Board of Public Affairs Meeting Minutes

August 14, 2018

BOARD OF PUBLIC AFFAIRS REGULAR MEETING HELD AUGUST 14, 2018

Mrs. VanKirk called the meeting to order in the meeting room of the Fire Station at 7:13 p.m. Answering roll call were Mrs. Bailey VanKirk and Mr. James Keys.

Also present were Fiscal Officer Rhonda Sowers, Water Superintendent Tony Joyce and Councilman Dean Dorko. 

There were no visitors.

Mrs. VanKirk moved to excuse Robert Boytim from the August 14, 2018 regular meeting. Second by Mr. Keys. Vote: Mr. Keys-yes; Mrs. VanKirk-yes. Motion carried.

Mrs. VanKirk moved to approve minutes of the July 10, 2018 regular meeting. Second by Mr. Keys. Minutes approved by unanimous vote.

Mrs. VanKirk moved to approve payment of bills totaling $47,220.75 including July payroll. Second by Mr. Keys. Vote: Mrs. VanKirk-yes; Mr. Keys-yes. Motion carried.

Mr. Joyce said that the EPA requires the contingency plan to have a more detailed statement regarding funding for emergency expenditures. Mrs. Sowers explained limits that would comply with current Village legislation and Ohio Revised Code requirements. 

Mr. Keys moved that the Emergency Budget section of the Contingency Plan designate the Repair and Improvement Fund (5103) for emergency expenditures; authorize the Water Superintendent to make expenditures up to the $20,000.00 blanket certificate limit; specify expenditures over $20,000.00 but less than $50,000.00 be approved by the Board of Public Affairs; and specify any expenditures exceeding $50,000.00 be approved by the Village Council. Second by Mrs. VanKirk. Vote: Mrs. VanKirk-yes; Mr. Keys-yes. Motion carried. 

Mrs. Sowers said the Board’s action on the Emergency Budget will be submitted to Village Council for approval at its next regular meeting. 

Mrs. VanKirk moved to return water service deposits of $50 each to Danielle Musarra and James Gosky. Second by Mr. Keys. Vote: Mrs. VanKirk-yes; Mr. Keys-yes. Motion carried.

Mrs. VanKirk moved to refund an overpayment of a final water bill in the amount of $60.86 to Ed Flynn. Second by Mr. Keys. Vote: Mrs. VanKirk-yes; Mr. Keys-yes. Motion carried.

Board members initialed July financial reports distributed by Mrs. Sowers prior to the meeting.

The Board briefly discussed items needed to complete the Asset Management Plan. There will be another meeting with representatives of CT Consultants to review the draft and address items still needed for completion of the plan.

There being no further business, it was moved by Mrs. VanKirk and seconded by Mr. Keys to adjourn at 7:40 p.m. Meeting adjourned by unanimous vote.



July 10, 2018
BOARD OF PUBLIC AFFAIRS REGULAR MEETING HELD JULY 10, 2018

Mr. Boytim called the meeting to order in the meeting room of the Fire Station at 7:06 p.m. Answering roll call were Mr. Robert Boytim, Mr. James Keys and Mrs. Bailey VanKirk.

Also present were Fiscal Officer Rhonda Sowers and Water Superintendent Tony Joyce. 

There were no visitors.

Mrs. VanKirk moved to approve minutes of the June 12, 2018 regular meeting. Second by Mr. Keys. Minutes approved by unanimous vote.

Mrs. VanKirk moved to approve payment of bills totaling $86,011.87 including June payroll. Second by Mr. Keys. Vote: Mrs. VanKirk-yes; Mr. Keys-yes; Mr. Boytim-yes. Motion carried.

Mr. Joyce submitted a draft of his response to several minor citations from the EPA sanitary survey of the water plant conducted in June. The EPA is currently stressing that water operators adopt policies and procedures to address emergencies.

In response to a question from Mrs. VanKirk, Mr. Boytim said he has not located a copy of the forgiveness policy. Mrs. VanKirk said if a copy can’t be found then a policy should be adopted. Mrs. Sowers added that the Asset Management Plan will include all Board policies so this is a good time to review and make necessary policy changes. 

