After the Special Council Meeting on May 26,2009 regarding the budget of the General Fund and Police Fund I'am at a loss. The meeting started at 6:30pm and I managed to get home by about 10:30. Sheriff Ward was present. He addressed some concerns regarding the Safety of the community. He said he would try to help within his means, however the very best Police Protection would only from a local Lynchburg Police Department.
I covered a history of the Department, and statistics relevant to the budget from 2004 to 2009. Police Chief Wooton addressed manpower, crime Statistics, call records, and the situation regarding decreased Police around the county and how that has affected the Community. He even explained the large amount of administrative duties that have to be done in order to have a Police Department. A breakdown of an officer pay was handed out so that everyone could clearly see what it took to pay an officer from an expenditure and revenue standpoint.
The Council Members had no ideas on what to do and how to assist in protecting the community, though they did say they felt it was a serious problem. They only came up with three solutions which were borrow money, impose a 1% income tax, or run the levy again and hope it passes.They each made it clear that the Police Department might in fact not exist in a few months.
I also explained the severe deficit in the General Fund which pays for many of the Village Services and the fact that in the past the water deposit money had been tapped into and needed to be re payed. It seems the water deposit money may have been depleted between 2003 to 2008. Several documents show the needed amount, one was the Glenavy Sewerage Project match in 2007. Others include transfers between 2003 and 2007 the General fund. With these shortfalls, the Police could not use any money from General to make up for its budget the way it had apparently been done in the past. I will cover the information in the next several days through a series of entries. I will express some of the issues, with substantiated information about the serious situation that is playing out.
I cannot solve this problem alone. The Governing Body is the 6 Council Members, and they have the power to appropriate, budget, and legislate. I warned in January of 2008 that I believed the Village was on the verge of a fiscal watch or even a fiscal emergency, and I still believe that we are not clear from that. The ORC requires me to inform Council on Budgetary issues and I have. I do not feel that the Council are being proactive in solving any problem. I feel they continue to wait and time is running out on several levels and with several issues. As some stand by and watch, problems are worsening. There are no easy answers, however it will take some serious thinking and work to find solutions and understand the problems. I believe we really have a chance to take the problems and turn them into opportunities. With work, we could emerge in a better position.
Last, I will tell you what the Council voted unanimously to do. They approved borrowing $20,000 from the last tax draw from the Police in October. Have that advanced through a bank to be used now. In addition they voted to have the Auditor Certify the amount of properties for another Ballot issue in the Fall. They had missed the deadline to add a ballot issue at a special election, which would have been August.
Wednesday, May 27, 2009
Tuesday, May 19, 2009
$14,606.17 In Police Budget to Last until October, No Protection Eminent, Glenavy Project repayment may be Guaranteed by Tax Assessment
The Council met on May 19th in a Special Session to discuss budget and finance problems. Several items were on the agenda, however the main topic was the Glenavy Sewerage Rehabilitation Project loan repayment. The Project is not officially complete and the Contractor has not been paid the final payment for completion. There were several small problems that needed to be repaired before completion would be granted. With the current budget situation it is important that the project be repaid with guaranteed funding that will not burden the community as minimally as possible.
The Glenavy Sewerage Project was important to stop the ground water inflow to the wastewater plant. After a flow study, conducted by Floyde Browne Engineering, it was found that the Glenavy subdivision contributed the largest amount of II. The EPA did not mandate this project, however they did strong arm the community to repair this problem and reduce II. It was important to reduce the water infiltration, because it attributed to the current system overflowing at the Wastewater Treatment Plant, and without it's reduction it would have been more difficult to accurately design a new plant, which was mandated by the EPA, in which Lynchburg was under findings and Orders. The EPA also noted that it was required in order to receive any DEFA funding in the form of 0% loans or grants available through their agency.
THe options to fund the repayment were 1. Pay in full 2a. Assessment to Property in Glenavy (143 Parcels at approx. $29.19 per year) 2b. Assessment to property throughout entire Village (963 Parcels at approx. $4.34 per year) 3. Raise Sewer portion of Utilities Invoice (550 to 625 Customers) 4. Income Tax
I specifically asked to to make sure that they looked at all options and came to a conclusion that they believed was the most sensible and responsible with the information they had. If nothing was done, the Utilities Department would be forced to raise the Sewer portion of the Utilities Invoice for the 550 to 625 customers that receive a utilities invoice. I believe this was an opportunity to visit other options that had not been taken into consideration in the past. Ultimately a decision could be made that would affect the future utilities invoice and make it quickly reduce over time or raise in the near future. The outcome of the meeting was to pursue an assessment to 963 parcels, at est. $4.34 per year for 20 years. There will be a public hearing on June 27th at 12pm(noon) Some of the positives of the project and the assessment as discussed are Every property would pay an equal share that is fair. The benefit for the entire community are as follows. There is a reduction in water infiltration, which reduces the plant overflows and more possible enforcement complications with the EPA which could include fines and mandates. It allows the entire community to receive funding through DEFA, the funding branch of the EPA. This could be federal monies, 0% loans, and/ grants. Some of the Negatives that are understood and came out from the discussion are as follows, the Council understood their will be an added burden to the property owner by an additional estimated $4.34 per year, that there was misinformation originally portrayed that the project would not cost anything. In fact it costs $114,500 over the next 20yrs, after $150,000.00 grant. The biannual payment is $2086.50 or $4173.00 per year.
