreed with Mr. Berry’s recommendation but felt the first set of shirts should be provided for employees after which employees will need to use their clothing allowance to replace shirts as they wear out.

Mr. App moved to terminate the uniform contract with UniFirst at the end of 2016 and provide each full-time water department employee an annual clothing allowance of $300.00. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Danchisen moved to purchase five polo shirts to be used as work shirts for each full-time water department employee. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. App moved to approve tap fees in the amount of $3,900.00 each for 114 Bay Breeze Dr. and 10770 E. Bayshore Rd. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes, Mr. Boytim-yes. Motion carried.

Mr. Berry reported a calculated water production loss of 3.96% for the month of September. He also reported hydrants are being flushed and marked with flags to identify location when covered by snow in the winter.

The Board signed acknowledgement of the August and September financial reports which Mrs. Sowers distributed prior to the meeting.

Mr. App moved to return water service deposits in the amount of $50.00 each to Joanne Briggs, MD and Celeste Smith. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. App to adjourn at 9:15 p.m. Meeting adjourned by unanimous vote.

September 13, 2016

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD SEPTEMBER 13, 2016

September meeting of the Board of Public Affairs was called to order at 7:04 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App.

Also present were Water Superintendent Matt Berry and Councilman Duane Myers. Fiscal Officer Rhonda Sowers was excused. In her absence Mr. App took notes for the minutes.

Visitors in attendance were Kevin and Theresa Kirkpatrick.

Motion to approve minutes of the August 9, 2016 regular meeting was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $36,157.52 including August payroll was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. App asked Mr. Boytim about his July meeting with property owners on Johnson’s Island. Mr. Boytim said there were more people in attendance than at the previous meeting.

Mr. Berry said he has scheduled Bowser-Morner to take core samples in late September or early October to determine why filter #1 is not operating as it should

Mr. Berry also said he is obtaining quotes for installation of a variable frequency drives for the raw pumps to alleviate flow problems with the intake valve. He has two quotes and is waiting for a third.

Johnson’s Island property owners Kevin and Theresa Kirkpatrick had questions about the recent Johnson’s Island meeting that Mr. Boytim attended. Mrs. Kirkpatrick asked if each property owner has one vote regarding support for installation of a village water system or one vote per parcel they own. Mr. Kirkpatrick questioned how 51% of property owners is calculated. Mr. Boytim clarified that there isn’t a vote; signatures of property owners in support of water are currently being obtained for a petition to extend water to the island. He also stated the practice in the past has been one signature per owner no matter how many lots that person owns. Mr. Boytim distributed an email from John Good, dated September 12, 2016 regarding this same question. Mr. Myers suggested a legal opinion be sought from the Village Solicitor for a decision on whether 51% or 60% of owners are needed on a signature in order to initiate the water process.

Mr. Boytim said there are also discussions of turning the Johnson’s Island roads over to the village. Mr. Kirkpatrick asked if the village would want to take over the roads. Mr. Myers said this proposal has never been presented to the village council.

Mr. Berry and several Councilmen will attend the September 20, 2016 EPA meeting regarding Lafarge’s request for three new water discharge outfalls at the Marblehead quarry.

Mr. Berry submitted a draft of a letter to Bay Point reminding them of the requirement for all of their water system to meet Village requirements prior to the lines being turned over to the Village for maintenance. After review, the Board authorized Mr. Berry to send the letter. The Board also discussed pending future development at Bay Point.

Discussion was held on how to meter the bulk water that is being pumped into water trucks. Mr. Berry was asked to review and present options for securing the “Truck Sales” water source.

Mr. Danchisen moved to return water service deposits in the amount of $50.00 each to Orthopedic Clinic Ltd., Rose Lucas-Haninger, John Murphy, Anne Ginley and Thomas deHaas; to apply $5.40 to an outstanding balance and return the remaining service deposit in the amount of $44.60 to Cathy Allen; and to apply $7.00 to an outstanding balance and return the remaining service deposit in the amount of $43.00 to Caitlyn Biro. Second by Mr. Boytim. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry said he has been looking into whether it is more cost effective to provide department employee’s with an annual clothing allowance as opposed to the current uniform service. He will prepare a proposal for the next meeting.

Mr. Berry stated that the bill approved this month for a 3” meter is to replace the old meter that services the Coast Guard Station.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. App to adjourn at 8:52 p.m. Meeting adjourned by unanimous vote.

August 9, 2016

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD AUGUST 9, 2016

August meeting of the Board of Public Affairs was called to order at 7:00 p.m. Answering roll call were Mr. George Danchisen and Mr. Lynn App. Mr. Robert Boytim was excused.

Also present were Fiscal Officer Rhonda Sowers and Water Superintendent Matt Berry.

There were no visitors in attendance.

Motion to approve minutes of the July 12, 2016 regular meeting was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes. Motion carried.

Motion to approve payment of bills in the amount of $48,137.43 including July payroll was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes. Motion carried.

Mr. Danchisen moved to approve a one-time forgiveness in the amount of $863.60 for a large water bill resulting from a leak at 11190 E. Bayshore Road, Unit C. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes. Motion carried.

Mr. App said he would like to know how other municipalities handle water leaks and whether they allow a forgiveness of a bill caused by a leak.

Mr. App asked if there was any news regarding the July 23 meeting Mr. Boytim had with Johnson’s Island residents to discuss extending water to the island. Mr. Berry said he did not know how the meeting went.

Board members reviewed the report of the July 13 sanitary survey conducted by the EPA. It was a good inspection. Several recommendations were made for the Board to consider but none are required to be implemented.

Mr. Berry reported the calculated water production loss for July was 4.25%.

Mr. Berry advised that one of the filters which was rebuilt this past winter is not operating correctly. Bowser-Morner will take core samples of the filter to see if all layers are in place. If not, All State H2O has stated they will repair their work.

Mr. Berry said he is still experiencing problems with the flow valve. AT Emmett suggests variable frequency drives on the raw water pumps could result in a loss of wear on the flow valve and also result in lower electric bills. Estimated cost is $18,350 for two new drives but he is obtaining quotes for the Board’s consideration.

Mr. Danchisen moved to approve tap fees in the amount of $3,900.00 each for 174 Bay Breeze Drive and 710 Harsh Road. Second by Mr. App Vote: Mr. App-yes; Mr. Danchisen-yes. Motion carried.

Mr. App moved to return water service deposits in the amount of $50.00 each to Gary Didado, Jeff Tanchon, Rebecca Boles and Curt Wagner. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes. Motion carried.

The Board signed acknowledgement of the July financial reports which Mrs. Sowers distributed prior to the meeting.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. App to adjourn at 7:31 p.m. Meeting adjourned by unanimous vote.

July 12, 2016

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD JULY 12, 2016

July meeting of the Board of Public Affairs was called to order at 7:00 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App.

Also present were Fiscal Officer Rhonda Sowers and Water Superintendent Matt Berry.

There were no visitors in attendance.

Motion to approve minutes of the June 14, 2016 regular meeting was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $75,895.29 including June payroll was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Boytim reported that John Good and Dan Humphrey would like to schedule another informational meeting at 10 a.m. on July 23 regarding estimated costs to extend water to Johnson’s Island. Mr. Boytim said he has already met with engineer Kent Bryan to review cost estimates. Mr. App asked how many island residents have signed the water petitions so far. Mr. Boytim said he doesn’t know but can find out at the meeting. Following discussion it was decided that it is not necessary for the entire board to be present and just Mr. Boytim and Mr. Bryan will attend to answer questions. Mr. App also said he would like to be notified in the future of any meetings with the engineer.

Regarding a large balance owed by Amy St. Clair for water used at 302 James Street Mrs. Sowers reported she and Mrs. Trumpower are checking the complete payment history to determine whether the property meets the conditions to file a lien.

Mr. Boytim announced he will be out of town on the date of the August meeting. In his absence Mr. Danchisen will preside

Mr. Berry said since the last meeting the bottom of the raw flow valve blew out and had to be replaced as an emergency measure by Marlin White and Sons at a cost of $4700.00. Since that time Mr. Berry discovered that the existing actuator is not working in conjunction with the new valve. A tech will be coming from Corrosion Fluid Products of Perrysburg to assess the problem. If the actuator needs to be replaced it will cost a couple of thousand dollars and if the cylinder also needs to be replaced it will be several thousand more.

Mr. Berry advised that an EPA official will be at the plant July 13 to conduct the annual sanitary survey.

Mr. Berry reported the calculated water production loss for June was 5.36%.

Mr. App moved to approve a tap fee in the amount of $3,900.00 for 116 Cottage Cove. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes, Mr. Boytim-yes. Motion carried.

Mr. Berry said he has learned that the water line at the end of Bay Breeze should have been looped to Bay Point Blvd. but the loop was not completed and dead ends at the last Cove Court lot. The Board agrees that Bay Point should be notified that the lines cannot be turned over to the village until they have been completed per the EPA approved plans. Mr. Berry will prepare a draft letter for the Board’s review.

Mr. Danchisen moved to return water service deposits in the amount of $50.00 each to Rob McFarland, Scott Halblaub and Jennifer Shepherd. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

The Board signed acknowledgement of the June financial reports which Mrs. Sowers distributed prior to the meeting.

Mrs. Sowers reported the 2014-2015 audit conducted by the State Auditor’s office has been completed with no findings or citations noted.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. App to adjourn at 7:57 p.m. Meeting adjourned by unanimous vote.

June 14, 2016

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD JUNE 14, 2016

June meeting of the Board of Public Affairs was called to order at 7:10 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App.

Also present were Fiscal Officer Rhonda Sowers, Water Superintendent Matt Berry and Councilman Duane Myers.

There were no visitors in attendance.

Motion to approve minutes of the May 10, 2016 regular meeting was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $43,769.56 including May payroll was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Danchisen commented the department has done a good job painting the hydrants. Mr. Berry stated Bronson Wetzel has done the painting.

Mr. Berry said the draft capital plan has not yet been received from RCAP.

Brief discussion was held on new houses in the village which have not yet applied for tap permits and others that have not yet paid for tap materials.

The Board reviewed the report prepared by Solomon Diving following the recent cleaning of the wet well.

Mr. Berry noted that water production is up while the calculated water production loss for May dropped to 3%.

Mr. App moved to approve a tap fee in the amount of $3,900.00 for 210 W. Main Street. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes, Mr. Boytim-yes. Motion carried.

Mr. Danchisen moved to apply the $50.00 service deposit of Tammy Carter, a tenant at 1306 Epworth Lane to pay the service reconnection fee of $50.00 assessed to the property owner when the tenant moved without notice and the water was shut off for non-payment. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry reported that weekly microcystin testing has begun with no detection to date in the water samples.

Mr. App moved to return water service deposits in the amount of $50.00 each to Fred Mintz, Allison Thompson and Loren Welch. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Discussion was held on a possible tax lien for the large outstanding balance owed by Amy St. Clair, 302 James Street. The village solicitor will be consulted.

The Board signed acknowledgement of the May financial reports which Mrs. Sowers distributed prior to the meeting.

Mr. Myers reported that he gave Street Commissioner Bryan Lucas the list of street signs that need attention. Mr. Lucas said a number of signs on the list are scheduled for replacement.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. App to adjourn at 7:44 p.m. Meeting adjourned by unanimous vote.

May 10, 2016

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD MAY 10, 2016

May meeting of the Board of Public Affairs was called to order at 7:10 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App.

Also present were Fiscal Officer Rhonda Sowers, Water Superintendent Matt Berry and Councilman Duane Myers.

Guest present was Roberta Acosta of RCAP. There were no visitors.

Motion to approve minutes of the April 12, 2016 regular meeting was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $40,629.55 including April payroll was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Roberta Acosta of RCAP was present to review the draft capital improvement plan and work with the Board to prioritize future projects in order to establish a 5 year plan. Ms. Acosta will compile the information into a final plan for the Board’s review.

Mr. Berry said hydrants are currently being painted.

Mr. App asked if there is any new information regarding petitions for water from Johnson’s Island property owners. Mr. Boytim said there is nothing new at this time regarding the petitions.

Mr. Berry reported he has made arrangements to have the newly mandated microcystin tests done at the Oregon water plant. The EPA is requiring more frequent testing for surface water plants. Mr. Berry estimates the cost will be approximately $6,000.00 for the year unless measurable amounts are detected necessitating more frequent sampling.

Mr. Boytim gave a list to Councilman Myers of street signs that need attention. Mr. Myers said he will pass the information on to Street Commissioner Bryan Lucas.

Calculated water production loss for April was 9.8%. Mr. Berry noted the increased percentage is partially due to hydrant flushing last month.

Mr. Danchisen moved to renew the service contract with Hach for calibration and maintenance of the turbidity meters at a cost of $2,268.00. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry reported Solomon Diving cleaned the wet well, removing five feet of sediment.

Mr. App moved to return water service deposits in the amount of $50.00 each to Joseph Sommers, John Brocketti and Kevin Linsky. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. App moved to return an overpayment of $5.04 to Elisa Prout. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

The Board signed acknowledgement of the April financial reports which Mrs. Sowers distributed prior to the meeting.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. App to adjourn at 8:43 p.m. Meeting adjourned by unanimous vote.

April 12, 2016

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD APRIL 12, 2016

April meeting of the Board of Public Affairs was called to order at 7:14 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App.

Also present were Fiscal Officer Rhonda Sowers, Water Superintendent Matt Berry and Councilman Duane Myers.

There were no visitors in attendance.

Motion to approve minutes of the March 8, 2016 regular meeting was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $30,684.10 including March payroll was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Correspondence was received from the EPA advising that additional tests will be required this year to monitor toxins from harmful algal blooms.

The Board received notice that the city of Akron will host the second annual US Algal Toxin Conference May 9, 10 and 11.

Mr. Berry distributed draft copies of the capital improvement plan prepared by Roberta Acosta of RCAP. The Board will now need to review the plan and prioritize future projects. Ms. Acosta is willing to meet with the Board to help prioritize and establish a 5 year plan. The Board will extend an invitation for Ms. Acosta to attend the May 10 regular meeting.

Mr. App moved to approve a tap fee in the amount of $3,900.00 for 170 Bay Breeze Dr. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes, Mr. Boytim-yes. Motion carried.

Mr. Berry advised that Bay Point has not yet located the source of its current water leak.

Mr. Berry reported that Bronson Wetzel has completed his required contact hours and his application for a Class I operator’s certificate has been sent to the EPA.

Mr. App moved to approve a one-time forgiveness in the amount of $309.37 for a large water bill resulting from a leak at 10342 E. Bayshore Rd. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes, Mr. Boytim-yes. Motion carried.

Mr. Danchisen moved to approve a one-time forgiveness in the amount of $586.74 for a large water bill resulting from a leak at 702 Wesleyan. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry reported that he has requested a quote from Solomon Diving for cleaning the wet well and he is still waiting for a quote from All Phase Electric for installing tower telemetry.

Mr. Berry stated hydrants have been flushed for the spring; the basement refurbish is going well; and the second clarifier is now operating in a series with the first clarifier.

Calculated water production loss for February was 6.74%.

Mr. App moved to return a water service deposit in the amount of $50 to Beth McBride. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. App moved to return an overpayment of $19.00 to Sharon Buccilla and an overpayment of $65.00 to Candi Hendershot. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

The Board signed acknowledgement of the March financial reports which Mrs. Sowers distributed prior to the meeting.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. App to adjourn at 8:21 p.m. Meeting adjourned by unanimous vote.

March 8, 2016

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD MARCH 8, 2016

March meeting of the Board of Public Affairs was called to order at 7:06 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App.

Also present were Fiscal Officer Rhonda Sowers and Water Superintendent Matt Berry.

There were no visitors in attendance.

Motion to approve minutes of the February 9, 2016 regular meeting was made by Mr. Danchisen and seconded by Mr. App with a correction in paragraph 14 to refund $12 and apply $38 to the outstanding balance. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve minutes of the February 16, 2016 special meeting was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $30,975.75 including February payroll was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry announced Joe Gast obtained his Class I operator license effective March 1, 2016. Bronson Wetzel will complete his required hours in April to qualify for his Class I license.

A waterline leak was discovered between the water plant and the Kelleys Island Ferry Boat Line meter pit. The leak is in old galvanized line which will need to be replaced.

Mr. Berry said there has been no new information about the status of water petitions being circulated on Johnson’s Island.

Mrs. Sowers presented the detailed budget she prepared following the Board’s discussions at the February 16 special meeting. The Board approved of the budget which will be submitted to the council finance committee for inclusion in the 2016 appropriations.

Mr. Boytim commented that billing clerk Olga Trumpower is part-time and paid an hourly rate below other village employees. Following discussion, Mr. App made a motion, seconded by Mr. Danchisen, to recommend that council authorize a raise of $2.00 per hour for Olga Trumpower. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

The Board received a prospectus from Roger Baker, an engineer interested in providing service if the village is in need.

Mr. Berry reported the calculated water production loss for February was 9%.

Mr. Berry said last November United Homes paid a $3,900.00 tap fee for a new service at 385 Lakewood Dr. in Bay Point. In February they paid the fee a second time and the error wasn’t discovered before the payment was deposited. Mr. App moved to refund $3,900.00 to United Homes for overpayment of a tap fee at 385 Lakewood Dr. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry reported there is another leak in Bay Point. He said Bay Point officials are aware of the situation.

The Board signed acknowledgement of the February financial reports which Mrs. Sowers distributed prior to the meeting.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. App to adjourn at 8:15 p.m. Meeting adjourned by unanimous vote.

February 16, 2016

BOARD OF PUBLIC AFFAIRS
SPECIAL MEETING HELD FEBRUARY 16, 2016

Special meeting of the Board of Public Affairs was called to order at 10:00 a.m. Answering roll call were Mr. Robert Boytim and Mr. George Danchisen. Mr. Lynn App was excused.

Also present was Fiscal Officer Rhonda Botti Sowers. There were no visitors.

Board members reviewed receipts and expenditures from the past three years. It was recommended all regular expenditures be increased by 3% and additional money be allocated for capital improvements.

There being no further business, the meeting was adjourned by unanimous vote at 11:00 a.m.

February 9, 2016

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD FEBRUARY 9, 2016

February meeting of the Board of Public Affairs was called to order at 7:18 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App.

Also present were Fiscal Officer Rhonda Sowers, Water Superintendent Matt Berry and Councilman Duane Myers.

There were no visitors in attendance.

Motion to approve minutes of the January 12, 2016 regular meeting was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $95,397.93 including January payroll was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Commenting on a recent newspaper article about the problem of lead in the water at Flint, Michigan, Mr. App said he was not aware of the requirement to take random samplings from homes in the water service area. Mr. Berry said random lead samplings are done in the village annually. Mr. Berry added, however, that lines in the village are new enough that lead was no longer used for service lines.

Mr. Boytim said he was contacted again by Bay Point manager, Chris Malfara regarding the waterlines in Bay Point. Mr. Malfara plans to come to the March meeting to speak with the Board. Mr. Boytim said that until those lines are turned over to the village, Bay Point is responsible for maintenance of the lines.

Mr. Berry reported that an EPA representative conducted a limited scope site inspection of the plant on Friday, February 5. The Board reviewed the few recommendations made. One of the recommendations is to install a water tower if the Board plans to extend water to Johnson’s Island. All other recommendations are already in the process of being completed. Mr. Berry took the opportunity to show the Board the progress of the GIS mapping of the system which should be completed this spring. This was one of the recommendations made by the EPA.

The Board set a special meeting for 10:00 a.m. on Tuesday, February 16 for the purpose of preparing the 2016 budget. Mr. App will be out of state on that date and Mr. Berry will be meeting with RCAP to go over the progress of the GIS mapping so both were excused.

Mrs. Sowers advised the Board that she located the bond ordinance for the Manko waterline. The ordinance restricts the use of any funds remaining after the debt was satisfied. After consulting with bond counsel it was determined the money can be transferred to a sinking fund if one is needed and established in the future. A sinking fund could be established for a future capital improvement project such as a new water tower.

Mr. Boytim asked Mr. Berry to prepare a letter to the Danbury Twp. Fire Department reminding them about the procedure for opening and closing fire hydrants. A hydrant was damaged by heavy water hammering when it was rapidly opened and closed while fighting the fire last summer at the former Mutach’s Market.

Mr. Berry reported the calculated water production loss for January was 8.5% and commented that a portion of this was water used in the process of rebuilding the filter media.

Mr. Danchisen moved to return water service deposits in the amount of $50 each to Jimmy Comstock, James Cagle, Martha & Molly’s, Kim Bossetti, Bay Point Yacht Club and Lynn App. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. App moved to apply the $50 service deposit of Denise Shults to the outstanding balance; return $38 and apply $12.00 to the outstanding balance of Lauren Sloan; and return $44 and apply $6 to the outstanding balance of Tina Schank. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

The Board signed acknowledgement of the January financial reports which Mrs. Sowers distributed prior to the meeting.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. App to adjourn at 8:12 p.m. Meeting adjourned by unanimous vote.

January 12, 2016

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD JANUARY 12, 2016

Before convening the regular January meeting of the Board of Public Affairs, Lynn App administered the oath of office to re-elected board members Robert Boytim and George Danchisen.

Mr. Danchisen moved to elect Robert Boytim president of the Board in 2016. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Regular meetings for 2016 will continue to be held the second Tuesday of each month at 7:00 p.m. at the Water Department.

Mr. Boytim called to order at 7:05 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App.

Also present were Fiscal Officer Rhonda Sowers, Water Superintendent Matt Berry and Councilman Duane Myers.

There were no visitors in attendance.

Motion to approve minutes of the December 8, 2015 regular meeting was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $43,163.17 including December payroll was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. App commented that water revenue was up last year by $11,000.

Mr. Boytim met recently with Bay Point manager, Chris Malfara to explain that the area of the leak has not been turned over to the village for maintenance and is Bay Point’s responsibility to repair. Mr. Berry said Bay Point has repaired the leak.

Mr. Berry said after investigating recent damage at the plant the insurance adjustor believes it was caused by a power surge rather than lightning. The $5,254.00 cost to replace the damaged variable speed drive will still be covered by insurance.

Mr. Berry has not yet found a third electrical contractor willing to quote installation of a tower telemetry system.

Mr. Berry reported that Kent Bryan of CT Consultants reviewed three sets of plans and determined that the clarifiers were designed so that they can be operated in a series. Mr. Berry believes he and his staff can do the work to make the clarifiers work together.

Mr. Berry said the light outside the plant went out. Cost to repair it was $550.00 while the cost to replace it with a more energy efficient LED light was $625.00. As a result Mr. Berry had the light replaced.

Mr. Berry reported the calculated water production loss for December was 5.5%.

Joe Gast passed his operator test last month with a 90%. He has completed all of the mandatory hours to qualify for his Class I license. Bronson Wetzel previously passed his written test and should have his operating hours completed in March or early April to also qualify for a Class I license.

One of the filters has been rebuilt and the second will be completed within several days.

Mr. Berry said he has learned how to modify the powder activated carbon feeder to meet current EPA standards which require it to feed up to 50 mg per liter of carbon. The machine can currently feed up to 9 mg per liter. With the modifications the PAC feeder can now operate up to 68 mg. per liter.

Mr. Boytim commended Mr. Berry on the work that is being done to clean and paint the basement of the water plant and also to clean and organize the maintenance room in the shop.

Mr. Berry reported that Ron Baker at 1113 Lake St. is adjacent to the Island View water lines and experienced sediment in his water when the Island View waterline replacement project was done in 2006. As a result, the water department had an in-line water sediment filter installed at Mr. Baker’s house. That filter failed in November 2015, causing a leak which resulted in a $79 water bill which Mr. Baker would like the BPA to forgive. The Board recommended he submit a written request for consideration.

Mrs. Sowers reviewed copies of year-end financial reports with the Board and explained amounts that will be available for appropriations in 2016. The Board would like to schedule a special meeting to determine 2016 appropriations.

Mr. App moved to return water service deposits in the amount of $50 each to Ronald Royhab, Heather Vargo, and Alex Stayancho and to apply the service deposit of Cade McCarthy to his outstanding balance. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

The Board signed acknowledgement of the December financial reports which Mrs. Sowers distributed prior to the meeting.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. App to adjourn at 8:22 p.m. Meeting adjourned by unanimous vote.

December 8, 2015

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD DECEMBER 8, 2015

December meeting of the Board of Public Affairs was called to order at 7:05 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App.

Also present were Fiscal Officer Rhonda Sowers, Water Superintendent Matt Berry and Councilman Duane Myers.

There were no visitors in attendance.

Motion to approve minutes of the November 10, 2015 regular meeting was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $33,636.96 including November payroll was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Boytim will meet soon with Chris Malfara, Bay Point manager, regarding a waterline leak. Mr. Malfara is concerned about who will pay for the repair. Mr. Boytim will explain that the area of the leak has not been turned over to the village for maintenance and is Bay Point’s responsibility to repair.

A lengthy discussion was held on the status of the unexpended balance in the Manko waterline fund. Mr. Boytim would like the money transferred to the water revenue fund. Mrs. Sowers said that the funds cannot be transferred until documentation is found that specifies how the balance is to be disbursed after the debt obligation is paid.

Mr. Boytim reported that Johnson’s Island property owners John Good and Dan Humphrey are currently circulating petitions for water. Mr. Boytim has provided them with a revised cost estimate prepared by CT Consultants for extending water to the island based on construction of a new water tower rather than extending a new line across Alexander Pike. The revised plan would lower the estimated front foot cost from $165.36 to $159.63 and the cost for a 50 ft. lot from $8,267.94 to $7,981.70.

Mrs. Sowers said Roberta Acosta of RCAP has advised that her agency can assist in the creation of a capital plan at no cost to the village. The plan would help the Board budget for maintenance and upgrades to the system. Mr. App moved to authorize the creation of a capital plan with assistance from RCAP. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. App moved to approve a tap fee in the amount of $3,900.00 for 419 E. Main Street. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes, Mr. Boytim-yes. Motion carried.

Mr. Berry reported the calculated water production loss for November was 9%. He added that the leak at Bay Point has contributed to this number as well as a leak which was detected and fixed at 733 Lake Street.

Grant reimbursement has been received from the EPA in the amount of $28,257 for the data sonde.

Mr. Berry said the insurance company will reimburse for lightning damage at the plant. He asked the Board to accept a quote in the amount of $5,254.00 from AT Emmett to replace the damaged variable frequency drive. This amount will then be submitted to insurance for reimbursement. Mr. Danchisen moved to accept a quote for AT Emmett in the amount of $5,254.00 for a new VFD. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry has quotes from AT Emmett and Ohler and Holzhauer for installing a tower telemetry system but he is having difficulty finding a third electrical contractor to quote on the project. The board suggested several additional area companies and tabled any action until the January meeting.

Mr. Berry advised the Board that, as requested, he followed up on references for All State H2O which submitted the lowest bid for filter media replacement. All of those contacted praised the work done by the company. Mr. App moved to accept the quote from All State H2O to rebuild two filters in the amount of $23,795.00. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry said the only other project he would like to see done is to have the clarifiers plumbed together which would double the detention time for clarification and be better for the filters. He would like to have engineer Kent Bryan draw up plans as to how this can be accomplished. Mr. App moved to get a proposal from Kent Bryan of CT Consultants to prepare plans for having the clarifiers plumbed together. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Danchisen moved to return water service deposits in the amount of $50 each to Robert Klubert, Michael Barrett, Jennifer Bishoff, Patrick and Linda Waters and Megan Kukay. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. App moved to return a water service deposit in the amount of $50 and an overpayment in the amount of $1.44 to Stephanie Oblander. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

The Board signed acknowledgement of the November financial reports which Mrs. Sowers distributed prior to the meeting.

Mrs. Sowers stated council has received several EPA notices for public comments and a hearing on the village’s application to renew the permit to discharge wastewater. Council also received a letter advising of an EPA on-site inspection which resulted in no findings or violations.

Mr. Berry said he would like to replace the twenty-year old locator which his department uses to find underground plumbing when he is required to mark the location of water lines prior to digging. A new locator costs approximately $3,450. Mr. App moved to authorize purchasing a new locator at a price not to exceed $3,500.00. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. App to adjourn at 8:48 p.m. Meeting adjourned by unanimous vote.

November 10, 2015

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD NOVEMBER 10, 2015

November meeting of the Board of Public Affairs was called to order at 7:00 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App.

Also present was Fiscal Officer Rhonda Sowers. Water Superintendent Matt Berry was on vacation and excused from attendance.

There were no visitors.

Motion to approve minutes of the October 13, 2015 regular meeting was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $119,553.25 including October payroll was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. App moved to sign approval of a lot split for Ronald and Susan Crawford which creates a new lot from parts of lot 8 and 9 of the Canvas-Back Hunting Club Subdivision “A.” Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Danchisen moved to approve a one-time forgiveness in the amount of $1,581.15 for a large water bill resulting from a leak at 11130 E. Bayshore Rd. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Boytim and Mr. Berry met with engineers from CT Consultants to determine if a water tower on Bayshore Rd. would be less expensive than a line across Alexander Pike for providing water to Johnson’s Island. Engineers estimate cost for a water tower would be much less than a line across the quarry and might be eligible for no interest loans or grants. Discussion followed on advantages and disadvantages of an additional water tower. Mr. App said many Johnson’s Island property owners are waiting to find out how the village plans to fund the Alexander Pike line or water tower before making a decision to sign a petition for water. He added that the Board needs to figure out how to fund these options and get that information to island owners. Mr. Boytim said he would like to talk with the engineers further.

Mr. Boytim reported that Ken Gill Construction discovered the leak at the hydrant across from the former Mutach’s Market building was from a crack in the valve rather than a break in the waterline which caused the project to be more time-consuming and expensive than originally thought. Damage to the valve resulted from back-hammering when the hydrant was used during the Mutach’s Market fire. The Board will send a letter to the Danbury Twp. Fire Dept. reminding them of the process to avoid back-hammer.

The Board postponed decisions on quotes for filter media replacement and tower telemetry until the December meeting.

Mr. App moved to approve a tap application in the amount of $3,900.00 at 385 Lakewood Dr. in Bay Point. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen; Mr. Boytim-yes. Motion carried.

The Board received notification that Marblehead WTP laboratory and all four operators have received annual EPA certification.

Mr. App moved to appoint Bronson Wetzel to full time status as of October 6, 2015 based on successful completion of his probationary period. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mrs. Sowers presented information and costs from RCAP on GIS mapping. She said village council plans to contract with RCAP for this service and council feels it would be most beneficial for use by the water department. Brief discussion followed on the benefits of GIS mapping. Mr. Boytim did not feel it was necessary. Mr. App moved to approve contracting with RCAP for GIS mapping services. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-no. Motion carried.

Mr. App moved to return water service deposits in the amount of $50 each to Gerald Williams and Patrick McCabe. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. App moved to return overpayments in the amount of $33.54 to Mark Horton and $12.50 to Robert Battista. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

The Board signed acknowledgement of the October financial reports which Mrs. Sowers distributed prior to the meeting.

There being no further business, it was moved by Mr. App and seconded by Mr. Danchisen to adjourn at 8:15 p.m. Meeting adjourned by unanimous vote.

October 13, 2015

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD OCTOBER 13, 2015

October meeting of the Board of Public Affairs was called to order at 7:00 p.m. Answering roll call were Mr. George Danchisen and Mr. Lynn App.

Mr. Danchisen moved to excuse Robert Boytim. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes. Motion carried.

Also present were Fiscal Officer Rhonda Sowers, Water Superintendent Matt Berry and Councilman Duane Myers.

Visitor in attendance was Ben Merrill of Ohio Rural Water.

Motion to approve minutes of the September 8, 2015 regular meeting was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes. Motion carried.

Motion to approve minutes of the September 18, 2015 special meeting was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes. Motion carried.

Motion to approve minutes of the September 26, 2015 special meeting was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes. Motion carried.

Motion to approve payment of bills in the amount of $37,838.03 including September payroll was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes. Motion carried.

Ben Merrill of Ohio Rural Water was present to discuss the source water protection plan he has been helping Mr. Berry prepare. In 2003 the Ohio EPA prepared a source water assessment for the village as a starting point for creation of a protection plan. While the plans are not mandatory they can be helpful in obtaining grants or loan forgiveness. Mr. Merrill said Marblehead’s plan has been relatively simple to prepare since the village already has a number of backup systems in place in the event of emergencies and also has a contingency plan. Once completed Mr. Merrill will provide the Board with a final draft to review and approve. The approved plan will then be filed with the Ohio EPA.

Mr. App reported briefly on the special meeting held September 26 on Johnson’s Island. He again asked how the Alexander Pike waterline can be funded. Following discussion, Mr. App moved to contact Roberta Acosta of the Rural Community Assistance Program to see if RCAP can provide assistance to help determine how to fund the Alexander Pike project. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes. Motion carried.

Mr. Berry submitted the following quotes for replacement of the media in two filters: from All State H2O in the amount of $23,795.00; Kelstin, Inc. in the amount of $27,975.00; and from Artesian of Pioneer in the amount of $23,000.00 per filter. Following discussion Mr. Berry was asked to confirm with Artesian that their quote was per filter and not for both filters; and to confirm whether the quote from All State included the cost of the filter media. Mr. Berry was also asked to check references for All State since the Board members were not familiar with the work of this Florida based company.

Mr. Berry reported that the water plant sustained a lightning strike on September 19 which destroyed the variable frequency drive for high service pump no. 1. Mr. Berry was instructed to file a claim with the village insurance company.

Mr. Berry advised that on October 6 his department discovered but was unable to pinpoint the location of a large water leak. Aqua-Line was called in and finally found a break in the 8 inch main across from the Marblehead Bank and the water dept. was able to repair it with a 15 inch clamp. While searching for the break, however, Aqua-Line discovered a leak in the hydrant across from the Mutach’s Market building. Water to this hydrant was turned off until it can be replaced. This is one of the original hydrants. Because of the extensive work required to replace this hydrant, Mr. Berry obtained a quote from Ken Gill Construction at a cost of $3,600.00. Mr. Danchisen moved to accept the quote from Ken Gill Construction. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes. Motion carried.

Mr. Berry reported the calculated water production loss for September was 9.56%. He said the two recent leaks probably are the cause of the slightly higher loss for the month.

Mr. Berry said he is still waiting for two more quotes to install wireless telemetry at the water tower. He hopes to have them for the next regular BPA meeting.

Mr. Danchisen moved to approve a one-time forgiveness in the amount of $430.94 for a large water bill resulting from a leak at 425 E. Main Street. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes. Motion carried.

Mr. Danchisen moved to approve a one-time forgiveness in the amount of $411.48 for a large water bill resulting from a leak at 11200 A E. Bayshore. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes. Motion carried.

Mr. Berry advised he will be on vacation and unable to attend the November 10 BPA meeting.

Mr. Berry reported Joe Gast will be scheduled to take his state test within the month

Mr. App moved to return water service deposits in the amount of $50 each to Lisa and Marvin Stalter, John Dominy, Cassandra Johns, Larry LaPointe, John Geiger and Charles Bachman. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes. Motion carried.

The Board signed acknowledgement of the September financial reports which Mrs. Sowers distributed prior to the meeting.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. App to adjourn at 8:03 p.m. Meeting adjourned by unanimous vote.