Mr. Keys moved to approve an application for a 1” tap at 11142 E. Bayshore Road totaling $5,977.00 and an application for a ¾” tap at 373 Lakewood totaling $3,900.00. Second by Mrs. VanKirk. Vote: Mrs. VanKirk-yes; Mr. Keys-yes; Mr. Boytim-yes. Motion carried.

The Board received two requests to have late fees waived. Marnie McAtee, new bookkeeper for South Passage Condo Association asked to waive late fees in the amount of $5.40, $5.40 and $57.22 because the time it took to transfer accounting from the Property Management Company to her made it impossible to pay by the due date. Elise Bennett asked to waive a late fee of $5.40 because she did not realize in time that the credit she normally runs on her account was extinguished. Mrs. VanKirk pointed out that the Board does not have a policy regarding late fees and to grant waivers without a policy is arbitrary and sets a precedent. 

Mrs. Van Kirk moved to deny the request to waive late fees of $57.22, $5.40 and $5.40 for 818 E. Main, 810 E. Main #2D and 810 E. Main #2G. Second by Mr. Keys. Vote: Mrs. VanKirk-yes; Mr. Keys-yes; Mr. Boytim-yes. Motion carried.

Mrs. Van Kirk moved to deny the request to waive the late fee of $5.40 for 11180 E. Bayshore #A. Second by Mr. Keys. Vote: Mrs. VanKirk-yes; Mr. Keys-yes; Mr. Boytim-yes. Motion carried.

Mrs. VanKirk moved to return a water service deposit of $50 to Michael Cole. Second by Mr. Keys. Vote: Mrs. VanKirk-yes; Mr. Keys-yes; Mr. Boytim-yes. Motion carried.

Mrs. Sowers reported that Solicitor Jim Barney learned that the developer of the Bayside Shores condominium wanted individual addresses assigned for each of the buildings in the development but did not want to create a new street. The developer is agreeable to having each building designated as a separate unit such as A, B, C or 1, 2, 3 at the existing Bayshore Road address. Mr. Barney further explained that only Council has the authority to establish a new street in the village. It is the Board of Public Affairs role to assign addresses after Council has authorized new streets.

Board members initialed June financial reports distributed by Mrs. Sowers prior to the meeting.

There being no further business, it was moved by Mr. Boytim and seconded by Mrs. VanKirk to adjourn at 8:00 p.m. Meeting adjourned by unanimous vote.



June 12, 2018
BOARD OF PUBLIC AFFAIRS REGULAR MEETING HELD JUNE 12, 2018

Mr. Boytim called the meeting to order in the meeting room of the Fire Station at 7:11 p.m. Answering roll call were Mr. Robert Boytim, Mr. James Keys and Mrs. Bailey VanKirk.

Also present were Fiscal Officer Rhonda Sowers, Water Superintendent Tony Joyce and Councilman Dean Dorko. 

There were no visitors in attendance.

Reversing his statement at the May meeting, Mr. Boytim said the village must erect a sign for Bayside Shores Dr., a new street in the village. Mrs. Sowers said Bayside Shores Dr. is a drive in a condominium development and not a street so the village will not erect a new sign. Mr. Boytim gave Mr. Dorko a list of signs needing repair.

Mrs. VanKirk moved to approve minutes of the May 8, 2018 regular meeting. Second by Mr. Keys. Minutes approved by unanimous vote.

Mrs. VanKirk moved to approve payment of bills totaling $39,800.68 including May payroll. Second by Mr. Keys. Vote: Mrs. VanKirk-yes; Mr. Keys-yes; Mr. Boytim-yes. Motion carried.

Mr. Joyce reported on the EPA sanitary survey of the water plant conducted earlier in the day. Mr. Joyce felt the inspection went well and stated a full report will be forthcoming.

Mr. Joyce distributed preliminary information compiled for the Asset Management Plan.

Mr. Joyce submitted quotes from Ohio Cat of Perrysburg, TAS of Toledo and AT Emmett of Port Clinton for a new generator. Prices ranged from $37,000 to more than $115,000 because the proposed equipment varied widely from vendor to vendor. The Board asked Mr. Joyce to draw up specifications and use those specs to seek new proposals so that all vendors quote on the same equipment.