No Protection from Criminals Eminent
The Police Department only has $14,606.17 to last until October. The Council will meet in a Special work session next Tuesday May 26th at 6:30pm. The Highland County Sheriff may be there and if not available will be at the next regular Council Meeting. Due to funding reduction around the county, law enforcement has been reduced and the existing officers are overburdened as crime rises. Greenfield has reduced its force, closed its jail, and shut down its dispatch. The county has taken on that burden. The County has also had a budget reduction and has less officers and manpower to attempt to cover more. Ask yourself - What is your safety worth? The problem is crime is on the rise, as protection is being decrease. What is safety from criminals and protection of your family worth?
Please attend the next meeting. There is an open forum at the end of the regular council meetings. Please submit concerns in writing or come in on Saturday if it is something the Mayors office can help with.
The Glenavy Sewerage Project was important to stop the ground water inflow to the wastewater plant. After a flow study, conducted by Floyde Browne Engineering, it was found that the Glenavy subdivision contributed the largest amount of II. The EPA did not mandate this project, however they did strong arm the community to repair this problem and reduce II. It was important to reduce the water infiltration, because it attributed to the current system overflowing at the Wastewater Treatment Plant, and without it's reduction it would have been more difficult to accurately design a new plant, which was mandated by the EPA, in which Lynchburg was under findings and Orders. The EPA also noted that it was required in order to receive any DEFA funding in the form of 0% loans or grants available through their agency.
THe options to fund the repayment were 1. Pay in full 2a. Assessment to Property in Glenavy (143 Parcels at approx. $29.19 per year) 2b. Assessment to property throughout entire Village (963 Parcels at approx. $4.34 per year) 3. Raise Sewer portion of Utilities Invoice (550 to 625 Customers) 4. Income Tax
I specifically asked to to make sure that they looked at all options and came to a conclusion that they believed was the most sensible and responsible with the information they had. If nothing was done, the Utilities Department would be forced to raise the Sewer portion of the Utilities Invoice for the 550 to 625 customers that receive a utilities invoice. I believe this was an opportunity to visit other options that had not been taken into consideration in the past. Ultimately a decision could be made that would affect the future utilities invoice and make it quickly reduce over time or raise in the near future. The outcome of the meeting was to pursue an assessment to 963 parcels, at est. $4.34 per year for 20 years. There will be a public hearing on June 27th at 12pm(noon) Some of the positives of the project and the assessment as discussed are Every property would pay an equal share that is fair. The benefit for the entire community are as follows. There is a reduction in water infiltration, which reduces the plant overflows and more possible enforcement complications with the EPA which could include fines and mandates. It allows the entire community to receive funding through DEFA, the funding branch of the EPA. This could be federal monies, 0% loans, and/ grants. Some of the Negatives that are understood and came out from the discussion are as follows, the Council understood their will be an added burden to the property owner by an additional estimated $4.34 per year, that there was misinformation originally portrayed that the project would not cost anything. In fact it costs $114,500 over the next 20yrs, after $150,000.00 grant. The biannual payment is $2086.50 or $4173.00 per year.
No Protection from Criminals Eminent
The Police Department only has $14,606.17 to last until October. The Council will meet in a Special work session next Tuesday May 26th at 6:30pm. The Highland County Sheriff may be there and if not available will be at the next regular Council Meeting. Due to funding reduction around the county, law enforcement has been reduced and the existing officers are overburdened as crime rises. Greenfield has reduced its force, closed its jail, and shut down its dispatch. The county has taken on that burden. The County has also had a budget reduction and has less officers and manpower to attempt to cover more. Ask yourself - What is your safety worth? The problem is crime is on the rise, as protection is being decrease. What is safety from criminals and protection of your family worth?
Please attend the next meeting. There is an open forum at the end of the regular council meetings. Please submit concerns in writing or come in on Saturday if it is something the Mayors office can help with.