September 26, 2015 Special Meeting

BOARD OF PUBLIC AFFAIRS
SPECIAL MEETING HELD SEPTEMBER 26, 2015

Special meeting of the Village of Marblehead Board of Public Affairs held at the Johnson’s Island Clubhouse on Saturday, September 26, 2015 was called to order by President Robert Boytim at 10:00 a.m. with Mr. Boytim and Mr. Lynn App answering roll call. Mr. George Danchisen was excused.

Also present were Fiscal Officer Rhonda Botti Sowers, Water Superintendent Matt Berry, Councilman Duane Myers and Engineer Kent Bryan of CT Consultants.

Purpose of the meeting was to discuss the results of the Johnson’s Island water feasibility study.

Visitors in attendance were: Jeff Uhlik, Jim Basel, Bradd Rosenquist, Rose Wos, Bill Wos, Jane Eble, Marty Eble, Margie LoParo, Carmen LoParo, Carol McNamara, Dick Holkovic, Rod Ford, Jeanne Ford, Kate Cardwell, Mike Cardwell, Bob Jablonski, Ed Novak, Rick Venditti, Kathy Krueger, Dennis Kennedy, Maureen Kennedy, Roger Scheman, Jeanne Scheman, Katie Musulin, Kim Navratil, Brian Navratil, Chris Kalina, Carrie Kalina, Tom Showalter, Rob Ross, Bob Castele, Karen Gannon, Sig Nachman, Janet Nachman, Sue Marr, Dan Maisonville, Mary Jane Maisonville, James Neven, Martha Neven, Dennis Notek, Linda Notek, Bob Thoman, Norma Thoman, Paul Trimarchi, Todd Kroehle, Michael Ibos, Art Goulker, Mark Breitinger, Dan Thompson, Dianne Rozak, Elizabeth Cianciola, Tony Cianciola, Mary Beth Eisman, Hal Clagg, Ellen Clagg, David Miller and Dan Humphrey.

Mr. Boytim introduced engineer Kent Bryan of CT Consultants who explained the results of the water feasibility study. Mr. Bryan said a geotechnical study was done to determine the depth of soil around the island and tests were also done to determine the depth of water and sediment adjacent to the causeway. Following these studies three options were developed for running the waterline to the island. The least expensive method is to install the line along the causeway and hang it under the bridges and the most expensive would be to bore through the rock under the water. The third option, and the one used to estimate costs, would be to trench through sediment in the water and weight the pipe to secure it in the trench.

Mr. Bryan then explained the cost analysis. Because there has been much concern expressed about how to fund a waterline extension along Alexander Pike that is necessary in order to run water to the island, he included 35% of the estimated Alexander Pike project into the cost of the Johnson’s Island project. Mr. Bryan estimates the total project with 35% of the Alexander Pike project included is $6,527,536.59. The calculated cost per property is $165.36 per foot. Owner of a fifty foot lot would pay $8,267.94 if paid in full or $12,166.94 if paid through assessments over a 20 year period. Connection and tap fees would be and additional $3,100.00.

A lengthy question and answer period followed. Several island property owners will circulate petitions to be signed by those who would like to proceed with the water project.

There being no further business the meeting was adjourned at 11:55 a.m.

September 18, 2015 Special Meeting

BOARD OF PUBLIC AFFAIRS
SPECIAL MEETING HELD SEPTEMBER 18, 2015

Special meeting of the Board of Public Affairs was called to order at 7:05 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App.

There was no one else in attendance.

Purpose of the meeting was to set a special meeting to present the results of the Johnson’s Island water feasibility study because the special meeting previously scheduled for September 12 was cancelled.

Mr. Danchisen made a motion, seconded by Mr. App, to hold a special meeting on September 26 at 10:00 a.m. at the Johnson’s Island Clubhouse for the purpose of presenting the results of the Johnson’s Island water feasibility study. Vote: Mr. App-no; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Board members reviewed a revised estimate prepared by CT Consultants which includes 35% of the cost to install a new water line across Alexander Pike in the Johnson’s Island project. Mr. Boytim indicated he would give each member of village council a copy of the revised Summary Cost Analysis, which is still dated May, 2015.

Mr. App expressed his continuing concern about what funds would be utilized to pay back the bonds necessary to fund the Alexander Pike waterline. He pointed out that 35% participation by Johnson’s Island property owners will be helpful, but that amount added to the $270,000.00, $48,600.00 and $47,520.00 that would be derived from Johnson’s Island tap fees, metered sales, and connection fees only totals $907,000.00 of the needed $1,543,000.00. The Village Council has previously indicated they will not give approval to sell bonds until funding is verified.

There being no further business, it was moved by Mr. App and seconded by Mr. Danchisen to adjourn at 7:20 p.m. Meeting adjourned by unanimous vote.

September 8, 2015

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD SEPTEMBER 8, 2015

September meeting of the Board of Public Affairs was called to order at 7:00 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App.

Also present were Water Superintendent Matt Berry and Councilman John Starcher. In the absence of Fiscal Officer Rhonda Sowers, Mr. App took the minutes.

Visitor in attendance was John Good.

Motion to approve minutes of the August 11, 2015 regular meeting was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $39,834.39 including August payroll was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Johnson’s Island property owner John Good was present because he had heard there would be discussion on the Johnson’s Island water proposal and he supports extending water to the island. Mr. Boytim said he has arranged to have a special BPA meeting at 10 a.m. on Saturday, September 12 in the high school gymnasium for the purpose of presenting the results of the Johnson’s Island water feasibility study.

Mr. Good asked if all issues have been resolved including Alexander Pike. Mr. Boytim said Alexander Pike is a Marblehead project but the revenue generated from Johnson’s Island water users will pay for the Alexander Pike waterline.

Mr. Danchisen said he cannot attend a meeting at 10 a.m. because that is the same time as his mother’s funeral. Mr. Boytim said he will be a pallbearer at the funeral and cannot attend a special meeting at 10 a.m. either.

Mr. Danchisen moved to hold a special meeting at 3 p.m. on Saturday, September 12 in the high school gymnasium for the purpose of presenting the results of the Johnson’s Island water feasibility study. Second by Mr. Boytim. Vote: Mr. App-no; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Good left the meeting at 7:15 p.m.

Mr. App said he would like to know how the Alexander Pike waterline will be funded. Mr. Boytim said if Johnson’s Island ties into the system the revenue from these new users will provide the money to pay for the Alexander Pike waterline. Mr. Starcher said Johnson’s Island cannot be served with water unless a line is installed along Alexander Pike. Mr. Boytim said a line is needed on Alexander Pike to loop the existing system whether or not Johnson’s Island receives water. Mr. Starcher asked how the Board proposes to pay for the Alexander Pike line. Mr. Boytim said water rates would need to be raised. Mr. Starcher said the engineers estimate a $9.00 per month increase in water rates to pay for the Alexander Pike line and said it would be difficult to ask Marblehead customers to increase their rate to $39.00 per month when Regional Water customers are paying $22.00 per month. Mr. Starcher said he would love to see the Alexander Pike line go in but he doesn’t know how to justify such a large increase. Mr. App said he feels the Board needs to have assistance from a professional to help determine how to fund an Alexander Pike line. Mr. App added that he feels it is premature to meet with Johnson’s Island property owners before the Board figures out how to pay for the Alexander Pike line and added that he will not be at the special meeting on September 12. Mr. App would like to have a comprehensive study done but does not feel CT Consultants should perform this work. Mr. Starcher said village council is not going to approve anything until the Board can prove it has a plan to pay for the Alexander Pike line. Mr. Boytim said the Board will work on a plan.

Mr. Boytim questioned why council did not take action to create a consortium for random drug testing of village employees. Mr. Starcher said random testing is time consuming, costly and unnecessary because the village already has drug testing policies in place.

Mr. Danchisen moved to return water service deposits in the amount of $50 each to Rod Bradbury, Melissa Kunz, Deborah Weinandy and Philip Wolf. Second by Mr. Boytim. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry reported his department is nearly finished converting all meters to touch read. There are several large meters and nine ¾” inch meters that still need to be upgraded.

Mr. Boytim reported the calculated water production loss for August was 6.12%.

Mr. Berry submitted the following quotes for sealing the blacktop at the water plant: Henry W. Bergman, Inc. in the amount of $1,215.00; The Kreimes Co. in the amount of $1,569.00; and Maintenance Systems of Northern Ohio in the amount of $1,660.00. Mr. Danchisen moved to accept the quote from Henry W. Bergman, Inc. in the amount of $1,215.00. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry reported he has completed the triennial lead and copper testing samples of 10 village properties.

Kent Bryan will meet with Mr. Berry to complete the specifications for a wireless water level monitoring system.

Mr. Berry has obtained two quotes for rebuilding the filters. He is awaiting a third quote before submitting the information to the Board.

Mr. Berry reported that Joe Gast has completed his course and will be scheduling a time to take his state exam.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. Boytim to adjourn at 8:17 p.m. Meeting adjourned by unanimous vote.

August 11, 2015

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD AUGUST 11, 2015

August meeting of the Board of Public Affairs was called to order at 7:05 p.m. Answering roll call were Mr. Robert Boytim and Mr. George Danchisen. Mr. Lynn App arrived at 7:15 p.m.

Also present were Fiscal Officer Rhonda Botti Sowers, Water Superintendent Matt Berry and Councilman Duane Myers.

Visitors in attendance were Tom Hetzel and Chris Malfara.

Motion to approve minutes of the July 14, 2015 regular meeting was made by Mr. Danchisen and seconded by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $45,153.11 including July payroll was made by Mr. Danchisen and seconded by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Bay Point Manager Chris Malfara was present to ask the Board to waive a $525.98 late fee. He reminded that there had been a large billing error discovered earlier this year. In the confusion of trying to sort out the error they missed a payment deadline resulting in a $525.98 late fee being assessed. Mr. Danchisen moved to waive the late fee assessed to Bay Point in the amount of $525.98. Second by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Boytim said the owners of 417 E. Main who were granted a forgiveness last month in the amount of $2,302.51 have requested a forgiveness this month in the amount of $347.98. Mr. Danchisen moved to deny the second request for forgiveness because a one-time forgiveness for this property was previously granted. Second by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Boytim distributed copies of a revised Executive Summary for the Johnson’s Island water feasibility study. He would like to set a meeting with Johnson’s Island property owners for August 22. Mr. App asked what the Board will say and also asked how the village plans to pay for the Alexander Pike waterline needed to service Johnson’s Island. Mr. Boytim repeated the idea he presented at the last meeting detailing how he feels the revenue generated from new users on Johnson’s Island will pay for the Alexander Pike waterline. A very lengthy discussion followed. When asked again about scheduling a meeting with Johnson’s Island property owners Mr. App said he does not want to hold a meeting until the board knows how to pay for the Alexander Pike line. Mr. Danchisen agreed with Mr. App.

Regarding the Alexander Pike line Mr. App said the Board needs to find someone who will help figure out how the Alexander Pike project can be accomplished and funded. He said he would like to think Mr. Boytim’s funding plan will work but he would like someone experienced with this type of project to confirm that fact. Mr. App asked who is qualified to assist the Board in this matter. Mrs. Sowers said CT Consultants prepared a loan application for the Alexander Pike waterline last year. The project was not approved for funding by OPWC. If it had been approved water rates would have had to be increased for all customers in the village to repay the loan.

Mr. Boytim again asked what the Board wanted to do about a meeting with Johnson’s Island. Mr. App said the property owners should be told the Board is not ready to meet. Mr. Danchisen again agreed with Mr. App’s statement.

Mr. App again asked who is going to help the Board determine how to pay for the Alexander Pike waterline. Mr. Boytim said the people of Johnson’s Island will pay for the Alexander Pike line.

Mr. Berry said he has a proposal from AT Emmett to install a wireless water level monitoring system at the water tower. Mr. Boytim asked if there are any comparison quotes. The Board asked Mr. Berry to have Engineer Kent Bryan prepare specs so comparison quotes can be obtained.

Mr. Boytim commended Mr. Berry for the work he has did updating the Drinking Water Supply Contingency Plan. Mr. Berry noted there are several areas in the plan that need to be addressed by the Board such as a policy for an emergency expenditure budget limit and specific procedures for obtaining bottled water in the event of an emergency. Mr. Boytim asked that the Board review the plan so it can be adopted at the next meeting.

Mr. Boytim asked about the current algae levels. Mr. Berry said the most recent tests are below detectable levels in the treated water. Mr. Myers said area water treatment facilities are posting their test levels on their websites. Mrs. Sowers said she can post this information under Important News on the village website.

Mr. Berry and Mr. Boytim met recently with Ben Merrill of Ohio Rural Water regarding a source water assessment for the village. This is an update of a 2003 susceptibility assessment. When it is completed Mr. Merrill will submit it for Board review and approval.

Mr. Berry reported that the data sonde purchased through a grant from the EPA was installed July 21.

Mr. Danchisen moved to approve a lot split for Main Street Center at 710 W. Main Street. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Boytim said he would like to have the water operators undergo random drug testing. Mr. Myers said the village currently has a policy for pre-employment testing, post-accident testing and reasonable suspicion testing. Following additional discussion Mr. App made a motion to recommend that the village council consider implementing random drug testing. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. App asked how Joe Gast is doing with his training. Mr. Berry said Mr. Gast needs to have his course completed by next month. This is training to prepare him to take his test.

Mr. App asked for an update on the status of switching to automatic meter reading. Mr. Berry said there are only a few meters left to upgrade. Mrs. Sowers will check with Mrs. Trumpower for billing details.

Mr. App said he would like the Board to meet in the meeting room of the fire station where there is more room and it is more hospitable to visitors.

Mr. Boytim presented a letter from the EPA dated August 5 advising that contingency plans need to include information on how algae problems will be addressed.

Mr. App moved to hold monthly BPA meetings at the fire station. Mr. Boytim expressed opposition to the motion. Motion died for lack of a second.

Mr. Berry submitted the completed application for the National Pollutant Discharge Elimination System (NPDES) permit for signatures. A payment of $200 will need to accompany this application when it is sent to the Ohio EPA. At the request of Mayor Bird, Mrs. Sowers reported that the Mayor was extremely upset to receive a notice from the EPA that the village was in violation for not submitting the NPDES application 180 days prior to the November expiration.

Mr. Danchisen moved to approve an annual service contract with HACH in the amount of $2,265.00 for the new turbidity meters and controller. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry said he would like to order a pallet of wood based carbon to use during the months of algae bloom. During most of the year the plant uses coal based carbon. He obtained a quote from Bonded Chemicals in the amount of $1518.00 for a pallet of 33 50# bags and a quote from SAL Chemical in the amount of $1485.00 for a pallet of 30 50# bags. After calculating the cost per bag, Mr. App moved to accept the quote from Bonded Chemicals in the amount of $1518.00. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry said he is currently seeking quotes from Roberts Filter, Kelstin and Artesian of Pioneer for the cost of rebuilding the filters.

Mr. Berry advised the water production loss for July was very low at 6.14%.

Mr. Danchisen moved to return water service deposits in the amount of $50 each to WBB Family LLC, Kauke Hall Ent., Kerry Kessel, Timothy Steele and Nilene Imke. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. App to adjourn at 9:31 p.m. Meeting adjourned by unanimous vote.

July 14, 2015

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD JULY 14, 2015

July meeting of the Board of Public Affairs was called to order at 7:05 p.m. Answering roll call were Mr. Robert Boytim and Mr. Lynn App. Mr. George Danchisen was excused.

Also present were Fiscal Officer Rhonda Botti Sowers, Water Superintendent Matt Berry and Councilman Duane Myers.

Visitors in attendance were Tom Hetzel and Bob Jablonski.

Motion to approve payment of bills in the amount of $82,911.48 including June payroll was made by Mr. App and seconded by Mr. Boytim. Vote: Mr. App-yes; Mr. Boytim-yes. Motion carried.

Motion to approve minutes of the June 9, 2015 regular meeting was made by Mr. App and seconded by Mr. Boytim. Vote: Mr. App-yes; Mr. Boytim-yes. Motion carried.

Bob Jablonski, a resident of Johnson’s Island, was present to ask about the status of the Johnson’s Island water feasibility study. Mr. Boytim said he had a lengthy meeting earlier in the day with engineers about the study. He hopes to schedule a meeting at Johnson’s Island on August 22 to present the information. Mr. Boytim said the final study will provide an estimate for a front footage assessment, tap in fee and related meter costs.

Mr. Boytim outlined a plan he believes could be used to pay for an Alexander Pike waterline extension. Mrs. Sowers stated Mr. Boytim’s plan proposes to divert all future Johnson’s Island water revenue to Alexander Pike waterline debt service rather than using it to pay the cost of producing the water the island residents would use. Mr. App said the village would need to generate around $90,000 per year to make the estimated annual payments for a 30 year bond to finance the Alexander Pike waterline. Mr. Myers said the Executive Summary prepared for the Johnson’s Island feasibility study was discussed at the July 8 Village Council meeting. Council members agreed they would not vote to proceed with a Johnson’s Island waterline if it meant rates for all current water users in the village would increase to pay the cost of the Alexander Pike waterline extension. The Executive Summary estimate calculated a monthly increase of $9 per month for all users to pay for the Alexander Pike waterline. Mr. Boytim told Mr. Jablonski that the feasibility study is not yet finished but is expected to be done soon.

Mr. Berry advised the water production loss for June was very low at 7.75%.

Mr. App moved to approve a tap application in the amount of $3,900.00 at 414 Bay Point Blvd. Second by Mr. Boytim. Vote: Mr. App-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry reported that Bay Point objects to and has not yet paid a $525.98 penalty assessed when the March bill was not submitted by the due date. Chris Malfara will attend the next Board meeting to discuss this penalty with the Board.

Mr. Berry advised the 2014 Consumer Confidence Report has been completed and is available on the village website.

Letters have been sent to those properties with backflow devices advising of the need for an annual inspection.

Mr. Berry said he is getting a quote from AT Emmett for a digital program to read the water levels in the tower. This will eliminate the need for the existing phone line currently used for this purpose.

Mr. Berry distributed draft copies of the Water Contingency Plan for the Board members to review. He said the EPA has already reviewed it and noted changes which need to be made.

Mr. Berry reported there has been an increasing problem from customers not paying the $50 deposit for new service. He said the new billing software can include the service deposit with the monthly bill and asked if the Board would prefer to bill service deposits for new customers. Mr. App moved to include the $50 service deposit in the first monthly water bill for new customers who have not paid the deposit in advance. Second by Mr. Boytim. Vote: Mr. App-yes; Mr. Boytim-yes. Motion carried.

Mr. App moved to approve a one-time forgiveness in the amount of $2,302.51 for a large water bill resulting from a leak at 417 E. Main Street. Second by Mr. Boytim. Vote: Mr. App-yes; Mr. Boytim-yes. Motion carried.

Mr. App moved to return water service deposits in the amount of $50 each to Todd Doncyson, Gina Heese, Brooke Kukay, Judy Mustee, Brenda Pepa and Jane Plas. Second by Mr. Boytim. Vote: Mr. App-yes; Mr. Boytim-yes. Motion carried.

The Board signed acknowledgement of the June financial reports which Mrs. Sowers distributed prior to the meeting.

Councilman Duane Myers reiterated his earlier statement that Village council will oppose a Johnson’s Island waterline extension if it results in a water rate increase to existing customers. Mr. Myers submitted water rates from neighboring communities to show that Marblehead rates are already high and a projected increase in excess of $9.00 per month is unacceptable to council.

Mr. App said he feels a rate study needs to be completed to determine how costs will be paid. He is still concerned about the cost of the Alexander Pike waterline extension and added that until it resolved the Board shouldn’t be planning a meeting with Johnson’s Island property owners. A lengthy discussion followed on the need for a rate study.

There being no further business, it was moved by Mr. App and seconded by Mr. Boytim to adjourn at 8:20 p.m. Meeting adjourned by unanimous vote.

June 9, 2015

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD JUNE 9, 2015

June meeting of the Board of Public Affairs was called to order at 7:07 p.m. Answering roll call were Mr. Robert Boytim and Mr. Lynn App. Mr. George Danchisen was excused.

Also present were Fiscal Officer Rhonda Botti Sowers, Water Superintendent Matt Berry and Councilman Duane Myers.

Visitor in attendance was Hal Clagg.

Motion to approve payment of bills in the amount of $31,393.22 including May payroll was made by Mr. App and seconded by Mr. Boytim. Vote: Mr. App-yes; Mr. Boytim-yes. Motion carried.

Motion to approve minutes of the May 12, 2015 regular meeting was made by Mr. App and seconded by Mr. Boytim. Vote: Mr. App-yes; Mr. Boytim-yes. Motion carried.

Hal Clagg was present to ask questions about the study currently being completed to determine the feasibility of providing public water to Johnson’s Island. Mr. Clagg was particularly concerned about the proposal of installing the distribution line along the causeway and hanging it under the bridges. A lengthy discussion followed. When asked his impressions, Mr. Clagg stated he has two good wells and does not need the water. He also owns multiple lots which would make the project costly to him.

Mr. Boytim said he is not certain when the feasibility study will be completed, adding there are questions that still need to be answered. Mr. App again expressed his concern that the village needs to determine how to pay for the Alexander Pike waterline before it can entertain extending water to the island.

Mr. Boytim reported that he met with King McNamara of the Pointe Falls Condo Association on May 21 to discuss water billing for this association. Mr. Boytim said the Pointe Falls development would like to be billed strictly for the number of gallons registered on their single meter rather than minimum usage per unit. Mrs. Sowers explained that Pointe Falls is billed with a multiplier of 73 which represents minimum monthly usage for 70 unit owners plus water connections at the clubhouse, the pool and the marina. Usage over 255,500 gallons per month (73 times 3500 gallons) is billed at the same per gallon rate all other users in the village are billed for amounts over the minimum. Mr. Boytim said the village no longer approves multipliers for condominium developments and instead requires each until to be metered. Mrs. Sowers added that Pointe Falls is being billed in compliance with the village’s rate policy.

Mr. Berry said he has received an extension of time from the Ohio EPA to complete the Drinking Water Supply Contingency Plan. Mr. Berry stated the plan should be completed and ready for Board approval at the July BPA meeting.

Mr. Berry reported that the EPA has eliminated the deadline for reimbursement grants that will provide funding for Cyanotoxin testing equipment. In addition the grant reimbursement limit has been raised to $30,000. Mr. Berry said that since last month he learned the quote accepted by the Board for a data sonde from Seabird Coastal did not include costs necessary for operating the system and pointed out that the quote he submitted from Limno-Tech Co. was higher because it did include those costs. After reviewing the Limno-Tech quote and grant documents the Board determined the cost to the village for the data sonde detection system from Limno-Tech would be $28,257.00 for the first year and $4,622.00 per year after that for maintenance and calibration. The first year’s cost would reimbursed by the grant. The village would be responsible for maintaining the system for at least 4 years after installation. It was noted this is the third testing device Mr. Berry has asked the Board to approve for the EPA grant application. Mr. Boytim questioned whether this equipment is worth the ongoing expense. Following discussion, Mr. App moved to accept the quote from Limno-Tech in the amount of $28,257.00 and to apply for reimbursement of this amount through an EPA grant. Second by Mr. Boytim. Vote: Mr. App-yes; Mr. Boytim-yes. Motion carried.

The Board signed acknowledgement of the May financial reports which Mrs. Sowers distributed prior to the meeting.

Mr. Boytim moved to return water service deposits in the amount of $50 each to Karmen Lucas and Ryan Stamp. Second by Mr. App. Vote: Mr. App-yes; Mr. Boytim-yes. Motion carried.

Mr. App moved to approve a one-time forgiveness in the amount of $1,959.61 for a large water bill resulting from a leak at 241 E. Main Street. Second by Mr. Boytim. Vote: Mr. App-yes; Mr. Boytim-yes. Motion carried.

There being no further business, it was moved by Mr. App and seconded by Mr. Boytim to adjourn at 8:59 p.m. Meeting adjourned by unanimous vote.

May 12, 2015

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD MAY 12, 2015

May meeting of the Board of Public Affairs was called to order at 7:00 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App.

Also present were Fiscal Officer Rhonda Botti Sowers and Water Superintendent Matt Berry. Engineer Kent Bryan of CT Consultants arrived at 7:30 p.m.

Motion to approve minutes of the April 14, 2015 regular meeting was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $42,983.68 including April payroll was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry advised that the water operator he referred to the Kelley’s Island Administrator has been hired to operate the island’s water plant. Mr. Berry has been offering some technical assistance to the new operator but there is no longer a need for any Marblehead operators to travel to the island.

Mr. Boytim reported he had a lengthy meeting earlier in the day with Hal Clagg regarding the Johnson’s Island water feasibility study.

As a result of a recommendation from the Board of Public Affairs, Mrs. Sowers reported that the village Council authorized a rate increase for water billing clerk Olga Trumpower.

Mr. Boytim said the Board will need to schedule a meeting with Johnson’s Island property owners to review the water feasibility study but the study is not yet finished. Mrs. Sowers said she received a final bill for the study but will hold payment until the Board advises that it is complete. Mr. Boytim would like the meeting to be held in the bays of the fire station rather than the Johnson’s Island clubhouse. Mr. App said he would like to see the finished report before a meeting is set. Mr. Boytim said the meeting will probably have to be scheduled for a Saturday in July. Mr. Boytim said he has questions for the engineer, Kent Bryan, such as the assessment cost per front footage; cost for debt service; and whether the assessment includes the amount already spent for the feasibility study. Mr. Berry said one of the water study books being prepared by CT Consultants was updated about a month ago but is still not complete.

Mr. Berry reported that Bronson Wetzel has completed his parallel lab testing. He has interim authorization and will receive full certification when the lab is re-certified this September.

Mr. Berry said the rotating schedule is working well and has reduced overtime. Mr. Wetzel will begin working weekend shifts on Memorial Day weekend.

The Drinking Water Supply Contingency Plan needs to be updated and filed with the EPA by June 1. Because the plant draws water from Lake Erie, the plan must include a Harmful Algae Bloom (HAB) contingency. Mr. Berry said the federal EPA has just come up with microcystin standards which will be included in the plan. Mrs. Sowers reminded the Board they will need to approve the contingency plan before it is submitted to the EPA. Mr. Boytim said he will call a special meeting if necessary to approve the contingency plan.

Mr. Berry said he has learned of equipment that will better measure microcystin levels than a microscope and he would like to re-submit the EPA grant application to obtain a data sonde. This equipment provides real time data. He submitted a quote from the Limnotech Co. in the amount of $22,337.00 and another quote from Seabird Coastal in the amount of $11,793.00 and an additional $2,662.00 for the communication equipment. The EPA grant will reimburse up to $20,000.00. Mr. Danchisen moved to accept the quote from Seabird Coastal in the amount of $11,793.00 plus $2,662.00. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry said he is making progress upgrading the larger sized meters to touch read. Sensus no longer makes the parts for the 2 inch SRH meters but the salesman is searching to see if he can find any in stock. If the part cannot be found, four 2 inch meters will need to be replaced at a cost of approximately $2,000.00 each.

Mr. Danchisen moved to approve a lot split at 421 E. Main Street. Second by Mr. App. Vote: Mr. App-yes; Mr. Boytim-yes; Mr. Danchisen-yes. Motion carried.

Mr. App moved to return a water service deposit in the amount of $50 to Lori Thompson. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

The Board signed acknowledgement of the April financial reports which Mrs. Sowers distributed prior to the meeting.

Mr. Bryan updated the Board on progress of the Johnson’s Island water feasibility study and went on to explain the assessment estimate of approximately $130 per front foot based on 39,475 front feet of property benefitted. Mr. Bryan said the cost of the feasibility study and the cost for the geotechnical testing were not included in his estimate but these can be included.

A very lengthy discussion followed on what properties are included in the assessable front footage. Discussion was also held on taps and tap fees and whether these amounts could be added to the assessment to be billed with taxes. Mr. Bryan pointed out the Board’s input is necessary in order to know what costs need to be included so he can best calculate the front foot assessment. Mr. Bryan said he also calculated an alternate per lot assessment which would be approximately $8,900.00 per lot.

Discussion was held on possible funding sources for the project, including grants and 0% interest loans. Mrs. Sowers reminded the Board that they were recently passed over for a 0% interest loan to extend the waterline along Alexander Pike. Unless the Board can find a way to finance the approximately $1.7 million Alexander Pike line they won’t be able to extend water to Johnson’s Island. Mr. Bryan said without a grant the Alexander Pike project would require a rate increase to finance. Mr. App said the Board needs to find out how to pay for the Alexander Pike waterline before Johnson’s Island water can be considered. Mr. App also asked how much operational costs will increase to produce more water to service the island. Mr. Berry said the plant doesn’t have a lot of storage capacity so it would probably entail more man hours to produce the additional water.

Mr. Bryan asked if a follow up meeting with Johnson’s Island owners has been scheduled. Mr. Boytim said a date has not yet been set but added that the earliest day he has available is July 18. Mr. App said he feels it’s silly to have a meeting with Johnson’s Island owners before figuring out how to finance the Alexander Pike waterline, noting that the Island project can’t be done without the Alexander Pike extension. He also questioned the advisability of imposing a significant rate increase on all water users in the village to pay for the Alexander Pike line.

Mr. Bryan said if everyone will get their copy of the water study to him he will get them updated with this latest information.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. Boytim to adjourn at 9:25 p.m. Meeting adjourned by unanimous vote.

April 14, 2015

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD APRIL 14, 2015

April meeting of the Board of Public Affairs was called to order at 7:00 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App.

Also present were Fiscal Officer Rhonda Botti Sowers, Water Superintendent Matt Berry and Engineer Kent Bryan of CT Consultants.

Visitors were Scott Stevenson, Chris Malfara and Jeff Yoder.

Motion to approve minutes of the March 10, 2015 regular meeting was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve minutes of the March 18, 2015 special meeting was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve minutes of the March 19, 2015 special meeting was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $39,341.50 including March payroll was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Scott Stevenson, Kelley’s Island Village Administrator, was present to ask if the Board can allow one of Marblehead’s Class 3 water operators to provide temporary assistance at the Kelley’s Island water plant for the next 3 to 4 weeks. The island currently has a Class 1 and an operator in training but needs a Class 3 operator to be compliant with EPA regulations when producing water. Mr. Berry was recently contacted by a Class 3 operator interested in part-time work and provided Mr. Stevenson with the man’s contact information. Board members were not opposed to providing assistance if details can be arranged.

Chris Malfara, Bay Point manager, was present to discuss the rationale for installing a single three inch meter to service the marina facilities as opposed to the three individual meters approved on the development plans. Engineer, Jeff Yoder of Poggemeyer Design, gave a brief history of the development project He said that because the three meters would have serviced marina uses – restroom, marina store, and docks – it seemed logical to use a single meter as opposed to separate meters. The contractor felt this was a field change rather than a change that required approval by the BPA. Board discussion followed on whether the marina should be billed with a multiplier of 3 because of the three separate areas this meter serves. Mr. Boytim said all village water rates are residential rates with multipliers applied to commercial uses. Mr. App noted the village’s water rates do not differ based on the meter size and said it may be helpful to conduct a water study to investigate other means for billing. Mr. Malfara said he is asking that the Board approve keeping the single three inch meter to service the marina, marina store and restrooms and agreed that any future changes will be brought back to the Board. Mr. App moved to bill the three inch Bay Point marina meter without a multiplier. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Kent Bryan reported he was finally able to obtain a copy of the 1968 Johnson’s Island causeway drawings. Because of uncertainty about the ability and costs to trench a waterline under Sandusky Bay to the island he suggested the option of locating the line in the causeway and hanging the pipe under the bridges, a common method for installing waterlines. Following a lengthy discussion of the pros and cons, the Board authorized Mr. Bryan to estimate the cost for installing the waterline along the causeway. Mr. Bryan said he will compile this information for the Johnson’s Island Water Feasibility Study which he said should be done within a week.

Mr. App noted the board approved employee travel reimbursements and asked about the sessions attended. Mr. Berry said he attended the Lake Erie Water Users Conference in Avon, Ohio while Mr. Wiedenhoft recently completed his continuing education training.

Mr. Danchisen moved to approve tap fees in the amount of $3,900.00 each for 168 and 172 Cove Court. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes, Mr. Boytim-yes. Motion carried.

Mr. Berry said overtime is down as a result of adjustments to the work schedule.

Mr. Berry reported a calculated production loss last month of 12%.

Mr. Boytim again expressed his desire to find other options for dealing with sludge. Currently sludge is pumped from the basin monthly and hauled away at a cost of $1200.00 per haul. He would like to see other methods investigated for dealing with the sludge.

Mr. Berry reported Pittsburg Tank is currently working on the approved repairs to the water tower. He said they will be back in 8 to 12 weeks to clean the tank and also to recoat with aluminum paint.

Mr. App moved to approve a one-time forgiveness in the amount of $959.33 for a large water bill resulting from frozen pipes at 114 Center Street. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. App moved to approve a one-time forgiveness in the amount of $171.45 for a large water bill resulting from frozen pipes at 202 James Street. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. App moved to approve a one-time forgiveness in the amount of $740.41 for a large water bill resulting from frozen pipes at 128 Cove Court. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

The Board signed acknowledgement of the March financial reports which Mrs. Sowers distributed prior to the meeting.

Mr. App moved to return a water service deposit in the amount of $50 to Steve Adams. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

There being no further business, it was moved by Mr. App and seconded by Mr. Danchisen to adjourn at 9:40 p.m. Meeting adjourned by unanimous vote.

March 19, 2015 Special Meeting

BOARD OF PUBLIC AFFAIRS
SPECIAL MEETING HELD MARCH 19, 2015

President Robert Boytim called the special meeting to order at 4:03 p.m. Answering roll call were Mr. Boytim, Mr. George Danchisen and Mr. Lynn App.

Purpose of the meeting was for the appointment of a public employee.

Mr. App moved to appoint Bronson Wetzel as a full-time water operator effective April 6, 2015. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

There being no further business, it was moved by Mr. App and seconded by Mr. Danchisen to adjourn at 4:06 p.m. Motion carried by unanimous vote.

March 18, 2015 Special Meeting

BOARD OF PUBLIC AFFAIRS
SPECIAL MEETING HELD MARCH 18, 2015

President Robert Boytim called the special meeting to order at 10:00 a.m. Answering roll call were Mr. Boytim, Mr. George Danchisen and Mr. Lynn App.

Purpose of the meeting was to conduct an executive session to consider the appointment or employment of a public employee.

Mr. App moved to go into executive session at 10:01 a.m. for the purpose of interviewing a candidate for possible employment as a public employee. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Boytim reconvened the meeting at 10:38 a.m.

No action was taken following the executive session.

There being no further business, it was moved by Mr. App and seconded by Mr. Danchisen to adjourn at 10:40 a.m. Motion carried by unanimous vote.

March 10, 2015

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD MARCH 10, 2015

March meeting of the Board of Public Affairs was called to order at 7:00 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App.

Also present were Fiscal Officer Rhonda Botti Sowers, Water Superintendent Matt Berry and Engineer Kent Bryan of CT Consultants.

Motion to approve minutes of the February 10, 2015 regular meeting was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $33,440.41 including February payroll was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Kent Bryan of CT Consultants provided the Board with detailed maps showing soil depths on Johnson’s Island. Result of the soil borings showed greater depth than expected. Mr. Bryan is now obtaining prices for directional drilling to estimate installation costs. He anticipates having the feasibility study completed by April.