Mrs. VanKirk moved to renew the annual service contract with Hach totaling $2,427.00 for quarterly maintenance and calibration of the turbidity meters. Second by Mr. Keys. Vote: Mrs. VanKirk-yes; Mr. Keys-yes; Mr. Boytim-yes. Motion carried. 

Following discussion on the forgiveness policy at the May board meeting, Mrs. Sowers searched through records but was unable to find the policy. The closest thing she found was a disputed meter readings policy approved in 1984 which said the board will adhere to the policy stated on the preceding page when making adjustments but there was no preceding page. Mrs. VanKirk said if the policy can’t be found, the Board will need to write one. Mr. Boytim said he will look to see if he has a copy of the forgiveness policy. 

Mrs. VanKirk moved to return water service deposits of $50 each to Lauryn Ronis, Ron and Jane Crandall, Ed and Jan Winbigler, Daniel Nitecki, Doug Lee and Patrick Gorbett. Second by Mr. Keys. Vote: Mrs. VanKirk-yes; Mr. Keys-yes; Mr. Boytim-yes. Motion carried.

Board members initialed May financial reports distributed by Mrs. Sowers prior to the meeting.

There being no further business, it was moved by Mr. Keys and seconded by Mrs. VanKirk to adjourn at 8:01 p.m. Meeting adjourned by unanimous vote.



May 8, 2018
BOARD OF PUBLIC AFFAIRS REGULAR MEETING HELD MAY 8, 2018

Mr. Boytim called the meeting to order in the meeting room of the Fire Station at 7:17 p.m. Answering roll call were Mr. Robert Boytim, Mr. James Keys and Mrs. Bailey VanKirk.

Also present were Fiscal Officer Rhonda Sowers and Water Superintendent Tony Joyce. 

There were no visitors in attendance.

Mrs. VanKirk moved to approve minutes of the April 10, 2018 regular meeting. Second by Mr. Keys. Minutes approved by unanimous vote.

Mrs. VanKirk moved to approve payment of bills totaling $40,439.53 including April payroll. Second by Mr. Keys. Vote: Mr. Keys-yes; Mrs. VanKirk-yes; Mr. Boytim-yes. Motion carried.

Mr. Boytim said that he learned after the April meeting that Bayside Shores Dr. is not a newly platted street in the village but is, instead, a drive within a condominium development. Unit addresses can be assigned but no new street signs or street addresses are required.

After further review of the requirements for creation of an Asset Management Plan the Board concluded that the best option for completing the plan is to contract for this service with CT Consultants. Mr. Joyce added that he spoke with Roberta Acosta from RCAP and learned the cost for that agency to do the plan is $20,000.00. Mrs. VanKirk moved to accept the quote of $17,500.00 from CT Consultants for creation of an Asset Management Plan. Second by Mr. Keys. Vote: Mrs. VanKirk-yes; Mr. Keys-yes; Mr. Boytim-yes. Motion carried.

Mrs. VanKirk moved to approve a tap application totaling $3,900.00 for 136 Cottage Cove. Second by Mr. Keys. Vote: Mrs. VanKirk-yes; Mr. Keys-yes; Mr. Boytim-yes. Motion carried.

Mr. Joyce said he is waiting for a third quote on a replacement generator. He hopes to have all quotes by the June meeting.

The Board received a request for a forgiveness of $93.98 for a large water bill caused by a leak at 10891 N. Bay Point Dr. #802. Mr. Boytim explained that it is the Board’s policy to allow one forgiveness per property. Mrs. VanKirk expressed concern that if this relatively small forgiveness is approved it bars relief for any future owner who might have a leak resulting in a much larger bill. Mrs. VanKirk acknowledged that this request is in line with policy but feels the policy needs review. Mrs. VanKirk moved to approve a one-time forgiveness of $93.98 for a large water bill resulting from a leak at 10891 N. Bay Point Dr. #802. Second by Mr. Keys. Vote: Mrs. VanKirk-yes; Mr. Keys-yes; Mr. Boytim-yes. Motion carried.

