JEFFERSON WATER & SEWER DISTRICT BOARD MEETING MINUTES JULY 6, 2017 A regular meeting of the Jefferson Water and Sewer District Board of Trustees was held pursuant to call on July 6, 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 Bob Powelson, Beth Breyfogle, Tom Flynn, Dan Mefford, and Doug Galiardi. Also present: Mark Williams, John Grosse, and John Albers (Albers & Albers). Guest present: Rich Courter, Fred Evans and Carol Evans. 2017 Minutes June 15, 2017 - Motion: [Flynn]; To approve the minutes; second [Galiardi]. Vote: All Aye. Guest Forum Fred and Carol Evans brought to the attention of the Board the poor quality of water they receive at their Village of Jefferson Run condominium located at 1391 Phlox Road. They indicated there is black water and mineral buildup on fixtures and they have had to replace water heating elements and other plumbing fixtures. They state that the condominium owners association is managed by Associa. John Grosse addressed their situation. He indicated that the District has no managment or operational authority with respect to the condominium association system and that it must be managed and operated by some entity like Associa. Mr. Grosse explained that Jefferson Run East is on the District s mainline and homeowners there are on individual meters but that Jefferson Run West condominimum association only receives a single bill from the District and that the association is responsible for operation and maintenance of the lines. John Albers also addressed this situation and further explained the obligations of the association. The District has a contract in perpituity with the condominium association which makes them responsible for the operation and maintenance of the condominium water system. Mr. Evans asked for and received a copy of the contract between the District and the condominium association from Mr. Albers. Director s Report (Bob Stewart) None. Bob Stewart was not present but Mark Williams provided a Director s Report. Mr. Williams read a letter from Dawn Chase thanking the District for their Resolution of Appreciation which the District Board previously approved thanking her for her service. Mr. Williams also read an email from Patrick Wren who had complained on social media about the District. Mr. Wren was contacted and did comment on social media that the District had been responsive to his request for information. M. Williams also read a letter from John and Linda Imwalle. They previously attended the District meeting to complain about the District s Backflow Prevention Policy. The Imwalle s letter essentially asserted that the District was not acting properly with respect to their requirement that backflow devices be required Page 1 of 5
and had not been forthcoming in their representations and that an RPZ valve was required when the District indicated that only a DCA would be required. Mr. Williams reported that all extensions were given to the three customers that had complained about the backflow devices and that all three customers now were in compliance and had installed such devices. Engineer's Report (John Grosse) 1. Colts Neck Lift Station Update John Grosse repeated that the bid had been rejected and the bidder notified that the bids were being rejected. He is now dividing the bid into three parts including a bid for just the lines, a bid for the lift station, or thirdly, a bid for both items can be presented. Mr. Grosse believes it will be bid in late July. 2. Columbus Approval of Private Developments- Mr. Grosse reported that he had been able to resolve with the City of Columbus the impasse over approval of private development such as Paddock Reserve by explaining the District system and obtaining Columbus consent to proceed as designed. Mr. Grosse sent a letter to them confirming the District s policies and its willingness to connect to the Columbus system with at least one tap at Havens Road and potentially another tap at the Mr. Tree farm on Reynoldsburg New Albany Road. John Albers inquired if Columbus had approved the addendum to the contract and Mr. Grosse indicated that Columbus has not yet replied to that addendum. 3. Colts Neck Lift Station Further Update - Mr. Grosse indicated that Columbus was holding up this approval due to the size of the line being connected to the lift station. Columbus would like to see the line made bigger and anticipates more I&I than the District does. Mr. Grosse will be meeting with Columbus next week regarding that matter and indicated his view that if Columbus wants to see that pipe oversized, then Columbus would need to pay for it. 4. Clark State Road Waterline - Mr. Grosse reported that this project is completed. 5. Red Water Filter Project Update Mr. Grosse reported that we are now in the process of pumping water to the golf course and we are pumping approximately 50,000 to 60,000 gallons of water per day, which is saving the District several hundred dollars per day in sewage treatment costs. Mr. Grosse stated that the maximum volume of water the District can provide to the golf course just depends on the volume of backwash water that the District has at any given time. 6. Meter Installs- Mr. Grosse reported that last week 48 new meters were installed. The District is still doing double crews on Tuesday s for installing meters. 7. Misc. Projects (a) Jefferson Run, Sections 4 and 5- Mr. Grosse reported that it is moving ahead and a preconstruction meeting is scheduled for next week. (b) Iron Filters Maintenance- Mr. Grosse received a price from Tonka of $5,821.00 for the materials needed to replace filter number 2 of cell number 3. Motion was made by Galiardi and seconded by Mefford to approve the purchase of said materials from Tonka in the amount of $5,821.00 for replacement of filter number 2. Vote: All aye. Page 2 of 5
