BPA Meeting Minutes - All of 2013 - Village of South Bloomfield

BPA Minutes 22 Jan 2013

The Board of Public Affairs met in regular session on January 22nd, 2013 at 1pm in the municipal building.

Present at the meeting were: Board member Richard Carpenter, President Dan Gwinn, Attendees Jeannette

Gwinn, Jane Ramey, Gary Northup, and Joe Allen.

The meeting opened with the Pledge Allegiance.

Executive Order: 1:05 p.m. Richard Carpenter motioned to go into Executive Order, Dan seconds. Meeting

called back into session at 1:15 p.m.

Gary Northup Contract: Gary Northup requested his name be added to the

Contract to read Gary Northup or Scioto Estates Inc.. Gary also requested

we add Para 6 Gary Northup has a right to sell his Sewer/Water capacity

fees to future incoming developments. Gary suggested we remove

Paragraph 5 from the contract, Dan said the Village should have the

option to buy back the taps at a later date should we be financially able by

the year 2025. Gary agreed and we left the paragraph in. We will add the

changes and send it to the Solicitor for approval. Dan brought up the

Master Meter at the Trailer Park. Gary, Joe, and the board recommend we

leave it as is.

EPA Corrections: Dan asks for a copy of the report, Joe will get it to Dan

Emergency Water Connection: Dan brought up about a connection between Ashville and South Bloomfield.

Dan has been meeting on a monthly schedule with members from Ashville, Earnhart Hill and S. Bloomfield.

The team is still in a planning stage, and Dan will report to the Board on the progress.

Light for the Sewer Plant: Dan asks Joe about this as it is completely dark at night. Rich recommends we get

some light for the 5 million dollar plant. Joe will look into getting light for the plant.

Light on top of the water tower: Dan asks Joe if there is one, Joe says no. Rich says the State Law says we do

not have to have one. Joe said the law says any tower over 200 feet and ours is 170 feet.

Vacation Scheduling: Joe can carry over 2 weeks vacation. The board will get with Finance to see if the

village can hire a replacement for Joe at a cost of about $1,800 per week.

Land below the Sewer Plant: The council Okd the sale of this land pending the approval of the Board. The

Board voted to bid a 5 and 15 acre parcel of land by the sewer plant.

Ten minute break: Richard motions to take 10 minute beak, Dan Seconds.

Reconvene: Richard motions to come back in session. Dan Seconds.

Senior Discount on Water: The Board recommends Seniors Citizens receive a 10% discount from the water

base rate according to wage and age guidelines.

Water Bill Adjustment: The Board recommends the water bill be adjusted to the block rate. See Chart.

Thermostat: Jane recommends the building thermostats be set at 68 degrees in the winter and 78 degrees in

the summer.

Meeting Adjourned: Richard motions to adjourn, Dan seconds. Meeting Adjourned 3:10 p.m.

BPA Meeting

Minutes

February 15, 2013

The Board of Public Affairs met in regular session on February 15, 2013 at 1pm in the municipal building.

Present at the meeting were: Board member Richard Carpenter, President Dan Gwinn, Attendees Jeannette

Gwinn, Gary Northup, and Joe Allen. Special guest was Rob Rishel, attorney.

The meeting opened with the Pledge Allegiance.

Executive Order: 1:05 p.m. Richard Carpenter motioned to go into Executive Order, Shawn C. seconds.

Meeting called back into session motion by Shawn C. and second by Rick Carpenter at 1:55 p.m.

Meeting Minutes:

RR:We will allow it to be used residential, which is a good deal.

GN: that was not true in the original contract it wasnt just for mobile homes, it was for anything except fast

food, like a McDonalds or Wendys , I could not use it for that, but a sit down place like Coronal Sanders, or

Bob Evans, or any commercial except fast food. It was also mobile residentials, whatever we needed to use it

for.

RR: there is no residential in the old contract.

DG We agreed to let you use them for residential

GN I heard that, no water though, sewer

RR You may transfer them also to other people, but you know of course it has to be reviewed by the BPA for

other type of business,

Gary Northup Contract:

Remaining Agenda: Motion was made to table remaining agenda by Shawn and second by Rick.

Meeting Adjourned: Richard motions to adjourn, Shawn seconds. Meeting Adjourned 2:55 p.m.

VILLAGE OF SOUTH BLOOMFIELD

BOARD OF PUBLIC AFFAIRS

MEETING

March 28, 2013

Attendance: Dan Gwinn, Shawn Costlow, Richard Carpenter, Joe Allen, Jane Ramey,

Jeanette Gwinn.

Special Guest: Rick Smith EPA Compliance Assistance Unit. He is here with Joe Allen

to review the operations to make things run more efficient and work to save costs on

utility usage to run the operations. They already found that the diffusers have reached the

end of their useful life and need to be replaced.