The Board received a request to waive a $5.40 late fee for a customer whose check issued by a bill pay center was not received by the due date. The request came from the customer’s third party bill pay company. Mrs. Sowers explained that many do not realize when they initiate a bill pay online through their bank, a bill pay company actually issues and mails a check on their behalf. Bill pay is not the same as an ACH payment where a customer authorizes payment directly from their bank account on a certain date. Mr. Keys moved to not waive the late fee caused by the late receipt of a payment from a bill pay company. Second by Mrs. VanKirk. Vote: Mrs. VanKirk-yes; Mr. Keys-yes; Mr. Boytim-yes. Motion carried. 

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



April 10, 2018
BOARD OF PUBLIC AFFAIRS REGULAR MEETING HELD APRIL 10, 2018

Mr. Boytim called the meeting to order in the meeting room of the Fire Station at 7:00 p.m. Answering roll call were Mr. Robert Boytim and Mrs. Bailey VanKirk.

Also present was Fiscal Officer Rhonda Sowers, Water Superintendent Tony Joyce and Councilman Dean Dorko. 

Visitor in attendance was Jim Keys.

Mrs. VanKirk moved to approve minutes of the March 13, 2018 regular meeting. Second by Mr. Boytim. Minutes approved by unanimous vote.

Mrs. VanKirk moved to approve payment of bills totaling $28,595.43 including March payroll. Second by Mr. Boytim. Vote: Mrs. VanKirk-yes; Mr. Boytim-yes. Motion carried.

Mr. Boytim stated Bayside Shores Dr. is a new street in the village. Mr. Boytim assigned house numbers for the three dwellings on this street and noted that a street sign is needed. Mrs. VanKirk moved to approve this subdivision. Second by Mr. Boytim. Vote: Mrs. VanKirk-yes; Mr. Boytim-yes. Motion carried.

Mr. Boytim received a request from a Johnson’s Island property owner to correct a street address. Mr. Boytim will check the numbering map and make a determination on the correct house number.

The Board received a request to approve a lot split for Adam Pendleton at 10515 E. Bayshore Rd. The split was approved by the Planning Commission pending BPA approval. Mrs. VanKirk moved to approve the lot split at 10515 E. Bayshore Rd. Second by Mr. Boytim. Vote: Mrs. VanKirk-yes; Mr. Boytim-yes. Motion carried. 

Mr. Joyce submitted a quote received earlier in the day from CT Consultants in the amount of $17,500.00 for preparation of an asset management plan which all public water systems in the state of Ohio are mandated to implement by October 1, 2018. A lengthy discussion followed on the required components of an asset management plan and whether village personnel can complete it or whether professional assistance is needed. Mr. Boytim will contact Chuck Hall of CT Consultants for additional detail on the proposal before the Board makes a decision.

Mr. Joyce said he is waiting for two additional quotes for a replacement generator.

Mrs. VanKirk moved to return water service deposits of $50 each to B&B Flips, Ltd. and Elizabeth Brow. Second by Mr. Boytim. Vote: Mrs. VanKirk-yes, Mr. Boytim-yes. Motion carried.

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



March 13, 2018
BOARD OF PUBLIC AFFAIRS REGULAR MEETING HELD MARCH 13, 2018

Mr. Boytim called the meeting to order in the meeting room of the Fire Station at 7:00 p.m. Answering roll call were Mr. Robert Boytim and Mrs. Bailey VanKirk.

Also present were Fiscal Officer Rhonda Sowers, Water Superintendent Tony Joyce and Councilman Dean Dorko. 

There were no visitors present.

Mr. Boytim moved to approve minutes of the February 13, 2018 regular meeting. Second by Mrs. VanKirk. Minutes approved by unanimous vote.

Mrs. VanKirk moved to approve payment of bills totaling $40,597.93 including February payroll. Second by Mr. Boytim. Vote: Mrs. VanKirk-yes; Mr. Boytim-yes. Motion carried.

Mr. Boytim extended thanks to Councilman Dorko for presenting the question of vacation time for Tony Joyce to the Village Council. The Council voted to authorize three weeks of paid vacation leave for Mr. Joyce effective immediately.