Friday, May 15, 2009
Turn The Street Lights Off in 2011 & Pay for the Glenavy Sewer Project
The Council Meeting was a very long and intense meeting. Several resolutions were passed in the beginning. I presented quite a list of important and challenging problems that must be solved in order for the Village Government to properly represent the citizens of Lynchburg and to dig out of the mess that has been inherited. I was reminded after the meeting that each of these challenges our opportunities to provide for a brighter future. Each of these items are the responsibility of the local government to look into and in fact it would be irresponsible if action is not taken immediately and the projected negative outcomes occur. These outcomes are higher utilities, higher taxes, and less services to the community. A couple council members even said shut off the street lights when the contract is up in 2011. There will be a Special Council Meeting to work on hand full of these Items next Tuesday at 6PM. The focus will be the budget, more specifically The New WWTP debt repayment and the Glenavy Subdivision Sewerage project debt repayment. Below is a copy of my presentation, which is in an outline format, however the basic idea is probably understood. I projected as clear as I can that I need the assistance of the Council Members and Community to get things done. There are many important problems that have to be addressed, most importantly the growing budget concerns. Budget Numbers for income our becoming available that are accurate, and it is very scary. We have halted a fiscal emergency for now, however it is still on the horizon if we do not make some hard choices and investigate the options so that we continue tho understand the problems and turn those into Opportunities for the future.
The outline below carried much discussion about how we got were we are. The different options available and costs associated with each. Each of the topics will have more discussion in the near future, and will be in depth.
Serious Problems that are Our Responsibility to Address immediately
Long Term Budget:
Law Enforcement (How do we pay for it!)
Streetlight(s) (How do we pay for it!)
Glenavy Sewer Project (How do we pay for it!)
WWTP Phase one & two (How do we pay for it!)
Old Wastewater System Debt (How do we pay for it!)
Park Mowing (How do we Pay for It!)
Council, Mayor, Fiscal Officer (How do we Pay for it)
Cemetery Maintenance (How do we Pay for it)
Capital Improvements on the Table:
Glenavy Water Loop (Phase Three)
Glenavy Sewer Project
WWTP Phase one
WWTP Phase two
Drainage:
How do we repair the water run off in Glenavy?
How do we repair Storm drainage backup on Pearl Street, next to Methodist Church?
How do we repair water run off on South Broadway?
Where do we start when opening up and repairing old storm drain system?
Street
What is the maintenance plan?
What is the street upgrade ( Capital Improvement) plan?
Do we have a long term streetlight replacement plan? (Solar)
Development
Infrastructure Development
Nature / Park Development
Economic Development
What do we need? (Dave Alpern Reported twice on the Needs through community Open Houses and investigating and a comprehensive plan draft,,(where are we)…)
How are we going to get it?
How are we going to clean up downtown?
How are we going to grow business, MFG, Dist, Retail? Tefabco MFG
Comprehensive Plan…..?!!!
Infrastructure:
Water Needs Assessment?
Sewerage Needs Assessment?
Grants and Appropriations - Needs
Infrastructure?
Marketing Study?
Natural Disaster Plan!
Cost Study?
Advertising Study?
Affects?
Ordinances, Resolutions, and General Legislation……
What do you want to change?
What do you want to make better?
Have you made a difference as an elected official?
Problems My Office heard since the Last Council Meeting!
Cat Problem!
Dog Problem!
Possum and raccoons!!
Alleys!!!
Green Space!!!
Heating and A/C Problem at Municipal Building!
People not taking care of Pets!!
Children running the Streets after dark!
People Soliciting Door to Door!
Trees rotting and falling!
Tree Maintenance!
Speed Limits!
Vehicles squealing wheels and loud radios!!
Stop Signs!
Obstruction of Safety Devices!
Drainage, Flooding!
Speeding Ticket!
Parking!
Maintaining Village Buildings!!!
Sewer Backup!!!
Falling down buildings!
Falling down Homes!!
Sidewalks!!
Grocery Store!!
Cemetery Maintenance, Cemetery Vandalism!
Street Lighting!
Sex Offenders not registered Correctly!
Roads Falling Apart!
Right of Way Problems!
Is Demmy Construction fixing Glenavy or the Village repairing, when? What is getting fixed?
People not mowing and maintaining property!
Utility Invoicing complaints!!
U turns, and driving on the wrong side of the street!!
Mosquitoes!!!!
RESPONSIBILITY!!!!
I can not do this on My Own, I need your help. This is a team effort. Specifically what do you want me to do within my Power as Mayor under the O.R.C., I need the help of Council because they hold the legislative power and authority to appropriate.
Important:
Identify Problems
Plan Solutions
Implement
The outline below carried much discussion about how we got were we are. The different options available and costs associated with each. Each of the topics will have more discussion in the near future, and will be in depth.
Serious Problems that are Our Responsibility to Address immediately
Long Term Budget:
Law Enforcement (How do we pay for it!)
Streetlight(s) (How do we pay for it!)
Glenavy Sewer Project (How do we pay for it!)
WWTP Phase one & two (How do we pay for it!)
Old Wastewater System Debt (How do we pay for it!)
Park Mowing (How do we Pay for It!)
Council, Mayor, Fiscal Officer (How do we Pay for it)
Cemetery Maintenance (How do we Pay for it)
Capital Improvements on the Table:
Glenavy Water Loop (Phase Three)
Glenavy Sewer Project
WWTP Phase one
WWTP Phase two
Drainage:
How do we repair the water run off in Glenavy?
