JEFFERSON WATER & SEWER DISTRICT BOARD MEETING MINUTES OCTOBER 5, 2017 A regular meeting of the Jefferson Water and Sewer District Board of Trustees was held pursuant to call on October 5, 2017 at 6:30 p.m. at 6455 Taylor Road, Blacklick Ohio. Call to Order, Pledge of Allegiance, Roll Call At 6:30 p.m., Beth Breyfogle called the meeting to order and led the recitation of the Pledge. Trustees present were Doug Galiardi, Beth Breyfogle, Dan Mefford, and Bob Powelson. Also, present: Bob Stewart, Mark Williams, John Grosse and John Albers (Albers & Albers). 2017 Minutes September 21, 2017 Motion: [Powelson]; To approve the minutes; second [Galiardi]. Vote: All Aye. Guest Forum No guests present. Director s Report (Bob Stewart) 1. Bob Stewart reported that he had contacted a contractor known as Stutske to provide emergency backup contractor services in the event of line breaks or other emergencies. He received the name of Stutske from Southwest Licking who uses Stutske for such purpose. Stutske has agreed to provide such services and will bill only for services provided. There will be no retainer fee paid. The District also uses Weber and Flowline for such emergency services related to line breaks. Bob also reported that there had been two additional line breaks, both the result of old style saddles which have failed on 1 inch service lines. Bob reported that there are approxximately 500 such saddles throughout the District. 2. Bob also reported on water loss. The District has found and fixed at least three leaks which may account for as much as 2 million gallons per month in water loss. 3. Bob also reported that the audit was complete but an additional billing had been received for auditing services from the state in the amount of $574.00. Mr. Powelson made a motion, seconded by Mr. Flynn to approve payment of such invoice in the amount of $574.00 to the State Auditor s Office. Vote: All Aye. Engineer's Report (John Grosse) 1. Cardinal Storage Mr. Grosse reported that the project is completed. Page 1 of 5
2. Colts Neck Lift Station Mr. Grosse reported that the City of Columbus had agreed that the District s design standards would apply within the District but that Columbus design standards should apply for areas outside the District such as in Licking County where Columbus wants the District to provide sanitary sewer services. Columbus is proposing that the District increase its sanitary sewer line size from 24 to 30 to serve such area. John replied, after consultation with John Albers, that the District was not permitted to provide such services in Licking County. Mr. Grosse also indicated that the additional cost would be approximately $150,000 to $250,000 and stated that he had informed Columbus that any such oversizing would be their responsibility in terms of cost. Mr. Grosse reported that we will wait until next week to hear from Columbus and in the event that we do not hear from Columbus then legal counsel will be consulted and we may need to proceed to send a letter to OEPA regarding the Districts position. 3. Havens Corner SWLCW&SD Mr. Grosse reported that the re-build of the valves and other equipment at such location should be finished by next week. 4. Jefferson Township Fire Department (JTFD) Insurance Services Office (ISO) Rating Mr. Grosse reported that that is an ongoing matter and the District is assisting. 5. Sewer to Service NE Quadrant Mr. Grosse reported that there is nothing further to discuss related to this matter at this time. John Albers raised the issue of whether or not additional and supplemental capacity fees would have to be paid for that development based on the potential that the Township would be purchasing part of the land for such project and which land will be put in a conservation district or park but would not be part of the development. Review is ongoing. 6. Woodland Creek Mr. Grosse reported that offsite sanitary is in process and water services are installed for both offsite and onsite. John reported that the developer would not be able to put trees in the easement area, but a walking path is acceptable. 7. Jefferson Run Section 4 & 5 Mr. Grosse reported that sanitary sewer is in and water is in progress. John reported that streets are in prior to installation of utilities, which is unusual. 8. Jefferson Pointe Mr. Grosse reported that sanitary sewer was 40% complete and potable water also was about 40% complete. 9. Weldon Mr. Grosse reported that tap agreements had been signed and returned to the District for approval. John further reported that the project is underway including both water and sanitary sewer. Page 2 of 5