Mr. Danchisen asked Mr. Berry if he spoke with anyone at Bay Point regarding the deviation in plans for meter installation to the marina, marina store and shower house. Mr. Berry said he spoke with John Paul Dress a little bit about it but had not heard anything back. Mr. Berry said he thinks he can find other customers for the 2 unused meters so the village won’t get stuck with them. Mr. Danchisen said the prints approved by the Board were for 3 separate meters to service 3 separate locations not the single 3 inch meter Bay Point actually installed. Mr. Boytim added that changes can’t be made without notifying the Board. The Board agreed to have the village solicitor send a letter to Bay Point management regarding this violation.

Mr. App asked if scheduling adjustments have been made to reduce overtime and whether there is a need to hire a fourth full-time water operator. Mr. Berry said he prepared a schedule for the month of March and it works fine with three employees but he feels a fourth employee will definitely be required to meet the staffing needs for the summer. Mrs. Sowers pointed out that the schedule Mr. Berry submitted to her for March has all 3 employees working days, Monday through Friday and every weekend is scheduled overtime. The Board agreed there should be no scheduled overtime at this time of year and advised Mr. Berry to adjust the schedule accordingly. The Board discussed whether to hire a part-time or full-time operator to fill the vacant position. They will review the applications still on file.

Mr. Berry asked the Board to ratify the purchase of a 3 inch meter for Bay Point from Perrysburg Pipe in the amount of $4,300.00 and purchase of water chemicals from SAL Chemical in the amount of $3,473.64. Mr. App moved to authorize the above purchases. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.
Mr. Danchisen moved to approve a one-time forgiveness in the amount of $681.99 for a large water bill resulting from a burst pipe at 201 Point of View. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry reported a calculated production loss last month of 9.5%.

Mr. Berry met with Ben Howell of Ohio Rural Water who will be assisting the village in preparing a Source Water Protection Plan.

Mr. Berry said the grant application has been submitted to the EPA for reimbursement of the cost of a microscope to test for microcystin.

Mr. Berry reported the data logging software has been installed and is operational. The software program replaces the chart recorder.

Mr. App moved to return a water service deposit in the amount of $50 to Jill Clouse. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

The Board signed acknowledgement of the February financial reports which Mrs. Sowers distributed prior to the meeting.

The Board agreed to cancel the maintenance contract with MT Technologies for the Ricoh Aficio SPC410dn copier due to the increased monthly cost for printing water bills in color. The monthly fee covers the cost of repairs and toner which the board will now pay for as needed.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. Boytim to adjourn at 9:05 p.m. Meeting adjourned by unanimous vote.

February 10, 2015

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD FEBRUARY 10, 2015

February meeting of the Board of Public Affairs was called to order at 7:00 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App.

Also present were Fiscal Officer Rhonda Botti Sowers, Water Superintendent Matt Berry, Councilman Duane Myers and Engineer Kent Bryan of CT Consultants.

Motion to approve minutes of the January 13, 2015 regular meeting was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $55,577.12 including January payroll was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Because he was unable to stay for the entire meeting, President Boytim asked Councilman Myers if he had anything to bring before the Board. Mr. Myers reported that the finance committee, which is working on appropriations and possible wage increases, expressed concern about the high cost of overtime worked last year at the water department. The committee needs an estimate of anticipated overtime hours for this year in order to determine whether there are sufficient funds to recommend raises for water plant employees. Mr. Boytim thanked Mr. Myers for bringing this information to the Board and said the subject will be discussed later in the meeting.

Kent Bryan of CT Consultants said the final geotechnical report for the Johnson’s Island Water feasibility study has been prepared by TTL. He briefly reviewed the report with the Board. Mr. Bryan and Mr. Boytim have both spent considerable time meeting with island property owner Hal Clagg to address concerns and discuss progress of the feasibility study.

Mr. App noted that the Board has paid over 90% of the costs for the water feasibility study and wondered when the report will be completed. Mr. Boytim said he believes the report will be ready for the Board’s review by March.

Mr. App said he is concerned about the overtime issue. He said the Board talked in the past about the need to stagger schedules in order to reduce overtime and thought that was being done. Mr. Berry said employees are currently scheduled to work Monday through Friday. Saturday and Sunday work is overtime. Employees alternate working on the weekends. A lengthy discussion followed on scheduling needs and whether to continue with 3 full-time employees or whether to fill the recently vacated position and have 4 full-time employees. Mr. App asked that Mr. Berry prepare sample schedules for the next meeting. The Board decided to ask council to appropriate the same amount for water department salaries and benefits as last year and also to recommend the same raises for water department employees as other village employees receive. Mr. Berry will be responsible for scheduling employees so that wages and overtime stay within the appropriated amount.

Mr. Boytim asked whether it is worthwhile to spend $2,850.00 to repair the level indicator on the water tower or to put that money toward a system that would remotely send information to the water plant computer. Mr. Berry said if this type of system were installed the Board could cancel the $70 per month phone line system that currently transmits water level information. Mr. Berry will look into costs for a SCADA system. Mr. App moved to eliminate the $2850.00 expense from the Pittsburg Tank quote for repair of the water tower level indicator. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry submitted quotes for inverted microscopes for microcystin testing. B&B; quoted a price of $7,676.75 for an Olympus microscope and Nikon Instruments quoted $9,233.00 for a Nikon microscope. Mr. Danchisen moved to apply for an Ohio EPA grant for Cyanotoxin Testing Equipment to reimburse $7,676.75 for the Olympus microscope from B&B.; Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry reported production loss of 8.4% for January.

Mr. App moved to approve a one-time forgiveness in the amount of $163.35 for 132 Cove Court. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. App moved to approve a one-time forgiveness in the amount of $133.35 for 1322 Epworth Lane. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry said he has had a request from the manager of South Passage to have a master meter for this condominium development rather than individual meters. The Board unanimously opposed this request and will not authorize a master meter for the condominium property.

Mr. Berry submitted a quote for $14,742.42 to convert the remaining large sized meters to touch read meters. Mr. App moved to accept the quote in the amount of $14,742.42 for touch read meters. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry reported that Bay Point has installed a three inch meter to service the shower house, marina store and marina in place of the three meters that were previously approved by the BPA. Mr. Boytim said the intent was to have each parcel and building at Bay Point individually metered. Mr. Boytim told Mr. Berry to arrange for a representative from Bay Point to attend the next Board meeting and explain this unauthorized change.

While discussing Bay Point, Mrs. Sowers added that an error caused by manual calculations for the master meter resulted in them being under billed by nearly $9,000.00 last October. The error was just discovered this month. The Board noted that this error emphasizes the need for individual metering rather than master meters as well as the need for touch read meters

Mr. Berry advised the Board that the chart recorder in the lab has stopped working. A new chart recorder costs $3,200.00 from USA BlueBook and $4,100.00 from GeoCorp. For $1,800.00 he can install a chlorometer that will monitor chlorine levels using the existing software that was installed for the turbidity meters. This will eliminate the need for a chart recorder.

Mrs. Sowers presented a brief annual financial report for the water department which included a recap of projects completed in 2014.

Mr. Berry said he has been unable to find an existing Source Water Protection Plan for the village plant. He will work on preparing this plan which is required by the EPA. He has contacted Ohio Rural Water for assistance with this plan. Mr. Berry is also working on updating the contingency plan.

Mr. App moved to return water service deposits in the amount of $50 each to Donna Peyton and Destiny McMurray. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

The Board signed acknowledgement of the January financial reports which Mrs. Sowers distributed prior to the meeting.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. Boytim to adjourn at 9:10 p.m. Meeting adjourned by unanimous vote.

January 13, 2015

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD JANUARY 13, 2015

January meeting of the Board of Public Affairs was called to order at 7:15 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App.

Also present were Fiscal Officer Rhonda Botti Sowers, Water Superintendent Matt Berry and Engineer Kent Bryan of CT Consultants.

Motion to approve minutes of the December 9, 2014 regular meeting was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $88,114.92 including December payroll was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Danchisen moved to authorize emergency repairs to the water tower by Pittsburg Tank and Tower Maintenance in the amount of $10,500.00. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried. Mr. Boytim will confirm what work is necessary on the float level indicator.

Kent Bryan of CT Consultants reported the crew from TTL was on Johnson’s Island earlier in the day to begin borings. Dale Wiedenhoft assisted them by resetting some of the flags that had been plowed over following recent snow.

Mr. Berry said he is still investigating types of microscopes available for microcystin testing. He’ll obtain quotes for the EPA grant application once he determines which type will best serve the department’s needs. The grant applications must be submitted by June.

The Board accepted the resignation of Dan Bond who is leaving effective January 23 to take a water operator position with Ottawa County. Mr. Berry said it has been less than a year since the Board had a position open and he would like to consider offering a job to one of the persons previously interviewed. The Board made no decision on whether to fill the opening at this time.

Mrs. Sowers said two pro-rating errors were recently discovered in the water rate schedule adopted in November by the Board. She said the daily pro-rated water use needs to be changed to $0.90 and the daily repair and improvement rate should be $0.10.

Mr. App moved to adopt the following amended water rate schedule effective immediately:

Water Rate Schedule

Be it resolved by the Board of Trustees of Public Affairs, Village of Marblehead, Ottawa County, Ohio:

Section 1. That in order to pay expenses of conducting and managing the Water Works utility of the Village of Marblehead, the following rates for water service are hereby established, the same to be effective from and after the date on which the services of said utility become available to the users thereof:

Schedule “A” Water Rates – Residential – Monthly Charge

1. A minimum of $27.00 will be charged for use of 3,500 gallons or less during the preceding month. The minimum will apply whether property is occupied or not.

2. The charge for any amount over 3,500 gallons will be $0.0127 per gallon in addition to the $27.00.

3. A special assessment of $3.00 per month for Repair and Improvement will be charged in addition to the above rates for water usage.

Schedule “B” Water Rates – Residential – Multiple Units

1. The rate for multiple residential units serviced by one meter shall be the rate set forth in Schedule “A” multiplied by the number of units. To arrive at the charge to be applied to each unit, the total water metered is to be divided by the number of units and the appropriate rate then used.

Schedule “C” Water Rates – Commercial, Industrial or Institutional

1. Commercial, Industrial or Institutional users shall pay the rate set forth in Schedule “A” and/or Schedule “B” hereof.

Schedule “D” Service Outside the Corporation Limits

1. The rate for water service furnished to users located outside the corporation limits of the Village of Marblehead shall be $5.56 per 1,000 gallons or a rate agreed to by the Marblehead Village Council and the Board of Trustees of Public Affairs.

Schedule “E” Tank Truck Rates

1. Tanks up to 500 gallons (minimum) – $6.00

2. Tanks from 501 to 1,000 gallons - $10.70

3. Tanks from 1,001 to 2,000 gallons - $18.00 (rev. 6/11/2013)

4. Tanks over 2,000 gallons shall be $0.50 per 100 gallons additional (rev. 6/11/2013)

Section 2. Meters shall be read monthly and the bill shall be rendered on the first day of each calendar month. Bills are to be paid by the 20th day of each month after billing. A penalty of 20% will be added to bills not paid by the due date.

Section 3. In order to equitably bill for a partial month, water usage under 3,500 gallons will be prorated by multiplying the number of days of actual usage by the daily rate of $0.90. Partial month usage in excess of 3,500 gallons will be billed based on actual use. Fee for the Repair and Improvement fund will also be prorated at $0.10 per day. Number of days of actual usage will be counted from the date of the last meter read to the final day of service or from the first day of new service to the date of the next meter read. (rev. 01/13/2015)

Section 4. This resolution regulating rates shall supersede all other resolutions regulating rates which were passed prior to the effective date of this resolution.

Section 5. The Marblehead Bank is the only collection agency at which payment for water service can be made. When a bill is presented for payment the stub is stamped by the bank showing the date such payment was honored. This is the official date of payment and any bill stamped after the 20th day of the month will accrue the 20% penalty. Payments via night deposit cannot be honored until the next business day as shown by the bank stamp.

Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Danchisen moved to return water service deposits in the amount of $50 each to Sarah Buder and John and Jill Rogers and $150 for three service deposits to Surf Motel. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Addressing concerns expressed at the January 8 village council meeting Board members stated they were very happy with the work Koch Aluminum did replacing doors at the water plant.

The Board signed acknowledgement of the December monthly financial reports which Mrs. Sowers distributed prior to the meeting.

Mr. Danchisen moved to elect Robert Boytim president of the Board in 2015. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Regular meetings for 2015 will continue to be held the second Tuesday of each month at 7:00 p.m. at the Water Department.

There being no further business, it was moved by Mr. App and seconded by Mr. Danchisen to adjourn at 8:20 p.m. Meeting adjourned by unanimous vote.

December 9, 2014

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD DECEMBER 9, 2014

December meeting of the Board of Public Affairs was called to order at 7:00 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App.

Also present were Fiscal Officer Rhonda Botti Sowers, Water Superintendent Matt Berry, Councilman Duane Myers and Engineer Kent Bryan of CT Consultants.

Motion to approve minutes of the November 11, 2014 regular meeting was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $34,358.10 including November payroll was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Kent Bryan of CT Consultants distributed binders containing documents for the Johnson’s Island Water feasibility study compiled to date.

Mr. Bryan submitted quotes for Johnson’s Island test boring from Bowser Morner in the amount of $8750.00 and from TTL in the amount of $8,678.0. Mr. Danchisen moved to accept the quote from TTL in the amount of $8,678.00. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried. Mr. Bryan said the issue of road ownership on the island has been resolved and it is hoped borings can be done before Christmas.

The Board reviewed a copy of the report prepared by Pittsburg Tank & Tower following routine inspection of the water tower in November. The report noted items in need of emergency repair. Some of the damage in need of emergency repair appears to have been caused by removal of the Nextel Tower earlier this year. Mr. Myers agreed to report to Council on this damage at the December 11 council meeting.

Mr. Berry submitted annual employee evaluations he recently completed for his department. He noted that Joe Gast has now completed his probationary period and received a satisfactory evaluation. Mr. Gast is now eligible for benefits if approved for regular status by the Board. Mr. App moved to approve Joe Gast as full-time regular employee eligible for personal leave. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

The Board received a written request from Joe Faggionato to waive a $5.40 late fee from his home bill and a $213.00 late fee for his business account, the Lighthouse Resort, claiming that he did not receive the bills because the village made an error on his new billing address. Mr. Berry pointed out that water bills contain the statement, “failure to receive a bill does not waive past due penalty.” Mr. App moved to not waive the late fee. Motion died for lack of second.

Mr. Danchisen moved to waive the late fees of $5.40 and $213.00 for Joe Faggionato. Second by Mr. App. Vote: Mr. App-no; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry submitted quotes for microscopes that would qualify for EPA grants to purchase equipment that will help detect microcystin. Mr. Berry will obtain some additional quotes before completing the grant application.

Discussion was held on the need to update the emergency contingency plan. This needs to be done on an annual basis.

Mr. Danchisen moved to renew the annual EPA license to operate and pay the fee of $1240.32. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. App moved to return a water service deposit in the amount of $50 to Daphne Goins. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. App moved to return an overpayment in the amount of $5.40 to Michael Babbitt. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mrs. Sowers showed an example of the revised water bill format which will be used with the new billing software. She also reported that thirty people have signed up since the first of the month to receive bills via email.

The Board signed acknowledgement of the November monthly financial reports which Mrs. Sowers distributed prior to the meeting.

The Board reviewed the draft financial comparisons prepared by the Fiscal Officer and Financial Advisor; discussed possible disposition of remaining balances in several capital project and debt service funds; and spent time discussing budget needs for 2015.

There being no further business, it was moved by Mr. App and seconded by Mr. Danchisen to adjourn at 9:32 p.m. Meeting adjourned by unanimous vote.

November 11, 2014

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD NOVEMBER 11, 2014

November meeting of the Board of Public Affairs was called to order at 7:05 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App.

Also present were Fiscal Officer Rhonda Botti Sowers and Engineer Kent Bryan of CT Consultants. Water Superintendent Matt Berry was excused. There were no visitors in attendance.

Motion to approve minutes of the October 14, 2014 regular meeting was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $94,668.27 including October payroll was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Kent Bryan of CT Consultants updated the Board on progress of the Johnson’s Island water feasibility study. Mr. Bryan advised that only one of the companies contacted has provided a quote for soil borings on the island. TTL Associates, Inc. of Toledo, Ohio submitted a quote in the amount of $8,938.00 for borings every 500 ft. Mr. App said he would like to see at least one more quote, if possible, but agreed that borings need to be done fairly soon. Mr. App moved to approve an amount not to exceed $9,000 for soil borings on Johnson’s Island for the water feasibility study. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried. Mr. Boytim added that the issue of ownership of the road right-of-way on the island has not yet been resolved and until that is settled the borings cannot be done.

Mr. Danchisen reported that the valve on the bulk water stand pipe has been replaced.

Mr. App asked about procedures for budgeting. Following discussion, Mrs. Sowers said she will provide reports at the December meeting to assist the Board in preparing the 2015 budget.

After reviewing proposed pro-rating schedules presented at the October meeting, Mr. App moved that the following be adopted effective immediately:

Water Rate Schedule

Be it resolved by the Board of Trustees of Public Affairs, Village of Marblehead, Ottawa County, Ohio:

Section 1. That in order to pay expenses of conducting and managing the Water Works utility of the Village of Marblehead, the following rates for water service are hereby established, the same to be effective from and after the date on which the services of said utility become available to the users thereof:

Schedule “A” Water Rates – Residential – Monthly Charge

1. A minimum of $27.00 will be charged for use of 3,500 gallons or less during the preceding month. The minimum will apply whether property is occupied or not.

2. The charge for any amount over 3,500 gallons will be $0.0127 per gallon in addition to the $27.00.

3. A special assessment of $3.00 per month for Repair and Improvement will be charged in addition to the above rates for water usage.

Schedule “B” Water Rates – Residential – Multiple Units

1. The rate for multiple residential units serviced by one meter shall be the rate set forth in Schedule “A” multiplied by the number of units. To arrive at the charge to be applied to each unit, the total water metered is to be divided by the number of units and the appropriate rate then used.

Schedule “C” Water Rates – Commercial, Industrial or Institutional

1. Commercial, Industrial or Institutional users shall pay the rate set forth in Schedule “A” and/or Schedule “B” hereof.

Schedule “D” Service Outside the Corporation Limits

1. The rate for water service furnished to users located outside the corporation limits of the Village of Marblehead shall be $5.56 per 1,000 gallons or a rate agreed to by the Marblehead Village Council and the Board of Trustees of Public Affairs.

Schedule “E” Tank Truck Rates

1. Tanks up to 500 gallons (minimum) – $6.00

2. Tanks from 501 to 1,000 gallons - $10.70

3. Tanks from 1,001 to 2,000 gallons - $18.00 (rev. 6/11/2013)

4. Tanks over 2,000 gallons shall be $0.50 per 100 gallons additional (rev. 6/11/2013)

Section 2. Meters shall be read monthly and the bill shall be rendered on the first day of each calendar month. Bills are to be paid by the 20th day of each month after billing. A penalty of 20% will be added to bills not paid by the due date.

Section 3. In order to equitably bill for a partial month, water usage under 3,500 gallons will be prorated by multiplying the number of days of actual usage by the daily rate of $0.89. Partial month usage in excess of 3,500 gallons will be billed based on actual use. Fee for the Repair and Improvement fund will also be prorated at $0.22 per day. Number of days of actual usage will be counted from the date of the last meter read to the final day of service or from the first day of new service to the date of the next meter read.

Section 4. This resolution regulating rates shall supersede all other resolutions regulating rates which were passed prior to the effective date of this resolution.

Section 5. The Marblehead Bank is the only collection agency at which payment for water service can be made. When a bill is presented for payment the stub is stamped by the bank showing the date such payment was honored. This is the official date of payment and any bill stamped after the 20th day of the month will accrue the 20% penalty. Payments via night deposit cannot be honored until the next business day as shown by the bank stamp.

Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Correspondence was received from the Ohio EPA requesting a prompt review and update of the village contingency and source water protection plan in light of this summer’s harmful algal bloom in Lake Erie. Ohio regulations require public water systems to update their contingency plans annually

Mr. App moved to return water service deposits in the amount of $50 each to: John Delong, Daniel Edgar and Linda Smythe. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

The Board received requests from Jeff Keck for a one-time forgiveness to waive $105.16 from the water bill at 402 Frances Street and from Cindy Groetz for a one-time forgiveness to waive $772.16 from the water bill at 702 Harsh Road. Neither property has previously been granted a waiver. Mr. App moved to authorize a one-time credit in the amount of $105.16 for 402 Frances Street and $772.16 for 702 Harsh Road. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

The Board signed acknowledgement of the October monthly financial reports which Mrs. Sowers distributed prior to the meeting.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. App to adjourn at 9:15 p.m. Meeting adjourned by unanimous vote.

October 14, 2014

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD OCTOBER 14, 2014

October meeting of the Board of Public Affairs was called to order at 7:07 p.m. Answering roll call were Mr. Robert Boytim and Mr. George Danchisen.

Mr. Danchisen moved to excuse Mr. Lynn App. Second by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes.

Also present were Fiscal Officer Rhonda Botti Sowers and Water Superintendent Matt Berry. There were no visitors in attendance.

Motion to approve minutes of the September 9, 2014 regular meeting was made by Mr. Danchisen and seconded by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $79,815.59 including September payroll was made by Mr. Danchisen and seconded by Mr. Boytim. Vote: Mr. Danchisen-yes, Mr. Boytim-yes. Motion carried.

Mr. Berry submitted a list of scrap metal which included 400 meter lids, 5 broken fire hydrants and broken pipe. Mr. Danchisen moved to sell the metal items on the list for scrap because they are obsolete and unfit for the use for which they were acquired. Second by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Boytim reported that he, Mr. Berry and two engineers from CT Consultants sampled water depth and sediment in Sandusky Bay along the Johnson’s Island causeway on September 23 as part of the Johnson’s Island water study.

Engineering prints for the proposed condos at Bay Point were received and will need to be reviewed by the Board.

Mr. Berry reported the village received a monitoring violation from the EPA at the end of August. The violation occurred because a test which should have been run the fourth week in August was not completed due to the fact the sample was submitted to the testing agency with the wrong date. This violation will need to be reported in next year’s Consumer Confidence Report.

Mr. Berry said his department did mandatory testing of water samples for Kelley’s Island for several weeks while the island was without a certified operator. Island officials asked to be billed for this service. Mr. Berry said he performed alkalinity, hardness and turbidity testing daily. After checking the cost charged by other testing companies Mr. Berry recommended the Board bill at a rate of $20 per test. Mr. Danchisen moved to bill Kelleys Island for water testing at a rate of $20 per test performed. Second by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry submitted three quotes for inspecting the interior of the water tower and explained that each company performs a different type of inspection. For $2,000 Dixon will do a visual inspection that requires draining the tank. Pittsburg Tank can perform an inspection for $1,000 using an ROV (remotely operated underwater vehicle) which inspects both the tank and the stand pipe without the need to drain water first. Kessler would charge $750 to take pictures of the inside from the top hatch after the tank is half-way drained. Mr. Berry recommended using Pittsburg Tank because it is a more comprehensive inspection and does not require the tank to be drained. Mr. Danchisen moved to accept the quote from Pittsburg Tank in the amount of $1,000 to inspect the interior of the water tank. Second by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

The Board received a complaint letter from Deborah Weinandy objecting to the $50 deposit she was required to pay for service at her new Bay Point property. Mr. Berry had explained to her that the deposit will be returned after 12 consecutive months of timely water payments.

Mr. Berry reported a 3.22% calculated water loss for September. He said the new flowmeters allow him to more accurately track water loss. He said next month will show a higher loss due to the fact his department will be flushing hydrants.

Mr. Danchisen moved to approve tap permits in the amount of $3,900.00 each for 493 Bay Point Blvd., 148 Cottage Cove, 146 Bay Breeze, 164 Cove Court and 505 Bay Point Blvd. Second by Mr. Boytim. Vote: Mr. Danchisen-yes, Mr. Boytim-yes. Motion carried.

Mr. Berry said Mr. App asked for an update on the Johnson’s Island water study. Mr. Boytim said the engineers are still looking into ownership of the road right-of-way on the island. Mr. Berry added the engineers need to obtain additional quotes for soil borings. The engineers estimate the plan will be done by the first of next year.

Mr. Danchisen moved to return water service deposits in the amount of $50 each to: Ann Durkin, David Loudenslagel, Rick Krynock, Katheryn Pierce and Deb Lautermilch. Second by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mrs. Sowers asked about budgeting needs for next year and any projects that may be anticipated. She said she is currently working with a financial advisor to compile a 5 year capital project plan.

Mrs. Sowers said one budgetary need is to plan for the complete conversion to touch read meters.
She reported that human error made while recording a meter reading last month at the Lakeside memorial garden caused a mistake of 100,000 gallons which resulted in a bill in the amount of $1511.63 instead of the correct amount of $244.63. The error was discovered when Lakeside called for a final meter reading before turning off the water for winter. The bill was corrected before payment was made but it points out the need for converting to all touch read meters. New meter reading guns which automatically record usage will not be practical until all meters have been converted. Mr. Berry added that slightly more than half of the meters in the village have been converted to touch-read.

Mr. Berry said another need for next year will be to replace filters. Cost is approximately $30,000 to replace two filters. He would also recommend replacing the 2006 Dodge 2-wheel drive pickup with a new, 4-wheel drive truck. He will check prices with state purchasing when the new contracts are available.

Mr. Danchisen added that the Alexander Pike waterline is a needed project. Application has been made to the Ohio Public Works Commission to approve this project for a no interest loan.

The Board signed acknowledgement of the September monthly financial reports which Mrs. Sowers distributed prior to the meeting.

Mrs. Sowers submitted a draft of a policy allowing pro-rated billing for partial-month usage. This policy would apply to people who sell property or move part way through a billing cycle. Currently, because the village has a minimum billing rate both old owner/tenant and new owner/tenant pay the minimum bill for the month. She asked that the board review the proposal and also consider whether it should be adopted as a standalone policy or be added as an amendment to the current water rate policy.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. Boytim to adjourn at 8:30 p.m. Meeting adjourned by unanimous vote.

September 9, 2014

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD SEPTEMBER 9, 2014

September meeting of the Board of Public Affairs was called to order at 7:00 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App.

Also present were Water Superintendent Matt Berry and Councilman Duane Myers. Fiscal Officer Rhonda Botti Sowers was absent. Mr. App took notes for the minutes. There were no visitors in attendance.

Motion to approve payment of bills in the amount of $45,489.63 including August payroll was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes, Mr. Boytim-yes. Motion carried.

Motion to approve minutes of the August 12, 2014 regular meeting was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Danchisen commented there is a lot of scrap metal accumulating which the Board should consider selling.

Mr. Boytim said he gave an update on the Johnson’s Island engineering study to John Good. He said CT Consultants is currently working to determine who owns the road right-of-way on the island.

Joe Gast has been enrolled in the online water operator’s course.

Mr. App reported that the group reviewing qualifications recommended CT Consultants serve as the village engineer. Council recently passed legislation accepting that recommendation.

The Board received a request from the city of Napoleon for a reference check of CT Consultants.

Mr. Boytim reported that the EPA has grant money available to enhance water treatment infrastructure which could be used to combat toxic algae. Mr. Berry stated to date there has been no detection of microcystin from toxic algae in the finish water at Marblehead.

Mr. Danchisen moved to return water service deposits in the amount of $50 each to: Walden Whyman, Jennifer Bucci, Kurt Myles, Thomas Hamilton, Nancy Whalen and Caryl Miller. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Danchisen moved to return an overpayment in the amount of $29.88 to Stacey VanEerten. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Danchisen moved to approve tap fees in the amount of $3,900.00 each for 206 Bay Point Blvd. and 160 Cove Court. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes, Mr. Boytim-yes. Motion carried.

At the recommendation of Mr. Berry, Mr. App moved to order 12 more meter pits from Perrysburg Pipe in the amount of $7,354.80. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry reported he just received 60 Sensus iPERL meters that were ordered last May. Because of the length of time it is taking to receive them he recommended ordering another 60. Mr. Danchisen moved to order sixty ¾” inch meters, as well as a 1” meter and a 1 ½” meter from HD Supply at a total cost of $9,475.20. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry said the new low service pump has been installed and a new check valve was installed at the same time. All four pumps are now in good order. The new flow meters have been installed and are now operational. The stainless steel covers have been installed on the intake cribs.

The Board signed acknowledgement of the August monthly financial reports which Mrs. Sowers distributed prior to the meeting.

There being no further business, it was moved by Mr. App and seconded by Mr. Danchisen to adjourn at 7:45 p.m. Meeting adjourned by unanimous vote.

August 12, 2014

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD AUGUST 12, 2014

August meeting of the Board of Public Affairs was called to order at 7:14 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App.

Also present were Fiscal Officer Rhonda Botti Sowers and Water Superintendent Matt Berry. Visitor in attendance was Kent Bryan of CT Consultants.

Motion to approve minutes of the July 8, 2014 regular meeting was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve minutes of the July 19, 2014 special meeting was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $48,615.97 including July payroll was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes, Mr. Boytim-yes. Motion carried.

Mr. Boytim noted the cost to Kocher and Gillum for legal fees regarding the Johnson’s Island water petition was $690.00.

Kent Bryan updated the Board on the Johnson’s Island water feasibility report currently being prepared. He reported there are no as-built drawings for the existing sewer line on the island because it was privately installed so there is no information about the depth of rock along the proposed waterline route. Discussion followed on the number of borings necessary to adequately determine rock depth on the island. Mr. Bryan agreed to obtain boring quotes for the Board’s consideration.

The Board confirmed that the motion made at the special meeting July 19 on Johnson’s Island was to accept the original quote for a water study from CT Consultants in the amount of $25,930. This quote is based on the assumption the study will be completed in 2014.

Mr. Bryan also updated the Board on the application to OPWC for Alexander Pike waterline funding.

Mr. Berry said he would like to work with CT Consultants to do a study for the purpose of determining the water plant’s limit to treat and remove toxic algae if a bloom occurs near the village intake. He added there has been no problem to date but he would like to be prepared before a problem arises. Mr. Bryan said he is doing similar studies in the area and can put together a proposal for the Board’s consideration.

Mr. Berry reported the plant produced 800,000 more gallons in July 2014 than it did for the same period a year ago.

Mr. App moved to approve tap fees in the amount of $3,900.00 each for 150 Bay Breeze Drive and 154 Bay Breeze Dr. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes, Mr. Boytim-yes. Motion carried.

Mr. Berry submitted a quote from Solomon Diving in the amount of $8,291.60 for new lids on the intake cribs. Cost for the diving portion was previously authorized and is still available in an outstanding purchase order. The amount of the quote not including the diving is $5,766.60. Mr. App moved to accept the quote from Solomon Diving in the amount of $5,766.60 for new covers on the intakes. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry reported the turbidity meters will be installed August 13 and the flowmeters have been received and should be installed soon.

Mr. App asked when Mr. Gast will be starting his water courses. Mr. Berry said he can take the correspondence course and has a year before he has to take the state certification test.

Mr. App moved to return water service deposits in the amount of $50 each to: Mary Bender, Angela Bender, Roger Snyder, Tiell Financial Group, Don McNally, Amy Ballinger, Joseph Colon and Jason Lee. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

The Board signed acknowledgement of the July monthly financial reports which Mrs. Sowers distributed prior to the meeting.

Mrs. Sowers reported to the Board that the Ottawa County Emergency Management Association has the ability to inform residents via voice message, email or text of emergency situations including water emergencies in any area of the county. Anyone with a landline is already entered into the system and others can sign up on the EMA website to register their number or email address.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. App to adjourn at 9:38 p.m. Meeting adjourned by unanimous vote.

July 19, 2014 Special Meeting

BOARD OF PUBLIC AFFAIRS
SPECIAL MEETING HELD JULY 19, 2014

Special meeting of the Village of Marblehead Board of Public Affairs held at the Johnson’s Island Clubhouse on Saturday, July 19, 2014 was called to order by President Robert Boytim at 10:07 a.m. Answering roll call were Mr. Boytim, Mr. George Danchisen and Mr. Lynn App.

Purpose of the meeting was to discuss the process for extending public water to Johnson’s Island.

Also present were Fiscal Officer Rhonda Botti Sowers, Water Superintendent Matt Berry, Councilman Duane Myers and CT Consultant representatives Kent Bryan and Chuck Hall.

Visitors in attendance were: Hal Clagg, Ellen Clagg, Betty Cianciola, David Miller, Bill Wos, Rose Wos, Daniels, Vince Hlavin, Dennis Notek, Linda Notek, Theresa Beyer, Bradd Rosenquist, Karen Gannon, Rick Schulz, Mary Beth Eisman, Harry Eisman, Norma Thoman, Bob Thoman Dick Holkovic, Marlene Holkovic, Dale Sirl, Sue Sirl, Rod Ford, Jeanne Ford, Paul Prestel, LeeAnn Prestel, Carmen Loparo, Bob Jablonski, Wendy Jablonski, Gary Desmond, Jackie Desmond, Todd Kroehle, Barb Kroehle, Mike Kelty, Marcia Kelty, Frank Lovell, Melinda Lovell, Virginia Tomon, Joan Sturgill, Bob Sturgill, Wayne Mohler, Lou Cardinale, Jackie Cardinale, Ken Mazer, Debi Korinek, Bert Tomon, Bob Cailor, Deb Cailor, Henry Werner, Anne Burkley, Sue Lonsway, Paul Trimarchi, Dennis Kennedy, Halle Bruening, Dan Humphrey, Jim Erickson, Michael Priebe, Shawn Breslin, Tom Borgio, Ed Carey, Vickey Carey, Steve Portik, John Bush, Bill Sharp, Frank Rozak, Joe Hutman, Roxane Al-Fayez, Ali Al-Fayez, Tom Showalter, Frank Rishe, Cindy Rishe, John Good, Pam Good, Don Izold, JoAnn Pardi, Dianne Rozak, Al Mazzeo, William Umlauf, Marilyn Umlauf, Matt Barrow, Cheryl Vickers, Karen Hritz, Mike Hritz, Susanne Tomaschek, James E. Thompson, James Scherger, David Fenn, Betty Fenn, Jim Crutchfield, Becky Hoover, Margaret Fite, Michael Fite, Matthew Ebner, Art Gouker, Catherine Gouker, J. Troxel, Thomas Handy, Kathe Serbin, Jeff Fisher, Rob Ross, Marti Neven, Mike Paglia and Bob Hruska.

Mr. Boytim distributed information regarding the project and then introduced Chuck Hall of CT Consultants who explained the proposal and projected costs. Mr. Hall advised that the costs were based on a study done by Jones and Henry in 2001. Costs have been adjusted for inflation and some of the items included in the original study have been completed by the Village and are no longer factored into the cost for the island. Based on the updated 2001 study the estimated assessment per lot would be around $8,500.

A group of property owners must petition the Board of Public Affairs of the Village of Marblehead in order to start the process of obtaining water service. Petitions need to include at least 51% of property owner’s in a contiguous proposed area to be served, according to BPA President Robert Boytim.

A lengthy question and answer period followed.

Mr. App commented that many of the questions and much of the discussion centered on the cost for this project and the fact that the cost can’t be adequately determined without a more detailed study. Mr. App moved to undertake the study by CT Consultants which the Board has previously discussed and bring the information back to the Johnson’s Island residents for consideration when the study is complete. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Kent Bryan estimated the study will take 4 to 5 months to complete.