How do we repair Storm drainage backup on Pearl Street, next to Methodist Church?
How do we repair water run off on South Broadway?
Where do we start when opening up and repairing old storm drain system?
Street
What is the maintenance plan?
What is the street upgrade ( Capital Improvement) plan?
Do we have a long term streetlight replacement plan? (Solar)
Development
Infrastructure Development
Nature / Park Development
Economic Development
What do we need? (Dave Alpern Reported twice on the Needs through community Open Houses and investigating and a comprehensive plan draft,,(where are we)…)
How are we going to get it?
How are we going to clean up downtown?
How are we going to grow business, MFG, Dist, Retail? Tefabco MFG
Comprehensive Plan…..?!!!
Infrastructure:
Water Needs Assessment?
Sewerage Needs Assessment?
Grants and Appropriations - Needs
Infrastructure?
Marketing Study?
Natural Disaster Plan!
Cost Study?
Advertising Study?
Affects?
Ordinances, Resolutions, and General Legislation……
What do you want to change?
What do you want to make better?
Have you made a difference as an elected official?
Problems My Office heard since the Last Council Meeting!
Cat Problem!
Dog Problem!
Possum and raccoons!!
Alleys!!!
Green Space!!!
Heating and A/C Problem at Municipal Building!
People not taking care of Pets!!
Children running the Streets after dark!
People Soliciting Door to Door!
Trees rotting and falling!
Tree Maintenance!
Speed Limits!
Vehicles squealing wheels and loud radios!!
Stop Signs!
Obstruction of Safety Devices!
Drainage, Flooding!
Speeding Ticket!
Parking!
Maintaining Village Buildings!!!
Sewer Backup!!!
Falling down buildings!
Falling down Homes!!
Sidewalks!!
Grocery Store!!
Cemetery Maintenance, Cemetery Vandalism!
Street Lighting!
Sex Offenders not registered Correctly!
Roads Falling Apart!
Right of Way Problems!
Is Demmy Construction fixing Glenavy or the Village repairing, when? What is getting fixed?
People not mowing and maintaining property!
Utility Invoicing complaints!!
U turns, and driving on the wrong side of the street!!
Mosquitoes!!!!
RESPONSIBILITY!!!!
I can not do this on My Own, I need your help. This is a team effort. Specifically what do you want me to do within my Power as Mayor under the O.R.C., I need the help of Council because they hold the legislative power and authority to appropriate.
Important:
Identify Problems
Plan Solutions
Implement
Wednesday, May 13, 2009
Hard Financial Times, Mean Options!!!
May 13, 2009
In response to questions regarding employment and business start up, I have came up with a list of contacts that may help. I encourage business and personal development in this area. I will assist anyone who is interested in opening a business or seeking additional training to provide for themselves and their families in the Lynchburg Area.
Sincerely,
Jeremy R. Shaffer
Highland County Chamber of Commerce
Katy Farber, Director 937-393-1111
Assistance with Business Plans, training, and development. SBA contact.
www.highlandcountychamber.com
Highland County Economic Development
Dan Cowdrey, Director 937-393-0339
Assistance with Government Funding and Strategic Planning within Highland County
Business Resource Center – Wilmington
Earl Gregory, Business Counselor 937-469-2058
Small Business Start Up, Career Training, Retraining, Seeking Employment, Retirement
www.backtoworkohio.com
Small Business Administration (SBA)
Bonnie Deer, 513-684-2814 X207
Assistance with Business Financing & Business Planning
Mondays on site 10AM-3PM National Bank & Trust
Southern State Community College Enterprise Center
Providing support, Tech assistance, and networking for entrepreneurs and business
937-695-9002 www.sscc.edu
The Ohio Small Business Development Center
Provides Confidential, free, in-depth business consulting
740-593-1797 www.southerncenter.ohio.edu
Appalachian Regional Entrepreneurship Group
Provides Customized consulting services to help start and grow business
740-593-1797 www.voinovichcenter.ohio.edu
SCORE
Service Corps of Retired Executives
Provides counselors to work with entrepreneurs and small business
513-684-2812 www.scoreworks.org/
Southern Ohio Procurement and Outreach Center
Provides help and assistance for business to sell to federal and state agencies
800-408-1334 www.sopoc.org
employment,
In response to questions regarding employment and business start up, I have came up with a list of contacts that may help. I encourage business and personal development in this area. I will assist anyone who is interested in opening a business or seeking additional training to provide for themselves and their families in the Lynchburg Area.