Pledge to the Flag

Minutes (tabled)

Old Business:

Gary Northrup Contract: Just received a new copy of the contract from our Attorney that

has been updated. We will review this contract and then get back with Gary Northrup.

Section six was updated to $2500 from $1875 for the sewer taps after 12/31/2025.

Water Block Rate The $235,524 is the total income with the new adjustments. The

budget for expenditures last year was $229,000 thus the income with the adjustments

would cover those expenses. If you adjust the rates for water to $1 for base rate and

$5.50 for each thousand; the lowest users bill will be $6.50 for water, $33.50 for sewer,

(showing the $11 deducted from the water base and applied to sewer cost) and for total

utilities at $40 plus $13.25 for trash having grand total of bill at $53.10 compared to

$68.75. Saving the lowest end user $15.43 below what they are paying now.

Shawn made motion to table and Richard second to wait on Council meeting decision on

sewer rates.

Backup water supply hook-up to Ashville Dan is on a team with Ashville, just on

discussion stages. This would involve in a pumping station installation to hook up to

Ashville. He will check to see where they are in the process review.

Light for Sewer Plant New light has been installed per Joe Allen, but the issue is all

seventeen lights are on one switch.

Joes Vacation Time: Joes payout for 2012 has been already been paid. Joe plans to take off a week this year in June, 2013 He has someone from Circleville who could cover

$45 per hour, but the engineers charge $65 per hour.

Audience Questions:

Jane: Regarding the connecting with Ashville, we go right out to Millport, so we should

not have the expense for running the whole line.

Joe said our lines are not more than 400 feet from there line there by the General

Telephone building, but it is on the other side of the road.

New Business:

Customer Concerns: Harold Buehl of 41 Skyline Drive, dirt on carpet.

Water Meter Removal: Cindy Watkins wants to eliminate one meter on her duplex. If

there is only one tap/curb stop we can put it back to one, with the understanding if they

want it back to two later, they will be charged $200,but if there are two, leave it as two,

Richard wanted it noted that he disagrees with allowing the change. Dan suggested we

request an ordinance to cover this type of issue.

Joe will check on the taps until next meeting, so issue was tabled.

Utility Cost: Question of multiplier on meters to be set correct level. Joe will follow up.

Water Tower Maintenance Joe will set up for Mid-April to do maintenance on the

tower after weather improves.

Water/Sewer Expenses: Dan will get with CFO by next meeting to update the

worksheet.

Motion to Adjourn:

Made by Richard and second by Shawn, meeting adjourned at 2:15 pm.



MEETING

May 2, 2013

Attendance: Dan Gwinn, Richard Carpenter, Joe Allen, Jane Ramey, Jeanette Gwinn.

Shawn Costlow, absent.

Pledge to the Flag

Minutes

Old Business:

Gary Northrup Contract:

983-4800 fax to resend the contract.

Water Meter types (old or new)

Request the meter reading to notate what time of meters are for each resident. Joe

requested route list print out to review with meter reader.

Water Meter Removal: Cindy Watkins wants to eliminate one meter on her duplex. If

there is only one tap/curb stop we can put it back to one, with the understanding if they

want it back to two later, they will be charged $200,but if there are two, leave it as two,

Richard wanted it noted that he disagrees with allowing the change. Dan suggested we

request an ordinance to cover this type of issue.

Joe will check on the taps until next meeting, so issue was tabled.

New Business:

Water Meter Removal by Village Resident: 4/23 Bob had a work order to check 2410

State Street. Meter was broken and a by pass line had been installed. Joe went out 4/25

to inspect meter, showed a freezing crack, had resident test water, it was running in sink.

Joe turned off water at street. Joe notified Mayor, Council member and Chief of Police.

On 5/1 Joe went to check outside of meter and it was on again. Turned off and filled with

gravel and painted area and notified Mayor and Police Department. We can prosecute

this case, we have enough evidence. Dan requested report of last 12 months average

usage for this client.

Turn on and turn offs: Need to schedule turn backs on with work orders. Turn back on within 24 hours and maximum of 48 hours. Turn back fee now $50; need to increase to

$100. Richard made the motion and seconded by Dan. Need to check current ordinance

to have updated with new fees.

Put a lien on homeowners who did not pay water bill

Change Ordinance to read that $150 deposit to be charged to all new residents not just

renters.

Softener Control bids/Water Plant

Joe has one solid bid received. Our stuff is outdated. Order two meters, $2000 total cost,

new controller is $12,000 installed, if order none, it will be in before June, can do it

within 30 days. Joe wants it done before he goes on vacation. Funds would be from

capital improvements budget.