Mr. Dorko expressed sympathy at the death of Board member George Danchisen on March 1. Mrs. Sowers added that the Mayor and Council will make an appointment to fill the open seat in the near future. Mr. Boytim stated that Tom Hetzel is still interested in serving as a Board member.

Mrs. VanKirk moved to return water service deposits of $50 each to Rebecca Day and Christie Crownover. Second by Mr. Boytim. Vote: Mrs. VanKirk-yes, Mr. Boytim-yes. Motion carried.

Mrs. VanKirk moved to apply the $50.00 water service deposit to an outstanding balance on the account of Mitchell Blumensaadt. Second by Mr. Boytim. Vote: Mrs. VanKirk-yes, Mr. Boytim-yes. Motion carried.

Mrs. VanKirk moved to issue a refund in the amount of $173.86 to Edward Flynn for an overpayment of a tax lien. Second by Mr. Boytim. Vote: Mrs. VanKirk-yes, Mr. Boytim-yes. Motion carried.

Mrs. Sowers reported that for the second time in a year the Postal Service lost the water bills causing a lengthy delay in delivery. In an effort to provide customers with another option for obtaining their bills, the Board can add a link to the village website that will allow water customers to access their individual account information. Mrs. Sowers will contact the web administrator to make arrangements.

Mr. Joyce obtained a quote from Ohio CAT for a new backup generator. Mr. Boytim said he would like at least two more quotes for the Board’s consideration. 

Mr. Joyce advised that all public water systems in the state of Ohio must implement an asset management program by October 1, 2018. Mr. Boytim will contact CT Consultants for a quote to prepare an asset management plan for the village.

There being no further business, it was moved by Mrs. VanKirk and seconded by Mr. Boytim to adjourn at 7:23 p.m. Meeting adjourned by unanimous vote.



February 13, 2018
BOARD OF PUBLIC AFFAIRS REGULAR MEETING HELD FEBRUARY 13, 2018

Mr. Boytim called the meeting to order in the meeting room of the Fire Station at 7:00 p.m. Answering roll call were Mr. Robert Boytim and Mrs. Bailey VanKirk.

Also present was Fiscal Officer Rhonda Sowers, Water Superintendent Tony Joyce and Councilman Dean Dorko. 

There were no visitors present.

Mr. Boytim moved to excuse George Danchisen from the February 13 regular meeting. Second by Mrs. VanKirk. Vote: Mrs. VanKirk-yes; Mr. Boytim-yes. Motion carried.

Mrs. VanKirk moved to approve minutes of the January 9, 2018 regular meeting. Second by Mr. Boytim. Minutes approved by unanimous vote.

Mrs. VanKirk moved to approve payment of bills totaling $73,499.06, including January payroll. Second by Mr. Boytim. Vote: Mrs. VanKirk-yes; Mr. Boytim-yes. Motion carried.

Tony Joyce stated he was promised three weeks of vacation time when he accepted the position of water superintendent. Mr. Joyce has vacation planned in March and would not have accepted the job without being assured he would be given vacation time. Mrs. Sowers said there is no record of the Board having promised vacation time to Mr. Joyce when he was hired. Mrs. Sowers explained that village policy grants two weeks vacation to full-time employees after one year of employment and three weeks vacation after eight years of employment. Mrs. VanKirk questioned why the Board should change existing policy. Following discussion, Mr. Dorko agreed to present at the February 14 village council meeting, the question of granting three weeks vacation to Mr. Joyce since it is council that sets vacation policy.

Mr. Joyce reported that the water plant backup generator recently needed repairs for a leak. There was initial concern that parts may not be available due to the age of the equipment. The leak was repaired but Mr. Joyce recommends the Board consider replacing the generator with a new or newer one. Mr. Joyce will obtain generator quotes for the Board’s consideration.

Mrs. VanKirk moved to approve a one-time forgiveness of $678.81 for a large water bill resulting from a leak at 121 Center Street. Second by Mr. Boytim. Vote: Mrs. VanKirk-yes; Mr. Boytim-yes. Motion carried.

Mrs. VanKirk moved to approve a one-time forgiveness of $2,161.54 for a large water bill resulting from a leak at 238 E. Main Street. Second by Mr. Boytim. Vote: Mrs. VanKirk-yes; Mr. Boytim-yes. Motion carried.