Sincerely,
Jeremy R. Shaffer
Highland County Chamber of Commerce
Katy Farber, Director 937-393-1111
Assistance with Business Plans, training, and development. SBA contact.
www.highlandcountychamber.com
Highland County Economic Development
Dan Cowdrey, Director 937-393-0339
Assistance with Government Funding and Strategic Planning within Highland County
Business Resource Center – Wilmington
Earl Gregory, Business Counselor 937-469-2058
Small Business Start Up, Career Training, Retraining, Seeking Employment, Retirement
www.backtoworkohio.com
Small Business Administration (SBA)
Bonnie Deer, 513-684-2814 X207
Assistance with Business Financing & Business Planning
Mondays on site 10AM-3PM National Bank & Trust
Southern State Community College Enterprise Center
Providing support, Tech assistance, and networking for entrepreneurs and business
937-695-9002 www.sscc.edu
The Ohio Small Business Development Center
Provides Confidential, free, in-depth business consulting
740-593-1797 www.southerncenter.ohio.edu
Appalachian Regional Entrepreneurship Group
Provides Customized consulting services to help start and grow business
740-593-1797 www.voinovichcenter.ohio.edu
SCORE
Service Corps of Retired Executives
Provides counselors to work with entrepreneurs and small business
513-684-2812 www.scoreworks.org/
Southern Ohio Procurement and Outreach Center
Provides help and assistance for business to sell to federal and state agencies
800-408-1334 www.sopoc.org
employment,
Tuesday, May 12, 2009
Tear it out at Someone Else's Expense
There has been a problem with a concrete pour at the Sewer Treatment Plant project. Apparently the concrete did not meet the specification of the project in the specification book or as interpreted in the prints, however the concrete did exceed the strength tests. According to the Engineer the Concrete needed a fiber reinforcement additive in order for it to work properly for its intended use. The total amount of the concrete that needed to be coated , if kept, or jack hammered out and replaced was approx. 4 yards. The concrete may have worked, however it would need to be inspected annually and possibly coated with a concrete coating referred to as Xypex. This may have cost added maintenance, and problems due to freeze and thaw of sewage. This area would have been submersed in sewerage at all times during normal plant operation. I have copied below a list of questions in which I asked of the contractor when I was asked to accept this. I did not accept this and it was the opinion of the Engineer, Floyd Browne, that it be removed and replaced with the correct concrete per specification. This problem was not done deliberately from what I understand. I have also attached a second email in which I received a response from Floyd Browne, that the Village will not be held liable or have to pay any additional costs associated with the replacement of this concrete.
-----> BELOW IS A LIST OF QUESTIONS WHICH I SUBMITTED TO THE CONTRACTOR BEFORE THE CONSTRUCTION MEETING LAST FRIDAY REGARDING THE CONCRETE MISHAP
I spoke with two members of Council. Due to the fact this may have adverse affects in the future I am going to have to default this decision to Council. I can attempt to have the Chairman call an emergency Public Works meeting, and see what they would recommend. The Council Meeting approval could not happen until Thursday the 15th of the month.
I would recommend that a proposal is submitted in writing on behalf of Sunesis outlining the product, which i did review the specification. It needs to be something that is official, legal, and binding. Our legal counsel would have to approve it. I do know that the Council will take Floyd Browne and Burgess and Niple's recommendations into consideration. This is an important decision, and it will ultimatley affect the entire community.
Some questions I have and have been asked of me, from Two Council Members:
Who is going to inspect yearly for reapplication?
Who is going to reapply material?
Who is paying for this added maintenance?
Who is going to purchase the Xypex for future applications?
Who will stand behind the warranty of the product?
What if the product does not work and the warranty is void due to application issues?
Will the plant have to be taken offline for this maintenance in the future?
How long will the plant have to be shut down?
Can the system handle a shutdown?
Will it be easy to clean areas for reapplication if needed?
How clean does the area have to be during reapplication?
Who will be responsible for draining and cleaning for reapplication?
How long will the maintenance take if reapplication is needed?
What if cracks occur in the future and Xypex does not work?
How long is he warranty? (given the fact that the plant will be good for the next 20-30yrs)
What if a company who stands behind the warranty goes out of business? Is there a backup?
EMAIL BELOW REGARDING THE LIABILITY AND COST OF REPLACING THE CONCRETE. JIM DID REPLY WITH APPROVAL AND SAID THE EMAIL IS CORRECT AND THE VILLAGE WILL NOT HAVE TO PAY ANYTHING FOR THE REPLACEMENT OF THE WRONG CONCRETE WITH THE CORRECT CONCRETE PER SPECIFICATION ACCORDING TO THE ENGINEER, WITH THE UNDERSTANDING OF THE CONTRACTOR.
Sent: Monday, May 11, 2009 9:02 AM
To: James J. Klamet
Cc: Fred Beery
Subject: Construction Meeting Follow Up from 5-8-09
Jim,
I thought about the Construction meeting over the weekend. I just wanted to be clear
what I understood and took away from the meeting on Friday. Today, weather permitting, Sunesis would be removing the concrete that was poured wrong per the specifications and replacing with the correct grade concrete. I believe from the meeting that everyone agreed that the concrete would not work, was not correct, and it either had to be removed or sealed. It was the recommendation of Floyd Browne that it needed to be removed and replaced with the correct concrete per the specifications and the plans. From my standpoint and on the Village of Lynchburgs behalf, I do not believe the Village government or community should be responsible in any way to pay for the unfortunate event of removing and repouring the concrete, that has to be done because it did not meet the specifications of the project portrayed within the plans and or spec book. I believe that the cost, if any should arise out of this re pour should be borne by the Contractor, Sunesis, and or Floyde Browne, the Engineer. In conclusion, from the Friday meeting it was clear to me the Village will not be burden with additional responsibility, costs, or liability for this issue, and that we have done everything within our power to maintain a project has been done in the best interest of the community and with quality workmanship.