Other materials needed for water/sewer plant

The diffusers to do one tank is $3900, to buy rebuilding parts would be $2800. Joe talked

to Rick Smith about buying the whole unit and buy the rebuilt kits in winter to do the

second tank. 600 diffusers, 160 out, the membranes are $4700 to rebuild them, new

would be $10,000. If we ordered half now 300, cut it back to $2400 ball park, then

following year, finish the rest.

Board member attendance

Richard needs reimbursement for one more meeting for first quarter, Iris will add to next

check.

Motion to Adjourn:

Made by Richard and second by Dan meeting adjourned at 2:10 pm.



MEETING

May 28, 2013

Attendance: Dan Gwinn, Richard Carpenter, Jane Ramey, Jeanette Gwinn, Gary

Northrup, were present for the meeting. Shawn Costlow and Joe Allen absent.

Pledge to the Flag

Minutes Read by Dan Gwinn and approved.

Old Business:


He is here, but not prepared to discuss this contract today, due to forgetting about the

meeting. Reviewing copy of contract;

questioned item #2 remove the section to leave in Scioto Estates and/or Gary

Northup.

Discussion regarding item #3 $1875 vs $2500 rate.

Item #4 Doesnt like the sentence at all. Why would we need to have this sentence at all.

Section #5 EDU reduction scale for commercial property only, He understands

and wants to be fair.

Item #6 Gary not in agreement with the term date of contract. Will discuss with

Attorney.

Item #7 transfer remaining credit in manner provided for in this agreement, what does that mean?

Items #8-10 are OK.

Need to go back to original agreement and review contracts and revised agreement.

Water Rate Increases/Block Rate: Old base rate was $12 and new base rate now $6.50

base rate.

BPA Ordinances(schedule turn backs on with work orders, turn back on within 24 hours

and maximum of 48 hours/turn back fee now $50; need to increase to $100/$150 deposit

to be charged to all new residents not just renters/Dan. Iris will get copies to Rick

Sowers of ordinances to change.


Tabled for Joe


Tabled for Joe


Request the meter reading to notate what time of meters are for each resident. Joe


Board member attendance

Richard needs reimbursement for one more meeting for first quarter, Iris will add to next

check.

EPA corrections on last inspection

Pick-up/Van Expense

Any repair invoices and check fleet card.

New Business:

Earnhart Hill Meeting Master Meter for trailer park/Gary Northup contract/Financial

numbers/contract Stoutsville Mayor/Loan info UDA state Bonds etc./project resolution &

ordinance/Dan. Rick or Matt contact Mayor of Stoutsville.

Estimate on Water Line Repairs 2410 State Street/Water Bill/Service Charges etc./Rob

Rishel needs some basics to get things going.

Name, address, when disconnected, amount (in dollars) of water used, etc.

Iris to get info together and Joes costs to dig up water line and submit to attorney.

Water Tower Paint estimates: Joe

Tabled.

According to our attorney 24 hour posted meeting notice is all that is necessary.

Dan had the right to show Earnhart Hill the contract with Gary Northup per Gary

Northrup and Rob Rischel.

Richard made a motion that the head of the BPA should be reimbursement of $50 per

meeting, effective next meeting in June, 2013. Need a resolution to be written by the

Ordinance committee.

Motion to Adjourn:




MEETING

June 25, 2013

Attendance: Dan Gwinn, Richard Carpenter, Jane Ramey, Jeanette Gwinn, Joe Allen

were present for the meeting. Shawn Costlow absent.

Resident: of 102 Woodfield Place

Pledge to the Flag

Minutes for May 28, 2012 Dan Gwinn made a motion to waive the reading and Richard

second and motion was approved.

Old Business:


Gary said he did not get a copy of the updated contract.

Changes requested by Gary: Item #3 remaining costs $2500 fixed, Item #4 wants it

eliminated. Rob Rishel said not to eliminate. #6 Purchases after 12/13/25 change to

anytime to be able to purchase when we have the money available to buy him out.

($266,250). Item #7 wants to eliminate last sentence, but Rob said to leave it in there.

Iris to send copy to Rob Rishel to review before sending to Gary Northup.

BPA Ordinances(schedule turn backs on with work orders, turn back on within 24 hours

and maximum of 48 hours/turn back fee now $50; need to increase to $100/$150 deposit

to be charged to all new residents not just renters/Dan.

Iris gave copies to Rick Sowers and Jill Roese of ordinances to change. Jill will be

calling an Ordinance Committee Meeting.


Joe stated the softener controls have been completed last Wednesday and the cost was

$12,000.


Joe stated that the diffusers replaced one set, finished them up yesterday. He will need to

have some extra labor help to complete the whole process.


Request the meter reader to notate what kind of meters are for each resident. Joe

requested route list print out to review with meter reader. Joe has the list and missed the

reader to discuss the meters.