(c) Pole Barn- Mr. Grosse reported that this is now completed. All vehicles are now in storage at night. This greatly improves the facilities. (d) Weldon Plans- Mr. Grosse indicated that there is a pre-construction meeting tomorrow, July 7 th at 1:30 p.m. Mr. Grosse indicated that the tap agreements had been prepared but that the cost for looping, which he believes will be approximately $110,000.00 and the cost of the lift station have not yet been determined for insertion into the tap agreements. 8. Columbus RNA Waterline- Mr. Grosse reported no change in this situation. 9. Paddock Reserve- Mr. Grosse indicated that inspection fees had been paid and the tap agreement signed and that construction will begin later this month. Includes 23 homes. 10. Hydrant Flushing Mr. Grosse reported that this is completed. 11. Cardinal Storage- Mr. Grosse reported that there is a pre-construction meeting scheduled for July 7 th and that tap fees have been paid and that tap agreements have been signed. 12. Elevated Tower Report- Mr. Grosse reported that John Albers would report further on this situation. 13. Upgrading Havens Corner and SWLCW&SD Connection Point- Mr. Grosse reported that Southwest Licking is taking the lead on preparing plans for the upgrades and the project is moving along. 14. Softener Repair Mr. Grosse reported that as previously discussed, softener number 3 needs to be replaced. Mr. Grosse received a price of $39,690.00 from Tonka for replacement of the filter. The price he received from Downing to do the labor is approximately $70,000.00. Total of materials and labor is $109,690.00. Mr. Grosse believes the project is an emergency and is being performed on that basis. Beth Breyfogle asked if all the other filters will need to be replaced at the same cost. Mr. Grosse indicated that they would cost the same or more as some of the filters are even larger than the one being replaced. Motion was made based on recommendation of the engineer and his finding that this is an emergency project, to approve the sum of $109,690.00 to pay Downing and Tonka for labor and materials to perform this project. Moved by Flynn, seconded by Powelson. Vote: All aye. 15. Havens Road Force Main Mr. Grosse indicated that he expects to receive a letter from the Franklin County Board of Health indicating that homeowners on Havens Road will not be required to connect to our force main as long as they have properly functioning home septic systems. Mr. Grosse will provide the same to those three homeowners on the south side of Havens Road when he receives it. 16. Mr. Grosse then indicated the need for placement of the valve vault of the lift station on the treatment plant property. He indicated that he received a price from EC Babbert of $5,662.00 for casting and replacement. Mr. Grosse further indicated that Chris Weber would probably do the labor necessary and it would probably cost around $2,500.00. Thereupon Motion was made by Powelson, second by Mefford to approve the purchase of the materials only at a cost of approximately $5,662.00. Vote: All aye. Page 3 of 5
Attorney's Report (John Albers) John Albers provided copies of correspondence and re-drafted contracts which have circulated between the District and Utilities Service Co. regarding the painting and maintenance of the two elevated water storage towers. Mr. Albers indicated that there were a number of problems and issues with respect to the Master Service Agreement and both Scope of Work Agreements as well as the specifications and budgetary documents attached. Mr. Albers indicated he had sent a list of proposed revisions to the Utilities Services Co. and that they had made some revisions based on that request. Mr. Albers stated that this did not go far enough and has provided a re-draft of these agreements and sent them back to Utilities Services Co. Mr. Albers indicated that he took out the provision in the agreement which made it discretionary on the part of the Utilities Services Co. regarding when they would perform the interior and exterior painting. Dan Mefford questioned the bona fides of the Utility Services Co. and asked whether any materials had been received regarding the financial stability of the company. It was decided that John Grosse would request financial information from the company that would help asertain the financial viability of Utility Services Co. There was discussion as to what would happen in the event that Utilities Services Co. failed to perform the contracts. John Albers will report back at the next meeting regarding Utilities Services response to the re-draft of the documents and John Grosse will report back regarding the receipt of information from Utilities Services Co. regarding their financial situation. Controller's Report and Audit Update (Mark Williams) 1. 2016 Compilation & Audit Update- Mark Williams reported that he still has not heard back from the State of Ohio regarding pending issues. Accounts Payable Tom Flynn moved to approve accounts payable as presented. Beth Breyfogle seconded; unanimous approval. All aye. RAIL The RAIL was updated. A determination was made as to whether to retain all items on the RAIL. Old Business None New Business None Questions & Comments Rich Courter asked a few questions regarding the status of the waterline that Columbus had installed on Reynoldsburg New Albany Road. It was explained him that this is standard operating procedure for Columbus and that the District would be monitoring the situation to make sure that Columbus did not serve itself or others with such line. Motion to Adjourn With no further official business to discuss, Tom Flynn moved to adjourn the meeting. Bob Powelson seconded. Vote: All Aye. Meeting adjourned at 8:32 p.m. Page 4 of 5
Bob Powelson, Secretary NEXT REGULAR BOARD MEETING IS July 20, 2017 at 6:30 P.M. Page 5 of 5