Jeremy Shaffer
Village of Lynchburg
937-364-2241
-----> BELOW IS A LIST OF QUESTIONS WHICH I SUBMITTED TO THE CONTRACTOR BEFORE THE CONSTRUCTION MEETING LAST FRIDAY REGARDING THE CONCRETE MISHAP
I spoke with two members of Council. Due to the fact this may have adverse affects in the future I am going to have to default this decision to Council. I can attempt to have the Chairman call an emergency Public Works meeting, and see what they would recommend. The Council Meeting approval could not happen until Thursday the 15th of the month.
I would recommend that a proposal is submitted in writing on behalf of Sunesis outlining the product, which i did review the specification. It needs to be something that is official, legal, and binding. Our legal counsel would have to approve it. I do know that the Council will take Floyd Browne and Burgess and Niple's recommendations into consideration. This is an important decision, and it will ultimatley affect the entire community.
Some questions I have and have been asked of me, from Two Council Members:
Who is going to inspect yearly for reapplication?
Who is going to reapply material?
Who is paying for this added maintenance?
Who is going to purchase the Xypex for future applications?
Who will stand behind the warranty of the product?
What if the product does not work and the warranty is void due to application issues?
Will the plant have to be taken offline for this maintenance in the future?
How long will the plant have to be shut down?
Can the system handle a shutdown?
Will it be easy to clean areas for reapplication if needed?
How clean does the area have to be during reapplication?
Who will be responsible for draining and cleaning for reapplication?
How long will the maintenance take if reapplication is needed?
What if cracks occur in the future and Xypex does not work?
How long is he warranty? (given the fact that the plant will be good for the next 20-30yrs)
What if a company who stands behind the warranty goes out of business? Is there a backup?
EMAIL BELOW REGARDING THE LIABILITY AND COST OF REPLACING THE CONCRETE. JIM DID REPLY WITH APPROVAL AND SAID THE EMAIL IS CORRECT AND THE VILLAGE WILL NOT HAVE TO PAY ANYTHING FOR THE REPLACEMENT OF THE WRONG CONCRETE WITH THE CORRECT CONCRETE PER SPECIFICATION ACCORDING TO THE ENGINEER, WITH THE UNDERSTANDING OF THE CONTRACTOR.
Sent: Monday, May 11, 2009 9:02 AM
To: James J. Klamet
Cc: Fred Beery
Subject: Construction Meeting Follow Up from 5-8-09
Jim,
I thought about the Construction meeting over the weekend. I just wanted to be clear
what I understood and took away from the meeting on Friday. Today, weather permitting, Sunesis would be removing the concrete that was poured wrong per the specifications and replacing with the correct grade concrete. I believe from the meeting that everyone agreed that the concrete would not work, was not correct, and it either had to be removed or sealed. It was the recommendation of Floyd Browne that it needed to be removed and replaced with the correct concrete per the specifications and the plans. From my standpoint and on the Village of Lynchburgs behalf, I do not believe the Village government or community should be responsible in any way to pay for the unfortunate event of removing and repouring the concrete, that has to be done because it did not meet the specifications of the project portrayed within the plans and or spec book. I believe that the cost, if any should arise out of this re pour should be borne by the Contractor, Sunesis, and or Floyde Browne, the Engineer. In conclusion, from the Friday meeting it was clear to me the Village will not be burden with additional responsibility, costs, or liability for this issue, and that we have done everything within our power to maintain a project has been done in the best interest of the community and with quality workmanship.
Jeremy Shaffer
Village of Lynchburg
937-364-2241
You Must Meet State Code when Building a Home
The Village has been certified by the State of Ohio for a building Department.
A start date has not been set by the Board of Building Standards, however it should be confirmed at the next meeting, and the date is expected to be July first 2009.
At that time the Village may enforce all building regulations through the Clinton County Building and Zoning Department.
A start date has not been set by the Board of Building Standards, however it should be confirmed at the next meeting, and the date is expected to be July first 2009.
At that time the Village may enforce all building regulations through the Clinton County Building and Zoning Department.
Tuesday, May 5, 2009
Wastewater Treatment Phase Progress Slowed Again
There have been a few hang ups throughout this small and short Phase One Project to build new head works at the Wastewater Treatment Plant. Each time something happens it move the schedule further off track. Currently the Project is thirty days off schedule. Since the Village is under Findings and Orders from the EPA, this is a cause for concern. The EPA has been notified, and does realize it is not due to fault of the Village of Lynchburg.