EPA corrections and inspection

Joe stated that they were here 5/28/13, but has not received a written report.

Pick-up/Van Expense

Joe has checked fleet card account expenses. Joe noted that they installed four used tires

on the van this morning for a cost of $260. The van needs to be replaced, gas mileage is

down to 4-6 miles per gallon. Dan asked Joe to keep appraised for safety precautions.

Estimate on Water Line Repairs (2410 State Street) Water Bill/Service Charges etc/ Rob

Rishel needs some basics to get things going. Will need name, address, when

disconnected, amount (in dollars) of water used sent to the attorney. When Joe checked

the residence on 4/13/13 water was turned on with meter being bypassed. May 1, 2013

checked the water meter and was back on and Joe filled with concrete to stop usage on

May 5, 2013. June 10th resident contacted office to have water turned back on due to

broken meter. Attorney said she should be fined $1000 for stealing water. Average three

years and send her the bill. She has 30 days to pay the account up to date after we bill

her.

Richard made a motion and Dan second to have this sent to the attorney to send her and

the property owner a letter. Joe said he feels it will take a cost of $700 to reinstall the

water service once the bill is paid.

Water Tower Paint estimates

Utility Services gave us a quote $83,207 to paint it in 2013 for a six year service, his

name is Bob Matty 740/591-6563. Jane asked that Joe check with John Martin 614/875-

8733 to get another estimate from Martin Power Painting Company.

Earnhart Hill Meeting Gary Northup contract still the hold up.

New Business:

Water Meter Reader Procedures Justin Ralston is our meter reader, and has been for past

four years. Joe will set up meeting with him to discuss procedures. Richard said he

would like him to attend a BPA meeting once in a while.

Account Reviews:

Account #1474 102 Woodfield Place upset about Police Department having knowledge

of my water bill status. Billed for 9600 gallons in January, 2013 and never charged the

$50 disconnect fee in the past for just having the red tag placed on my door. Joe stated

that there was some kind of pipe freeze in her home that may be the cause of the high

usage in January. Resident abruptly left the meeting, stating that she would bring in out

money to pay off her bill since she has moved out of the village.

#652 14808 Millport had an issue with meter not being read. Her average usage is 2000

gallons. Joe and Iris came up with a sewer credit to adjust her bill.

#1901 2400 State St. wants extension on contract, balance due is $283.93. Send land

owner and resident the bill and state that will be shut off 7/1/2013.

#1660 21 Danielson Circle signed contract, did not made a payment, shut off notice sent

and due by 7/1/2013.

#1570 2410 State St. Jane asked that we make sure they are being billed for trash

services.

#1882 200 Dowler Drive. Resident does not want to pay late fees. BPA billing standard

applies to all residents, unless approved individually by the BPA.

197 Briarwood home owners paid a deposit, deposit was refunded, home owners son is renting the property. Do we charge him a deposit? No.

Richard made motion that effective January 1, 2014, contracts will no longer be accepted

and any outstanding contracts must be paid in full by that date or service will be shut off.

Dan second, and motion carried.

Bounced Checks Policy

Rick and Jill need to do an Ordinance via the Ordinance Committee not to accept checks

as payment after two bounced checks for any type of payment made to the Village.

Motion to Adjourn:




MEETING

July 23, 2013

Attendance: Dan Gwinn, President, Richard Carpenter, BPA Member Jane Ramey,

Jeanette Gwinn, Shawn Costlow, BPA Member Joe Allen, Water/Sewer Engineer , were

present for the meeting.

Pledge to the Flag

Minutes for June 25, 2012 Shawn made a motion to waive the reading and Richard

second and approved.

Dan: Water meter types change word from reading to reader.

Dan: Pick-up van expenses change from $200 to $260.

Dan: 2410, third line, delete the word on.

Dan: Account reviews: fifth line, delete the word out.

Shawn made a motion to accept minutes with corrections, Richard second, minutes are

approved.

Old Business:

Gary Northup Contract changes

Dan made a motion to table the contract issue, due to still waiting on attorney, Shawn

second the motion. Motion carried.

Resident #1474 of 102 Woodfield Place/bill still past due? Current balance is $581.57.

Resident sold mobile home and moved to Ashville. Get new address for customer and/or

bill Scioto Estates.

BPA Ordinances(schedule turn backs on with work orders, will be off for a minimum of

24 hours or next business day. and maximum of 48 hours and/turn back fee now $50;

need to increase to $100, no shut offs done on Thursday or Friday, but only on Monday, Tuesday or Wednesdays due to office not open on Friday or Saturday for accepting

payment./$150 deposit to be charged to all new residents not just renters.