There being no further business, it was moved by Mr. App and seconded by Mr. Danchisen to adjourn at 11:30 a.m. Motion carried by unanimous vote.

July 8, 2014

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD JULY 8, 2014

July meeting of the Board of Public Affairs was called to order at 7:00 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App.

Also present were Fiscal Officer Rhonda Botti Sowers and Water Superintendent Matt Berry. Visitor in attendance was Chuck Hall of CT Consultants.

Motion to approve minutes of the June 10, 2014 regular meeting was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $102,605.85 including June payroll was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes, Mr. Boytim-yes. Motion carried.

Preliminary plans were received for 24 proposed rental units south of the golf course at Bay Point. The Board will review the planned waterline installation for this development. Mr. Boytim asked Chuck Hall to also review the plans to see if any changes are needed in the proposed utility layout.

Mr. Boytim reminded there will be a special meeting of the Board of Public Affairs at the Johnson’s Island Clubhouse on Saturday, July 19, 2014 at 10 a.m. for the purpose of discussing the process to extend public water to the island.

Mr. App moved to approve a tap permit in the amount of $3,900.00 at 421 Bay Point Boulevard which is lot 9 in Bay Point Shores Subdivision. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes, Mr. Boytim-yes. Motion carried.

Mr. Berry announced that water production at the plant has doubled since spring. During the four day Fourth of July holiday the plant treated 1.4 million gallons of water

Mr. Berry reported that one of the low service pumps went down over the holiday weekend and will need to be replaced. He is waiting for a quote from Ohio Drilling but estimates the cost to replace the pump will be between $15,000 and $20,000. Mr. Danchisen moved to authorize the purchase of a new low service pump from Ohio Drilling at a price not to exceed $20,000. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes, Mr. Boytim-yes. Motion carried.

Mr. Berry advised that the turbidity meter on filter number one has malfunctioned. He added that both of the current turbidity meters are obsolete and can no longer be repaired. Rather than just replace one meter now he recommended replacing both at the same time. He submitted a quote from Hach in the amount of $5,766.00 total to replace and install two turbidity meters. Mr. App moved to accept the quote from Hach in the amount of $5,766.00 for two turbidity meters. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes, Mr. Boytim-yes. Motion carried.

Mr. Berry said there has been an increasing disparity between the readings on the two flowmeters indicating they need to be replaced. He presented a quote from S W Controls in the amount of $7,186 for two ABB Flowmeters. Mr. Danchisen moved to accept the quote from SW Controls in the amount of $7,186.00 for two ABB Flowmeters. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes, Mr. Boytim-yes. Motion carried.

Mr. Berry reported that one property had water turned off last month but the bill has since been paid and water service restored. The other five accounts on the shut off list were paid prior to the shut off date.

Mr. Berry also reported that the quality of the water produced over the holiday weekend was exceptionally good. There has been no problem with algae. He said the potassium permanganate which is used to control zebra mussels will help oxidize the algae if it becomes a problem.

Mr. Hall provided the Board with a quote in the amount of $1,750.00 to prepare the plans and application for an OPWC Issue II grant/loan for an Alexander Pike waterline extension which would loop the village’s water system. Application deadline will be in early September. Mr. Danchisen moved to accept the quote from CT Consultants in the amount of $1,750.00 to prepare the plans and application for an OPWC Issue II grant/loan for the Alexander Pike waterline extension. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes, Mr. Boytim-yes. Motion carried.

Mr. Hall reviewed the information that will be presented by CT Consultants at the Johnson’s Island meeting. During discussion, the Board agreed to remove the cost of the Alexander Pike waterline from the estimate for a Johnson’s Island waterline extension because the Alexander Pike line is needed for the health and safety of all village water users and should be done regardless of whether or not water is extended to the island.

Mr. App moved to return a water service deposit in the amount of $50 to Bridget Hallier. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. App moved to return an overpayment in the amount of $97.54 to Danielle Twarek. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

The Board signed acknowledgement of the June monthly financial reports which Mrs. Sowers distributed prior to the meeting.

Mr. App moved adoption of the following:

Adjustment Policy
Be it resolved by the Board of Public Affairs of the Village of Marblehead, Ottawa County, Ohio:

Section 1. That no administrative approval by the Board of Public Affairs is needed to make the following adjustments:

1. Removal of a penalty
a. For a payment receipted at the Marblehead Bank after hours on due date but not received by the billing clerk until after the penalties were calculated.
b. On an account when payment was received prior to the due date but posted to the wrong account.
c. Added twice to an account; once in penalty calculations and then again manually in error.
d. Accrued on an ACH account due to auto-draft option not being activated by the billing clerk.

2. To correct clerical errors
a. Made during account setup resulting in inaccurate billing amount (e.g.: multiplier set at other than 100, inaccurate number of units, wrong billing items, penalty option not activated).
b. Posting payments in the wrong amount or to the wrong account.

3. Human or mechanical meter reading errors.

Section 2. That administrative approval by the Board of Public Affairs is required to make the following adjustments:

1. One-time credit given to a property (meter) to adjust a substantial billing amount caused by a water leak provided the property owner requests such action in writing.

2. Application of a service deposit to an unpaid balance.

3. Delinquent amounts certified to the real estate taxes and adjusted off customer accounts.

4. Refund of amounts incorrectly billed.

Section 3. Whenever an adjustment is made, all pertinent information (e.g.: backup paperwork, written requests, memos, water usage and billing calculations) must be in the corresponding customer file to substantiate the adjustment.

Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Following up on utility billing software information presented at the June meeting, Mrs. Sowers advised that the UBMax software has a 90 day money back guarantee if the Board is not satisfied. Mrs. Sowers added that the cost of a meter reader that can store up to 1,000 meter readings and is compatible with the UBMax software is $1,445.00. Previous estimate received for Sensus touch read guns was $20,000 for two guns plus the cost of software. Mrs. Sowers also stated that another advantage of UBMax software is that it would allow customers to check their water usage and account information online and would also permit electronic bills. Cost for UBMax is $1,010.00 for the software and $395.00 annual support plus $1,445.00 for a meter reading gun. Mr. App moved to authorize switching from FundBalance to UBMax billing software. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

There being no further business, it was moved by Mr. App and seconded by Mr. Danchisen to adjourn at 9:27 p.m. Meeting adjourned by unanimous vote.

June 10, 2014

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD JUNE 10, 2014

June meeting of the Board of Public Affairs was called to order at 7:22 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App.

Also present were Fiscal Officer Rhonda Botti Sowers, Water Superintendent Matt Berry and Councilman Duane Myers. Visitor in attendance was Chris Malfara.

Motion to approve minutes of the May 13, 2014 regular meeting was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $40,027.78 including May payroll was made by Mr. App and seconded by Mr. Danchisen. Mr. Boytim noted that the Ohio Edison bills for the electricity at the water tower are being paid under protest because he feels this amount should be paid by Council from the Village General Fund rather than the Water Revenue Fund. Vote: Mr. App-yes; Mr. Danchisen-yes, Mr. Boytim-yes. Motion carried.

Bay Point Manager, Chris Malfara was present to report that the new waterline for the 10 lot Reserve at Bay Point subdivision has been installed and tested. However, 132 feet of 8 inch pipe that will replace the line providing water to the store and marina cannot be installed until after the season due to the length of time service will be disrupted. Mr. Malfara asked that the Board sign approval of the plat so Bay Point can begin selling lots with the understanding the additional waterline will be replaced after the marina closes for the season.

Mr. Danchisen moved to approve the plat for The Reserve at Bay Point, lots 1-10, located in part of Section 1, Lot 32, Firelands Survey, Village of Marblehead, Danbury Township, Ottawa County, Ohio because the new waterline has been installed and pressure tested and the remaining line that services the marina will be installed after November 2, 2014 with no escrow account required. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. App asked for clarification of the process for submitting bills to the fiscal officer. His concern was that the meeting was delayed more than 20 minutes while numerous questions were asked of the fiscal officer about regular monthly bills.

Citing a recent newspaper article Mr. App wondered what steps might be needed to protect water quality if there is a toxic algae bloom this year. Mr. Berry said he recently attended an EPA meeting at Put-In-Bay to discuss this issue and to set up water testing schedules for this year. Mr. Berry added that the depth and location of Marblehead’s intake has kept the algae from being a problem but he is prepared with additional treatment measures if algae becomes an issue.

Mr. Boytim announced there will be a special meeting at 10 a.m. on Saturday, July 19, 2014 at Johnson’s Island for the purpose of discussing the process for extending public water to the island. Representatives of CT Consultants will also be present. Mr. Boytim will take care of publishing notice of the meeting.

Mr. Berry submitted the bill from Ohio Drilling for work on the high service pump. The final bill is $6,648.00 higher than the previously approved quote of $17,000.00 due to the amount of time it took to get the original pump removed and the new pump installed. Mr. Danchisen moved to approve an additional $6,648.00 to Ohio Drilling for the new high service pump. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. App moved to return service deposits in the amount of $50.00 each to Amy Brediger, Michael A. Duffy, Jr. and David Moomaw. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Regarding questions brought up last month, Mrs. Sowers reported the Sprint/Nextel antenna on top of the water tower has now been decommissioned. The antennas and wires have been removed but the structure that held the antennas is still in place. After contacting the company that handled the decommissioning, Mr. Berry learned that this is the level of deconstruction that was authorized and Sprint has surrendered the lease site. Following discussion on whether or not the structure should be removed from the tower it was agreed that Mr. Myers will bring the matter up at the Village Council meeting on June 12.

Mrs. Sowers submitted a written request from John Miller for a one-time forgiveness at 605 E. Main Street. Mr. Miller incurred a water bill of $334.80 due to a leak and was asking a forgiveness of $304.80. This property has not previously been granted forgiveness. Mr. Danchisen moved to grant forgiveness of $304.80 for 605 E. Main Street. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mrs. Sowers reported that state auditors have recommended the Board establish a policy for making adjustments to water customer accounts spelling out which adjustments require administrative approval and which do not. She showed an example of an adjustment policy and will use this to prepare one for consideration by the Board at the July meeting.

The Board signed acknowledgement of the monthly financial reports which Mrs. Sowers distributed prior to the meeting.

Mrs. Sowers reported that because of concern about limitations of the FundBalance Software currently used for water billing, Olga Trumpower, billing clerk, has been researching other utility billing software providers. She participated in webinars for one-on-one demonstrations and, as a result, submitted information for the Board on the top four: UBMax, Starnik, USTI and CUSI. Of these four, Mrs. Trumpower recommends that the Board consider switching to UBMax which is cloud based, is considerably less expensive and has many more useable features. The Board will review the information and tabled any action to the next meeting.

After reviewing correspondence regarding her use of sick time during the last few months of her employment with the village, Mr. App moved to accept the documentation and pay Wendy Jaskulski for her entire amount of 131.6 hours of accrued but unused vacation at her final rate of pay for a total of $2,434.60. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. App to adjourn at 9:14 p.m. Meeting adjourned by unanimous vote.

May 13, 2014

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD MAY 13, 2014

May meeting of the Board of Public Affairs was called to order at 7:00 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App.

Also present were Fiscal Officer Rhonda Botti Sowers, Water Superintendent Matt Berry and Councilman Duane Myers. Visitor in attendance was Dave Gill.

Motion to approve minutes of the April 8, 2014 regular meeting was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $45,828.81 including April payroll was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes, Mr. Boytim-yes. Motion carried.

Dave Gill of Ken Gill Constructions is currently installing the waterlines for the 10 lot Reserve at Bay Point subdivision and had questions about the number of fire hydrants as well as the size and type of lines that service the existing Bay Point marina and restroom. The Board reviewed the approved plans and specifications with him.

Mr. Danchisen asked if there was any more information regarding the timeframe to apply for a grant to fund a waterline on Alexander Pike. Mrs. Sowers replied that the calendar for this year’s applications has not yet been released but the deadline for an application last year was early September. She anticipates information will be sent out in mid-June.

Mr. App advised that eight engineering firms interested in serving as Village engineer submitted qualifications. The committee he serves on will meet May 19 to begin the process of ranking the firms.

Mr. Berry said the communication line which transmits water level data from the tower to the plant was recently disabled by a lightning strike. Frontier Communication has fixed the problem. This is the fourth time in the past year that communication has been disrupted due to weather related problems. He is looking into a digital system that will not be dependent on a phone line.

Mr. Berry reported that Sprint Nextel has removed their antennas and wires from the water tower. The steel antenna structure is still on the tower. The Board asked him to find out about getting this removed.

Solomon Diving recently videotaped the intakes and took measurements for installing lids on the cribs.

Mr. Berry reported water production loss in April was up slightly due to scheduled hydrant flushing.


Mr. Danchisen moved to order 60 Sensus iPERL touch read meters from HD Supply Waterworks at a cost of $9,475.20. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry said he is getting quotes for routine tower inspection. So far he has contacted Pittsburg Tank and Dixon Engineering for quotes.

Mr. Berry also reported the new VFD has been installed and is working well; the low service pumps are doing fine; Jeep will be at the plant on Friday and will bring the bill for the work last fall on the high service pump; the clarifiers are working well; and the sludge basin is being pumped about once a month.

Mr. Berry said he just signed up to participate in a study by OSU of sludge from plants that draw water from the western basin of Lake Erie.

Mr. App asked if there has been any resolution yet regarding Wendy Jaskulski’s use of sick and vacation time. Mrs. Sowers said she has been in contact with Mrs. Jaskulski but is still looking into the matter.

The Board agreed it was not necessary to pay the cost of a stop payment before voiding and reissuing the April electric payment to Ohio Edison.

The Board signed acknowledgement of the monthly financial reports which Mrs. Sowers distributed prior to the meeting.

Mr. Myers said the Danbury Fire Department has asked for permission to use the water tower for training in rappelling. He said Council has authorized the use provided the township assumes responsibility for damages and each participant signs a release of liability. The BPA agreed to the use provided the damage and release of liability forms are executed.

There being no further business, it was moved by Mr. App and seconded by Mr. Danchisen to adjourn at 8:43 p.m. Meeting adjourned by unanimous vote

April 8, 2014

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD APRIL 8, 2014

April meeting of the Board of Public Affairs was called to order at 7:20 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App.

Also present were Fiscal Officer Rhonda Botti Sowers, Water Superintendent Matt Berry and Councilman Duane Myers. There were no visitors in attendance.

Motion to approve minutes of the March 11, 2014 regular meeting with a correction following the executive session to state Mr. Boytim reconvened the regular meeting at 9:08 p.m. was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve minutes of the March 26, 2014 special meeting was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $36,499.38 including March payroll was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes, Mr. Boytim-yes. Motion carried.

Mr. Danchisen said a portion of the Mack property on Bayshore Road was recently listed for sale. This property received an agricultural deferment from assessments when the waterline was installed. This assessment will be recovered when the property is developed.

Mr. Boytim asked that a note be placed on the next water bill to remind property owners that all buildings adjacent to a street in the village need to display the address numbers.

Mr. App asked the timeframe for submitting grant/loan applications for an Alexander Pike waterline extension. Mrs. Sowers said she did not yet have that information.

Mr. Boytim submitted a quote from CT Consultants in the amount of $25,930.00 for a Johnson Island Water Distribution Feasibility report. He said a result of meetings island property owner John Good has had with the various homeowner associations to discuss extending water is that the homeowners want a current cost estimate. Mr. App asked if there is enough interest among the island owners to justify this expense. Mrs. Sowers said she is not certain there is enough money appropriated for engineering to pay this cost. A lengthy discussion followed. Before any decisions are made the Board will check to see what the limit is for awarding an engineering contract without advertising for RFQs.

Mr. Danchisen moved to return a water service deposit in the amount of $50 to Deb Zacharian. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry stated there was a 15% water production loss in March.

Mr. Berry reported that prior to learning the frozen water line at 1005 Prairie was on the village’s side of the meter, Dorothy Malfara incurred a bill of $175.00 from Starcher Enterprises trying to locate the source of her water loss. Mr. Berry asked that the Board pay this expense. Mr. App moved to pay Starcher Enterprises $175.00 for work done at 1005 Prairie Street. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry said he hopes conditions will be favorable soon to have Solomon Diving back to get lids on the intake cribs.

Following discussion at the last meeting regarding replacement of the front and rear entry doors at the water plant, Mr. Berry submitted quotes from Tritch in the amount of $6,800.00 and from Koch Aluminum in the amount of $3,750.00. He also contacted Erie Shore Builders and Windows but did not receive a quote. After comparing the quotes carefully Mr. App moved to accept the quote from Koch Aluminum in the amount of $3,750.00 for replacement doors and sidelights. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry reported that everyone on the most recent shut off list has paid except for one out-of-state owner who is sending the payment.

Mr. Danchisen moved to go into executive session at 8:24 p.m. to discuss employment of a public employee. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Boytim reconvened the meeting at 8:37 p.m.

Mr. Danchisen moved to appoint Joseph Gast to the position of water operator in training. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

There being no further business, it was moved by Mr. App and seconded by Mr. Danchisen to adjourn at 8:39 p.m. Meeting adjourned by unanimous vote.

March 26, 2014

BOARD OF PUBLIC AFFAIRS
SPECIAL MEETING HELD MARCH 26, 2014

President Robert Boytim called the special meeting to order at 6:30 p.m. Answering roll call were Mr. Boytim, Mr. George Danchisen and Mr. Lynn App.

Purpose of the meeting was to consider the appointment or employment of a public employee.

Mr. App moved to go into executive session at 6:30 p.m. for the purpose of interviewing candidates for possible employment as a public employee. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Boytim reconvened the meeting at 8:15 p.m.

No action was taken following the executive session.

There being no further business, it was moved by Mr. App and seconded by Mr. Danchisen to adjourn at 8:16 p.m. Motion carried by unanimous vote.

March 11, 2014

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD MARCH 11, 2014

March meeting of the Board of Public Affairs was called to order at 7:00 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App.

Also present were Fiscal Officer Rhonda Botti Sowers and Water Superintendent Matt Berry. There were no visitors in attendance.

Motion to approve minutes of the February 11, 2014 regular meeting was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $33,385.89 including February payroll was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes, Mr. Boytim-yes. Motion carried.

Mr. Danchisen said he feels the Board should pursue a grant to fund a waterline on Alexander Pike. The Board will check into requirements and deadlines to apply this year.

Mr. App asked about progress on the policy review. Mr. Berry and Mrs. Sowers said it is still in
process.

Mr. Berry reported the floor painting has been completed and other painting is now being done in the water plant.

Mr. Boytim said aside from waterlines that froze under the road at 1005 Prairie and 1010 Church there have been relatively few problems caused by the severe winter weather.

Mr. Berry advised that everyone on the most recent shut off list has paid and extended thanks to billing clerk Olga Trumpower for her timeliness in addressing past due accounts.

The bill for work Ohio Drilling did on the low service pump came in at $12,444 which is $1,444 over the estimate of $11,000. Mr. Berry said there were additional parts that needed to be replaced during the work which caused the increase. Mr. App moved to approve an additional $1,444.00 to Ohio Drilling for work on the low service pump. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry received a request from Kristen Eiermann for a one-time forgiveness to waive $815.05 from her water bill at 157 Alexander Pike. The large bill resulted from frozen pipes at her home. This property has never been granted a waiver. Mr. Danchisen moved to authorize a one-time credit in the amount of $815.05 for 157 Alexander Pike. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry reported there was a 13% water production loss in February. Part of that was from the frozen lines on Prairie and Church.

Mr. App moved to accept a quote from AT Emmett for a new Allen Bradley Power Flex 400 VFD (variable frequency drive) for the high service pump at a cost of $3,999 plus $580 to install. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry received a quote from Tritch to replace both entry doors at the water plant for a total cost of $6,800. Before making a decision, the Board asked that he obtain other quotes.

Mr. Danchisen moved to return a water service deposit in the amount of $50 to Scott Hendricks. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mrs. Sowers advised the Board that Village Council will be seeking requests for qualifications from engineering firms. This is the first step in the process to appoint a village engineer.

Mr. Danchisen moved to go into executive session at 8:27 p.m. to discuss employment of a public employee. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Boytim reconvened the meeting at 9:08 p.m.

There being no further business, it was moved by Mr. App and seconded by Mr. Boytim to adjourn at 9:08 p.m. Meeting adjourned by unanimous vote.

February 11, 2014

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD FEBRUARY 11, 2014

February meeting of the Board of Public Affairs was called to order at 7:00 p.m. Answering roll call were Mr. Robert Boytim and Mr. George Danchisen.

Mr. Danchisen moved to excuse Mr. Lynn App. Second by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Also present were Fiscal Officer Rhonda Botti Sowers and Water Superintendent Matt Berry. There were no visitors in attendance.

Motion to approve minutes of the January 14, 2014 regular meeting was made by Mr. Danchisen and seconded by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve minutes of the January 28, 2014 special meeting was made by Mr. Danchisen and seconded by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $49,249.97 including January payroll was made by Mr. Danchisen and seconded by Mr. Boytim. Vote: Mr. Danchisen-yes, Mr. Boytim-yes. Motion carried.

Mr. Berry advised that the number of delinquent water accounts has decreased. Mrs. Sowers said it would be helpful if the policy were updated to clarify the procedure for shut offs. She asked that the Board reviewing, updating and consolidating all of the water policies into a single document that can be posted online so that they are readily accessible to water customers.

Mr. Berry reported there was an 18% water production loss last month. He added that extreme temperatures resulted in some frozen lines but no major problems. The deep snow also caused his staff to have to estimate many of the meter readings last month.

Mr. Danchisen moved to return a water service deposit in the amount of $50 to Jessica Garrard. Second by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mrs. Sowers advised that TMACOG is sponsoring a training at Owens Community College on March 7 entitled “Containing Costs at Your Water/Sewer System.” The training will be conducted by the Ohio Rural Community Assistance Program (RCAP) and is designed for both public officials and utility personnel.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. Boytim to adjourn at 8:21 p.m. Meeting adjourned by unanimous vote.

January 28, 2014 Special Meeting

BOARD OF PUBLIC AFFAIRS
SPECIAL MEETING HELD JANUARY 28, 2014

President Robert Boytim called the special meeting to order at 11:00 a.m. Answering roll call were Mr. Boytim and Mr. George Danchisen. Mr. Lynn App was absent. Mr. Danchisen moved to excuse Mr. App. Second by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Also present at the meeting were Fiscal Officer Rhonda Botti Sowers and Water Superintendent Matt Berry.

Purpose of the meeting was to authorize advertising to fill a vacancy at the water plant.

Mr. Danchisen moved to advertise for applicants to fill a vacancy at the Marblehead Water Treatment Plant for an entry level position. Second by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

The Board agreed to accept resumes of interested persons until 5 p.m. on February 28, 2014.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. Boytim to adjourn at 11:10 a.m. Motion carried by unanimous vote.

January 14, 2014

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD JANUARY 14, 2014

January meeting of the Board of Public Affairs was called to order at 7:00 p.m. Answering roll call were Mr. Robert Boytim and Mr. George Danchisen.

Mr. Danchisen moved to excuse Mr. Lynn App. Second by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Also present were Fiscal Officer Rhonda Botti Sowers, Water Superintendent Matt Berry and Councilman Duane Myers. There were no visitors in attendance.

After reviewing minutes of the December 10, 2013 regular meeting, Mr. Boytim noted they should be amended to state that Johnson’s Island property owner John Good was also in attendance at the December 7 informational meeting. Motion to approve minutes of the December 10, 2013 regular meeting as amended was made by Mr. Danchisen and seconded by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $61,007.04 including December payroll was made by Mr. Danchisen and seconded by Mr. Boytim. Vote: Mr. Danchisen-yes, Mr. Boytim-yes. Motion carried.

Mr. Boytim reported that rates for the Ottawa County Regional Water system went up 5% in January.

Mr. Boytim advised that he and Chuck Hall of CT Consultants and Johnson’s Island resident John Good will be meeting January 15 to continue discussion on the possibility of extending water to the island. Mr. Boytim said it is likely the Board will need to have a new engineering study done for a more accurate cost analysis.

EPA has approved the drawings for the new Bay Point subdivision waterline. CT Consultants has not yet completed its review of the plans.

Mr. Berry reported there was a 15% water production loss last month. The number will be up next month due to waterline breaks which resulted from sub-zero temperatures.

The low service pump was installed and is now in operation and packing was replaced on the other pump. Mr. Berry said there is a problem with the variable frequency drive on the new high service pump which is causing it to not work properly with the remote controls. He called AT Emmett Electric to diagnose the problem.

The water withdrawal report, which tracks the volume of water drawn from the lake, has been completed and submitted to the Ohio Department of Natural Resources.

Mr. Berry submitted a letter of resignation from water operator Wendy Jaskulski effective February 28, 2014. She and her family have relocated to Lakewood. Mr. Danchisen moved to
accept with regret the resignation tendered by Wendy Jaskulski. Second by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Discussion followed on options for filling the vacancy. Mr. Berry suggested the Board look at hiring an entry level employee who would have two years to complete the class one license requirement. The Board will look through applications on file before making any decisions on how to proceed.

Notices were sent to residents/owners of 10891 E. Bay Point Dr. #802, 10730 E. Bayshore Rd., 1321 Epworth Lane, 139 Glacial Lane, 726 W. Main St., 301 Perry St., 701 Poplar Ave and 314 Stone St. advising that service will be shut off if payment is not received by January 20. Payment has been received for 10730 E. Bayshore and 1321 Epworth.

Mr. Berry suggested the Board consider replacing the front and rear entry doors at the water plant to stop heat loss. Both are of single pane glass and are not energy efficient.

Mr. Danchisen moved to return water service deposits in the amount of $50 each to Cindy Groetz as well as to Patrick and Treva Donnely. Second by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mrs. Sowers reported that notices went out with water bills in January to announce the start of automatic bill paying where customers can sign up to have payments automatically deducted from their bank account. To date requests have been received from 53 water users to enroll in this service.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. Boytim to adjourn at 7:44 p.m. Meeting adjourned by unanimous vote.

December 10, 2013

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD DECEMBER 10, 2013

December meeting of the Board of Public Affairs was called to order at 7:07 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App. Also present were Fiscal Officer Rhonda Botti Sowers and Water Superintendent Matt Berry. There were no visitors in attendance.

Motion to approve minutes of the November 12, 2013 regular meeting as submitted was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $27,122.53 including November payroll was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes, Mr. Boytim-yes. Motion carried.

Mr. App asked about budgeting for next year. Mrs. Sowers distributed reports she had prepared for the Board to review regarding next year’s budget. She pointed out that through November of 2013 water receipts have exceeded expenditures in large part due to increased revenue from tap fees and a reduction in overtime costs. The Board had a lengthy discussion regarding budget items for 2014. Mr. Berry stated that all pumps have been repaired/replaced and there are no major maintenance or upgrade projects he anticipates for next year. He added that a long range goal would be to extend a waterline across Alexander Pike in order to loop the waterline system. Prior estimate for this project was approximately $1,000,000.00.

Mrs. Sowers advised the Board that the new billing clerk recently discovered several instances where properties in the village were sold yet water bills continued to go to the former property owner as well as the new owner. She provided a list of those persons who are due refunds for overpayments as well as a list of those who are eligible for a refund of their water service deposits. Mr. Danchisen moved to authorize a refund of overpayments to James Clark, $100.00; Frank Trem, $60.00; Jered Fleming, $5.40; and Roberta Gibson-Watson, $60.00; and service deposit refunds in the amount of $50.00 to Jered Fleming, $50.00 to Bradley and Ryan Haire and $50.00 to John and Annette Lipaj. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Boytim reported on a meeting he and Chuck Hall of CT Consultants met December 7 with John Good and representatives of one of the property owner associations on Johnson’s Island to discuss the procedure and possible cost of extending water to the island.

Mr. App moved to approve tap applications in the amount of $3,900.00 each for ¾” lines at 156 Cove Court, 152 Cove Court, 148 Cove Court, 144 Cove Court, 133 Cove Court and 134 Bay Breeze and $11,123.00 for a 1½” line at Bay Point. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. App moved to authorize payments to the Ohio EPA in the amount of $180.00 for the annual discharge permit and $1,240.32 for the annual operating permit. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. App moved to authorize payment of $295.00 to the American Water Works Association (AWWA) for the annual membership dues. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry reported there was a calculated production loss caused by a waterline break on Main Street near the conveyor. The break has been fixed.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. App to adjourn at 8:54 p.m. Meeting adjourned by unanimous vote.

November 12, 2013

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD NOVEMBER 12, 2013

November meeting of the Board of Public Affairs was called to order at 7:00 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App. Also present were Fiscal Officer Rhonda Botti Sowers and Water Superintendent Matt Berry. There were no visitors in attendance.

Motion to approve minutes of the October 8, 2013 regular meeting as submitted was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $94,998.31 including October payroll was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes, Mr. Boytim-yes. Motion carried.

Following review of the preliminary plat for the 10 lot Reserve at Bay Point subdivision, Mr. Danchisen moved to submit the plans to CT Consultants for an engineering review of the proposed waterline with the cost to be paid by the developer. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Boytim and Chuck Hall of CT Consultants plan to meet December 7 with representatives of the various property owner associations on Johnson’s Island to discuss the possibility of extending water to the island.

Mr. App moved to approve tap applications in the amount of $3,900.00 each at the following locations: 527 E. Main, 413 Bay Point, 425 Bay Point, 465 Bay Point and 429 Bay Point. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry reported that Charles Rodenfels, 1305 Harsh Rd. has asked for a one-time forgiveness of the water bill for this property. A water break under the house caused a use 79,400 gallons and a bill of $993.93 instead of the normal $30.00 for the month. The break was discovered when meters were being read and the water was shut off at that time to stop the flow until the leak could be repaired. Mr. Danchisen moved to approve a one-time forgiveness of the water bill for 1305 Harsh Rd. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Solomon Diving returned to complete the work of removing A temporary plug and inspecting the intakes. Because of additional time needed for inspection and cleaning the cost exceeded the original estimate by $175.00. The board agreed to authorize the additional amount which brought the total to $2700.00 for this work.

Mr. Berry stated the inspection of the intakes revealed there are no tops on the cribs. The original plans showed hinged stainless steel tops were to be installed on the concrete intake cribs.
He said stainless steel lids could be fabricated but pointed out that the Board might want to consider copper clad lids because they repel zebra mussels which can clog intakes. Following discussion of the various options Mr. Danchisen moved to authorize Mr. Berry to spend up to $7,000.00 for the cost of divers and covers for the two intake structures. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry reported a calculated production loss last month caused by a waterline break at Landing Lane. That break has been fixed.

Payments were received from residents of 105 Cherry and 302 James prior to the shut off date. Payment was also received from Barb Monak for the property at 504 Ottawa Street and the lien has been removed.

Mrs. Sowers said the water billing will be moved from the water plant to the clerk’s office at the town hall in the near future. Payments can still be made at the water plant and customer information will be available there as well. Payments can also still be made at the Marblehead Bank and automatic bill pay should be available early next year. Mailing address for bills will be switched to the village’s post office box due to the fact that carrier delivery is not being received until mid or late afternoon.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. App to adjourn at 8:45 p.m. Meeting adjourned by unanimous vote.

October 8, 2013

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD OCTOBER 8, 2013

October meeting of the Board of Public Affairs was called to order at 7:00 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App. Also present were Fiscal Officer Rhonda Botti Sowers, Water Superintendent Matt Berry and Councilman Duane Myers. Visitors in attendance were Steve Monak, Barb Monak and Jeff Yoder.

Motion to approve minutes of the September 10, 2013 regular meeting as submitted was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $44,334.24 including September payroll was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes, Mr. Boytim-yes. Motion carried.

Barb Monak was present to discuss a lien that was filed against property she owned at 504 Ottawa St. The lien resulted from water bills not paid by her tenants. She recently sold the property and will pay the lien but asked that some consideration be given by the Board to reduce late fees that accrued. The total lien is in the amount of $642.03 and she estimated around $300.00 of that amount was from late fees. Mr. Boytim asked if Mrs. Monak was aware that the bills weren’t being paid. Mrs. Monak said she received copies of the bills each month from the water department. Mr. Boytim said the Board will discuss it and let her know. She added that she needs to take care of this prior to October 31 in order to decertify the lien so that it will not be billed to the new property owner.

Jeff Yoder of Poggemeyer Design Group was present to discuss the preliminary plat for a new 10 lot subdivision, The Reserve at Bay Point. Mr. Yoder said the plat received tentative approval from the Village Planning Commission contingent upon BPA approval of the waterlines. Mr. Yoder said the new line to service the lots will be an 8” line. Questions arose regarding the status of existing 6” inch lines in the area of the marina. A lengthy discussion followed. Mr. App moved to approve the subdivision plans submitted by Poggemeyer Design Group for The Reserve at Bay Point with a change to extend an 8” waterline to just north of the existing service tap at the marina and install a fire hydrant at that location. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

The Board reviewed the information submitted earlier in the meeting by Barb Monak. Following discussion it was determined that late fees from unpaid water bills at 504 Ottawa Street accrued in compliance with billing policies and notice of the past due amounts was sent to both the tenant and owner of the property. Mr. Danchisen moved to not discount the amount of the lien owed for water at 504 Ottawa Street. Mr. App seconded the motion. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry reported that divers from Solomon Diving were recently at the plant to clean the clear well of sediment and also to install a plug in the 10” line prior to removing the high service pump. The divers will return when it is time to remove the plug and will also inspect the intake cribs at that time.

Mr. App moved to ratify the quotes from Solomon Diving in the amount of $3,050.00 for clear well cleaning and plug and $2,525.00 for plug removal and intake inspection. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry advised that Ohio Drilling replaced a motor on one of the raw intake pumps when it failed recently and provided a loaner until the new one could be installed. Cost for this work was $5,426.00. Ohio Drilling also submitted a price of $11,000.00 to replace the intake pump.

Mr. App moved to ratify the quote of $5,426.00 from Ohio Drilling for replacement work done July 31 on the intake pump motor. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Danchisen moved to accept the quote from Ohio Drilling in the amount of $11,000.00 for replacement of a raw intake pump. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Danchisen moved to approve a tap application in the amount of $3,900.00 at 162 Bay Breeze Rd. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry recommended the Board not renew the service plan with HACH because water plant personnel are capable of doing the work. Cost of the plan is $4,600.00 annually. The Board agreed with this recommendation.

Wendy Jaskulski has received her Class I Operator certificate and will be taking the Class II test next month. Dan Bond recently passed his Class II test and now needs three years of on the job experience before he is eligible to test for Class III.

Notices were sent to residents of 105 Cherry and 302 James advising that water service will be shut off if payment is not received by Monday, October 14.

Mr. Berry stated he found a brand new high service pump, still in a shipping crate, stored in the barn. He hopes to use this pump to replace the old high service pump which will save a considerable amount of the cost.

There being no further business, it was moved by Mr. App and seconded by Mr. Danchisen to adjourn at 8:38 p.m. Meeting adjourned by unanimous vote.

September 10, 2013

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD SEPTEMBER 10, 2013

September meeting of the Board of Public Affairs was called to order at 7:00 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App. Also present was Water Superintendent Matt Berry. There were no visitors in attendance.

Fiscal Officer Rhonda Botti Sowers was excused. Mr. App was appointed to take the minutes.