REcently, the on site resident representative was at the end of his contract. The resident rep. acts as the eyes and ears for the Engineer and the Village. He keeps record of progress, potential problems, and changes during the project. He is like an inspector. Since the time of the project was extended, the Public Works committee and myself believe it was necessary to have someone on sight to oversee daily activities. So he was extended through Floyd Browne for another few weeks at a reduced schedule. The resident rep. will be on site when work is happening.
Now, there seems to be a problem with the wrong specification of concrete poured in the project. A grade was used that did not contain a fiber reinforcement.The spec. book apparently called for reinforcement. This may slow the project since there is some disagreement with what to do to repair the issue. There are two options. First is two jackhammer the concrete and re pour it. Second would be to coat the current concrete with a formula that may prevent cracking. There has not been a decision made. I just want everyone to know the progress and assure them, that I will hold everyone to the schedule, keep the cost down, and only approve quality workmanship on this project. I have attached a couple emails below that may help everyone better understand the situation.
May 4th (1st Correspondence)
Mayor/Aaron. Attached is the reply from our structural engineer with respect to the lack of fiber reinforcement in the fillet walls at the screen structure. The bottom line is that there is no product that will totally eliminate the occurrence of shrinkage cracks in the concrete once it has been placed. The Xypex product submitted does meet wastewater plant applications and will provide an integral water proofing condition at the surface of the concrete which will certainly seal any cracks that have developed in the curing process to date. But the Xypex product will require a continued maintenance program, since shrinkage cracks can continue to form.
If Sunesis and the Village can agree upon an extended warranty of this condition past the one year warranty, the Xypex treatment if installed per the manufacturer’s strict specifications, could be considered as an alternative to the total removal and replacement of the fillet walls.
James J. Klamet
Director
Floyd Browne Group
MAy 4th (2nd Correspondence)
Mayor/Aaron,
The specification for the fillet concrete is clearly spelled out in section 03300. It may have required clarification in the form of an RFI prior to placement of the fillet concrete, but this was not initiated by Sunesis. Although the concrete placed is sufficient in strength and the proper air entrained admixture for freeze-thaw protection is present, the ability for shrinkage cracks will continue to persist. The surface treatments proposed will certainly protect against any adverse effects of current shrinkage cracks. There is still a high probability that future shrinkage cracks can develop. Hence, the need for an extended warranty and future re-application of this proposed product may be required.
It is our structural engineer’s opinion that the Xypex system is a product better suited for this application, but only used in conjunction with an extended warranty from Sunesis. We support our structural consultant’s recommendation only. Short of that recommendation, the existing fillet concrete must be removed and replaced to meet the plan specification.
James J. Klamet
Director
Floyd Browne Group
REcently, the on site resident representative was at the end of his contract. The resident rep. acts as the eyes and ears for the Engineer and the Village. He keeps record of progress, potential problems, and changes during the project. He is like an inspector. Since the time of the project was extended, the Public Works committee and myself believe it was necessary to have someone on sight to oversee daily activities. So he was extended through Floyd Browne for another few weeks at a reduced schedule. The resident rep. will be on site when work is happening.
Now, there seems to be a problem with the wrong specification of concrete poured in the project. A grade was used that did not contain a fiber reinforcement.The spec. book apparently called for reinforcement. This may slow the project since there is some disagreement with what to do to repair the issue. There are two options. First is two jackhammer the concrete and re pour it. Second would be to coat the current concrete with a formula that may prevent cracking. There has not been a decision made. I just want everyone to know the progress and assure them, that I will hold everyone to the schedule, keep the cost down, and only approve quality workmanship on this project. I have attached a couple emails below that may help everyone better understand the situation.
May 4th (1st Correspondence)
Mayor/Aaron. Attached is the reply from our structural engineer with respect to the lack of fiber reinforcement in the fillet walls at the screen structure. The bottom line is that there is no product that will totally eliminate the occurrence of shrinkage cracks in the concrete once it has been placed. The Xypex product submitted does meet wastewater plant applications and will provide an integral water proofing condition at the surface of the concrete which will certainly seal any cracks that have developed in the curing process to date. But the Xypex product will require a continued maintenance program, since shrinkage cracks can continue to form.
If Sunesis and the Village can agree upon an extended warranty of this condition past the one year warranty, the Xypex treatment if installed per the manufacturer’s strict specifications, could be considered as an alternative to the total removal and replacement of the fillet walls.
James J. Klamet
Director
Floyd Browne Group
MAy 4th (2nd Correspondence)
Mayor/Aaron,
The specification for the fillet concrete is clearly spelled out in section 03300. It may have required clarification in the form of an RFI prior to placement of the fillet concrete, but this was not initiated by Sunesis. Although the concrete placed is sufficient in strength and the proper air entrained admixture for freeze-thaw protection is present, the ability for shrinkage cracks will continue to persist. The surface treatments proposed will certainly protect against any adverse effects of current shrinkage cracks. There is still a high probability that future shrinkage cracks can develop. Hence, the need for an extended warranty and future re-application of this proposed product may be required.