Dan stated that the By-laws for BPA states that we do not have to have ordinances

through council, but can set our own rules, policy and procedures per Ohio Revised

Code.

Richard made a motion to put four hour window for am or pm for work orders to meet

residents at their house to let workers into the house, Shawn second., Motion carried.


Request the meter reading to notate what type of meters are for each resident. Joe


Joe has the list and missed the reader with Justin Ralston

Dan called Justin Ralston and invited him to the next BPA meeting.

Water meter reader procedures (rules) for new meter readers.

Shawn made a motion to get rules and procedures to meter reader, second by Richard.

Readers should be required to wear name tag and vest. Need a procedure for outside

meter readings.

EPA corrections and inspection

Joe stated he has received the report and has responded to their questions.

Extra Labor for Diffuser help?

Joe needs another helper to work, since Ashville has 5 in their w/s department. We

should be able to have 1/3 of their help for the same size plant.

Dan made a motion that we get part time help for at least 20 hours per week hired to

work with Joe, Shawn second, motion passed. Dan will to take to Finance Committee.

Estimate on Water Line Repairs (2410 State Street) Water Bill/Service Charges etc/ Rob

Rishel needs some basics to get things going. Will need name, address, when

disconnected, amount (in dollars) of water used sent to the attorney. Information has

been sent to the attorney and resident has received the bill with the estimate to for

restoring the water. Richard made a motion, if not paid by 8/1/2013, send lien notice to

home owner, Shawn second, motion carried.

Water Tower Paint estimates

Utility Services gave us a quote $83,207 per year to paint it in 2013 for a six year service,

for a Total cost of $446,219.

Dan has other vendors to use to get quotes to get estimates on painting the tower.

Tower has to be inspected every five years per the EPA.

Last inspection was 4/20/13, and no violations but recommended the tower be painted

within the next year. Tower was installed in 1997. Shawn made a motion that we hold

off on this project and Dan second, motion carried.

Bounced Checks Policy

Shawn made a motion that after second bounced check, accept cash or money order

payments only, second by Dan, motion carried.

Millport Chapel water/sewer bills

Letter sent to the minister at his home address to contact the Utility department.

Shawn made a motion to table this issue to July 2014, no second, motion not valid.

Account Reviews:

#1660 account has had a payment made, current balance is $145.78, no longer an issue.

# 1947 for 197 Briarwood home owners paid a deposit, deposit was refunded, son is

renting the property. Do we charge him a deposit? No.

New Business:

Water Testing/starting Jan 1, 2013 for TTGM & HAA5/progress

Joe reported that he has from July to September to process this test It was also noted that

we need a Backflow Testing Procedure.

2012 Annual ADF (Annual Discharge Fee due 1/31/13, $1050 for .0.1-0.25 flow

Joe stated that this bill to Treasurer of State of Ohio should have already been paid.

Account Review

#893 Outside meter

Wants return for refund no refund allowed per motion by Dan.

Dan makes a motion meter will not be replaced unless damaged or not working properly;

or if they choose to have it calibrated and pay the fee of $40, plus the cost of new meter

$110, plus $50 fee to replace, second by Shawn, motion carried.

#1901 2400 State Street

Payments have been made up this point, Richard made a motion to shut off, Dan second,

Shawn voted no, motion carried.

BPA will work on rules and procedures for Contracts.

#652 14898 Millport

No longer an issue, account was paid.

Shawn brought up the add the Senior Citizen Discount back onto the Water and Sewer

billing, since we do not need Council approval for BPA policies. Richard asked to

sustain on this vote, Dan second. Up to the current poverty guidelines. Motion carried.

Motion to Adjourn:

Made by Shawn and second by Richard meeting adjourned at 3:15 pm.



MEETING

August 27, 2013


Jeanette Gwinn, Shawn Costlow, BPA Member Joe Allen, Water/Sewer Engineer , were

present for the meeting.

Pledge to the Flag

Minutes for July 23, 2012 Dan made a motion to waive the reading and Richard second

and approved.

Shawn made a motion to accept minutes with corrections, Richard second, minutes are

approved.

There was a motion by Richard to retroactively increase the Chairman pay from January

1, 2013, Shawn second, motion carried.

Old Business:


No response from the attorney. Chairman advised we owe Gary Northup 107 sewer taps.

Shawn advised we owe Gary Northup 2 sewer to 1 water; every third tap for water (Joe

will give info to attorney and will advise at next meeting.

Dan made a motion to table the contract issue, due to still waiting on attorney, Shawn

second the motion. Motion carried.

BPA Ordinances

Shut off fee $50 and $50 to turn back on.

Chairman advised that we need a rule book drafted. Shawn made motion to make a draft

on rule book, second by Richard, motion carried.

Water meter reader procedures

Need to get hold of meter reader Justin Ralston to come to BPA meeting and get him a

village sheet.