10. Jefferson Grove Mr. Grosse reported that the project was moving along and that the meters that the developer purchased had been provided by the District. 11. Paddock Reserve Mr. Grosse reported that sanitary sewer is in as well as potable water. He reported that they are connected to District services. 12. Blacklick Creek Sanitary Sewer Tunnel- Mr. Grosse reported that they are close to the Mr. Tree location with the tunnel construction. 13. Haven Road Force Main Mr. Grosse reported that the District is still working with property owners to get the signatures on easements. Property owners have not provided such even though they have received assurance from the County that they will not be required to connect. 14. RNA Waterline Improvements Mr. Grosse reported that the District had to request a variance from the OEPA due to the fact that the waterline would have to be placed within 10 feet of the storm sewer line. John further reported the District has received no word yet from the railroad regarding such line. 15. Billed vs. Produced Water Mr. Grosse reported that they think they have found at least two leaks accounting for as much as 2 million of the 6 million gallons in water loss per month. 16. I & I Mr. Grosse reported that this is an ongoing matter that the District is monitoring. 17. Iron Filter Maintenance- Mr. Grosse reported that all materials are in and repairs will begin next week. 18. Meter Installs Mr. Grosse reported that due to other concerns of the District, no new additional meters have been installed in the past two weeks. 19. Phosphate- Mr. Grosse reported that there was nothing new to report. There seem to be fewer reports from customers of calcium and manganese and other material build-up on their plumbing fixtures. 20. Water Softeners- Mr. Grosse reported that water softener replacements are scheduled for early January. 21. Elevated Tower Maintenance Mr. Grosse reported that the Havens Tower has been completed and it looks good. It is chlorinated but not yet back online until next week. John further reported that lead and copper sampling had been tested for and that the District was passing all tests related to the same. Page 3 of 5
22. SSES/CMOM Mr. Grosse reported that the District had received two proposals for sewer system evaluation surveys and CMOM. One was sent by Sands Decker CPS Consulting and the other from IBI. The IBI estimate was $35,710.00 and the Sands Decker estimate was $15,800.00. John sent the Scope of Work from IBI to Sands Decker to make sure all items were included and Sands Decker stated that they were included in the estimate. As such, John Grosse recommended acceptance of the Sands Decker proposal. Breyfogle made a motion, seconded by Mefford to approve the contract with Sands Decker in the amount of $15,800.00 for SSES and CMOM evaluation and survey. Vote: All Aye. Such contract is contingent upon an engineering contract acceptable to the District with Sands Decker CPS Consulting. Attorney's Report (John Albers) 1. Jefferson Pointe Easement Mr. Albers reported that the Quit Claim for such easement had been prepared and transferred to the developer. 2. Cardinal Storage- Mr Albers reported that he had reviewed the question of the refund to Cardinal Storage who had previously been assessed for water services. John reported that, after review of the matter in some detail with Josh Burklin, he agreed that the refund was merited. John also suggested that the District may want to modify its Deposit, Fee and Charge Schedule to charge a tap fee for customers who have been assessed for a project but failed to connect to the service within 1 year. 3. Service Outside the District- Mr. Albers further reported why the District can provide certain services outside the District but is unable to provide certain other services outside the District, and the circumstances which apply in such situations. 4. Backflow Prevention Mr. Albers presented the Board with revisions to Section 912 of the District Regulations, specifically the Backflow Prevention Regulations. District staff wanted to the Board to consider modifying the regulations relating to testing and reporting, so that property owners will test and report their backflow devices every 12 months after original installation of their device. This is to ensure that the District is not overloaded every January with all of the backflow reports. Motion: Mr. Galiardi made a motion to resolve to revise Chapter 912 of the District Regulations, as presented. Seconded by Mr. Mefford. Vote: All Aye. Controller s Report (Mark Williams) 1. 2016 Audit- Mr. Williams reported that the 2016 Audit had been completed. The Auditor made a few recommendations to the District as to how to label certain revenue. A clean audit is anticipated. Page 4 of 5
2. August Financials- Mr. Williams also provided a full update on financials explaining why certain items exceeded the budget and why certain items were within budget. John Albers asked Mark if the District had applied for property tax exemption for the Colts Neck Lift Station property yet. Mark indicated that he would review the matter. Accounts Payable Motion made by Flynn, seconded by Breyfogle to approve bills as presented. Vote: All Aye. Old Business Doug Galiardi asked if progress had been made on obtaining automatic controls for provision of red water to the golf course. John Grosse reported that the District is getting pricing but it will not be needed or ready for install until next spring. RAIL The RAIL was reviewed and decision made whether to retain or continue certain items. New Business Bob Stewart reported that the District was seeking a price to acquire another truck replacing a current truck. Bob reported that he would provide information to the District at the next meeting. Comments and Questions No new comments or questions. Motion to Adjourn With no further official business to discuss, Flynn moved to adjourn the meeting. Mefford seconded. Vote: All Aye. Meeting adjourned at 8:05 p.m. Bob Powelson, Secretary NEXT REGULAR BOARD MEETING IS October 19, 2017 at 6:30 P.M. Page 5 of 5