Motion to approve payment of bills in the amount of $33,088.07 including August payroll was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes, Mr. Boytim-yes. Motion carried.

Motion to approve minutes of the August 13, 2013 regular meeting as submitted was made by Mr. App and seconded by Mr. Danchisen. Mr. Boytim questioned the Board’s action on August 13 to authorize the part-time billing/records clerk to do billing and accounting work for the water department. Mr. Boytim feels the 4 person staff at the department can handle the billing without any help. Mr. Boytim moved to rescind the approval. Motion died for lack of a second. Mr. Boytim also questioned why the BPA cannot charge the Village for fire hydrant flushing and maintenance. Mr. Boytim directed Mr. Berry to send the latest invoices for this work back to the Village for payment. Vote on the original motion to approve the August 13 minutes resulted as follows: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-no. Motion carried.

Motion was made by Mr. Danchisen and seconded by Mr. App to return service deposits in the amount of $50 each to: Danielle Twarek, Amjad Soussou, John Fletcher, April Huntington, Peter Van Runkle and Lisa Shannon. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry submitted three bids for replacement of the furnace in the water plant. Bids received were in the amount of $2,960.00 from Bell Heating, $2,982.50 or alternate choice of $2,718.80 from Ohler and Holzhauer, and $2,686.00 from Starcher Enterprises. Motion was made by Mr. App and seconded by Mr. Danchisen to award the contract to Starcher Enterprise, for the lowest and best bid which was in the amount of $2,686.00. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried. Mr. Berry was asked to notify all bidders of the results and to schedule the work.

Mr. Berry distributed copies of the August 21, 2013 letter he sent to the EPA in response to their July 16, 2013 survey. Mr. Berry will look into revising the backflow ordinance to meet EPA requirements.

Discussion was held on information received in an Aug 26 e-mail from engineering consultant Chuck Hall regarding projected costs and ensuing assessment to residents of Johnson’s Island for provision of Village water. Mr. Boytim has discussed this information with Mr. Good, Johnson’s Island representative, who discussed it with the three property owners associations on the island. Mr. Good will set up a meeting to be attended by Johnson’s Island representatives and Board of Public Affairs members.

Motion was made by Mr. Danchisen and seconded by Mr. App to renew membership in the Ohio Rural Water Association at the $300/year level. Vote: Mr. Danchisen-yes; Mr. App-yes; Mr. Boytim-yes. Motion carried.

Following review of a plat to create a road right-of-way extending west from Lifeboat Lane north of Clemons Cemetery to service 2 properties, Mr. App moved to approve the plat. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Danchisen moved to approve a tap application in the amount of $3,900.00 at 409 Bay Point Blvd. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Four 30 day notice letters were sent regarding failure to make payment for water service at 105 Cherry, 302 James, 10730 E. Bayshore Road, and 1305 Epworth Lane. The last two resulted in payment in full and the first two had no response to date.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. Boytim to adjourn at 8:52 p.m. Meeting adjourned by unanimous vote.

August 13, 2013

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD AUGUST 13, 2013

August meeting of the Board of Public Affairs was called to order at 7:00 p.m. Answering roll call were Mr. George Danchisen and Mr. Lynn App. Also present were Fiscal Officer Rhonda Botti Sowers, Water Superintendent Matt Berry and Councilman Duane Myers. Visitor in attendance was Roberta Acosta of the Ohio Rural Community Assistance Program.

Mr. Danchisen moved to excuse Mr. Robert Boytim. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes. Motion carried.

Motion to approve payment of bills in the amount of $39,005.40 including July payroll was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes. Motion carried.

Motion to approve minutes of the July 9, 2013 regular meeting as submitted was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes. Motion carried.

Roberta Acosta of Ohio Rural Community Assistance Program submitted a budget review calculated from 2012 water production information. Based on those numbers she determined that it costs approximately $9.15 to produce 1,000 gallons of water and also noted that annual debt service amounts to $18.41 per household per month. Discussion followed on a number of unique factors last year that contributed to those numbers including a waterline break that wasn’t located and fixed until early this year. The Board felt a number of these issues have been addressed and Ms Acosta volunteered to do another study early next year for a comparison. In addition, the Board agreed they would like to have RCAP prepare a capital improvement plan for the water department. There is no cost for this service.

Mr. Berry advised he is still waiting for a third quote to replace the furnace in the water plant and should be able to have all of them ready for the Board’s consideration in September.

Mr. Berry reported one of the raw intake pumps failed recently. Ohio Drilling provided a loaner motor. He is now comparing whether to replace it with a re-built or a new motor. The Board agreed to replace with a new motor if there is not a large price difference.

Mr. Berry went over results of the recent EPA inspection. Some of the items have already been addressed. Mr. Berry will respond to the EPA letter within 30 days.

The Board received notice that Verizon wireless would like to upgrade equipment on the rail surrounding the water tower. Mr. Danchisen advised that Council will need to approve this work because they are the lease holder.

Mrs. Sowers submitted an opinion letter from the village solicitor stating the Ohio Revised Code prohibits a Board of Public Affairs from charging for fire hydrant flushing and maintenance.

Mrs. Sowers said when Bob Biers retired at the end of last year, water operator Wendy Jaskulski took on responsibility for doing the water billing. Mrs. Jaskulski has indicated this arrangement is not working well due to the amount of time the billing and accounting requires. Mrs. Sowers informed the Board that Council has authorized the creation of a part-time position for a billing/records clerk to work under the supervision of the Fiscal Officer and asked if the BPA would consider authorizing this new employee to also do water billing. Mr. Danchisen noted that up until 2 years ago the water department had a billing clerk. Mr. Berry pointed out that when Mrs. Jaskulski is doing billing she is not earning practical hours toward her water licensing which is a disservice to a water operator.

Mr. App moved to authorize the part-time billing/records clerk to do billing and accounting work for the water department with the hours worked at the water department paid from the water revenue fund. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes. Motion carried.

There being no further business, it was moved by Mr. App and seconded by Mr. Danchisen to adjourn at 8:25 p.m. Motion carried by unanimous vote.

July 9, 2013

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD JULY 9, 2013

July meeting of the Board of Public Affairs was called to order at 7:14 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App. Also present were Fiscal Officer Rhonda Botti Sowers and Water Superintendent Matt Berry. Visitor in attendance was John Good.

Motion to approve minutes of the June 11, 2013 regular meeting as submitted was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $83,576.59 including June payroll was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

John Good, a property owner on Johnson’s Island, was present to express interest in and learn the procedure for extending public water to the island. One of his frustrations is the cost and inconvenience of having water hauled to his home. Mr. Boytim and Mr. Danchisen provided information and stressed that the first step is to obtain signatures of at least 51% of the island property owners on a petition requesting public water from the village.

In response to a question from Mr. App, Mrs. Sowers stated that Roberta Acosta of Ohio Rural Community Assistance Program does not yet have the information on a rate study together but hopes to have it ready for the August meeting.

Mr. Boytim reported that Dick Duncan contacted him with concerns about the increased water usage at Pointe Falls condominium development. Mr. Boytim advised this entire development receives a single bill for all 70 owners. Discussion followed on the advisability of having individual meters for each unit.

Mr. App asked if action is required for preliminary engineering to provide waterlines to Johnson’s Island. Mr. Boytim will talk to Chuck Hall at CT Consultants.

Mr. Boytim asked what will happen with the fire station now that the village no longer has a fire department. Mrs. Sowers explained that the village will retain ownership of the building and will continue to insure it and pay for utilities. A portion will be leased to the township fire department for use as an unmanned station.

Mr. Berry explained that after consultation with the village solicitor it was determined that if surplus property is obsolete or unfit for use it can be discarded or salvaged without advertising. Mr. App moved to declare the obsolete meters, motors and fire hydrants unfit for use and authorize them being sold for scrap. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry will obtain quotes to replace the furnace in the water plant.
Mr. Berry said that CT Consultants has determined the filters are embedding fines which is the cause of recent problems. It was suggested the filters be backwashed every 60 hours instead of every 150 hours. Mr. Berry said he will try some deep cleaning methods this fall.

Mr. Berry reported the water loss percentage last month was down to 14.02%.

Mr. Danchisen moved to approve tap permits in the amount of $3,900 each to Sandvick Builders for 136 Cove Court and 140 Cove Court. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry advised he has not yet received the final report from the recent EPA inspection but added that he has already corrected one item noted which was to vent the chemical feeds.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. App to adjourn at 8:42 p.m. Motion carried by unanimous vote.

June 11, 2013

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD JUNE 11, 2013

June meeting of the Board of Public Affairs was called to order at 7:00 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App. Also present were Fiscal Officer Rhonda Botti Sowers, Water Superintendent Matt Berry and Councilman Duane Myers. Visitors in attendance were Ann DeHaven, Amy Ballinger and Roberta Acosta.

Motion to approve minutes of the May 14, 2013 regular meeting was made by Mr. App with a correction in the fifth paragraph to state Mr. Boytim rather than Mr. Danchisen. The motion was seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $27,095.26 including May payroll was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Ann DeHaven and Amy Ballinger were present to discuss their property at 106 and 110 Lakeshore. They are working with the Planning Commission to split the property into two separate parcels and will also have to separate the water connection so that each house has its own meter. Mr. Berry explained the procedure and costs.

Roberta Acosta of the Ohio Rural Community Assistance Program (RCAP) was present at the invitation of Water Supt. Berry, to provide information on programs her agency offers to small communities for water and sewer projects. Among the services offered the Board expressed interest in the rate study as well as asset management. Many of the services are offered at no cost but some, including a full rate study, are fee based. Ms. Acosta agreed to review preliminary information to see if a complete rate study is needed.

Mr. Danchisen reminded the Board there were issues with the heating system at the water plant and recommended the Board obtain quotes for a new furnace by August so the work can be done before winter.

Mr. Berry announced Dan Bond has received his Class II operator license and Wendy Jaskulski has filled out paperwork to test for her Class II license. Mr. Danchisen moved to authorize payment of $120.00 to pay for Mrs. Jaskulski’s Class II test. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. App reported that he continues to compare monthly expenses and water production in an effort to determine an accurate cost per gallon for treated water.

Mr. Berry advised that he submitted current water rate information to the Ohio EPA for the most recent Sewer and Water Rate Study. Once compiled the rates for all communities in the state are available on the EPA website.

Citing last month’s water production data Mr. Berry pointed out that water loss is down to just 11.59% of the total produced. He said all locations in the village are now metered and added that usage at the Town Hall and Fire Station, where meters were recently installed, was 2600 gallons and 600 gallons respectively last month.

Mr. Berry submitted quotes in the amount of $29,673.00 from North Shore Pump and Equipment and $17,000.00 from Ohio Drilling for replacement of the high service pump. Mr. App moved to accept the quote from Ohio Drilling in the amount of $17,000.00. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry said the valve in front of the plant has been replaced. Another will be replaced in the area of the water tower later this summer.

Discussion was held on disposal of obsolete equipment. An inventory of items will be compiled so they can be declared surplus.

Water Rate Schedule
Mr. App moved to adopt the following, effective immediately:

Be it resolved by the Board of Trustees of Public Affairs, Village of Marblehead, Ottawa County, Ohio:

Section 1. That in order to pay expenses of conducting and managing the Water Works utility of the Village of Marblehead, the following rates for water service are hereby established, the same to be effective from and after the date on which the services of said utility become available to the users thereof:

Schedule “A” Water Rates – Residential – Monthly Charge

1. A minimum of $27.00 will be charged for use of 3,500 gallons or less during the preceding month. The minimum will apply whether property is occupied or not.

2. The charge for any amount over 3,500 gallons will be $0.0127 per gallon in addition to the $27.00.

3. A special assessment of $3.00 per month for Repair and Improvement will be charged in addition to the above rates for water usage.

Schedule “B” Water Rates – Residential – Multiple Units

1. The rate for multiple residential units serviced by one meter shall be the rate set forth in Schedule “A” multiplied by the number of units. To arrive at the charge to be applied to each unit, the total water metered is to be divided by the number of units and the appropriate rate then used.

Schedule “C” Water Rates – Commercial, Industrial or Institutional

1. Commercial, Industrial or Institutional users shall pay the rate set forth in Schedule “A” and/or Schedule “B” hereof.

Schedule “D” Service Outside the Corporation Limits

1. The rate for water service furnished to users located outside the corporation limits of the Village of Marblehead shall be $5.56 per 1,000 gallons or a rate agreed to by the Marblehead Village Council and the Board of Trustees of Public Affairs.

Schedule “E” Tank Truck Rates

1. Tanks up to 500 gallons (minimum) – $6.00
2. Tanks from 501 to 1,000 gallons - $10.70
3. Tanks from 1,001 to 2,000 gallons - $18.00 (rev. 6/11/2013)
4. Tanks over 2,000 gallons shall be $0.50 per 100 gallons additional (rev. 6/11/2013)

Section 2. Meters shall be read monthly and the bill shall be rendered on the first day of each calendar month. Bills are to be paid by the 20th day of each month after billing. A penalty of 20% will be added to bills not paid by the due date.

Section 3. This resolution regulating rates shall supersede all other resolutions regulating rates which were passed prior to the effective date of this resolution.

Section 4. The Marblehead Bank is the only collection agency at which payment for water service can be made. When a bill is presented for payment the stub is stamped by the bank showing the date such payment was honored. This is the official date of payment and any bill stamped after the 20th day of the month will accrue the 20% penalty. Payments via night deposit cannot be honored until the next day of business as shown by the bank stamp.

Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Tap Fees
Mr. Danchisen moved to increase tap fees as follows: ¾” tap, $3,900.00; 1” tap, $5,977.00; 1½” tap, $11,123.00; 2” tap, $17,323.00; 4” tap, $52,577.00; 6” tap, $104,123.00; and 8” tap, $166,123.00; effective immediately. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mrs. Sowers provided additional information to the Board regarding automatic bill pay for water customers. She said it will take a little time to get things set up but will cut time and expense once it is implemented. Mr. App moved to proceed with automatic bill pay. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

There being no further business, it was moved by Mr. App and seconded by Mr. Danchisen to adjourn at 8:35 p.m. Motion carried by unanimous vote.

May 14, 2013

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD MAY 14, 2013

May meeting of the Board of Public Affairs was called to order at 7:00 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App. Also present were Fiscal Officer Rhonda Botti Sowers and Water Superintendent Matt Berry.

Motion to approve minutes of the April 9, 2013 regular meeting was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $61,275.49 including April payroll was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Danchisen moved to return service deposits in the amount of $50 each to Krystyn Perry and David Redett. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Boytim noted that 4 hydrants installed during the phase II water replacement have not yet been painted and asked that this be done.

Following discussion on water rates at the April meeting, Mr. Berry obtained bulk rates from other water providers in the area. Bulk water rate in Port Clinton is $12.50 for 2000 gallons and in Oak Harbor the rate is $4.00 for 1000 gallons ($8.00 for 2000 gallons). Marblehead charges $15.00 for 2000 gallons. Mr. Boytim commented that it would be an incentive for people with cisterns to tie into the public water system if the bulk rates to water haulers are raised. Mr. Boytim feels the rate for 2000 gallons should be raised to $17.50. Mr. App said he calculated that it costs approximately a penny per gallon to make water so 2000 gallons costs the village approximately $20.00.

Mr. App moved to increase the tank truck rate for 1001 to 2000 gallons from $15.00 to $18.00 and any tank over 2000 gallons will pay 50 cents for each additional 100 gallons, effective May 14, 2013. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Boytim asked about increasing tap fees. Mr. App said he would like to see a study done before any other rates are increased. Mr. Boytim said he never received a return call from CT Consultants regarding his questions about a rate study. Mr. Berry advised that he learned RCAP, the Ohio Rural Community Assistance Program, will conduct a rate survey and financial viability survey at no cost. Mr. Berry said he will see if he can arrange to have an RCAP representative at the June meeting.

Lengthy discussion followed on Mr. Boytim’s proposal to raise tap fees. A proposal was made by Mr. Danchisen to raise all tap fees by $200.00. Showing the format that was used for the last rate increase Mr. Boytim pointed out that the new fees will need to be typed up and signed at the next meeting. After seeing the previous format Mrs. Sowers said it appears the rates need to be approved by formal resolution. She said the last rate resolution, which included tank fees, didn’t go into effect until 30 days after it was passed. Mrs. Sowers will prepare the resolution for the next meeting and will also consult with the Village Solicitor to verify the proper procedure. It was agreed that the motion passed earlier to raise tank rates will need to be made a part of the resolution and will not be able to go into effect immediately.

Mr. Berry reported that the valve in front of the plant will be replaced in the near future. That valve needs to be replaced before other repair work can be done. He also said water loss decreased to 13.9% last month.

Mrs. Sowers advised that she recently learned the FundBalance accounting software can be used to set up automatic payments which are electronically withdrawn from customer’s accounts. This service would be at no cost to customers and individuals would need to enroll if they are interested. She said she will obtain additional information to present at the next meeting.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. App to adjourn at 8:41 p.m. Motion carried by unanimous vote.

April 9, 2013

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD APRIL 9, 2013

April meeting of the Board of Public Affairs was called to order at 7:00 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App. Also present were Fiscal Officer Rhonda Botti Sowers, Water Superintendent Matt Berry and Councilman Duane Myers.

Motion to approve minutes of the March 12, 2013 regular meeting was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $35,207.89 including March payroll was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Danchisen moved to return service deposits in the amount of $50 each to Kylah Buckley and Monty and Sandy Anderson. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. App presented information he learned while researching water rates. Although he compiled significant information he felt that the only way the Board can justify rate increases with certainty is to have a rate study done by a competent professional. A lengthy discussion followed. Mr. Boytim agreed to contact CT Consultants for information regarding a rate study before further action is taken. Mr. Berry offered to obtain bulk water rates from other water providers in the area.

Mr. Berry reported his department’s water loss last month was decreased to 25%. Repair of a large leak accounted for much of the saving.

Mr. Berry informed the Board that two customers who subscribe to automatic bill pay through their banks have expressed concern about late fees charged by the village when the payments were not received in time. Both customers have refused to pay their late fees which are continuing to accrue. Mr. App moved to not waive late fees for customers whose payments are received late because of auto bill pay from the customer’s bank. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

The Board authorized Mr. Berry to enroll the Village as a voting member of OUPS (Ohio Underground Utilities Protection Service) instead of as a limited basis partnership member. As a limited basis participant the village is billed $0.59 for each locate order in the village; as a voting member the cost is $0.17 for each locate order. Last year there were 268 locate orders called into OUPS by contractors working in the village

Mr. Danchisen moved to continue annual membership with Ohio Rural Water at a cost of $300. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Berry said he has received a quote from Agri-Sludge in the amount of $1200 to haul sludge. Bluffton Aeration currently charges $1544 per load for this service. The Board agreed to switch to Agri Sludge.
Mr. Berry is obtaining quotes for repair work to the pump and motor.

The Board authorized Mr. Berry to return the new radios recently purchased from P&R; Communications. Mr. Berry said communicating via cell phone is much more effective than trying to use the radios which do not work well within the village.

Water meters have been installed at the Town Hall and Fire Station.

Mr. Berry received quotes for replacing three valves in front of the water plant in the following amounts: $13,500 from HD Supply; $14,250 from Trumbull Industries; and $15,000 from Michigan Valve, representatives for Hydra Stop. Mr. App moved to accept the quote from H.D. Supply in the amount of $13,500 to replace three valves. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mrs. Sowers received notification from Cros.net that rates for DSL internet service will be increasing significantly. She added that Cros.net also offers cable service at a price very similar to the new monthly rate for DSL and added that cable is a faster service. Mr. App moved to upgrade to cable internet service through Cros.net. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mrs. Sowers and Mr. Berry will be attending the three hour Sunshine Law public record training conducted by the Ohio Attorney General’s staff in Bowling Green on April 30. Mrs. Sowers was authorized to be the representative at this training for Mr. App, Mr. Danchisen and Mr. Boytim. All elected officials, or their designated representative, are required to attend this training at least once during their term of office.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. App to adjourn at 9:07 p.m. Motion carried by unanimous vote.

March 12, 2013

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD MARCH 12, 2013

March meeting of the Board of Public Affairs was called to order at 7:00 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App. Also present were Fiscal Officer Rhonda Botti Sowers, Water Superintendent Matt Berry and Councilman Duane Myers.

Motion to approve minutes of the February 12, 2013 regular meeting was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $18,571.28 including February payroll was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Danchisen moved to return service deposits in the amount of $50 each to Brandon and Nichole Ihnat, James Kreutzfeld and Mike Bickley. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

After reviewing loss reports, Mr. App asked what is considered a normal monthly water production loss. Mr. Berry said 10% is an appropriate loss figure and he is looking into why that rate has been running significantly higher. He will install meters on the Village buildings so the usage will not be recorded as a loss and will also be investigating a leak in the area of 706 Main Street.

Mr. Boytim said they have decided to hold off on a decision regarding the furnace until fall. Mr. Berry added that the current furnace is functioning well enough for the time being. Mr. Danchisen reported that work previously done on the current furnace was included in the quote submitted by Bell Heating for a new furnace. The Board will have Mr. Bell submit a separate bill for the completed work.

Mr. Berry updated the Board on needed repair/maintenance projects for the plant.

Mr. Danchisen moved to order 20 new meter lids from HD Supply at a cost of $63.16 each for a total cost of $1263.20. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Boytim said he feels the water department needs additional revenue and listed six different charges that can be increased in order to achieve that. A very lengthy discussion followed. Neither Mr. Danchisen nor Mr. App was in favor of raising any rates until a financial analysis can be done to determine how much additional revenue is needed and for what purpose.

Mr. Boytim went on record to state he wants to increase water rates.

Mr. Boytim appointed Mr. App to get data to justify rate increases. Mr. App added that he’s not sure he’s qualified to compile that data but he’ll look into it.

Mrs. Sowers reported the village Records Commission met recently to begin the process of preparing a records retention schedule. The first step will be to have each department complete an inventory of all records maintained by that department.

There being no further business, it was moved by Mr. App and seconded by Mr. Danchisen to adjourn at 8:25 p.m. Motion carried by unanimous vote.

February 12, 2013

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD FEBRUARY 12, 2013

February meeting of the Board of Public Affairs was called to order at 7:00 p.m. Answering roll call were Mr. Robert Boytim and Mr. George Danchisen. Mr. Lynn App was excused. Also present were Fiscal Officer Rhonda Botti Sowers and Councilmen Duane Myers and John Starcher. Visitor in attendance was Paul Jaskulski of Firelands Mechanical.

Motion to approve minutes of the January 8, 2013 regular meeting was made by Mr. Danchisen and seconded by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve minutes of the February 4, 2013 special meeting was made by Mr. Danchisen and seconded by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $44,484.00 including January payroll made by Mr. Boytim and seconded by Mr. Danchisen. Vote: Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Danchisen moved to return service deposits in the amount of $50 each to Dale Blooms and William Puesey. Second by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Danchisen moved to refund an overpayment of $65.40 to Robert Parry. The overpayment was the result of a billing error. Second by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Paul Jaskulski of Firelands Mechanical was present to find out if the Board has made any decision yet regarding the furnace replacement as well as options for reducing humidity in the plant. Mr. Boytim said the Board has not yet made a decision on this project.

Mr. Danchisen moved to hire Matthew Berry as the Water Superintendent beginning February 25, 2013 at a starting rate of $22.75 per hour and 3 weeks per year vacation with vacation subject to Council approval. Second by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Danchisen moved to accept a quote from Bowser Morner in the amount of $1659.00 to take filter core samples. Second by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Brief discussion was held regarding a review of current water rates.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. Boytim to adjourn at 7:36 p.m. Motion carried by unanimous vote.

February 4, 2013 Special Meeting

BOARD OF PUBLIC AFFAIRS
SPECIAL MEETING HELD FEBRUARY 4, 2013

President Robert Boytim called the special meeting to order at 7:00 p.m. Answering roll call were Mr. Boytim, Mr. George Danchisen and Mr. Lynn App. Also in attendance were Councilmen Duane Myers and John Starcher.

Purpose of the meeting was to consider the appointment or employment of a public employee.

Mr. Danchisen moved to go into executive session at 7:02 p.m. for the purpose of interviewing a candidate for possible employment as a public employee. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Boytim reconvened the meeting at 7:45 p.m.

No action was taken following the executive session.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. App to adjourn at 7:46 p.m. Motion carried by unanimous vote.

January 8, 2013

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD JANUARY 8, 2013

January meeting of the Board of Public Affairs was called to order at 7:00 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App. Also present were Fiscal Officer Rhonda Botti Sowers and Councilmen Duane Myers and Dean Dorko. Visitors in attendance were Paul Jaskulski and Karl Busby of Firelands Mechanical.

Motion to approve minutes of the December 11, 2012 regular meeting was made by Mr. App and seconded by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve minutes of the December 17, 2012, December 19, 2012 and December 28, 2012 special meetings was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $72,913.55 including December payroll made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Danchisen moved to return service deposits in the amount of $50 each to Lucien Properties and Jonathan Sowash. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Paul Jaskulski of Firelands Mechanical was present to discuss the furnace replacement as well as options for reducing humidity in the plant. Following Mr. Jaskulski’s presentation the Board asked that he submit an estimate for the optional plan. After further discussion, the Board agreed to contact an engineer at CT Consultants (formerly Floyd Brown Group) for additional input on the proposal.

A lengthy discussion was held regarding several maintenance issues that need to be addressed in the near future. Mr. Boytim and Mr. Danchisen stated these items should be taken care of before May or June when water production increases.

Mr. Boytim stated the Board has not yet found a new Water Superintendent. A number of options were discussed including a request to the EPA for a reduction in hours for the operator of record and also obtaining more information about contracting for the service. Mr. Boytim agreed to follow up with the EPA. In addition, the Board agreed to continue advertising for applicants.

Mrs. Sowers advised that Wendy Jaskulski will be going to Ann Arbor, MI in the near future for training on the FundBalance software program which the department uses for water receipts and billing. The goal is for all employees to eventually be trained on the program.

Mrs. Sowers reported that the Village changed health insurance agents December 1st and the change has resulted in a significant reduction in premiums. The insurance coverage will remain the same as it was in the past.

There being no further business, it was moved by Mr. App and seconded by Mr. Danchisen to adjourn at 8:31 p.m. Motion carried by unanimous vote.

December 28, 2012 Special Meeting

BOARD OF PUBLIC AFFAIRS
SPECIAL MEETING HELD DECEMBER 28, 2012

President Robert Boytim called the special meeting to order at 7:00 p.m. Answering roll call were Mr. Boytim, Mr. George Danchisen and Mr. Lynn App.

Purpose of the meeting was to consider the appointment or employment of a public employee.

Mr. Danchisen moved to go into executive session at 7:01 p.m. for the purpose of interviewing a candidate for possible employment as a public employee. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Boytim reconvened the meeting at 8:10 p.m.

No action was taken following the executive session.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. App to adjourn at 8:11 p.m. Motion carried by unanimous vote.

December 19, 2012 Special Meeting

BOARD OF PUBLIC AFFAIRS
SPECIAL MEETING HELD DECEMBER 19, 2012

President Robert Boytim called the special meeting to order at 7:00 p.m. Answering roll call were Mr. Boytim, Mr. George Danchisen and Mr. Lynn App.

Purpose of the meeting was to consider the appointment or employment of a public employee.

Mr. App moved to go into executive session at 7:05 p.m. for the purpose of interviewing a candidate for possible employment as a public employee. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Boytim reconvened the meeting at 8:20 p.m.

No action was taken following the executive session.

There being no further business, it was moved by Mr. App and seconded by Mr. Danchisen to adjourn at 8:25 p.m. Motion carried by unanimous vote.

December 17, 2012 Special Meeting

BOARD OF PUBLIC AFFAIRS
SPECIAL MEETING HELD DECEMBER 17, 2012

President Robert Boytim called the special meeting to order at 7:00 p.m. Answering roll call were Mr. Boytim, Mr. George Danchisen and Mr. Lynn App.

Purpose of the meeting was to consider the appointment or employment of a public employee.

Mr. App moved to go into executive session at 7:05 p.m. for the purpose of interviewing a candidate for possible employment as a public employee. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Boytim reconvened the meeting at 8:30 p.m.

No action was taken following the executive session.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. App to adjourn at 8:32 p.m. Motion carried by unanimous vote.

December 11, 2012

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD DECEMBER 11, 2012

December meeting of the Board of Public Affairs was called to order at 7:00 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mr. Lynn App. Also present were Fiscal Officer Rhonda Botti Sowers, Councilman Duane Myers and Water Superintendent Bob Biers. There were no visitors.

Motion to approve minutes of the November 20, 2012 regular meeting was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve minutes of the November 28, 2012 special meeting was made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. App moved to authorize the EPA license renewal in the amount of $1,240.32. Second by Mr. Danchisen. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $23,720.50 including November payroll made by Mr. Danchisen and seconded by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Danchisen extended a welcome to newly appointed Board member Lynn App.

Mr. App responded that he is pleased for the opportunity to serve on the Board and looks forward to learning more about the water plant operation.

Mrs. Sowers said she has registered for the online FundBalance software training. She added that Mr. Biers has been teaching water operator Wendy Jaskulski how to do the water billing but Mrs. Jaskulski has expressed interest in attending the FundBalance training course in Ann Arbor. Cost for this two day class is $600.00. Mr. Danchisen moved to authorize Mrs. Jaskulski to attend the two day FundBalance training class conducted by Tyler Technologies in Ann Arbor, Michigan and also to authorize reimbursement of her allowable expenses. Second by Mr. App. Vote: Mr. App-yes; Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Biers said he has received two quotes for replacing the furnace and dehumidifier and he is expecting two more quotes which should be received for the January meeting.

Mr. Boytim reported that Charles Heimlich is not interested in the Water Superintendent position. He added that Jim Johnson of 50/50 Water is not able to contract for service as Water Superintendent.

Mr. Myers noted there was a large increase in water revenue last month and asked if monthly usage has increased. Mr. Biers responded that monthly usage is up but added that there was payment of a large past due balance that contributed to the increase.

Mr. Boytim said that Mr. Biers’ last day will be at the end of December. Applications have been received from three Class III water operators interested in the Water Superintendent’s position. Resumes were received from Kevin Gleich, Jason Gibboney and Kerry Ray Burns. In addition, Uni-Tech Environmental Services submitted interest in contracting to provide the service.

The Board will contact the interested parties and set special meetings to consider the appointment of a public employee.

Mr. Biers reported that he has certified two delinquencies to the county auditor for collection of delinquent water bills. The delinquent properties are at 10891 N. Baypoint Dr. and 701 Poplar Ave.

Mr. Biers submitted a list of policies that need to be updated in the Village codified ordinances.

Mr. Biers stated he had to order parts to repair two PH meters in the lab and added that after the first of the year this equipment will be covered under the maintenance program.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. App to adjourn at 8:06 p.m. Motion carried by unanimous vote.

November 28, 2012 Special Meeting

BOARD OF PUBLIC AFFAIRS
SPECIAL MEETING HELD NOVEMBER 28, 2012

President Robert Boytim called the special meeting to order at 7:00 p.m. Answering roll call were Mr. Boytim and Mr. George Danchisen.

Purpose of the meeting was to consider the appointment or employment of a public employee.

Mr. Danchisen moved to go into executive session at 7:00 p.m. for the purpose of considering the appointment or employment of a public employee. Second by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Boytim reconvened the meeting at 7:05 p.m.

Mr. Danchisen moved to contract with James A. Johnson, dba 50/50 Water, LLC to fill the position of a Class III Water Plant Superintendent at a rate of $60.00 per hour for 20 hours per week. Second by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

There being no further business, it was moved by Mr. Boytim and seconded by Mr. Danchisen to adjourn at 7:07 p.m. Motion carried by unanimous vote.

November 20, 2012

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD NOVEMBER 20, 2012

November meeting of the Board of Public Affairs was called to order at 7:07 p.m. Answering roll call were Mr. Robert Boytim and Mr. George Danchisen. Also present were Fiscal Officer Rhonda Botti Sowers, Councilman Duane Myers and Water Superintendent Bob Biers. There were no visitors.

Mr. Danchisen moved to nominate Bob Boytim for Board president to fill the opening created by the recent death of Tom Bird. Second by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Boytim moved to nominate George Danchisen for vice president. Second by Mr. Danchisen. Vote: Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve minutes of the October 9, 2012 regular meeting with a correction to state that Mr. Biers arrived at 7:17 p.m. instead of 6:17 p.m. was made by Mr. Danchisen and seconded by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $95,170.28 including October payroll made by Mr. Danchisen and seconded by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

In response to a question from Mr. Boytim, Mrs. Sowers advised the advertisement for a Class III water superintendent was not completed before Mr. Bird’s death and, as a result, has not yet been posted online. She did, however, receive a resume from a Class IV operator interested in the position which she distributed to the Board members.

Mr. Biers provided a list from the EPA of authorized Contract Water Operators who can serve as operator of record. These operators typically charge between $60 and $70 per hour. Mr. Biers suggested the Board apply for a reduction in hours to allow a 20 hour per week operator of record. Mr. Biers added he would consider coming back on a part-time basis after his retirement in December but he cannot come back for at least three months.

The Board agreed to contact the Class IV applicant to schedule an interview. Mr. Boytim will also contact James Johnson of 50/50 Water who is in the list of Contract Operators to find out his availability as an interim operator of record.

Mr. Boytim stated the Board is going to need another member to complete Mr. Bird’s term of office. Mrs. Sowers said the Village is currently advertising for interested applicants and added that the law requires the Mayor to appoint a person to fill the unexpired term.

Mr. Biers said he has been training Wendy Jaskulski on the FundBalance billing software. Mrs. Sowers said she has learned that as Clerk of the BPA she is required to oversee accounting for the utility and would like to begin learning the software as well. Mr. Biers recommended the Board consider sending them to software training at Tyler Technologies in Ann Arbor.

Mr. Biers said he would still like to retire on December 12, 2012 but would be willing to stay until December 31, 2012 if necessary.

The Board extended thanks to Mr. Biers for his 29 years of service and Mr. Boytim noted that since the beginnings of the water plant in 1960 there have only been two Superintendents, Frank Merrill and Bob Biers.

Mr. Biers reported there are currently 132 old water meters which are no longer needed and can be declared surplus. Mr. Biers has information from companies that buy old meters at prices ranging from $4.00 to $12.00 per meter. Mr. Danchisen reminded the Board that if the value of the surplus property exceeds a value of $1,000.00 they will need to accept bids to dispose of them. Mr. Danchisen moved to declare 132 water meters as surplus property and to advertise for bids. Mr. Biers advised there is other scrap metal that could be declared surplus as well. Mr. Danchisen withdrew his motion. Mr. Biers will prepare a list of surplus property for the next regular Board meeting.

Mr. Danchisen moved to return a service deposit in the amount of $50 to Jeff Hurt. Second by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Danchisen moved to approve a tap application at 128 Cove Court in the amount of $3,700.00. Second by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Danchisen moved to authorize the transfer of a $50.00 service deposit from Jill Lesher to TCM Properties to apply to an unpaid balance at 102 C Landing Lane. Second by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Biers reported that Chuck Hall of Floyd Browne Group advised him there is low interest revolving loan funding available through the EPA Division of Environmental and Financial Assistance (DEFA) which might be available for the Alexander Pike waterline extension if the Board is interested in applying.