New Home Inspection Fees

Joe advised that he doesnt have any money. Joe feels he should have at least $80,000 in capacity fees. There should be a procedure that when Joe goes to put in water meter put

in and inspected, he needs to see the receipts where they have paid the capacity fee. We

are to et $7000 on every home that Joe inspects.

Minutes for BPA Meetings

Chairman advised that he was advised from Matt Pettibone at the Finance Meeting that

Iris is no longer to take minutes at the BPA meetings. Jane Ramey told the minutes for

this meeting.

Budget Status

Joe noted that he is at 68% spent of this years budget to date for water. Shawn advised there should be an emergency fund of 15 to 25% available.

Extra Labor for Diffuser help?

Dan did to take to Finance Committee for extra help, but there is no funds available.

Millport Chapel water/sewer bills

Remove from agenda

Senior Citizen Rates

Richard made a motion that minimum water be waived of $6.50 per month but charge at

regular rate. Dan will consult with the attorney.

2012 Annual ADF (Annual Discharge Fee due 1/31/13, $1050 for .0.1-0.25 flow

Joe stated that this bill to Treasurer of State of Ohio should have already been paid.

New Business:

Landlord Letters

Dan made a motion to send a form to all landowners on utilities whether they own or

rent, to be sent out so that the Village of South Bloomfield doesnt get behind on utility billing. The bills will be sent to the property owners.

Account Reviews:

#1901 2400 State Street

The landlord will be getting the bills and will waive late fess and $150 deposit was our

error, so he will owe $220 instead of $487.55.

Richard made a motion to send all utility bills to landlords, Shawn second, motion

carried.

Backflow Testing

Iris has been sending out letters and keeping track of who has completed. Residents must

have completed by 10/10/13, or will be subpoena to Mayors Court.

Payment Contracts:

All payment arrangement contracts must be paid off within four weeks.

Motion to Adjourn:

Made by Richard and second by Shawn meeting adjourned at 2:45 pm.



MEETING

September 24, 2013


Jeanette Gwinn, Joe Allen, Water/Sewer Engineer, were present for the meeting.

Absent: Shawn Costlow, BPA Member

Pledge to the Flag

Minutes for August 27, 2013 Richard made a motion to waive the reading and Dan

second and approved. Richard made a motion to accept minutes with corrections, Dan

second, minutes are approved.

Old Business:


Copy of contract given to attendees to review. Dan mentioned that section 8 was not

needed, Richard doesnt see why it has to be in there, but not have it held up to get contract approved. Dan stated: Lets approve this contract. Richard made a motion to send a copy to Gary and Council for review. Motion carried. Ask Gary to attend the next

BPA meeting after council has reviewed.

Procedures/Ordinances

a. Shut Off Procedures: must pay past due and current amount due prior to water being turned back on. Put on work order if prior bad checks to not

accept checks.

b. Turn on Procedures: Generate work order for turn back on and charge reconnect fee if water was actually shut off. Turn back on between 24-48

hours or maximum of two business days.

c. Minutes taken by CFO or other clerk if CFO not available. d. Schedule a date for procedure meeting: Backflow/outside meter reading/audit

process, etc.

e. Meter reading Procedures (give listing to meter reader by 13th and have him return it back by 20th) Bills should be generated to go out by 25th.

f. Bills due on 15th and late fees charged on 18th. g. On 19th the late notices with shut off date of 30/31 of month. h. Meter reader Justin Ralston can be available for a Friday September 27th at

5:00 pm meeting. Richard available. Iris and Joe not available.

i. Meet Thursday 9/26th at 1:00 pm

Dan has sent this information on the procedures to the attorney for review.

Payment Contracts: Cancel Jan 2014, or cancel 30 days from billing cycle.

Richard made motion to cancel all contracts as of Jan 2014, Dan second, motion carried.

No new contracts as of October 23, 2013 and all current contracts must be paid by Jan 1,

2014 or water will be disconnected.

New Business:

Review & approve 2014 Budget

Tabled to next meeting, copies not available.

Purchase Lock Box for Utility Bills.

Richard made motion and Dan second that we purchase a locked box for payments to

drop off. Drop box needs payments put in envelopes. Put notice in next water bill.

BPA Pay a part of Village of South Bloomfield Legal Fees.

Richard motion to pay $2000 annually of Village Legal fees, starting in 2014, second by

Dan, motion carried.

BPA Budget

When is 2014 Budget information to council?

Water costs more to generate than we are getting paid for the water use.

Joe suggested that we change the labor portion of the budget from water to sewer to make

up the difference.

Account Reviews:

#1968

Resident signed a contract on 8/26/13 to pay balance of $161/62 by 9/16/13. On 9/20/13

he dropped a note in the drop box with a check for $80, saying thats all they can pay until 10/4/13 and they want to make payment arrangements.

