Minutes Thursday July Boardroom of the Commissioners 622 Croghan St., Fremont, OH *** Elected officials breakfast was at 7:30a.

Transcription

1 Thursday July Boardroom of the Commissioners 622 Croghan St., Fremont, OH Elected officials breakfast was at 7:30a. Session began at 8:30a. Throughout the day the following occurred. Commissioners reviewed numerous mailings. Several other items for other offices were signed and/or reviewed by the Commissioners. Invoices were approved in electronic and paper fashion. County Administrator discussion: none Then & Now Certificates: One from the office of the Sheriff to care for a new medical provider to the Sheriff s office and a new purchase order was not open at the time the service was performed. NOMS Healthcare - $78.63 Commissioner Thatcher moved to care for the certificates as presented with a second to the motion offered by Commissioner Schwochow. The ensuing vote was unanimous in the affirmative. Lisa Heyman, from the EMA, met with the Commissioners. As she will be taking Chris Mock s position as EMA Director, she was sworn in by Judge Brad Smith. Chris will be retiring the end of July. Theresa and Lisa had met earlier to discuss the different positions for bringing someone else into the office. Lisa suggested going with a Deputy Director. Discussion was had on pay rates for the new position and Lisa s. The new position will be posted. At 9:09a Commissioner Polter moved to enter Executive Session to discuss personnel. Commissioner Thatcher offered the second to the motion. The ensuing vote was unanimous in the affirmative. Theresa Garcia, HR Director, and Traci Myles, Acting Clerk, were also present. At 9:21a Commissioner Thatcher moved to exit Executive Session with a second offered by Commissioner Schwochow. The ensuing vote was unanimous in the affirmative Page 1 of 6

2 Duane Kimmet, Facility Management Director, met with the Commissioners. The following was discussed. The roof top air conditioning units for the JDC, which heats and cools all three pods. Duane received quotes from Wadsworth and Hohler. Duane hasn t had enough time yet to go thru each quote step by step but would like approval to proceed once he determines the best route. Commissioner Thatcher moved to approve up to $30, for this matter from the Permanent Improvement Fund. Commissioner Polter offered a second to the motion. The ensuing vote was unanimous in the affirmative. Duane stated for the Commissioners information that Tracy Overmyer, Clerk of Courts, got back with him and they have decided to side Woodville Court and proceed with the items at Clyde Court. Personnel Action(s) approved: none Travel requests approved: none Public forum portion of session proceeded. Citizen attendees: none Media attendees: none RESOLUTIONS CONSIDERED ON THIS DATE RESOLUTIONS SUPPLEMENTAL APPROPRIATION CLERK OF COURT/COUNTY COURTS FACILITY FUND - $30K M - Thatcher S - Schwochow VOTE all, yes Page 2 of 6

3 AUTHORIZING THE COOPERATIVE AGREEMENT FOR CONSTRUCTION OF THE HAYES AVENUE SANITARY SEWER IMPROVEMENTS BETWEEN THE COUNTY OF SANDUSKY (LGA) AND THE OHIO WATER DEVELOPMENT AUTHORITY (OWDA) AND DECLARING AN EMERGENCY M - Thatcher S - Polter VOTE all, yes Steve Shiets, Sanitary Engineer, met with the Commissioners. Acting Clerk noted that an additional resolution had just been produced for Steve on the Cooperative Agreement for Construction of the Hayes Avenue Sanitary Sewer Improvements. Resolution was requested to be placed on the agenda. Commissioner Thatcher moved to do so with a second to the motion offered by Commissioner Polter. The ensuing vote was unanimous in the affirmative and the resolution was addressed. At 10:45a Commissioner Thatcher moved to enter Executive Session for the express purpose of conducting a face/face evaluation on a staff person. Commissioner Schwochow offered the second to the motion. The ensuing vote was unanimous in the affirmative. At 10:50a Commissioner Polter moved to exit Executive Session with the second offered by Commissioner Thatcher. Ensuing vote was unanimous in the affirmative. Steve s agenda is 1. County Projects a. Grandview Lift Station Replacement OPWC Grant $275,000 Contract is completed except tweaking a few items on the SCADA Interface. Yard restoration at some locations will be redone after September 1 st. b. Ireland Force Main Replacement OPWC 0% Loan $170,000 Contract with Helms & Sons is completed except a few punch list items. Project started on January 23, 2014 and have installed the 16 force main. Also completed changing out all three pumps and installed associated piping. Flow monitor was installed in the upstream manhole as well. Change Order #3 ($ for additional signage requested by County Engineer). Change Order #4 ($ for catch basin across Cleveland Avenue from lift station). Change Order #5 to finalize quantities will be completed shortly. OPWC funding is completed and a OWDA Pay request #4 is in the process. Final Pay Request will be following up shortly as well. Driveway complaints at 1052 and 1114 Siler Street remain Testing of the driveways was performed by TTL Associates of Toledo, Ohio. Results are currently being reviewed by ms consultants. Driveways will not be paid for via the contract if not per specification. Redo the driveways next Spring with a different contractor Siler Street quote ($2,280) Page 3 of 6