Mr. Danchisen moved to accept a quote from HD Supply Waterworks in the amount of $12,633.60 for 80 new I Perl water meters. Second by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Biers stated that the furnace needs to be replaced due to the fact that the heat exchanger is cracked. He has obtained a price from Starcher Enterprises and is awaiting a quote from Bell Heating. The Board agreed they would like him to obtain additional estimates and asked that quotes include a dehumidification system.

Mr. Danchisen moved to renew the contract with Ohio CAT for generator maintenance in 2013 at a cost of $1,670.32. Second by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes. Motion carried.

Mr. Biers reported he has spoken with A.T. Emmett Electric about synchronizing the pumps at the lake with the other pumps. Estimated the cost for this work is around $24,000. Mr. Biers suggested the Board consider this project for next year.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. Boytim to adjourn at 8:52 p.m. Motion carried by unanimous vote.

October 9, 2012

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD OCTOBER 9, 2012

President Tom Bird called the meeting to order at 7:00 p.m. Answering roll call were Mr. Bird and Mr. George Danchisen. Mr. Bob Boytim was excused. Also present were Fiscal Officer Rhonda Botti Sowers and Councilman Duane Myers. Water Superintendent Bob Biers arrived at 6:17 p.m. There were no visitors.

Motion to approve minutes of the September 11, 2012 regular meeting with a correction to state the meeting adjourned at 7:37 p.m. was made by Mr. Danchisen and seconded by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes. Motion carried.

Mr. Danchisen moved to cancel the Nextel cell phones once they are replaced with the new radios. Second by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes. Motion carried.

Mr. Bird moved to renew the annual maintenance agreement with Tyler Technologies in the amount of $1452.99 for billing and accounting software plus online training. Second by Mr. Danchisen. Vote: Mr. Danchisen-yes; Mr. Bird-yes. Motion carried.

The Board received written notice from Mr. Biers advising of his intention to retire on December 12, 2012. Mr. .Danchisen moved to advertise on the OTCO and Ohio Municipal League websites for a Class III water operator to replace Mr. Biers. Second by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes. Motion carried.

Mr. Bird moved to authorize a credit in the amount of $93.08 for a misread at 314 E. Main. Second by Mr. Danchisen. Vote: Mr. Danchisen-yes; Mr. Bird-yes. Motion carried.

Mr. Bird moved to authorize purchase of a meter test kit to be used to verify accuracy of water meters. Second by Mr. Danchisen. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Motion carried. Discussion followed on whether there should be a fee charged for testing water meters when it is requested by the water user. No action was taken at this time.

Mr. Danchisen moved to authorize the September 5, 2012 purchase of supplies from SAL Chemical in the amount of $4,781.67. Second by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes. Motion carried.

Mr. Danchisen moved to authorize the 2013 SIRR Plan agreement with HACH Co. in the amount of $1319.48. Second by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes. Motion carried.

Mr. Bird moved to return service deposits in the amount of $50 each to James Vaneerten, Mark Cole, Pat Aubry, Cathy Miley, Katharine Wagnitz and Rick Jornay. Second by Mr. Danchisen. Vote: Mr. Danchisen-yes; Mr. Bird-yes. Motion carried.

Mr. Danchisen moved to participate in the 2013 preventive maintenance and certification program for lab equipment offered by HACH Co. in the amount of $4,428.00. Second by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes. Motion carried.

Mr. Bird moved to replace the outside spigot on the quarter water dispensing machine at a cost of $475.00. Second by Mr. Danchisen. Vote: Mr. Danchisen-yes; Mr. Bird-yes. Motion carried.

Mr. Biers reported there are a number of old meters that need to be disposed of. Mrs. Sowers provided the Board with the procedure for disposing of surplus property. She said the items first need to be declared surplus by the Board. If the total value of the items is less than $1,000.00 the Board may dispose of them without further action. If the value is greater than $1,000.00 the property can only be sold after advertising and accepting the highest bid. Mr. Biers will prepare a list of the items to be declared surplus.

Mr. Bird moved to approve a tap application in the amount of $3,700.00 for 118 Bay Breeze Dr. Second by Mr. Danchisen. Vote: Mr. Danchisen-yes; Mr. Bird-yes. Motion carried.

Motion to approve payment of bills in the amount of $32,240.58 including September payroll made by Mr. Danchisen and seconded by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes. Motion carried.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. Bird to adjourn at 7:57 p.m. Motion carried by unanimous vote.

September 11, 2011

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD SEPTEMBER 11, 2012

President Tom Bird called the meeting to order at 7:00 p.m. Answering roll call were Mr. Bird and Mr. George Danchisen. Mr. Bob Boytim was excused. Also present were Fiscal Officer Rhonda Botti Sowers, Water Superintendent Bob Biers, Councilman Duane Myers and Councilman John Starcher. There were no visitors.

Motion to approve minutes of the August 14, 2012 regular meeting as submitted was made by Mr. Danchisen and seconded by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes. Motion carried.

Mr. Bird signed a letter to be sent to Bay Point. The letter was a follow up to a meeting with Bay Point officials several months ago regarding potential water service upgrades to improve service to the area.

The Board approved tap applications in the amount of $3,700.00 each for South Passage, 812 E. Main Unit 3D, Unit 2D, Unit 2F and Unit 2E.

Mr. Biers updated the Board on the status of the valve on the number one service pump. He said it should be replaced with a newer style like the one on the number two pump. He will obtain additional information for the board to consider.

Mr. Biers reported that valves on the low service pump are leaking when they are shut down. He will investigate this problem further to determine the cause. He is also checking to find what is causing effluent valves on the filters to leak.

Mr. Biers obtained prices from Ray’s Electronics as well as P&R; Communications regarding renewing the radio license and upgrading it to narrow band. P&R; submitted the lower quote in the amount of $360.00. Mr. Danchisen moved to authorize the radio license renewal through P&R; Communications at a cost of $360.00. Second by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes. Motion carried.

Mr. Starcher reported that when he called Mid Ohio Pipeline to find out the status of the gas line replacement along Main Street he learned that Columbia Gas cancelled the project. Mr. Starcher then spoke to Mr. Biers who contacted Mark Wright of Columbia Gas. Mr. Wright said they are not going to move the line because they’ve found it is three feet from the water line so they do not feel there is a need to move it. After discussion the Board agreed to ask the Solicitor to send a letter to Columbia Gas putting them on notice that any future problems caused by the location of the gas line in the water trench will result in a charge to the gas company for reimbursement of expenses.

Motion to approve payment of bills in the amount of $34,377.54 including August payroll made by Mr. Danchisen and seconded by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes. Motion carried.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. Bird to adjourn at 7:37 p.m. Motion carried by unanimous vote.


APPROVED:
____________________________________
Thomas J. Bird, President, Board of Public Affairs


Attest:
_______________________________
Rhonda Botti Sowers, Fiscal Officer

August 14, 2012

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD AUGUST 14, 2012

President Tom Bird called the meeting to order at 7:00 p.m. Answering roll call were Mr. Bird, Mr. Robert Boytim and Mr. George Danchisen. Also present were Fiscal Officer Rhonda Botti Sowers, Water Superintendent Bob Biers and Councilman Duane Myers. There were no visitors.

Motion to approve minutes of the July 10, 2012 regular meeting as submitted was made by Mr. Danchisen and seconded by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Boytim-yes; Mr. Bird-yes. Motion carried.

Motion to approve as submitted the minutes of the special meetings held on July 12, 17 and 24, 2012 was made by Mr. Danchisen and seconded by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes. Mr. Boytim-abstained. Motion carried.

The Board received a request to split property owned by Ann Buck Nestor at 11030 E. Bayshore Rd. The split was recently approved by the Planning Commission. Mr. Danchisen moved to approve the lot split at 11030 E. Bayshore Rd. Second by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes; Mr. Bird-yes. Motion carried.

Mr. Biers gave an update on the work being done to determine the cause of compaction in the filters. Engineers from Floyd Browne Group have been assisting in this project. Mr. Danchisen moved to authorize up to $5,000 for engineering services of Floyd Browne Group for work on the filters. Second by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes; Mr. Bird-yes. Motion carried.

Mr. Biers said the valve on the number one service pump is malfunctioning and will likely need to be replaced. He will obtain additional information for the board regarding this.

Mr. Biers reported that the former owner of Unit 2C in Building 810 at South Passage had paid $900 toward the tap fee. The Old Fort Bank now controls that property and paid the full tap fee of $3700.00. Mr. Biers asked that the Board consider refunding the amount previously paid. Mr. Danchisen moved to refund $900.00 of the tap fee for Building 810, Unit 2C of South Passage Condominium to The Old Fort Bank. Second by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes; Mr. Bird-yes. Motion carried.

Mr. Biers received a complaint from the owners of 102 Lakebreeze Circle regarding the restoration work done at the intersection of Lakebreeze and Main St. following the Phase II waterline replacement. Except for one item which can be corrected by the Water Dept., Mr. Biers did not feel there were any other problems but asked the Board members to inspect the location.

Mr. Biers announced that new employees Daniel Bond and Wendy Jaskulski began work on August 6 and are doing well. He feels they are ready to begin manning the plant on weekends with minimal supervision.

Mr. Boytim voiced concerns regarding the order of the meeting agenda to Mr. Bird and left the meeting at 7:32 p.m.

Mrs. Sowers asked if the Board had any additional thoughts regarding the online bill pay proposals from Fund Balance and Official Payments. Mr. Bird and Mr. Danchisen agreed they would prefer the less costly option quoted by Fund Balance.

Mr. Biers said Bluffton Aeration has been pumping sludge on a monthly basis during the summer. After the summer season they will be pumping every other month.

Motion to approve payment of bills in the amount of $33,727.87 including July payroll made by Mr. Danchisen and seconded by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes. Motion carried.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. Bird to adjourn at 7:54 p.m. Motion carried by unanimous vote.


APPROVED:
____________________________________
Thomas J. Bird, President, Board of Public Affairs

Attest:

_______________________________
Rhonda Botti Sowers, Fiscal Officer

July 24, 2012 Special Meeting

BOARD OF PUBLIC AFFAIRS
SPECIAL MEETING HELD JULY 24, 2012

President Tom Bird called the special meeting to order at 7:00 p.m. Answering roll call were Mr. Bird and Mr. George Danchisen. Mr. Robert Boytim was absent.

Purpose of the meeting was to consider the appointment or employment of a public employee.

Mr. Danchisen moved to go into executive session at 7:00 p.m. for the purpose of considering the appointment or employment of a public employee. Second by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes. Motion carried.

Mr. Bird reconvened the meeting at 7:56 p.m.

Following discussion on all candidates interviewed for the open water plant positions, Mr. Danchisen moved to offer positions to Daniel Bond, a Class II operator and Adam Smith, a Class I operator and, if either is unable to accept, to offer a position to Wendy Jaskulski who is a Class I operator in training. Second by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes. Motion carried.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. Bird to adjourn at 8:14 p.m. Motion carried by unanimous vote.

APPROVED:
____________________________________
Thomas J. Bird, President, Board of Public Affairs

Attest:
_______________________________
Rhonda Botti Sowers, Fiscal Officer

July 17, 2012 Special Meeting

BOARD OF PUBLIC AFFAIRS
SPECIAL MEETING HELD JULY 17, 2012

President Tom Bird called the special meeting to order at 7:00 p.m. Answering roll call were Mr. Bird, Mr. Robert Boytim and Mr. George Danchisen.

Purpose of the meeting was to consider the appointment or employment of a public employee.

Mr. Danchisen moved to go into executive session at 7:00 p.m. for the purpose of considering the appointment or employment of a public employee. Second by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes; Mr. Bird-yes. Motion carried.

Mr. Bird reconvened the meeting at 7:42 p.m.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. Boytim to adjourn at 7:52 p.m. Motion carried by unanimous vote.

APPROVED:
____________________________________
Thomas J. Bird, President, Board of Public Affairs

Attest:
_______________________________
Rhonda Botti Sowers, Fiscal Officer

July 12, 2012 Special Meeting

BOARD OF PUBLIC AFFAIRS
SPECIAL MEETING HELD JULY 12, 2012

President Tom Bird called the special meeting to order at 7:00 p.m. Answering roll call were Mr. Bird, Mr. Robert Boytim and Mr. George Danchisen.

Purpose of the meeting was to consider the appointment or employment of a public employee.

Mr. Danchisen moved to go into executive session at 7:00 p.m. for the purpose of considering the appointment or employment of a public employee. Second by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes; Mr. Bird-yes. Motion carried.

Mr. Bird reconvened the meeting at 8:56 p.m.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. Bird to adjourn at 8:56 p.m. Motion carried by unanimous vote.

APPROVED:
____________________________________
Thomas J. Bird, President, Board of Public Affairs

Attest:
_______________________________
Rhonda Botti Sowers, Fiscal Officer

July 10, 2012

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD JULY 10, 2012

President Tom Bird called the meeting to order at 7:00 p.m. Answering roll call were Mr. Bird, Mr. Robert Boytim and Mr. George Danchisen. Also present were Fiscal Officer Rhonda Botti Sowers, Water Superintendent Bob Biers and Councilman Duane Myers. Guest in attendance was Chuck Hall of Floyd Browne Group.

Motion to accept minutes of the June 12, 2012 regular meeting as submitted was made by Mr. Danchisen and seconded by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes; Mr. Bird-yes. Motion carried.

Motion to accept minutes of the July 6, 2012 special meeting as submitted was made by Mr. Danchisen and seconded by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Boytim-yes; Mr. Boytim-yes. Motion carried.

Chuck Hall submitted the final pay request from Speer Brothers for the Phase II waterline replacement as well as the final invoice from Floyd Browne Group and paperwork for the final OPWC disbursement for this project. Mr. Hall also submitted a budget summary and a final set of combined drawings for Phase I and Phase II of the SR 163 waterline replacement.

Mr. Hall advised that the soil borings have been completed by TTL Associates. The results from that work will be used to determine how the Village will fix pavement problems on Alexander Pike and also to calculate an installed price for running a waterline along this road. A final report of the study is being prepared and will be submitted as soon as completed.

Mr. Biers reported that he consulted with Floyd Browne Group to ascertain the cause of compaction in the filters. After investigating several possible causes it was determined that core samples will need to be obtained and analyzed before a solution can be found. The Board authorized Mr. Biers to have core samples taken as soon as it can be arranged.

The Board received a quote from Official Payments for online bill pay. Each Village water customer using the service would be charged a fee of $1.95 per transaction by Official Payments. There is no cost to the Village. The Board will study the options presented for online bill pay by Fund Balance and Official Payments before making a decision.

Mrs. Sowers and Mr. Myers reported the pay raise ordinances adopted earlier this year for elected officials will be rescinded by Council after it was learned that elected officials may not receive in-term pay increases. Council plans to adopt new pay ordinances which will go into effect for those officials elected at the next election.

Mrs. Sowers said that Police Ptl. Stacey Stetler will be going on light duty in early August due to the fact that she is pregnant. On light duty her police hours will reduced from 32 to 16 per week. Knowing the water plant is currently short staffed, she has indicted she would be available to assist with clerical work at the water department if the Board feels there is a need. Mr. Biers stated there is a need for office assistance.

Mr. Danchisen moved to appoint Stacey Stetler to a part-time office position with the Water Dept. on an as needed basis. Second by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes; Mr. Bird-yes. Motion carried.

Mr. Danchisen moved to set special meetings for 7:00 p.m. at the Water Plant on July 12, 2012, July 17, 2012 and July 24, 2012 to discuss the appointment or employment of a public employee. Second by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes; Mr. Bird-yes. Motion carried.

Motion was made by Mr. Danchisen and seconded by Mr. Boytim to return water service deposits in the amount of $50.00 each to Julie Sadler and Alison Sauvey. Vote: Mr. Danchisen-yes; Mr. Boytim-yes; Mr. Bird-yes. Motion carried.

Mr. Danchisen commended Mr. Biers and Mr. Wiedenhoft for the exemplary job they have done keeping up with the demand at the water plant while being short-handed.

Mr. Biers wanted the Board to know that Gene Favorite has refused to pay a late charge on his water bill stating that he has a notice from his bank that the payment was sent and should have been received on the 8th of the month. Mr. Biers said the payment was not received so a late charge was assessed and will continue to accrue until it is paid.

After reading minutes of the June 12 meeting, Mr. Biers stated he was thoroughly upset to read that he was turned down for a raise because of all the overtime he puts in. He said the only reason he makes as much money as he does is because he gives 110% and he feels like he’s being punished for giving 110%. He added if they don’t want him to keep working all the overtime he’ll quit working it and see how often the plant has to shut down.

Mr. Bird responded that while all of the Board members would like to see Mr. Biers have a raise, Council can only give raises if it’s authorized in appropriations. The budgeting process for 2013 will begin soon and he plans to take an active role in preparing the water department appropriations for next year.

Motion to approve payment of bills in the amount of $91,413.74 including June payroll made by Mr. Danchisen and seconded by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes; Mr. Bird-yes. Motion carried.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. Boytim to adjourn at 8:04 p.m. Motion carried by unanimous vote.


APPROVED:
____________________________________
Thomas J. Bird, President, Board of Public Affairs

Attest:
_______________________________
Rhonda Botti Sowers, Fiscal Officer

SPECIAL MEETING, July 6, 2012

BOARD OF PUBLIC AFFAIRS
SPECIAL MEETING HELD JULY 6, 2012

President Tom Bird called the special meeting to order at 9:00 a.m. in the Council Chambers of the Marblehead Town Hall. Answering roll call were Mr. Bird, Mr. Robert Boytim and Mr. George Danchisen. Also present was Fiscal Officer Rhonda Botti Sowers. There were no guests in attendance.

Purpose of the meeting was for an executive session to consider the appointment or employment of a public employee.

Mr. Danchisen moved to go into executive session at 9:00 a.m. for the purpose of considering the appointment or employment of a public employee. Second by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes; Mr. Bird-yes. Motion carried.

Mr. Bird reconvened the meeting at 9:45 a.m.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. Bird to adjourn at 9:45 a.m. Motion carried by unanimous vote.

APPROVED:
____________________________________
Thomas J. Bird,President, Board of Public Affairs

Attest:
_______________________________
Rhonda Botti Sowers, Fiscal Officer

June 12, 2012

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD JUNE 12, 2012

President Tom Bird called the meeting to order at 7:00 p.m. Answering roll call were Mr. Bird, Mr. Robert Boytim and Mr. George Danchisen. Also present were Fiscal Officer Rhonda Botti Sowers and Councilman Duane Myers. There were no guests in attendance.

Motion to accept minutes of the May 8, 2012 regular meeting as submitted was made by Mr. Danchisen and seconded by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes; Mr. Bird-yes. Motion carried.

Motion to accept minutes of the June 7, 2012 emergency special meeting as submitted was made by Mr. Danchisen and seconded by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Boytim-yes; Mr. Bird-yes. Motion carried.

Mrs. Sowers presented information regarding Official Payments, a company that provides online bill payment capability for many federal, state and local government agencies. Ottawa County, Port Clinton and the Village of Oak Harbor offer online bill payment through this company. There is no fee to the village to use the service but there is a convenience fee charged by Official Payments to each user who processes a payment. Mrs. Sowers has not yet received an estimate for the cost that would be charged to customers who use the service. The Board will wait for the estimate so it can compare it with the cost of the service provided through Fund Balance, the billing software currently used by the water department.

Mrs. Sowers stated that the structural study of the water tower was completed by Verizon in preparation of upgrading the cellular equipment on the tower. None of the work will be on top of the tank; it will all be on the railing surrounding the bottom of the tank. The Board had no objections to this work being done.

Mr. Danchisen moved to authorize repair work by Bergman Paving in the amount of $2,350.00 for patching Clemons Street and Cherry Street and to cancel P.O. #221-2012 in the amount of $1,950.00 previously authorized for patching on Clemons Street and Main Street at Alexander Pike. Second by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Boytim-yes; Mr. Bird-yes. Motion carried.

Motion was made by Mr. Danchisen and seconded by Mr. Bird to return a water service deposit in the amount of $50.00 to Beth Hensler. Vote: Mr. Danchisen-yes; Mr. Boytim-yes; Mr. Bird-yes. Motion carried.

Mr. Danchisen reported there was a waterline break earlier in the day on Center Street. Dave Shrock was called in to do repair work.

The Board reviewed and approved wording for an advertisement to accept resumes for two water plant operators. One position requires a Class I license or ability to obtain within two years and the other position is for a water plant operator with a Class II or Class III license. The Board noted that they cannot yet advertise for a Water Plant Superintendent because while Mr. Biers has indicated he intends to retire this year there is not yet an opening for that position. The Board agreed to extend the application deadline for the two positions to Friday, June 29, 2012.

Mrs. Sowers asked that the Board review Title V of the Village Code of Ordinances regarding Water Regulations to determine what amendments are needed.

Mr. Danchisen noted that he would like to have Gill Construction coordinate installation of the T at Alexander Pike and Main Street after Labor Day if it is feasible to do so before ODOT paves Main Street.

Mr. Boytim wanted to know what action Council took regarding the motion passed last month by the BPA to approve a pay raise for Bob Biers at a rate equivalent to the Chief of Police. Mr. Bird said he presented the information to Council. Mrs. Sowers said Council chose to take no action on the request and decided to not amend the current pay ordinance. She added that Council reviewed employee wages and noted that while Mr. Biers is not paid the highest hourly rate he is the highest earning employee in the village.

Motion to approve payment of bills in the amount of $88,535.97 including May payroll made by Mr. Danchisen and seconded by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Boytim-yes; Mr. Bird-yes. Motion carried.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. Bird to adjourn at 7:43 p.m. Motion carried by unanimous vote.

APPROVED:
____________________________________
Thomas J. Bird, President, Board of Public Affairs

Attest:
_______________________________
Rhonda Botti Sowers, Fiscal Officer

SPECIAL MEETING June 7, 2012

BOARD OF PUBLIC AFFAIRS
SPECIAL MEETING HELD JUNE 7, 2012

President Tom Bird called the meeting to order at 1:00 P.M. Answering roll call were Mr. Bird and Mr. George Danchisen. Mr. Robert Boytim was absent. Also present was Fiscal Officer Rhonda Botti Sowers. There were no guests in attendance.

Purpose of the meeting was to accept the resignation of Frank Atwater and take action to advertise for applicants to fill the position.

The Board accepted with regrets a written resignation from Frank Atwater as a Class I water operator effective June 15, 2012.

Mr. Danchisen moved to declare a vacancy and advertise to fill the position for a Class 1 water operator and also to advertise to receive applications for a Class 2 or 3 operator with applications to be received by 3 p.m. Friday, June 22, 2012. Second by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes. Motion carried.

Classified advertisements will be placed in the Peninsula News and Port Clinton News Herald and notices posted on the websites of the Ohio Municipal League and the Operator Training Committee of Ohio.

There being no further business, it was moved by Mr. Bird and seconded by Mr. Danchisen to adjourn at 1:15 p.m. Motion carried by unanimous vote.

APPROVED:
____________________________________
Thomas J. Bird, President, Board of Public Affairs

Attest:

_______________________________
Rhonda Botti Sowers, Fiscal Officer

May 8, 2012

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD MAY 8, 2012

President Tom Bird called the meeting to order at 7:00 P.M. Answering roll call were Mr. Bird, Mr. Robert Boytim and Mr. George Danchisen. Also present were Fiscal Officer Rhonda Botti Sowers and Water Plant Superintendent Robert Biers. There were no guests in attendance.

Motion to accept minutes of the April 10, 2012 regular meeting as submitted was made by Mr. Danchisen and seconded by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes; Mr. Bird-yes. Motion carried.

Motion to approve payment of bills in the amount of $47,579.41 including April payroll made by Mr. Danchisen and seconded by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Boytim-yes; Mr. Bird-yes. Motion carried.

Mr. Bird reported that seeding of the Phase II waterline replacement area has been completed. The lamp post damaged in front of the Meterko property during the Phase I project has also been replaced.

Mr. Biers presented information regarding costs and the process for setting up web based water payments through billing software currently used by the water department. The Board will obtain information on other online payment options before making a final decision.

Mrs. Sowers stated that Verizon will be conducting a structural study of the water tower and will be submitting a copy of that report to the village before any work is done to upgrade the cellular equipment on the tower.

Mr. Biers reported C.L. Deemer Roofing has completed the work on the water treatment plant roof.

After reviewing the three estimates received by the village, Floyd Browne Group made the recommendation to accept the lowest quote from TTL Associates of Toledo in the amount of $2,990.00 for test borings on Alexander Pike. Because test results will be used to determine specifications for any future waterline extension as well as road bed conditions for future paving, Mr. Danchisen moved to split the cost of the work with Council with half of the cost, $1,475.00, to be paid by the Board of Public Affairs. Second by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Boytim-yes; Mr. Bird-yes. Motion carried.

Mr. Bird said the gas line has been installed on Center Street and did not cause interference with the existing water line.

Mr. Biers reported that the annual EPA inspection of the water plant will be conducted May 15.

Discussion was held on whether to have large volume water meters recalibrated or replaced. Mr. Biers stated the 3 large meters affected are those at Bay Point, Point Falls and The Legends. He added that it is difficult to find companies to recalibrate and he would like to wait until fall to make a decision on which way to proceed.

It was moved by Mr. Danchisen and seconded by Mr. Bird to accept a tap application in the amount of $3,700.00 for 497 Bay Point Blvd. Vote: Mr. Danchisen-yes; Mr. Boytim-yes; Mr. Bird-yes. Motion carried.

Mr. Biers announced that his time with the Village is growing short and recommended the Board advertise for another operator as well as someone to replace him. He said there is not sufficient time before he retires to bring in someone to train from the ground up since it takes more than 5 years to work up to a Class 3 license. Mrs. Sowers reminded that before the Board advertises for employees they need to make sure the position and pay are authorized in the current pay ordinance. Discussion followed on qualifications for the positions as well as the current rate of pay for the Water Superintendent.

Mr. Danchisen noted that he would still like to see the T installed at Alexander Pike and Main Street if it can be completed before the ODOT paving is done after Labor Day.

Mr. Boytim moved that the Board approve a pay raise for Bob Biers at a rate equivalent to the Chief of Police. Second by Mr. Danchisen. Vote: Mr. Danchisen-yes; Mr. Boytim-yes; Mr. Bird-yes. Motion carried. It was noted that only Village Council has the authority to set pay rates. Mr. Bird agreed to present the Board’s action to Council at its May 10, 2012 meeting.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. Bird to adjourn at 7:52 p.m. Motion carried by unanimous vote.

APPROVED:
____________________________________
Thomas J. Bird, President, Board of Public Affairs

Attest:

_______________________________
Rhonda Botti Sowers, Fiscal Officer

April 10, 2012

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD APRIL 10, 2012

President Tom Bird called the meeting to order at 7:00 P.M. Answering roll call were Mr. Bird, Mr. Robert Boytim and Mr. George Danchisen. Also present were Fiscal Officer Rhonda Botti Sowers and Councilman Duane Myers. There were no guests in attendance.

Motion to accept minutes of the March 13, 2012 regular meeting as submitted was made by Mr. Danchisen and seconded by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes; Mr. Bird-yes. Motion carried.

Motion to approve payment of bills in the amount of $44,967.29 including March payroll made by Mr. Danchisen and seconded by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Boytim-yes; Mr. Bird-yes. Motion carried.

Motion was made by Mr. Danchisen and seconded by Mr. Bird to return service deposits in the amount of $50.00 each to William Smith and Norbert Schmitz. Vote: Mr. Danchisen-yes; Mr. Boytim-yes; Mr. Bird-yes. Motion carried.

Mr. Danchisen moved that the Board of Public Affairs pay half the price of the property being purchased by Village council 414 E. Main Street.

Mr. Boytim questioned the need for this expenditure stating that previous studies had shown that the logical areas for future expansion of the water plant were to the north or east, not to the south.

Mr. Danchisen noted these studies were done before construction of the settling tank and chemical building and stated his belief that there will be a mandate in the near future for a new lab and the most logical way to accomplish this would be to build an addition to the south.

Mr. Bird feels it is a wise move for the Board to cooperate with Council on this purchase since the property is directly adjacent to the water plant.

Councilman Myers explained that the Council plans to pay the cost of future maintenance and insurance for the property from the general fund not water revenue funds.

Mr. Boytim said he feels this purchase is a waste of money. Mr. Bird disagreed.

Mr. Bird seconded the motion made by Mr. Danchisen. Vote: Mr. Danchisen-yes; Mr. Boytim-no; Mr. Bird-yes. Motion carried.

Mr. Danchisen moved that Council keep all rental income from the property at 414 E. Main St. in exchange for assuming all of the costs associated with repairs and maintenance of the buildings and property. Second by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Boytim-no; Mr. Bird-yes. Motion carried.

Mr. Danchisen reported that Supt. Biers advised he has not had success coordinating the installation of a “T” at the intersection of Main St. and Alexander Pike and, as a result, does not think this maintenance work can be completed before ODOT paves Main Street.

Mrs. Sowers reported she and Mr. Biers have begun investigating the possibility and costs of offering ACH or online payments for water bills.

Commenting on a planned replacement by Verizon of antennas on the water tower, Mr. Boytim expressed concern about the weight of the replacement hardware. Mr. Bird said it was his understanding that only the wiring will be replaced.

Mr. Boytim asked when the seeding will be completed for the Phase II waterline replacement. Mr. Bird said Mr. Biers has been in contact with Speer Bros.

Mr. Boytim asked when the light damaged during the Phase I waterline replacement in front of the Meterko property will be replaced. Mr. Bird said as soon as the property owner picks out a light Kwest will complete the repair.

Mr. Boytim noted Ordinance 5, 2012 authorizing raises for the Council and Mayor was recently approved. He asked why members of the Board of Public Affairs weren’t included. Mr. Boytim moved that the Board of Public Affairs pay be increased to the same rate as Village Council. Second by Mr. Danchisen. Vote: Mr. Danchisen-yes; Mr. Boytim-yes; Mr. Bird-yes. Motion carried. The action will be forwarded to Village Council for consideration.

Mr. Bird reported that he and Chuck Hall of Floyd Browne Group have been in discussion on the issue of water pressure from the public to private waterlines at Bay Point.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. Bird to adjourn at 7:55 p.m. Motion carried by unanimous vote.

APPROVED:
____________________________________
Thomas J. Bird, President, Board of Public Affairs

Attest:
_______________________________
Rhonda Botti Sowers, Fiscal Officer

March 13, 2012

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD MARCH 13, 2012

President Tom Bird called the meeting to order at 7:00 P.M. Answering roll call were Mr. Bird, and Mr. George Danchisen. Mr. Robert Boytim was excused. Also present were Fiscal Officer Rhonda Botti Sowers, Water Plant Superintendent Robert Biers and Councilman Duane Myers. There were no guests in attendance.

Motion to approve payment of bills in the amount of $19,629.42 including February payroll made by Mr. Danchisen and seconded by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes. Motion carried.

Motion to accept minutes of the February 14, 2012 regular meeting as submitted was made by Mr. Danchisen and seconded by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes. Motion carried.

Mr. Danchisen moved to accept the quote from Gill Construction in the amount of $11,400.00 to install a “T” and replace the 6” line with a 12” line at the intersection of Main St. and Alexander Pike. Second by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes. Motion carried.

Regarding installation of the “T”, Mr. Biers reported he is still trying to coordinate work for the project at Main and Alexander Pike so that it can be completed before the ODOT repaving which is scheduled for later this year.

Brief discussion was held on the merits of locating a truck stand for bulk water sales on Bayshore Rd.

Mr. Biers reported that the clarifier tank is in need of sandblasting and painting. He submitted a quote from Kessler Tank to perform the work. Mr. Danchisen moved to accept the quote from Kessler Tank in the amount of $11,600.00. Second by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes. Motion carried.

Mr. Danchisen moved to accept a quote from Kessler Tank in the amount of $700.00 to replace the float cable on the water tank. Second by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes. Motion carried.

Mr. Bird moved to accept a quote from Bergman Paving in the amount of $1900.00 for paving to repair road cuts for waterline work on Clemons St. and Main at Alexander Pike. Second by Mr. Danchisen. Vote: Mr. Danchisen-yes; Mr. Bird-yes. Motion carried.

It was moved by Mr. Bird and seconded by Mr. Danchisen to accept tap applications in the amount of $3,700.00 each for 410 Bay Point Blvd., 489 Bay Point Blvd., 501 Bay Point Blvd. and 129 Cove Court. Vote: Mr. Danchisen-yes; Mr. Bird-yes. Motion carried.

As part of the continuing water meter upgrade program, Mr. Danchisen moved to purchase 60 IPERL water meters at a total cost of $9475.20 from HD Supply. Second by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes. Motion carried.

Mr. Biers submitted a quote from MT Business Technologies to purchase a printer/scanner/fax/copier to replace a 9 year old unit currently in use by the water department. Purchase price for the new machine is $3,546.00 under a state purchasing contract. Mr. Bird moved to purchase a Ricoh Aficio MP C2051 from MT Business Technologies in the amount of $3,546.00. Second by Mr. Danchisen. Vote: Mr. Danchisen-yes; Mr. Bird-yes. Motion carried.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. Bird to adjourn at 7:30 p.m. Motion carried by unanimous vote.

APPROVED:
____________________________________
Thomas J. Bird, President, Board of Public Affairs

Attest:
_______________________________
Rhonda Botti Sowers, Fiscal Officer

February 14, 2012

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD FEBRUARY 14, 2012

President Tom Bird called the meeting to order at 7:00 P.M. Answering roll call were Mr. Bird, Mr. Robert Boytim and Mr. George Danchisen. Also present were Fiscal Officer Rhonda Botti Sowers and Water Plant Superintendent Robert Biers. There were no guests in attendance.

Motion to accept minutes of the January 10, 2012 regular meeting as submitted was made by Mr. Danchisen and seconded by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Boytim-yes; Mr. Bird-yes. Motion carried.

Motion to approve payment of bills in the amount of $26,071.21 including January payroll made by Mr. Danchisen and seconded by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Boytim-yes; Mr. Bird-yes. Motion carried.

Motion was made by Mr. Danchisen and seconded by Mr. Bird to return service deposits in the amount of $50.00 each to Brian Pero, Sarah Deperro, Joshua Stapleton, Kimberly Gunner and THM Properties, LLC. Vote: Mr. Danchisen-yes; Mr. Boytim-yes; Mr. Bird-yes. Motion carried.

Mr. Danchisen suggested a file be maintained of all expenses incurred regarding the feasibility of a waterline extension along Alexander Pike.

Mr. Boytim noted the light post in front of the Meterko property which was damaged during the Phase I waterline replacement still has not been repaired. Mr. Bird will follow up.

Mr. Biers reported that he, Mr. Bird and Chuck Hall of Floyd Browne Group met recently with representatives of Bay Point to discuss potential water distribution upgrades which would improve service for customers in the Bayshore Road area as well as requirements which would need to be met to turn over the private water lines in Bay Point to the village.

The Board received a letter from ODOT advising that any needed waterline work should be done before Main Street is paved later this year. A quote was received from Gill Construction in the amount of $11,400 to install a “T” and replace the 6” line with a 12” line at the intersection of Main St. and Alexander Pike. Mr. Bird feels this project should be actively pursued before the paving is done.