Procedure states that they should be shut off.

#626

Account with lost check, accept her payment without late fees, if paid by due date in full

motion made by Richard and second by Dan, motion carried.

Backflow Testing

Iris has been sending out letters and keeping track of who has completed. Residents must

have completed by 10/10/13, or will be subpoena to Mayors Court. Currently there are 32 resident not in compliance. Joe noted that there is a new device that is accepted by

EPA for residents with a pool or hot tub. He will bring to meeting on Thursday.

Jane wants added to next bill notice of no checks will received after NSF.

Joe noted that he will be doing hydrant flushing 10/6/13.

Motion to Adjourn:

Made by Richard and second by Shawn meeting adjourned at 2:20 pm.



MEETING

September 26, 2013

Attendance: Dan Gwinn, President, Richard Carpenter, BPA member, Joe Allen,

Water/Sewer Engineer , were present for the meeting.


Pledge to the Flag

Minutes for September 24, 2013 Richard made a motion to table the minutes until next

meeting and Dan second and approved.

Old Business:


Council has not met yet to review contract.

BPA Budget

Review of proposed budget worksheets.

2014 Water Budget:

Richard asked if there is safety equipment available for the workers to use in case of an

emergency. Joe stated that we have not been trained for confined space entry safety

equipment. But we have safety glasses, steel toe shoes and other general safety

equipment.

Dan asked to increase the capital improvements, water tower to $50,000.(30,000 water

tower and $20,000 for emergency fund)

Dan wants to request it come from the general fund.

2014 Waste Water Budget:

Electrical item is listed to cover electrical equipment, i.e. motors.

Payroll is 73% of personnel costs.

Emergency fund needs set up for Waste Water for $24,800

Pump Program (replace 18)

Blower/Motor/Program

Purchase Lock Box for Utility Bills.

Iris is looking into purchasing lock box.

Procedures/Ordinances(Are our rules/procedures legal with ordinances?

Dan sent letter to attorney and reviewed responses.

Memorandum

To: Dan Gwinn

Prepared By: Rob Rishel, Esq., Village Solicitor

Issue: BPA Rules, Enforcement, Village Administrator questions

Date: September 24, 2013

===============================================================

======

ISSUES

From your email:

1) Is it legal to have these procedures posted in the office for them to show residents,

should they have a question on our shut off or turn on procedures?

2) Also can anyone over rule these procedures or ordinances as "their position of ":

Mayor, Waste Water Super, BPA President, Village Clerk, or CFO?

3) Also, if the Council hires a village administrator, does this action eliminate the Board

of Public Affairs?

ASSUMPTIONS

1) Village of South Bloomfield operates under the Federal Plan of village

government, as detailed in ORC 705.71;

2) Village of South Bloomfield has established a Board of Trustees of

Public Affairs, in accordance with ORC 735.28.

ANSWERS

1) Yes it is legal and appropriate to post these procedures in the office.

2) No, no one can "overrule" any ordinance, or rule given the force of ordinance, on their

own. If enforcement of a particular rule or ordinance is within their purview, an

employee/officer/Mayor may refuse to enforce it. If that happened, that person could be

brought before the BPA or Council and questioned. If such action continued, the BPA, or

perhaps the Council, could ask a court of law for a Mandamus Action, which is like suing

that governmental employee/officer/elected representative, to compel enforcement.

3) Yes, if a Village Administrator position is created and filled, the BPA must dissolve

(see attached memo).

Procedure/Backflow / outside meter reading / audit procedures

Backflow:

Joe picked up Type B-3 hose bibb vacuum breaker Arrowhead part 58ABP or equivalent

there of be installed that could be accepted for pool filling, hot tubs and garden pond,

excluding, wells but we would need an amendment to our bylaws for EPA approval.

Richard made a motion to accept the above description and Dan second, motion carried.

Wells will still need backflow prevention.

Backflow procedure steps were discussed and documented for typing and approval by

BPA at next meeting.

Outside meter procedure steps were discussed and documented for typing and approval

by BPA at next meeting.

Shut off Procedure Audit Process steps were discussed and documented for typing and

approval by BPA at next meeting.

Motion to Adjourn:




MEETING

December 3, 2013

Attendance: Dan Gwinn, President, Richard Carpenter, BPA member, Joe Allen,

Water/Sewer Engineer, was present for the meeting.


Pledge to the Flag

Minutes for September 26, 2013 Richard made a motion to waive the reading of the

minutes and Dan second and approved. Corrections were requested by Dan on 2014

budget area and Procedures Ordinances.

Old Business:


Dan met with Gary Northup last week to review contract

He wants the contract wording changed to Gary Northup and Scioto Estates.