Mr. Joyce reported speaking with CT Consultants regarding creation of an asset management plan. Mrs. Sowers stated the Board had previously been working with RCAP on development of a plan. Mr. Joyce will check with RCAP on the status.

Mr. Joyce apprised the Board of a recent situation where he received a request from a property owner to temporarily turn off water service but the water was mistakenly turned off at the wrong location. The error was quickly corrected but he wanted the Board to be advised in the event of any complaints.

Mrs. VanKirk moved to return water service deposits of $50 each to Lorrie Traetow, Wendy Connelly, Kevin Eisenmann and Bill Pridgeon. Second by Mr. Boytim. Vote: Mrs. VanKirk-yes, Mr. Boytim-yes. Motion carried.

There being no further business, it was moved by Mrs. VanKirk and seconded by Mr. Boytim to adjourn at 7:43 p.m. Meeting adjourned by unanimous vote.



January 9, 2018
BOARD OF PUBLIC AFFAIRS REGULAR MEETING HELD JANUARY 9, 2018

Mr. Boytim called the meeting to order in the meeting room of the Fire Station at 7:03 p.m. Answering roll call were Mr. Robert Boytim, Mr. George Danchisen and Mrs. Bailey VanKirk.

Also present was Fiscal Officer Rhonda Sowers, Water Superintendent Tony Joyce, Councilman Duane Myers and Mayor Jacqueline Bird. 

There were no visitors present.

First order of business was to organize the Board for the year.

Mr. Danchisen moved to elect Robert Boytim president of the Board in 2018 and to continue to hold regular meetings on the second Tuesday of each month at 7:00 p.m. at the meeting room in the Fire Station, 517 W. Main Street. Second by Mrs. VanKirk. Vote: Mr. Danchisen-yes; Mrs. VanKirk-yes; Mr. Boytim-yes. Motion carried.

Mr. Danchisen moved to approve minutes of the December 12, 2017 regular meeting and December 15, 2017 special meeting. Second by Mrs. VanKirk. Minutes approved by unanimous vote.

Mr. Danchisen moved to approve payment of bills totaling $43,080.36, including December payroll. Second by Mrs. VanKirk. Vote: Mr. Danchisen-yes; Mrs. VanKirk-yes; Mr. Boytim-yes. Motion carried.

Mrs. Sowers distributed copies of the proposed 2018 appropriations for review.

Mr. Joyce reported he filed paperwork with the EPA as Marblehead’s operator of record.

Mr. Danchisen moved to approve a tap application in the amount of $3,900.00 for 605 Wesleyan Drive. Second by Mrs. VanKirk. Vote: Mr. Danchisen-yes; Mrs. VanKirk-yes; Mr. Boytim-yes. Motion carried.

Mr. Danchisen moved to approve a one-time forgiveness in the amount of $1,476.27 for a large water bill resulting from a leak at 10714 E. Bayshore Road. Second by Mrs. VanKirk. Vote: Mr. Danchisen-yes; Mrs. VanKirk-yes; Mr. Boytim-yes. Motion carried.

Mr. Danchisen moved to waive the $80.08 late fee for William Beckwith, 389 Lakewood. Second by Mrs. VanKirk. Vote: Mr. Danchisen-yes; Mrs. VanKirk-yes; Mr. Boytim-yes. Motion carried.

Mr. Myers stated this will be his final meeting as chair of the Utilities Committee. Dean Dorko has been named the new committee chair for 2018 and will be representing Council at the BPA meetings this year.

Mayor Bird added that Angie Kukay and John Starcher are the other members of the Utility Committee and she extended thanks to Duane for serving in this role for a number of years.

Mayor Bird also asked if Mr. Boytim would be in attendance at the January 10 Council meeting. She stated that she would like to meet with him and Solicitor Barney following the meeting.

Mr. Joyce extended thanks to the Board and Council for providing him this opportunity to work with the Village. 

There being no further business, it was moved by Mr. Danchisen and seconded by Mrs. VanKirk to adjourn at 7:50 p.m. Meeting adjourned by unanimous vote.

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