It was moved by Mr. Danchisen and seconded by Mr. Bird to accept tap applications in the amount of $3,700.00 each for 128 Cottage Cove, 812 E. Main Unit L3C, and 812 E. Main St. Unit L3E. Vote: Mr. Danchisen-yes; Mr. Boytim-yes; Mr. Bird-yes. Motion carried.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. Bird to adjourn at 7:51 p.m. Motion carried by unanimous vote.

APPROVED:
___________________________________
Thomas J. Bird, President, Board of Public Affairs

Attest:
_______________________________
Rhonda Botti Sowers, Fiscal Officer

January 10, 2012

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD JANUARY 10, 2012

President Robert Boytim called the meeting to order at 7:00 P.M. Answering roll call were Mr. Boytim, Mr. Tom Bird and Mr. George Danchisen. Also present were Fiscal Officer Rhonda Botti Sowers, Water Plant Superintendent Robert Biers and Councilman Duane Myers. There were no guests in attendance.

Motion to accept minutes of the December 13, 2011 regular meeting as submitted was made by Mr. Danchisen and seconded by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $72,033.84 including December payroll made by Mr. Bird and seconded by Mr. Danchisen. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

Mr. Boytim called for nominations for president of the Board for 2012 and declined accepting a nomination for himself. Mr. Danchisen nominated Tom Bird for president of the Board. Second by Mr. Boytim. Vote: Mr. Danchisen-yes; Mr. Bird-abstained; Mr. Boytim-yes. Motion carried

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. Bird to adjourn at 7:10 p.m. Motion carried by unanimous vote.


APPROVED:
____________________________________
Thomas J. Bird, President
Board of Public Affairs


Attest:

_______________________________
Rhonda Botti Sowers
Fiscal Officer

December 13, 2011

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD DECEMBER 13, 2011

President Robert Boytim called the meeting to order at 7:00 P.M. Answering roll call were Mr. Boytim, Mr. Tom Bird and Mr. George Danchisen. Also present were Fiscal Officer Rhonda Botti Sowers and Water Plant Superintendent Robert Biers. There were no guests in attendance.

Motion to accept minutes of the November 8, 2011 regular meeting as submitted was made by Mr. Danchisen and seconded by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of warrants 15682 through 15710 for a total, including payroll, of $144,242.59 made by Mr. Bird and seconded by Mr. Danchisen. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

Mr. Bird moved to authorize payment of the 2012 operating license fee in the amount of $1,200.00 to the Ohio EPA. Second by Mr. Danchisen. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

The Board authorized change order #2 by Speer Brothers which resulted in a reduction of expenses by $289.35 for Phase 2 of the SR 163 waterline replacement.

Mr. Danchisen moved to authorize additional resident representation fees to Floyd Browne Group for Phase 2 of the SR 163 in the amount of $2,267.00. Second by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

The Board approved disbursement application #4 for the Phase 2 waterline project in the total amount of $196,249.46 which includes payment of $193,382.86 to Speer Brothers of which $79,286.97 will be paid by OPWC and $114,095.89 by the Village and payment of $2,866.60 to Floyd Browne Group of which $1,175.31 will be paid by OPWC and $1,691.29 by the Village.

It was moved by Mr. Bird and seconded by Mr. Danchisen to accept a tap application in the amount of $3,700.00 for 906 Prairie Street. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

On the recommendation of the Water Superintendent, Mr. Danchisen moved that a late fee in the amount of $5.40 be removed from account BAYS-010686-0000-01. Second by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

Mr. Danchisen moved to refund $281.60 to Routh Realty for an overpayment of a lien against 157 Alexander Pike. Second by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

Karen Serenchy submitted a request that a late charge assessed to her be removed due to the fact the post office misdirected her bill and she didn’t receive it in time. The Board denied this request for late charge removal.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. Bird to adjourn at 7:45 p.m. Motion carried by unanimous vote.


APPROVED:
____________________________________ Robert S. Boytim, President
Board of Public Affairs

Attest:

_______________________________
Rhonda Botti Sowers
Fiscal Officer

November 8, 2011

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD NOVEMBER 8, 2011

President Robert Boytim called the meeting to order at 7:33 P.M. Answering roll call were Mr. Boytim, Mr. Tom Bird and Mr. George Danchisen. Also in attendance were Water Superintendent Bob Biers and Chuck Hall of Floyd Browne Group.

Fiscal Officer Rhonda Botti Sowers was excused; Mr. Bird took the minutes.

Motion to accept minutes of the October 11, 2011 regular meeting as submitted was made by Mr. Danchisen and seconded by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of warrants 15512 through 15542 and payroll in the amount of $166,417.13 made by Mr. Bird and seconded by Mr. Danchisen. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

Motion was made by Mr. Danchisen and seconded by Mr. Bird to return service deposits in the amount of $50.00 each to Joe Morgan and Ronald Royhab and to transfer the $50.00 deposit of Dinah Welch to the water service fund for payment of outstanding bill. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

Construction meeting for the SR 163 Phase 2 waterline replacement project will be held November 10, 2011 at 2 p.m.

The Board received a quote from Speer Bros. in the amount of $14,985.60 for Change Directive #1 to Phase 2 of the SR 163 waterline replacement project. The change order was approved at the October 11 meeting.

Mr. Danchisen moved to contract with Floyd Browne Group for engineering services to review waterline plans for Bay Point’s Sunset Cove Phase 3 at a cost not to exceed $1600.00 with the actual cost to be reimbursed by Bay Point. Second by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

Mr. Danchisen moved to approve plans for Sunset Cove Subdivision, Phase 3 pending review by Floyd Browne Group. Second by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

Chuck Hall of Floyd Browne Group discussed the Alexander Pike waterline upgrade project which was not approved for OPWC funding this year. He recommended that $50,000.00 be allocated in next year’s budget as matching funds if the Board wants to apply for this project in the next round of funding applications.

It was moved by Mr. Danchisen and seconded by Mr. Bird to accept tap applications in the amount of $3,700.00 each for Bay Pointe Resorts Villa 35 at 116 Cove Court and Villa 34 at 124 Cove Court. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.
Mr. Danchisen moved to accept a quote from Ohio CAT Power Systems in the amount of $2,695.48 for preventive generator maintenance in 2012. Second by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. Bird to adjourn at 8:55 p.m. Motion carried by unanimous vote.


APPROVED:
____________________________________
Robert S. Boytim, President
Board of Public Affairs


Attest:

_______________________________
Thomas J. Bird for Rhonda Botti Sowers
Fiscal Officer

October 11, 2011

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD OCTOBER 11, 2011

President Robert Boytim called the meeting to order at 7:00 P.M. Answering roll call were Mr. Boytim, Mr. Tom Bird and Mr. George Danchisen. Also in attendance were Water Superintendent Bob Biers and guests John Starcher and Chuck Hall.

Fiscal Officer Rhonda Botti Sowers was excused; Mr. Bird took the minutes.

Motion to accept minutes of the September 13, 2011 regular meeting as submitted was made by Mr. Danchisen and seconded by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of warrants 15375 through 15397 and payroll in the amount of $35,056.29 made by Mr. Danchisen and seconded by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

Motion was made by Mr. Danchisen and seconded by Mr. Bird to return service deposits in the amount of $50.00 each to Avery’s Café and Joe Forcina. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

Following review of a request from Speer Bros. for a change order to the Phase 2 waterline replacement project, Mr. Danchisen moved to accept work Change Directive #1. Second by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

Mr. Bird moved to approve payment of disbursement request # 2 in the amount of $112,441.39 to Speer Brothers with $46,100.97 paid by OPWC and $66,340.42 by the Village. Second by Mr. Danchisen. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

The computer water model for a waterline extension on Alexander Pike is being evaluated by Supt. Biers and the Board. Discussion was held on installation of a tee for a 12” line at the intersection of Alexander Pike and W. Main. The Board will seek a quote from Speer Bros.

Mr. Biers submitted a more detailed quote from C.L. Deemer Roofing for proposed repairs to the Water Plant roof still in the amount of $9,500. A quote was also received from North Coast Roofing in the amount of $14,000. The quote from Rosiar Construction was withdrawn. Mr. Bird moved to accept the quote from C. L. Deemer Roofing in the amount of $9,500.00. Second by Mr. Danchisen. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

Mr. Danchisen moved to accept a quote from Henry W. Bergman, Inc. in the amount of $1,225.00 to seal the asphalt at the water plant. Second by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

The Board received a request to waive late fees charged to a customer when her bank failed to submit the water payment in time. The bank said it was not the customer’s error that the payment was submitted late. The Board agreed that late fees should not be waived due to the bank’s error and said the bank should pay the late fee on behalf of the customer.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. Bird to adjourn at 8:40 p.m. Motion carried by unanimous vote.


APPROVED:
____________________________________
Robert S. Boytim,President Board of Public Affairs


Attest:

_______________________________
Rhonda Botti Sowers Fiscal Officer

September 13, 2011

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD SEPTEMBER 13, 2011

President Robert Boytim called the meeting to order at 7:05 P.M. Answering roll call were Mr. Boytim, Mr. Tom Bird and Mr. George Danchisen. Also present were Fiscal Officer Rhonda Botti Sowers and Water Plant Superintendent Robert Biers. There were no guests in attendance.

Mr. Boytim stated the fifth paragraph of the August 9 minutes should be corrected to add that Kwest needs to replace lot pins at Dan Kukay’s property that were damaged during the waterline replacement project. Motion to accept minutes of the August 9 regular meeting as corrected was made by Mr. Danchisen and seconded by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of warrants 15289 through 15318 in the amount of $36,593.35 made by Mr. Bird and seconded by Mr. Danchisen. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

Mr. Bird reported the Mayor was approached by a representative of the Marblehead Peninsula Library Committee to find out if there can be a reduced water rate for non-profit organizations. Following discussion the Board affirmed its previous decision that there are no reduced rates and acknowledged it would set a precedent.

Actual cost from Floyd Browne Group for engineering services to review waterline plans for Lots 1-5 of Sunset Cove Phase 2, Bay Breeze Drive, was $1284.69. Bay Point will be billed for reimbursement of this expense.

Following approval last month, the Board signed the final plat for Sunset Cove Phase 2, lots 1-5 on Bay Breeze Drive.

The Board authorized Mrs. Sowers and Mr. Biers to sign waiver of lien forms from Sandvick Builders once tap fees have been paid.

It was moved by Mr. Danchisen and seconded by Mr. Bird to accept tap applications in the amount of $3,700.00 each for Villa 6 and Villa 7 at Bay Point. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

Mr. Biers gave a brief update on the status of the Phase 2 waterline replacement project.

Mr. Biers submitted quotes from Rosiar Construction in the amount of $6043.00 and CL Deemer Roofing in the amount of $9500.00 to replace the roof on the Water Plant. There was a significant difference in price but the proposals were for different types of work and materials. Following review of each proposal, the Board agreed that specifications should be established and new quotes obtained so that all contractors are quoting on the same type of project.

Mr. Danchisen said the lot approved for a split for Bay Point in July has transferred ownership and pointed out that one of the conditions for the split was that the newly created lot have its own water connection. Mr. Danchisen moved to notify the owner that they have until October 31, 2011 to establish a separate water connection. Second by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

Mr. Biers said Bergman Paving plans to complete work by the end of October at the corner of Stone and Prairie as well as Perry Street to repair the surface where waterline breaks occurred.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. Bird to adjourn at 7:45 p.m. Motion carried by unanimous vote.


APPROVED:

____________________________________ Robert S. Boytim, President
Board of Public Affairs


Attest:

_______________________________
Rhonda Botti Sowers, Fiscal Officer

August 9, 2011

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD AUGUST 9, 2011

President Robert Boytim called the meeting to order at 7:00 P.M. Answering roll call were Mr. Boytim, Mr. Tom Bird and Mr. George Danchisen. Also present were Fiscal Officer Rhonda Botti Sowers and guests Chuck Hall and John Starcher.

Motion to accept minutes of the July 12 regular meeting as submitted was made by Mr. Danchisen and seconded by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of warrants 15151 through 15175 in the amount of $14,069.16 made by Mr. Bird and seconded by Mr. Danchisen. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

Chuck Hall of Floyd Browne Group submitted minutes from the July 22 bid award meeting.

Discussion was held on the fact that grass has failed to grow in the area of the Phase I waterline replacement. Mr. Hall agreed to contact the contractor. Mr. Boytim asked that Kwest also replace the lamp post in front of the Meterko property which was damaged during the construction project.

Mr. Hall gave an update on the computer water model. Hydrant tests will be done on August 11 as a part of this project to determine flow and pressure.

The Board received notice that the Ottawa County Sanitary Engineer’s office will conduct a meeting August 25 regarding the sewer replacement project in Island View. Mr. Boytim said the village should have representation at the meeting. Mr. Starcher noted the village has a regular council meeting at the same time and encouraged someone from the BPA to be present.

Mr. Hall reviewed the grant application packet for the Alexander Pike waterline replacement. The application needs to be submitted by September 2, 2011 and the award would be July 1, 2012.

Mr. Danchisen moved to contract with Floyd Browne Group for engineering services to review waterline plans for Lots 1-5 of Sunset Cove Phase 2, Bay Breeze Drive, at a cost not to exceed $1600.00 with the actual cost to be reimbursed by Bay Point. Second by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

Mr. Bird moved to approve plans for Sunset Cove Subdivision, Phase 2, lots 1-5 on Bay Breeze Drive. Second by Mr. Danchisen. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

The Board authorized Mr. Biers to have Bergman Paving fix pavement at the corner of Stone and Prairie as well as Perry Street where waterline breaks were repaired; have the driveway resealed this fall; have the overhang repaired where there is rotten wood; have the basement painted; and investigate switching the service provider for the water dialer from First Communications to Frontier.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. Bird to adjourn at 8:23 p.m. Motion carried by unanimous vote.


APPROVED:

____________________________________ Robert S. Boytim, President
Board of Public Affairs


Attest:

_______________________________
Rhonda Botti Sowers
Fiscal Officer

July 12, 2011

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD JULY 12, 2011

President Robert Boytim called the meeting to order at 7:00 P.M. Answering roll call were Mr. Boytim, Mr. Tom Bird and Mr. George Danchisen. Also present were Interim Fiscal Officer Rhonda Botti Sowers and Water Plant Superintendent Robert Biers. There were no guests in attendance.

Motion to accept minutes of the May 13 special meeting was made by Mr. Danchisen and seconded by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

Motion to accept minutes of the June 14 regular meeting was made by Mr. Danchisen and seconded by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

Motion to approve payment of bills in the amount of $25,032.51 made by Mr. Bird and seconded by Mr. Danchisen. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

Motion was made by Mr. Danchisen and seconded by Mr. Bird to return service deposits in the amount of $50.00 each to Greg Komjati, James Kubeja, Shirley Mira and Kevin Lucas. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

The Board commended seasonal employee Andrea Moon for the job she is doing painting the fire hydrants.

Mr. Boytim announced there will be a meeting July 22 at 11:00 a.m. to award the Phase II waterline contract.

The Board received a copy of a letter from Solicitor Jim Barney to Columbia Gas regarding the issue of gas a line run on top of the water line along Main Street at the curve in front of Jerome Boytim’s property and needs to be moved.

Mr. Danchisen moved to authorize a lot split and Bayshore Road for Bay Point with the provision the new lot will be required to have a separate water service. Second by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

Mr. Biers submitted a letter from Flint Heidelbaugh requesting a one-time credit following a waterline break on his property at 10538 E. Bayshore Road that resulted in a water bill of $851.21. Mr. Biers advised the one-time credit for this property was used on November 8, 2005. Mr. Danchisen moved to deny the request for a water credit at 10538 E. Bayshore Rd. due to the fact the one time forgiveness for this property was used on November 8, 2005. Second by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. Bird to adjourn at 7:32 p.m. Motion carried by unanimous vote.


APPROVED:

____________________________________ Robert S. Boytim, President
Board of Public Affairs


Attest:

_______________________________
Rhonda Botti Sowers
Fiscal Officer

June 14, 2011

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD JUNE 14, 2011

Vice-President Tom Bird called the meeting to order at 7:00 P.M. Answering roll call were Mr. Bird and Mr. George Danchisen. Mr. Robert Boytim was detained and arrived at 7:03. Also present were Interim Fiscal Officer Rhonda Botti Sowers and Water Plant Superintendent Robert Biers. Guests in attendance were Council President John Starcher, and Chuck Hall of The Floyd Browne Group.

Motion to accept minutes of the May 10 regular meeting as submitted made by Mr. Danchisen and seconded by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes. Motion carried.

Bills were reviewed and financial report for the month of May was distributed by the Fiscal Officer prior to the meeting. Motion to approve payment of bills in the amount of $63,567.01 made by Mr. Bird and seconded by Mr. Danchisen. Vote: Mr. Danchisen-yes; Mr. Bird-yes. Motion carried.

Motion was made by Mr. Danchisen and seconded by Mr. Bird to return service deposits in the amount of $50.00 each to Irma Duche, Rajka Ries, Jody McCallum and Terry Granzier. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

Chuck Hall of Floyd Browne Group submitted the tabulation of bids received for the SR 163 Phase 2 water project. Following a check of references the recommendation is to award the bid to the low bidder, Speer Brothers.

In response to a question from Mr. Starcher, Mr. Hall said there was only a difference of 2.5% between the top two bidders, Speer Brothers and Kwest.

Mr. Danchisen moved to accept the bid from Speer Brother for the Phase 2 SR 163 Waterline project in the amount of $297,128.00. Second by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

Recommendation will be submitted to the Village Council for a resolution to accept the bid from Speer Brothers.

Mr. Hall provided all of the final paperwork to complete Phase I of the SR 163 Waterline Project. Mr. Boytim signed approval of change order 3 in the amount of $7979.49 as well as pay applications 4 (restoration) and 5 (retainage) from Kwest in the amount of $33,976.61. These, along with a project invoice from Floyd Browne Group in the amount of $650.00 will be submitted to OPWC with the final disbursement request.

Mr. Hall submitted a waterline distribution map overlaid on the village base map which he left for the Board to review. The only thing which needs to be inserted on the map is the Sunset Cove area of Bay Point.

Mr. Hall explained a conceptual estimate for a waterline upgrade on Alexander Pike from 6” to 8” lines. He recommended the village apply for funding for two separate projects, one for the waterline upgrade and a second for paving. The village will need to commit $123,000 in matching funds for these projects. Board members were in favor of applying for grant funding of these projects. Resolutions will be required from Council to proceed with applications for the next round of OPWC Issue 1 funding.

Mr. Boytim provided Mrs. Sowers a list of street numbers for newly created lots at Bay Point so that she may notify various agencies of these new addresses.

It was moved by Mr. Danchisen and seconded by Mr. Bird to accept tap applications in the amount of $3,700.00 each for 812 E. Main St., 441 Bay Point Blvd. and 449 Bay Point Blvd. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

Mr. Boytim signed a waiver of lien to Sandvick Builders following construction of Villas 4 and 5 at Sunset Cove, Bay Point Resort verifying that all tap fees and materials are paid.

Mr. Danchisen moved to reimburse Franklin Atwater for his health insurance premium in the amount of $869.40. Second by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

On the recommendation of Water Superintendent Biers, Mr. Bird moved to hire Andrea Moon as a seasonal employee to paint fire hydrants. Second by Mr. Danchisen. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried. Per the pay ordinance, the Board will recommend that the Mayor set pay for this position at $10.50 per hour.

Mr. Danchisen moved to authorize purchase of an additional 60 electronic water meters at a cost of $171.33 each. Second by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. Bird to adjourn at 8:54 p.m. Motion carried by unanimous vote.


APPROVED:

____________________________________ Robert S. Boytim, President
Board of Public Affairs

Attest:

_______________________________
Rhonda Botti Sowers
Fiscal Officer

May 13, 2011 Bid Opening

BOARD OF PUBLIC AFFAIRS
SPECIAL MEETING HELD MAY 13, 2011

Special meeting of the Board of Public Affairs was called to order by President Bob Boytim at noon. Answering roll call were Mr. Boytim, Mr. Tom Bird and Mr. George Danchisen. Also present was Water Plant Supt. Bob Biers. Purpose of the meeting was to receive bids for the SR 163 Waterline, Phase II project.

Guests in attendance were Council President John Starcher, Mac McCauley of Floyd Browne Group, Holly Szakovits of Kwest Group, Mike Hetrick of Perrysburg Pipe, Dave Speer of Speer Brothers, and Dave Nickoli of Buckeye Excavating.

Bid packets were received from Kwest Group, Perrysburg Pipe, Speer Brothers, Inc. and Buckeye Excavating.

Floyd Browne group will check bidder references and prepare bid tabulations prior to the Board’s next regular meeting on June 14.

There being no further business, the meeting adjourned at 12:25 p.m.


APPROVED:

____________________________________ Robert S. Boytim, President
Board of Public Affairs


Attest:

_______________________________
Rhonda Botti Sowers
Fiscal Officer

May 10, 2011

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD May 10, 2011

President Robert Boytim called the meeting to order at 7:35 P.M. Answering roll call were Robert Boytim, George Danchisen and Tom Bird. Also present was Water Plant Superintendent Robert Biers and Chuck Hall of Floyd Browne Group. In the absence of the Fiscal Officer, Mr. Bird took the minutes.

Motion to accept minutes of the April 12, 2011 regular meeting as submitted was made by Mr. Danchisen and seconded by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

Mr. Danchisen moved to accept and approve payment of checks #14672 to #14739 including payroll for a total of $24,027.11 and to authorize payment of bills submitted in the amount of $9841.42. Motion seconded by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

Chuck Hall of Floyd Browne Group suggested the Board consider replacement of the existing 6 inch water line on Alexander Pike with an 8 inch line. This would not only increase fire protection but also replace an aging line installed in 1959. Motion was made by Mr. Danchisen and seconded by Mr. Bird to have Floyd Browne Group investigate the availability of grant funding for this purpose. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

Board acknowledged termination of Kim Watts from the position of fiscal officer.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. Bird to adjourn. Motion carried by unanimous vote.


APPROVED:
____________________________________ Robert S. Boytim, President
Board of Public Affairs


Attest:

_______________________________
Thomas J. Bird
Acting Clerk-Secretary

April 12, 2011

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD APRIL 12, 2011

President Robert Boytim called the meeting to order at 7:00 P.M. Answering roll call were Robert Boytim, George Danchisen and Tom Bird. Also present were Fiscal Officer Kim Watts and Water Plant Superintendent Robert Biers. There were no guests in attendance.

Motion to accept minutes of the March 8, 2011 regular meeting as submitted was made by Mr. Danchisen and seconded by Mr. Bird. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

Bills were reviewed and financial reports for the month of April were distributed by the Fiscal Officer prior to the meeting.

Motion to accept and pay bills from check #14557 through #14562, #14596 through #14600, #14648 through #14653, #14655 through #14662 plus payroll for a total of $22,449.85 made by Mr. Bird and seconded by Mr. Danchisen. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

Motion was made by Mr. Danchisen and seconded by Mr. Bird to return service deposits in the amount of $50.00 each to Therese Lustic, Misty Rose, Ross Anderson, Ted Leonard and Eric Rothlisberger. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

At the request of Mr. Boytim, Superintendent Biers will look into any recoupment of special assessments associated with the Manko waterline extension.

It was reported that legal notices to receive bids for Phase II of the SR163 Waterline Replacement Project, Proposal 10-50508-01P will be published in the Port Clinton News Herald April 19 and 26, 2011 with a pre-bid meeting scheduled for May 3, 2011 and bid opening May 13, 2011. Contract award date is June 16, 2011 with work scheduled to begin September 6, 2011 and be completed by November 7, 2011.

After review of the proposal from Floyd Browne Group to provide construction services for the SR 163 Phase II Waterline Replacement, Robert Boytim noted that, as discussed last month, the contract language on page 8 of the document has not yet been changed to make the contractor responsible for damages if the project extends beyond the designated schedule. It was moved by Mr. Danchisen and seconded by Mr. Bird to accept Contract 10-50508-02P in the amount of $34,000.00 from Floyd Browne Group for construction services for the S.R. 163 Phase II Waterline Replacement pending inclusion of the aforementioned change. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

After reviewing a proposal submitted last month by Floyd Browne Group for a Water System Evaluation, contract 09-00250-01P, to create a computer model distribution system from recorded plans, drawings, elevated tank and high service pump information, it was moved by Mr. Bird and seconded by Mr. Danchisen to accept the contract from Floyd Browne Group in the amount of $14,500.00 for the computer model water system study. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.
Robert Boytim reported the window in the old chemical room is in need of replacement. Prices will be obtained from Tritch Door and Window of Fremont, Ohio and Koch Aluminum, Sandusky, Ohio.

It was moved by Mr. Danchisen and seconded by Mr. Bird to accept tap applications in the amount of $3,700.00 each for 109 Cove Court Drive (Villa #3), 113 Cove Court Drive (Villa #4) and 117 Cove Court Dr. (Villa #5). Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

Mr. Biers reported that Renae Boudin has been notified three times since October 31, 2010 to pick up her check in the amount of $14.60 for the balance of her service deposit but has failed to claim it. It was moved by Mr. Danchisen and seconded by Mr. Bird to void the payment and credit the amount of $14.60 to miscellaneous water revenue. Vote: Mr. Danchisen-yes; Mr. Bird-yes; Mr. Boytim-yes. Motion carried.

Mr. Biers stated his department should be finished flushing hydrants by the end of the week. He also said that a waterline break discovered Friday, April 8 has been repaired with only minimal disruption of service in the area.

There being no further business, it was moved by Mr. Danchisen and seconded by Mr. Bird to adjourn at 7:55 p.m. Motion carried by unanimous vote.


APPROVED:
____________________________________
Robert S. Boytim, President
Board of Public Affairs

Attest:

_______________________________
Rhonda Botti Sowers
Fiscal Officer

March 8, 2011

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD MARCH 8, 2011

President Robert Boytim called the meeting to order at 7:00 P.M. Answering roll call was Robert Boytim, George Danchisen and Tom Bird. Also present was Fiscal Officer Kim Watts. Guests: Chuck Hall, Floyd Browne Group.

Motion to accept minutes of the February 8, 2011 regular meeting as corrected made by George Danchisen and seconded by Tom Bird. Verbal vote with all voting aye. Motion passed.

Bills were reviewed and financial reports for the month of March were distributed by the Fiscal Officer prior to the meeting.

Motion to accept and pay bills from check #14462 through #14545 including payroll for a total of $28,577.20 made by Tom Bird and seconded by George Danchisen. Roll call vote with all voting yes. Motion passed.

Has everything been paid on the clarifier project? Kim Watts will check for outstanding invoices so this Capital Project Fund 4904 can be closed.

Invoices to Kwest, Inc for the SR163 waterline project have been paid to date. They will be back in late April or early May to grade and seed.

Chuck Hall, Floyd Browne Group presented for consideration: Contract 10-50508-01P for Phase II of the SR163 Waterline Replacement Project. Would like to begin the bidding process in May. Chuck sent copies to John Starcher and John planned to forward to Solicitor Jim Barney for legal review.

Motion to begin the bidding process for Phase II of the SR163 Waterline Replacement Project by accepting Proposal 10-50508-01P in the amount of $6,400.00 made by George Danchisen and seconded by Tom Bird. Roll call vote with all voting yes. Motion passed.

Will proceed to Council agenda for the Resolution for approval of Floyd Browne Group contract.
Recap of bids will be scheduled for the June BPA meeting. Mayor can’t sign construction contract before July 1, 2011 with work to begin right after Labor Day.

Floyd Browne Group will prepare and issue bidding documents, walk the site with everybody, and answer questions. Will open bids and check references. Prepare bid tabs and prepare calendar of events.

Construction administration and resident representation on the last project needed addendum from a 2 month to a 3 month cycle. Pricing is based upon 3 month cycle. Same price as Phase I with the addendum. Discussion followed. We got stuck with the additional construction administration expenses. Robert Boytim asked about the penalty if the contractor is not done in allotted time. Chuck Hall said, “We are changing the language of our contract. Where the contractor becomes responsible for damages if they don’t meet the schedule.”
The BPA agreed to a 60-day cycle for Construction Administration. Resident Representation is still estimated at $650.00/day.

Chuck Hall also presented a proposal for a Water Model to be completed by Floyd Browne Group that would give the best solution for future expansion. Possibilities include an additional water tower on the south side of the peninsula and a line down Alexander Pike. Robert Boytim said the waterline would be on the west side. We took core samples already. There is a 6” line running along the east for houses right now.

Robert Boytim – Let us look at this proposal for the water model and work on it.

Chuck Hall – TTHM – Water aging problem. Don’t want water to sit in the line for too long.

Tony Joyce wants to set up a meeting with the BPA for possible superintendent position.

Problem with water bills this month. Some showed zero gallons used. The billing cycle doubled for part of the village. Next printing needs to have our phone number on the back, the part the customer keeps.

Oraca Water Care has a surface water process anybody on the lake might be interested. Floyd Browne Group will be offering the five-hour seminar at their Delaware office. Flyer will be forwarded to Bob Biers. Contact hours are available.

Motion to adjourn made by George Danchisen and seconded by Tom Bird. Verbal vote with all voting aye. Motion passed.

Meeting adjourned at 7:57 p.m.



APPROVED:


____________________________________ Robert S. Boytim, President
Board of Public Affairs


Attest:


_______________________________
Kimberly A. Watts
Fiscal Officer

March 8, 2011

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD MARCH 8, 2011

President Robert Boytim called the meeting to order at 7:00 P.M. Answering roll call was Robert Boytim, George Danchisen and Tom Bird. Also present was Fiscal Officer Kim Watts. Guests: Chuck Hall, Floyd Browne Group.

Motion to accept minutes of the February 8, 2011 regular meeting as corrected made by George Danchisen and seconded by Tom Bird. Verbal vote with all voting aye. Motion passed.

Bills were reviewed and financial reports for the month of March were distributed by the Fiscal Officer prior to the meeting.

Motion to accept and pay bills from check #14462 through #14545 including payroll for a total of $28,577.20 made by Tom Bird and seconded by George Danchisen. Roll call vote with all voting yes. Motion passed.

Has everything been paid on the clarifier project? Kim Watts will check for outstanding invoices so this Capital Project Fund 4904 can be closed.

Invoices to Kwest, Inc for the SR163 waterline project have been paid to date. They will be back in late April or early May to grade and seed.

Chuck Hall, Floyd Browne Group presented for consideration: Contract 10-50508-01P for Phase II of the SR163 Waterline Replacement Project. Would like to begin the bidding process in May. Chuck sent copies to John Starcher and John planned to forward to Solicitor Jim Barney for legal review.

Motion to begin the bidding process for Phase II of the SR163 Waterline Replacement Project by accepting Proposal 10-50508-01P in the amount of $6,400.00 made by George Danchisen and seconded by Tom Bird. Roll call vote with all voting yes. Motion passed.

Will proceed to Council agenda for the Resolution for approval of Floyd Browne Group contract.
Recap of bids will be scheduled for the June BPA meeting. Mayor can’t sign construction contract before July 1, 2011 with work to begin right after Labor Day.

Floyd Browne Group will prepare and issue bidding documents, walk the site with everybody, and answer questions. Will open bids and check references. Prepare bid tabs and prepare calendar of events.

Construction administration and resident representation on the last project needed addendum from a 2 month to a 3 month cycle. Pricing is based upon 3 month cycle. Same price as Phase I with the addendum. Discussion followed. We got stuck with the additional construction administration expenses. Robert Boytim asked about the penalty if the contractor is not done in allotted time. Chuck Hall said, “We are changing the language of our contract. Where the contractor becomes responsible for damages if they don’t meet the schedule.”
The BPA agreed to a 60-day cycle for Construction Administration. Resident Representation is still estimated at $650.00/day.

Chuck Hall also presented a proposal for a Water Model to be completed by Floyd Browne Group that would give the best solution for future expansion. Possibilities include an additional water tower on the south side of the peninsula and a line down Alexander Pike. Robert Boytim said the waterline would be on the west side. We took core samples already. There is a 6” line running along the east for houses right now.

Robert Boytim – Let us look at this proposal for the water model and work on it.

Chuck Hall – TTHM – Water aging problem. Don’t want water to sit in the line for too long.

Tony Joyce wants to set up a meeting with the BPA for possible superintendent position.

Problem with water bills this month. Some showed zero gallons used. The billing cycle doubled for part of the village. Next printing needs to have our phone number on the back, the part the customer keeps.

Oraca Water Care has a surface water process anybody on the lake might be interested. Floyd Browne Group will be offering the five-hour seminar at their Delaware office. Flyer will be forwarded to Bob Biers. Contact hours are available.

Motion to adjourn made by George Danchisen and seconded by Tom Bird. Verbal vote with all voting aye. Motion passed.

Meeting adjourned at 7:57 p.m.



APPROVED:


____________________________________ Robert S. Boytim, President
Board of Public Affairs


Attest:


_______________________________
Kimberly A. Watts
Fiscal Officer

February 8, 2011

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD FEBRUARY 8, 2011

President Robert Boytim called the meeting to order at 7:00 P.M. Answering roll call was Robert Boytim, Tom Bird and George Danchisen. Also present was Fiscal Officer Kim Watts and Water Plant Superintendent Robert Biers. Guests: None.

Motion to accept minutes of the January 11, 2011 regular meeting as printed made by George Danchisen and seconded by Tom Bird. Verbal vote with all voting aye. Motion passed.

Bills were reviewed and financial reports for the month of January were distributed by the Fiscal Officer prior to the meeting.

Motion to accept and pay bills from check #14379 through check #14447 including payroll and loan payments for a total of $102,651.33 made by Tom Bird and seconded by George Danchisen. Roll call vote with all voting yes. Motion passed.

Motion to return three (3) service deposits in the amount of $50.00 each to Joan Shearer, Tom Biro and Kim Skrinak made by George Danchisen and seconded by Tom Bird. Roll call vote with all voting yes. Motion passed.

Motion to return overpayment of $169.86 to Kim Skrinak for rental property at 313 Perry Street made by Tom Bird and seconded by George Danchisen. Roll call vote with all voting yes. Motion passed.

Motion to accept tap application, in the amount of #3,700.00 from Dan Niedbalski for a ¾” tap at 402 Baypoint Boulevard, account BAYP-000402-0000-01, made by George Danchisen and seconded by Tom Bird. Roll call vote with all voting yes. Motion passed.

George Danchisen had nothing to report.

Tom Bird offered a tip of the hat to Dale and Frank for clearing fire hydrants with all of the recent snow. Still may to want to think about adding a fourth guy.

Robert Boytim signed off on the insurance bond for the clarifier project done by Kelstin, Inc. Work is complete and all equipment has been returned.

Renae Boudin was issued check #14052 in the amount $14.60 on 10/31/2010 for return of service deposit after the last bill was deducted from property where she rented. We have no forwarding address on file. Bob Biers saw her in person over two months ago and let her know that the check could be picked up at any time. George Danchisen suggested that we keep the check for six months and then put it back into the account if Ms. Beaudin does not retrieve it.

Bob Biers is going into the hospital on Friday for surgery and expects to be out for two to four weeks. Board discussed the possibilities of hiring another operator with a class III license.

Motion to adjourn made by Tom Bird and seconded by Robert Boytim. Verbal vote with all voting aye. Motion passed.

Meeting adjourned at 7:32 p.m. Next regular meeting of the Board of Public affairs will be Tuesday, March 8, 2011 at 7:00p.m.