(See highlighted changes on contract copy)

Joe suggested that we let him use the taps as water or sewer taps.

Richard made a motion to send contract to Council, Dan second.

Procedures/Ordinances (Are our rules/procedures legal with ordinances?

Dan sent letter to attorney and he said yes good idea and legal.

Procedure/Backflow / outside meter reading / audit procedures

Backflow:

Make changes to:

#3, add if no response from resident

#5 Chief will notify CFO when subpoenas have been served

Changing court date for tomorrow on the ones not served will be delayed until next court

date. (12/18/13)

#6 BPA representative attends court, they should be paid for their time, if at least 30

minutes.

Jeanette Gwinn asked if the village should do the backflow training and get certified, so

the Village of South Bloomfield could get the money for the backflows. Joe noted we

will have to reimburse for their time, so it would cost the village money.

Outside meter procedure steps were discussed.

Make changes to: #1 Meter becomes residents property.

Shut off Procedure

Make changes to: #5 change the word late charge to late fee.

#8 change account balance to current balance.

BPA Meetings Procedure

No changes

Turn on Water after payment

Make changes to: #1 change to has to have/

#866 of 21 Skyline resident came to the meeting ask for $50 shut off fee removed from

his account. Dan Gwinn agreed to remove his disconnect fee and late fees. Customer

paid balance and now is current.

Richard made a motion to accept the BPA Procedures listed above with requested

changes, Dan Gwinn agreed, motion carried.

NEW BUSINESS

New Meter Reader Joe Shelton Dan and Joe meet him and oriented him on how to read the meter.

May still need some training, had issues with the East side of Village of South

Bloomfield where there are older meters.

Update Meter Reading tool

Dan asked if we have checked out the old download meter system and whether it will

work on our current billing system. CFO to call UBmax to see if we can download tool.

Should charges include next months bill. Old Ordinance from 2011 states that account must be paid up to current, but Dan feels

that the residents should have until the 15th of the month to pay their current billed

services.

CFO & BPA initial block on bottom of procedures.

Dan has added a block area at the bottom of each procedures so that he and the CFO both

will sign off on the procedures before they are utilized.

Only CFO and BPA President make adjustments.

The CFO will forward requests or complaints about the utility billing from residents to

the BPA President. The BPA President will discuss with CFO and make a decision as to

what if any adjustment will be made to residents account.

Send bill to renters and & property owners Project.

CFO and BPA President are working on a project to make sure we get all renter and

landlords information on the utility bills, so that if anyone moves out, the landlord or

owner will be notified of current utility bills.

Account Discussions:

#1570 Reinhart case has been filed in Pickaway County Court by our Solicitor.

#1360 218 Dowler Bankruptcy case, turn water off? Dan made a motion to put data together and send to our attorney for review. Go ahead and turn off water per his

recommendations.

5053 Cook Rd., check to see if living there, sent letter, if dont get info then shut off water by next week.

#1810 5027 Nelson; doesnt want to pay the $50. Work order done on 10/2/13 to shut off because she had not made a payment since 8/15/13. Referred her to Dan and she made a

payment on 10/7/13. Her water was not actually shut off; Joe gave her time to call BPA.

#729 14947 Millport; wants to combine past due balance of $123.05 with current bill and

pay with December check. Total due currently is $200.91. BPA will give her until

12/16/13 to pay current balance.

#1099 172 Spruce Ridge; wants to pay payment on second Wednesday of December.

She has $79.29 balance that is over 60 days behind. She has signed a contract every

month this year, but has never paid her account up to date. She only makes $60, 80 or

100 payments so she is in violation of her contract, and she have to turn water off. Sent

her a letter informing her that she has to past due balance of $195.48 by 12/15/13 and the

current billing for December by end of month, if not water will be shut off.

#1802 151 Oak Manor; Came to meeting last week, but meeting was cancelled, she wants

the shut off fee waived, claims she did not get a late notice. BPA approved to waive the

fee.

#1999 81 Skyline. Moved from different mobile home and made arrangements with Dan

to give until 12/15/13 to pay up to date.

AH4R Homes that they own and rent out, about 6-7 properties, continually pay the water

late and always a month behind. BPA recommend that we send them copies of

procedures, send a letter requesting payment.

Next meeting in January 3rd week of month.

Richard wants to decoration on sewer plant

Motion to Adjourn: Made by Richard and second by Dan meeting adjourned at 2:40 pm.

January 22, 2013February 15, 2013March 28, 2013May 2, 2013May 28, 2013June 25, 2013July 23, 2013August 27, 2013September 24, 2013September 26, 2013December 3, 2013

Documents

BPA Meeting Minutes - All of 2013 - Village of South Bloomfield