4 c. Hayes Avenue Sanitary Sewers OPWC Grant $275,000 ms consultants has been rushing to get the plans & bid documents ready for bid in June. Ohio EPA Permit To Install (PTI) was sent and received approval on June 20, Bid opening was on June 26, 2014 with Underground Utilities being the sole bidder. Bid of $1,247, which came in under the Engineer s Estimate of $1,266,667. Currently working on the OWDA loan application which hopefully can be signed today. OWDA loan application will be submitted by July 21 st for their July 31, 2014 meeting. Once we receive OPWC & OWDA notification, we can award the project. Resolution transferring area on Hayes/Timpe to District #1 from the General Sewer. Anticipate start of construction in September. County will need to discuss metered rate structure or leave as flat rate structure. Connection Charges per Equivalent Single Family Unit. We have discussed to reduce connection charges to $3, per ESFU. No construction charges added to the District #1 Connection Charges. Standard Technology Connection Charge would be taken out of Jobs Ohio Grant. Since the grant was strictly obtained because of their proposed expansion. Up to $50,000 Jobs Ohio Grant will be utilized to reduce charges. Standard Technology expansion was estimated 16 ESFU at $50, All other businesses/houses would be subject to the $3, per ESFU. $100,000 of debt will be paid per ESFU in the Hayes area (22 ESFU). d. Wightmans Grove Design & Construction Loan with Principal Forgiveness 2012 Need County General Plan to continue with Wightman s General Plan. County General Plan should be completed by the end of this year. Anticipate plant and collection system construction in % Planning Loan for $20,000 is also available. e. E. State Street (Phase 2 Timpe Road) - $275,000 OPWC Loan Anticipate collection system construction in f. W. Hayes Avenue (Phase 2 Residential) Anticipate collection system construction in County Comprehensive Water & Sanitary Sewer General Plan Met with Poggemeyer Design Group on July 9, PDG is planning on giving us a plan to review in the near future. 3. District #1 Agreement Kickoff Meeting was on May 5, 2014 at 2:00 p.m. in the Conference Room Page 4 of 6

5 DRAFT District #1 Agreement was sent out to applicable parties. County negotiation team: Commissioner Thatcher, County Administrator, Ballville Township Trustee (Bob Kusmer) & Sandusky Township Trustee (Paul Lotycz) Agreement streamlines existing old agreement. Eventually switches County sewer customers billing to the County. Joint use of Ireland Lift Station for Pinewood Village Area (similar to Grandview). Updates the current rates for both the City of Fremont & the County. Met again on June 2, 2014 to continue to discuss the agreement. City wants to add I/I Plan for excess County flow to meet their OEPA Requirements. No surcharge increases for cooperative effort in the plan. Zach and I have met with the OEPA once and the City three times to discuss the plan. Eventually the plan will apply to the General Sewer District and probably the Township Sewer District (possibly when their agreements are expired). I/I Plan to be submitted by the City of Fremont by the end of the year. City is approving the time extension via Council which will eventually come to the County. Extension is to the end of this year. 4. Park District Projects (Creekbend Farm & White Star Park) Performed multiple reviews on the Wetland Wastewater Treatment for Creekbend. Final review completed yesterday and it should be submitted to OEPA for the PTI. Parks is updating plan for USDA Funding for White Star via Sanitary Engineers/Commissioners. 5. Sandusky Township Sewer District Pulled Pump #2 for replacement ($4,291) at Logsdon. Pulled Pump #1 for repair / replacement ($4,176 / $5,291) at Whittaker. Pulled Grinder Pump for repair ($342.75). Pulled two more grinder pumps for repair / replacement ($ and TBD). Pump repair and replacement are the Townships responsibility. 6. Miscellaneous Personnel Items Maintenance Technician (Full Time) Hired Paul Ward on May 5, Office Clerk (Part Time) Considering a part time office clerk with Eric Hoch s passing. 20 hours a week (4 hours per day - Monday through Friday). 10:00 a.m. to 2:00 p.m. to cover lunch period. Potential to go full time if County ends up doing District #1 Billing. Cubic Utility Billing Program Initiated e-billing which could eliminate a physical bill. Initiated credit card payments with online payments. Add a link to the website for online payments. These items should be up and running by the end of the year. Siler Street Trench Settlement Quotes received from 3 contractors: Page 5 of 6

6 Willis & Sons - $10, (lowest quote) B. Hill z - $31, Unilliance - $33, Spectreshield Sealing of Wetwell Quotes Adams Acres Wastewater Plant Raw Lift Station Muskellunge Lift Station Various Manholes Active Shooter Preparation One entrance / one exit issue with the office. Counter area allows the office to be open to the public. Obtained one quote so far for $32,428 (included bulletproof glass & drywall). Asked for another quote without bulletproof items ($27,630). Currently on hold until we can bring in more contractors for quotes. Ohio WARN Statewide Mutual Aid Program Duane Kimmet, Facility Management Director, spoke with Commissioner Polter on the phone regarding a water line break at 108 S. Park Avenue. Commissioner Polter moved to approve up to $2, to Dave Zimmerman for this matter from the Permanent Improvement Fund. Commissioner Thatcher offered a second to the motion. The ensuing vote was unanimous in the affirmative. At 12:23a and with business concluded for the day Commissioner Thatcher moved to adjourn with a second to the motion offered by Commissioner Schwochow. Ensuing vote to adjourn was unanimous in the affirmative. Board of County Commissioners, Sandusky County, Ohio Attest: Clerk to the Board I, the undersigned, Clerk of the Board of Commissioners, Sandusky County, Ohio, do hereby certify that the foregoing Is a true and correct copy from the official record of said? Board of County Commissioners as recorded in its Journal. Clerk, Board of County Commissioners, Sandusky County, Ohio Page 6 of 6