APPROVED:


____________________________________ Robert S. Boytim, President
Board of Public Affairs


Attest:


_______________________________
Kimberly A. Watts
Fiscal Officer

January 11, 2011

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD JANUARY 11, 2011

President Robert Boytim called the meeting to order at 7:08 P.M. Answering roll call was Robert Boytim, Tom Bird and George Danchisen. Also present was Fiscal Officer Kim Watts and Water Plant Superintendent Robert Biers. Guests: None.

Motion to accept minutes of the December 14, 2010 regular meeting as printed made by George Danchisen and seconded by Tom Bird. Verbal vote with all voting aye. Motion passed.

Bills were reviewed and financial reports for the month of December were distributed by the Fiscal Officer prior to the meeting.

Motion to accept and pay bills from check #14215 through #14299 including payroll for a total of $26,801.89 made by Tom Bird and seconded by George Danchisen. Roll call vote with all voting yes. Motion passed.

George Danchisen had nothing to report.

Tom Bird said we should look seriously at getting a fourth operator down the road. Need cross-training to cover our backsides, especially if development in the village continues. Thirty houses went up this year.

Robert Boytim reviewed survey from Debbie Ko, Ohio Environmental Protection Agency (EPA).
Bob Biers has responded to Debbie Ko that we are looking for and plan to purchase bulk filling station repair.

Ice control system has been installed in the new clarifier at a cost of approximately $2,800.00 by A.T. Emmett, LLC.

Service deposit paid by Shelley Chambers for 313 Perry Street should be applied to the outstanding balance. Will need a check to the BPA next month to credit this amount. The service deposit can then be returned to the owner, Kim Skrinak for account PERR-000313-0000-01.

Bob Biers reported that the lab computer needs to be replaced. It failed during diagnostics performed by Cros.net. New system will cost $649.00 and updates can be performed for $207.95

Motion to buy a new computer for the lab and have Cros.net update software and install it on the network for a total of $856.95 made by George Danchisen and seconded by Tom Bird. Roll call vote with all voting yes. Motion passed.

Hach Company called about bench service partnership on equipment. This is a form of insurance offered at $208.00/year. We can participate for up to three years at a time. Repairs come back certified. We currently have no backup for the turbidimeter. If it fails, they would send a replacement and put us at the front of the line for repairs.

Motion to purchase bench service partnership for the turbidimeter at $208/year for three years from the Hach Company made by George Danchisen and seconded by Tom Bird. Roll call vote with all voting yes. Motion passed.

Need a copy of the Floyd Browne Group–Carbon Room Amendment in the amount of $6,000.00 to verify payment.

Motion to adjourn made by George Danchisen and seconded by Tom Bird. Verbal vote with all voting aye. Motion passed.

Meeting adjourned at 7:50 p.m.


APPROVED:


____________________________________ Robert S. Boytim, President
Board of Public Affairs


Attest:


_______________________________
Kimberly A. Watts
Fiscal Officer

December 14, 2010

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD DECEMBER 14, 2010

President Robert Boytim called the meeting to order at 7:00 P.M. Answering roll call was Robert Boytim, George Danchisen and Tom Bird. Also present was Plant Superintendent Robert Biers and Fiscal Officer Kim Watts. Guests: None.

Motion to accept minutes of the November 9, 2010 regular meeting as presented made by George Danchisen and seconded by Tom Bird. Verbal vote with all voting aye. Motion passed.

Bills were reviewed and financial reports for the month of November were distributed by the Fiscal Officer prior to the meeting.

Motion to accept and pay bills from check #14085 through check #14207 including payroll and capital expenses for a total of $178,940.17 made by Tom Bird and seconded by George Danchisen. Roll call vote with all voting yes. Motion passed.

Motion to return (1) service deposit in the amount of $50 to Glazed and Blazed made by George Danchisen and seconded by Tom Bird. Roll call vote with all voting yes. Motion passed.

George Danchisen – Next spring or summer we need to notify South Passage about excavation for the water line replacement project. If they want to save their underground sprinkling system they’ll have to remove it prior to construction, because it was installed improperly and it’s in the state road right of way. Developer Bill Brown was fully aware of this.

Tom Bird – Master plan for a water model by Floyd Browne Group will give us a whole lot of information. They can figure in the possibility of an additional water tower and adding Johnson’s Island for water service. We’ll need this down the road.

Discussion of surrounding communities’ water service and rates followed.

Robert Boytim – Floyd Browne Group is asking for an amendment to the SR163 Waterline Replacement Project-Phase I in the amount of $2,500.00/month for construction administration services; and $650.00 per day for resident representation due to the extended construction schedule. The total estimate is $15,500.

Motion to accept Amendment #1 of the SR163 Waterline Replacement Project-Phase I to allow for an additional $15,500.00 to Floyd Browne Group for a total of $48,500.00 made by George Danchisen and seconded by Tom Bird. Roll call vote with all voting yes. Motion passed.

Invoice from Kwest Group, LLC in the amount of $1,189.54 for work on the Center Street storm sewer, encountered during the waterline replacement project, will be paid by the Village as it was not a part of the BPA project.



The board is not in favor of vacating an alley between James and Perry because there is a water line in the area.

Motion that the BPA is opposed to abandoning the alley between James Street and Perry Street because there is a live waterline in the alley right of way made by George Danchisen and seconded by Tom Bird. Roll call vote with all voting yes. Motion passed.

Ohio Water Development Authority (OWDA) loan for water treatment plant improvements has $19,283.33 in undisbursed funds.

Certificate of Substantial Completion from Kwest Group, LLC on December 3, 2010 for Phase I of SR163 Waterline Replacement Project #09-00222-020 was presented for approval.

Motion to accept Certificate of Substantial Completion as of today December 14, 2010 with date of December 3, 2010 from Kwest Group, LLC, and the attached two page punch list of 34 items, made by Tom Bird and seconded by George Danchisen. Roll call vote with all voting yes. Motion passed.

Change Order #2 for SR163 Waterline Replacement-Phase I to increase the project by 14 days with no additional cost was presented.

Motion to approve Change Order #2 for SR163 Waterline Replacement-Phase I made by George Danchisen and seconded by Tom Bird. Roll call vote with all voting yes. Motion passed.

Robert Boytim – Environmental Protection Agency (EPA) performed inspection of the water treatment plant November 9-10, 2010. A good report with only one response required, and 11 recommendations from Debbie Ko, EPA.

OAC Rule 3745-95-02
The bulk filling station at the water treatment plant must be equipped with a permanent air gap or be removed. There is a 30-day window to respond to the bulk filling station repair.

Robert Biers – Presented tap application from Prete Builders at 445 Bay Point Blvd.

Motion to accept tap application of $3,700.00 for Robert & Ellen Gutermuth for a ¾” tap at 445 Bay Point Blvd made by Tom Bird and seconded by George Danchisen. Roll call vote with all voting yes. Motion passed.

Request to change chemical concentration of sodium hydroxide solution from 50% to 20%, because 20% is more tolerant of temperatures found in the chemical storage building. Need to get a formal Permit to Install (PTI) and increase size of the pump.

Tom Rusnak, Floyd Browne Group will prepare drawing and letter all on one page.

Icing problems in the new clarifier. Talked to A. T. Emmett today to get an estimate on heaters like the other clarifier.
Siemens came out and said all is okay with new clarifier. Just need to give it more time to adjust.

Kim Watts – State Auditor has released the FY2008-2009 financial audit for the Village of Marblehead including the Board of Public Affairs with no findings.

Motion to adjourn made by Tom Bird and seconded by George Danchisen. Verbal vote with all voting aye. Motion passed.

Meeting adjourned at 8:15 p.m.


APPROVED:


____________________________________ Robert S. Boytim, President
Board of Public Affairs


Attest:


_______________________________
Kimberly A. Watts
Fiscal Officer

November 9, 2010

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD November 9, 2010

President Robert Boytim called the meeting to order at 7:00 PM. Answering roll call was Robert Boytim, George Danchisen and Tom Bird. Also present was Fiscal Officer Kim Watts and Water Plant Superintendent Bob Biers. Guests: Chuck Hall, Floyd Browne Group (FBG)

Motion to accept minutes of the October 12, 2010 regular meeting as written made by George Danchisen and seconded by Tom Bird. Verbal vote with all voting aye. Motion passed.

Bills were reviewed and financial reports for the month of October were distributed by the Fiscal Officer prior to the meeting.

Motion to accept and pay bills from check 13987 through 14060 including payroll for a total of $34,243.74 made by Tom Bird and seconded by George Danchisen. Roll call vote with all voting yes. Motion passed.

Motion to return two service deposits in the amount of $50.00 each to Kevin Linsky and Nancy Hook; the balance of two service deposits in the amount of $14.60 each to Renae Boudin and Tim Mirandi; and two service deposits in the amount of $35.40 each to be applied to outstanding balances owed to the Board of Public Affairs made by George Danchisen and seconded by Robert Boytim. Roll call vote. All voted yes. Motion passed.

Chuck Hall presented a pay application from the SR163 waterline contractor in the amount of $159,624.48. Motion to approve pay application in the amount of $159,624.48 to Kwest Group, LLC made by George Danchisen and seconded by Tom Bird. All voted yes. Motion passed.

The original contract price awarded to Kwest for the SR163 waterline project is $352,942.92; they have requested to increase the substantial completion date by 20 days and have additional expenses of $7,422.36 for back fill and $270.37 for tap saddles, for a total of $7,692.73.

Motion to approve Change Order #1 to increase substantial completion date by 20 days and project costs by $7,692.73 for a total of $360,635.65 made by George Danchisen and seconded by Tom Bird. Roll call vote. All voted yes. Motion passed.

George Danchisen asked who pays for the bacteriological testing for the temporary waterline. Bob Biers said the BPA pays for this. It can be included in project cost, but should probably be considered as part of the contractor’s cost in any future contracts.

Robert Boytim asked if the clarifier project grant was closed out. Kim Watts has been in contact with Donna Kirkbride from Ohio Public Works Commission (OPWC) and a marketing manager at Floyd Browne Group (FBG), as both Dave Hart and Bill Bandy have left FBG.

We will not release the $1,500.00 to Kelstin until the original flow meters have been returned to the BPA from Kelstin, Inc.

We still don’t have the final prints from FBG for the Island View waterline project.

Robert Boytim asked if Bay Point has paid for the work that FBG did at Sunset Cove. Bob Biers said that they have.

The OPWC grant for Phase II of the SR163 Waterline Replacement Project is nearly guaranteed.

The OPWC Credit Enhancement grant in the amount of $40,445.39 has been approved.

Two tap applications from Bay Point were presented to the board for approval.

Motion to accept a tap application in the amount of $5,700.00 from Murphy/Papy for a one-inch tap in the Bay Point Club House at Sunset Cove made by George Danchisen and seconded by Tom Bird. Roll call vote. All voted yes. Motion passed.

Motion to accept a tap application in the amount of $3,700.00 from Prete Builders for a ¾” tap at 110 Bay Breeze Drive by Bay Point Acquisition, LLC made by Tom Bird and seconded by George Danchisen. Roll call vote. All voted yes. Motion passed.

The National Pollution Discharge Elimination System (NPDES) permit for the Water Treatment Plant needs to be renewed. Motion to pay the Ohio Environmental Protection Agency (EPA) $200.00 for NPDES Permit made by George Danchisen and seconded by Tom Bird. Roll call vote. All voted yes. Motion passed.

Motion to accept one-year contract for preventative maintenance on the generator from Ohio CAT in the amount of $1,627.77 made by Tom Bird and seconded by George Danchisen. Roll call vote. All voted yes. Motion passed.

A memo from Mayor Bird about reporting requirements and an upcoming training for the Public Employment Risk Reduction Program was acknowledged.

Motion to adjourn made by George Danchisen and seconded by Tom Bird. Verbal vote with all voting aye. Motion passed. Meeting adjourned at 8:02 PM.



____________________________________ Robert S. Boytim, President
Board of Public Affairs

Attest:

_______________________________
Kimberly A. Watts
Fiscal Officer

October 12, 2010

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD October 12, 2010

President Robert Boytim called the meeting to order at 7:00 P.M. Answering roll call was Robert Boytim, and George Danchisen. Tom Bird was excused. Also present was Plant Superintendent Robert Biers. Guests: Chuck Hall, Floyd Browne Group (FBG).

Motion to accept minutes of the September 14, 2010 regular meeting as written made by George Danchisen and seconded by Robert Boytim. Verbal vote with all voting aye. Motion passed.

Bills were reviewed and financial reports for the month of September were distributed by the Fiscal Officer prior to the meeting.

Motion to accept and pay the bills from check #13829 through check #13936 including payroll for a total of $30,040.60 made by George Danchisen and seconded by Robert Boytim. Roll call vote with all voting yes. Motion passed.

Chuck Hall, FBG led discussion of Issue I points on the grant application for Phase II of the SR163 Waterline Replacement Project from the meeting in Port Clinton on September 23, 2010.

Chuck Hall reviewed unfinished Kelstin issues and unpaid FBG invoice in the amount of $1,357.17 for the WTP Improvement Project.

Motion to accept the Contractor’s Application for Payment of $35,488.88 to Kwest Group for the SR163 Waterline Replacement Project made by George Danchisen and seconded by Robert Boytim. Roll call vote with all voting yes. Motion passed.

Chuck Hall discussed water system evaluation program.

Motion to accept a lot split for 4034 Memorial Shoreway; to amend plans as built and change boundary line of designated boat area made by George Danchisen and seconded by Robert Boytim. Roll call vote with all voting yes. Motion passed.

Columbia Gas offering a program to lock in price of $.75/cubic foot for gas. Board is not interested.

Two tap applications of $3,700.00 each were presented for: Dana W. Bryne at 473 Bay Point Boulevard; and Bob Sandvick at 105 Cove Court Drive in the Bay Point Subdivision. Motion to accept tap applications made by George Danchisen and seconded by Robert Boytim. Roll call vote with all voting yes. Motion passed.

Bob Biers will pay the 2010 discharge fee in the amount of $180.00.

Motion to pay lab fee of $2,800.00 to certify three employees made by George Danchisen and seconded by Robert Boytim. Roll call vote with all voting yes. Motion passed.
Motion to adjourn made by George Danchisen and seconded by Robert Boytim. Verbal vote with all voting aye. Motion passed.

Meeting adjourned at 8:23 p.m.


APPROVED:


____________________________________

Robert S. Boytim, President
Board of Public Affairs



Attest:_______________________________

Kimberly A. Watts, Fiscal Officer

September 14, 2010

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD September 14, 2010

President Robert Boytim called the meeting to order at 7:00 P.M. Answering roll call was Robert Boytim, Tom Bird and George Danchisen. Also present was Plant Superintendent Robert Biers and Fiscal Officer Kim Watts. Guests: Chuck Hall, Floyd Browne Group (FBG).

Motion to accept minutes of the August 10, 2010 regular meeting made by George Danchisen and seconded by Tom Bird. Verbal vote with all voting aye. Motion passed.

Bills were reviewed and financial reports for the month of August were distributed by the Fiscal Officer prior to the meeting.

Motion to accept and pay the bills from check #13719 through check #13793 including payroll for a total of $21,267.12 made by Tom Bird and seconded by George Danchisen. Roll call vote with all voting yes. Motion passed.

Charles Schultz from Johnsons Island was at the Planning Commission meeting and talked to Robert Boytim about the possibility of water on the island. In 1959 the tap charge was $250.00, it is currently $3700.00. Talked about the 2001 vs. 2008 estimates from Floyd Browne Group for Johnsons Island water project.

Chuck Hall, Floyd Browne Group led discussion of water lines for Sunset Cove at Bay Point. Corrosion protection is the only discussion point. Two samples were previously taken by Hull. They were not near the project site. Chuck Hall asked the board if they wanted a sample taken at the project site. The problem is not contact with water, but contact with the soil. The board is not a fan of encased pipe. Bay Point will need to: 1) Install the lines with limestone fill, or 2) Wrap the lines in polyethylene. Floyd Browne Group will put a note on the drawing about depth of water meters.

Motion to accept the Floyd Browne Group invoice in the amount of $1,250.00 for job #10-50525-01P, inspection of drawings for Sunset Cove at Bay Point Phase I made by George Danchisen and seconded by Tom Bird. Roll call vote with all voting yes. Motion passed.

Bob Biers presented a letter to the Planning Commission for preliminary plat approval at Sunset Cove. Chuck Hall said the board would need a sealed set of drawings prior to final approval.

Motion to approve letter to the Planning Commission for preliminary plat approval for proposed Sunset Cove Phase I at Bay Point made by George Danchisen and seconded by Tom Bird. Roll call vote with all voting yes. Motion passed. Robert Boytim to sign corrected letter.

Chuck Hall will need a copy of the interest portion of the payment that we made to Ohio Water Development Authority (OWDA) for the WTP Improvement Project, along with the interest from the $1,000,000.00 construction note.

Preliminary scoring of the Ohio Public Works Commission (OPWC) grant requests puts us in the #1 position for Phase II of the SR163 Waterline Replacement Project. There are currently only 11 requests for funds.

A Permit to Install (PTI) has been obtained for the sodium hypochlorite system.

The bottom of the clarifier has been sealed. Will have to wait for a rain to see if the swale works.

Donna Kirkbride still has about $6,000.00 in grant funds from the clarifier project. We need to get this grant closed out. State Auditors found the same dollar amount of unrequested funds.

Chuck Hall suggested that we will need to do a Water Hydraulic Model to determine how the system will perform under different conditions. We would be able to ask the model all the different questions regarding a loop, addition of Johnsons Island, second water tower, a line down Alexander Pike, etc. The model can simulate demand. It is a very sophisticated program that gives answers to the many scenarios we could encounter in the future. Bob Biers agreed that somewhere down the line we will have to do this.

Robert Boytim read the letter from Finance Committee regarding 2011 Appropriations. The only thing the board wanted to add were the debt service figures for the new loan payments.

Bob Biers will be trying to get the new clarifier on line next week. Algae are subsiding, but we still have some of the higher concentrations. Water temperature is 67 degrees. Has dropped from 71 degrees.

Motion to adjourn made by George Danchisen and seconded by Tom Bird. Verbal vote with all voting aye. Motion passed.

Meeting adjourned at 7:56 p.m.


APPROVED:


____________________________________

Robert S. Boytim, President
Board of Public Affairs



Attest:_______________________________

Kimberly A. Watts, Fiscal Officer

August 10, 2010

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD August 10, 2010

President Robert Boytim called the meeting to order at 7:00 P.M. Answering roll call was Robert Boytim, Tom Bird and George Danchisen. Also present were Plant Superintendent Robert Biers and Fiscal Officer Kim Watts. Guests: Chuck Hall, Floyd Browne Group (FBG).

Motion to accept minutes of the July 13, 2010 regular meeting as corrected made by George Danchisen and seconded by Tom Bird. Verbal vote with all voting aye. Motion passed.

Bills were reviewed and financial reports for the month of July were distributed by the Fiscal Officer prior to the meeting.

Motion to accept and pay the bills from check #13539 through check #13660 including payroll for a total of $86,737.70 made by Tom Bird and seconded by George Danchisen. Roll call vote with all voting yes. Motion passed.

Motion to return two service deposits in the amount of $50.00 each to Dave Kuznik, account CENT-000114-0000-01 and Brittania Szalay, account PLEV-002152-0000-02 made by George Danchisen and seconded by Tom Bird. Roll call vote with all voting yes. Motion passed.

Loan payments to Ohio Water Development Authority (OWDA) for the 2009 clarifier project are due twice per year. Same schedule as the previous 1988 OWDA loan for plant improvements.

Chuck Hall (FBG) had an update on the progress of the unresolved issues with Kelstin, Inc.

Robert Boytim received a status inquiry from International Fidelity Insurance Company, the bonding company for Kelstin, Inc on the clarifier project. Response included; (1) Construction of swale, (2) Repair of leaks in potable water feed and (3) Installation of ferric transfer pumps.

The Ohio Environmental Protection Agency (EPA) monitoring report was good. A visit on July 28, 2010 showed complete compliance for the NPDES Permit Renewal which expires on August 31, 2010. This is a 5-year review of the discharge of backwash water.

Discussion of the grant application for Phase II of SR163 Waterline Replacement Project. The current application has a total of 88 points. Chuck Hall said the county can add discretionary points of 25-20-15, usually to the top three projects. The grant application deadline is September 3, 2010. Chuck had one copy for Dave Brunkhorst and one copy for the BPA. There is a feeling that there will be fewer applicants and smaller awards this time around.

Representatives from Floyd Browne Group will be on site Monday, August 16, 2010 at 9:30AM to meet with members of the BPA. Meeting will immediately precede the contract signing scheduled for 10:00AM at the Fire Station between Kwest Group and BPA-Village. Construction Administration and Resident Representation will be handled from the Delaware office.

Robert Boytim signed the Floyd Browne Group request for an additional $6,000.00 for drawings of the carbon room to clear the Ottawa County Occupancy Permit. This was approved at the last BPA meeting.

James H. Clark, 601 Wesleyan wants to use his onetime credit on a $403.88 water bill. He is usually billed the $30 minimum.

Motion to refund a onetime credit of $373.38 to James H. Clark of 601 Wesleyan Drive made by George Danchisen and seconded by Tom Bird. Roll call vote with all voting yes. Motion passed.

Account reconstruction for Pam Gartin at 509 Frances Street showed a system error that resulted in her billings exceeding water usage by $1,185.34. The customer paid a total of $2,941.74 for the period January 1, 2007 through August 1, 2010. Her total water usage during that same time was only $1,756.40. She would like an account credit instead of a refund.

Motion to apply a credit of $1,185.34 to the account of Pamela Gartin, FRAN-000509-0000-01, to correct a system error, made by Tom Bird and seconded by George Danchisen. Roll call vote with all voting yes. Motion passed. If minimum usage continues on this account, Pam Gartin will have a credit for 39 months.

Bob Biers presented Tyler Technologies Annual Maintenance Plan for the Fund balance software. He would like to add the Student Learning Center option to the contract. This only increases the plan by $125 annually.

Motion to renew the Fund balance Maintenance Plan with the Student Learning Center from Tyler Technologies made by Tom Bird and seconded by George Danchisen. Roll call vote with all voting yes. Motion passed.

A new meter was installed on Gary Sauvey’s property. Tim Pheister previously paid for only three water taps.

State Auditors are on site for routine audit of Fiscal Years 2008 & 2009 for the Village and BPA.

Motion to adjourn made by George Danchisen and seconded by Tom Bid. Verbal vote with all voting aye. Motion passed.

Meeting adjourned at 8:20 p.m.

APPROVED:


____________________________________ Robert S. Boytim, President
Board of Public Affairs
Attest:_______________________________
Kimberly A. Watts, Fiscal Officer

July 13, 2010

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD July 13, 2010

President Robert Boytim called the meeting to order at 7:00 P.M. Answering roll call was Robert Boytim, Tom Bird and George Danchisen. Also present were Plant Superintendent Robert Biers, Fiscal Officer Kim Watts and Utilities Chairman John Starcher. Guests: Chuck Hall, Floyd Browne Group (FBG).

Fund Description July 2010 YTD
5101 Water Revenue $56,078.97 $258,820.69
5103 Repair & Improvement Revenue $2,177.00 $16,316.68
5701 Waterline Ext-Barnhill Revenue $14,021.66 $27,325.78
5721 OWDA Debt Serv-1988-Revenue $0.00 $11,461.78
5722 OWDA Debt Serv-2009-Revenue $0.00 $37,000.00
5781 Water Service Deposits-Revenue $150.00 $550.00
5101 Operating Expenses ($48,048.46) ($280,177.54)
5103 Repair & Improvement Expense ($1,598.10) ($8,642.56)
5701 Waterline Ext-Barnhill Expense ($346.11) ($8,743.96)
5721 OWDA Debt Serv-1988-Expense ($11,323.15) ($22,646.30)
5722 OWDA Debt Serv-2009-Expense ($36,850.52) ($36,850.52)
5781 Service Deposit Returns-Expense ($100.00) ($480.00)
Net Income ($25,838.71) ($6,065.95)
Fund WTP Improvements
4904 Capital Project-Revenue $456.88 $24,275.62
4904 Capital Project-Expense ($456.88) ($113,765.10)
$0.00 ($89,489.48)
Fund Balances as of July 31, 2010
Fund Description Checking Investment Balance
5101 Water Revenue 190,095.85 $200,022.54 390,118.39
3301 Special Assessments-Manko 34,493.43 0.00 34,493.43
4904 WTP Improvements-CapProject 0.00 0.00 0.00
5103 Repairs/Improvements 63,627.86 0.00 63,627.86
5701 Waterline Extension-Barnhill 18,581.44 911.52 19,492.96
5721 OWDA Debt Service-1988 277.26 0.00 277.26
5722 OWDA Debt Service-2009 149.48 0.00 149.48
5781 Water Service Deposits 2,470.00 0.00 2,470.00
Totals $309,695.32 $200,934.06 510,629.38


Motion to accept minutes of the June 8, 2010 regular meeting as corrected made by George Danchisen and seconded by Tom Bird. Verbal vote with all voting aye. Motion passed.

Motion to accept minutes of the June 15, 2010 special meeting made by Tom Bird and seconded by George Danchisen. Verbal vote with all voting aye. Motion passed.

Bills were reviewed and financial reports for the month of June were distributed by the Fiscal Officer prior to the meeting.

Motion to accept and pay the bills from check #13422 through check #13534 including payroll for a total of $37,230.97 made by Tom Bird and seconded by George Danchisen. Roll call vote with all voting yes. Motion passed.

Motion to return two service deposits in the amount of $50.00 each to Dan Kukay, account MAIW-000314-0000-01 and Dale Wiltse, account LAKE-001110-0000-01 made by George Danchisen and seconded by Tom Bird. Roll call vote with all voting yes. Motion passed.

George Danchisen had no issues to discuss.

Tom Bird had no issues to discuss.

Chuck Hall, (FBG) distributed a handout of the Engineering Agenda with respect to moving ahead on the SR163 Waterline Replacement Project. Would like to schedule the contract signing with KWEST for the second week in August. The Village of Marblehead intends to have the Ohio Public Works Commission make payments directly to the contractor. The dollar amounts are the same as those submitted in the grant application process.

The Village Council has already authorized the grant application for Phase II but it has not yet been signed. The estimate from Floyd Browne Group for Resident Representation Services is $19,500.00 and for Construction Administration Services is $10,500.00

Rain for Rent is a company that specializes in providing temporary piping and pumping of water. They work with the contractor on projects like our waterline replacement.

Phase II grant application will require a visit to Ottawa County again. The application is due on September 3, 2010. Chuck Hall would like Bob Hruska to review the application.

Motion to accept the Floyd Browne Group proposal for SR163 Waterline Replacement – Phase I Construction Services for two months service at an estimate of $33,000.00 made by George Danchisen and seconded by Tom Bird. Roll call vote with all voting yes. Motion passed.

The SR163 Waterline Replacement Phase II grant application will be reviewed at the next meeting with a pre-construction estimate of $328,462.50.
The Environmental Protection Agency (EPA) quoted a six to eight week turnaround on Project 10-50367-01P for providing the sodium hypochlorite system. The Permit to Install (PTI) was submitted on July 12, 2010.

Discussion regarding the clarifier project. Chuck Hall needs a copy of Change Order #11 which changed the dates of substantial completion. The Board of Public Affairs is the only entity that has a legal hold on the contractors. The work is warranted for one year. Steve Stine, Kelstin Inc. is responsible for coordinating the effort to stabilize the system.

Chuck Hall revisited the Floyd Browne Group request for an additional $6,000.00 for drawings of the carbon room to clear the Ottawa County Occupancy Permit.

Motion to approve additional design services of $6,000.00 as performed by Floyd Browne Group to create drawings required by the building permit made by George Danchisen and seconded by Tom Bird. Roll call vote with all voting yes. Motion passed.

Chuck Hall will contact John Starcher if a special meeting of Village Council is needed for the KWEST contract.

John McDonald told George Danchisen that tap work is in process for Chris McDonald property.

Motion to accept a ¾” tap application from Brooke Brown at Bay Point 10948 E. Bayshore Road for Villa #1 in the amount of $3,700.00 made by Tom Bird and seconded by George Danchisen. Roll call vote with all voting yes. Motion passed.

Motion to adjourn made by George Danchisen and seconded by Tom Bid. Verbal vote with all voting aye. Motion passed.

Meeting adjourned at 8:15 p.m.


APPROVED:


____________________________________ Robert S. Boytim, President
Board of Public Affairs


Attest:


_______________________________
Kimberly A. Watts
Fiscal Officer

June 8, 2010

BOARD OF PUBLIC AFFAIRS
REGULAR MEETING HELD June 8, 2010

President Robert Boytim called the meeting to order at 7:04 P.M. Answering roll call was Robert Boytim, George Danchisen and Tom Bird. Also present was Plant Superintendent Robert Biers and Fiscal Officer Kim Watts. Guests: Jim Redinger.

Fund Description June 2010 YTD
5101 Water Revenue $40,490.02 $202,741.72
5103 Repair & Improvement Revenue $2,410.92 $14,139.68
5701 Waterline Ext-Barnhill Revenue $0.09 $13,304.12
5721 OWDA Debt Serv-1988-Revenue $0.00 $11,461.78
5722 OWDA Debt Serv-2009-Revenue $37,000.00 $37,000.00
5781 Water Service Deposits-Revenue $150.00 $400.00
5101 Operating Expenses ($31,781.28) ($232,129.08)
5103 Repair & Improvement Expense ($5,448.95) ($7,044.46)
5701 Waterline Ext-Barnhill Expense $0.00 ($8,397.85)
5721 OWDA Debt Serv-1988-Expense $0.00 ($11,323.15)
5722 OWDA Debt Serv-2009-Expense $0.00 $0.00
5781 Service Deposit Returns-Expense ($100.00) ($380.00)
Net Income $42,720.80 $19,772.76
Fund WTP Improvements
4904 Capital Project-Revenue $7,520.96 $23,818.74
4904 Capital Project-Expense ($7,520.96) ($113,308.22)
$0.00 ($89,489.48)
Fund Balances as of June 30, 2010
Fund Description Checking Investment Balance
5101 Water Revenue 182,065.34 $200,022.54 382,087.88
3301 Special Assessments-Manko 34,493.43 0.00 34,493.43
4904 WTP Improvements-CapProject 0.00 0.00 0.00
5103 Repairs/Improvements 63,048.96 0.00 63,048.96
5701 Waterline Extension-Barnhill 4,905.89 911.43 5,817.32
5721 OWDA Debt Service-1988 11,600.41 0.00 11,600.41
5722 OWDA Debt Service-2009 37,000.00 0.00 37,000.00
5781 Water Service Deposits 2,420.00 0.00 2,420.00
Totals $335,534.03 $200,933.97 536,468.00


Motion to accept minutes of the May 11, 2010 regular meeting as corrected made by George Danchisen and seconded by Tom Bird. Verbal vote with all voting aye. Motion passed.

Bills were reviewed and financial reports for the month of May were distributed by the Fiscal Officer prior to the meeting.

Motion to accept and pay bills from check #13346 through check #13411 including payroll for a total of $44,631.04 made by Tom Bird and seconded by George Danchisen. Roll call vote with all voting yes. Motion passed.

Jim Redinger requested signature from the Board on the final plat for Baycliffs Subdivision. He said the Planning Commission has approved the final plat and requested that he obtain the final signatures. The BPA has no water service to Johnson’s Island at this time, although Robert Boytim pointed out that there were very close to getting property for an additional water tower on the Bayshore that would help to service the island.

Motion to approve and sign the Annex at Baycliffs Subdivision Phase 3 Final Plat made by George Danchisen and seconded by Tom Bird. Roll call vote with all voting yes. Motion passed.

Robert Boytim signed the plat. Jim Redinger thanked him and exited the meeting at 7:17p.m.

George Danchisen had no new issues to discuss.

Tom Bird asked about the parking lot sealant. They came back for a second coat and all is good.

Robert Boytim asked about the status of the water tap on the McDonald Property. John McDonald paid for the tap for Chris McDonald’s lot and said excavation would begin as soon as Mick Gresh was finished at Bay Point.

BEC Associates completed the survey of the Lafarge property for the proposed water tower.

Motion to accept survey of 1.0 acre at Sec 1 Lot 29 on Bayshore Road across from Sugarbush Drive by BEC Associates made by Tom Bird and seconded by George Danchisen. Roll call vote with all voting yes. Motion passed.

Estimate for purchase and installation of aluminum letter for the building from Bumbera Signs is $2,260.00. Board will look into alternative signs.

Bay Point has changed their development plans again. They have a club house and potentially eight homes going in. They are currently building a model by the basketball courts.

Frank Atwater’s insurance premium will be reimbursed when he submits an invoice and cancelled check to the fiscal office.

Robert Boytim asked when the valves in the system will be exercised. Bob Biers said they will get to it by next fall.

George Danchisen asked if the meter was pulled at the cottages on the Hetzel property. Bob Biers said it was.

Two ¾” tap applications of $3,700.00 each were presented from: Chris McDonald for 11241 E. Bayshore Road and Brent & Laura Marshall for 481 Bay Point Boulevard.

Motion to accept tap applications for 11241 E. Bayshore Road and 481 Bay Point Boulevard made by George Danchisen and seconded by Tom Bird. Roll call vote with all voting yes. Motion passed.

Motion to correct misread meter for Gary Sauvey and issue a credit of $239.55 to his account made by George Danchisen and seconded by Tom Bird. Roll call vote with all voting yes. Motion passed.

A letter from the EPA put us into a bin classification of 1 and we do not have to test for cryptosporidium. New testing regulations come out in 2013 and we will have to submit two rather than one sample for THM and HA-A5. We are currently below the threshold on that.

We have no tools that will cut through the 12” pipe on the Bayshore. Diamond ductile chainsaws work well and will cut all the pipes we have. Quote for the ICS gas chainsaw package from C.J. Equipment is $3,272.85 and from American Construction Supply, Ltd. the estimate is $3,375.00.

Motion to approve the purchase of the ICS gas chainsaw package from C.J. Equipment in the amount of $3,272.85 made by George Danchisen and seconded by Tom Bird. Roll call vote with all voting yes. Motion passed.

Bob Biers reported that we are on the new clarifier. It started yesterday and all day today has been making good water. There is still a list of items never completed by Kelstin on the clarifier project:

1-Breaker for exhaust fan in carbon room trips.
2-Chlorine pumps are still not right.
3-Injection quill for caustic still not right.
4-Chlorine lines and caustic lines still need to be looked at.
5-Clarifier is not properly sealed against the wind.
6-No trays (splash blocks) for the down spouts.
7-Ferric transfer pump.

Steve Stine at Kelstin will no longer accept calls from Bob Biers and Paul at Kelstin has been instructed by Steve Stine to have Bob Biers call the Floyd Browne Group with any unresolved clarifier issues.

We are now using over 200,000 gallons per month for carrier water. Need to get a meter in the Town Hall and make sure all water is metered to help with counting of the water loss percentage.

Motion to adjourn made by George Danchisen and seconded by Tom Bid. Verbal vote with all voting aye. Motion passed.

Meeting adjourned at 8:10 p.m.


APPROVED:


____________________________________ Robert S. Boytim, President
Board of Public Affairs


Attest:


_______________________________
Kimberly A. Watts
Fiscal Officer

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