It is our structural engineer’s opinion that the Xypex system is a product better suited for this application, but only used in conjunction with an extended warranty from Sunesis. We support our structural consultant’s recommendation only. Short of that recommendation, the existing fillet concrete must be removed and replaced to meet the plan specification.
James J. Klamet
Director
Floyd Browne Group
Stimulas Funding Limited
In the last couple weeks I have been working on receiving funding for the the WWTP upgrade.Many of you have assisted by signing petitions, sending letters, and communicating with other elected officials. Last week I was informed that we were not going to receive any funding, and had been removed from the ranking. I two another look at what had been submitted, and what I was informed about the application process. It seemed that we had been overlooked due to misinformation. Myself, and MIke Davis, at Burgess and Niple, had fairly good documentation. I disputed the the fact we were kicked from the group. After review the agency that is to score the applications have agreed to let our application continue on. I have pasted the email I received below. It was addressed to Mike, with Burgess and Niple. This clarifies where we are at in the application process. (This is stimulus money and is known as ARRA) The EPA has been great to work with throughout this project and they are very understanding.
May 5th 2009 (HOT OFF THE EMAIL PRESS)
Mike:
Sorry. After all these years I do, from time to time, slip into govt-speak.
You were originally excluded from ARRA consideration due to not having submitted your PTI application by April 3, 2009. Upon review of the circumstances surrounding your decision to not submit the application, which included discussions and directions from us, we decided to consider Lynchburg as having met the deadline. So ... Lynchburg is now eligible for ARRA funds. Basically that means that Lynchburg will move up to the first group on the Intended Projects List and may or may not, based on your project's rating be fundable.
Their will be no second round of scoring. Projects on the draft Intended Projects List may be re-ranked or re-rated based on comments received and/or information submitted. Once that effort is complete the final IPL will be prepared and at that time we, and you, will know whether Lynchburg is ARRA-fundable.
Basically, you've moved from "not fundable" to "might be fundable."
David Reiff
Supervisor
Assistance Administration Section
Division of Environmental and Financial Assistance
May 4th, 2009
Hi Jeremy,
It is my understanding per Mike Davis that he has submitted comments to
DEFA regarding the stimulus funds and we received your PTI and
Application on Friday (May 1). I want to emphasize that we do
understand your concern and your situation and even though the most
prudent thing to do at the time may have been not submit the PTI due to
your circumstances, we were not aware that it could impact your
eligibility for stimulus funding until the list came out. As I stated
before, there are no guarantees that the Village will receive stimulus
funds as it is in the control of others at this time. However, we can
guarantee you that we will forward your comments and attachments along
to those making those decisions in the event money does becomes
available given you now are in line for those funds.
We hope to have an answer for you not long after public comment is over
and the list is finalized at the Governor's office.
As always, contact us with any questions or concerns, Jeremy, and we
will be in contact soon regarding the PTI review.
Gretchen Fickle
Project Engineer
Ohio EPA - Division of Environmental and Financial Assistance
May 3rd, 2009
Gretchen,
Per our conversation, I expressed how I felt regarding
the events leading up to the stimulus funding award. I truly
believe I did everything in my power to make sure that we crossed
every T and dotted every i so that we were in excellent standing
to receive those monies. I have attached below an email, which was also
sent
as a letter to Sen. Carey, Rep. Daniels, and Gov. Strickland.
Senator Carey did endorse the project and sent a letter to the
Governor.
on showing this support. I did this only a few days after my
conversation
with Larry. I attached this as a pdf., and I hope this
helps. Thank you and the DEFA team for supporting the progress
of Lynchburg, and it's wastewater treatment facility. This funding
would mean so much to the people of this community, words cannot
even begin to describe.In addition I have several petitions that
people
signed in support of receiving stimulas funding.
Thank you
Jeremy R Shaffer, Mayor
APRIL 30, 2009
This correspondence is being sent on behalf of the Village of Lynchburg.
The Village of Lynchburg is currently under Director’s Findings and Orders to complete improvements to the Village-owned wastewater treatment plant. Late in 2008, the Village had issues with the then Village Clerk/Treasurer and the Village Wastewater Fund was found to contain about $30,000. As this would stretch the ability of Village to cover expenses, it was recommended by Ohio EPA-DEFA that the Village apply for a supplemental loan to the existing design/planning loan for the project to cover the PTI fees. All paperwork was completed and the application approved at the February 2008 OWDA meeting. Attached is a timeline that covers the chronology of the dealings with OEPA-DEFA on the project. As can be noted from the attachment, there was a delay of almost 4 weeks from the date all paperwork was submitted to DEFA and the time OWDA added the supplemental loan information to the disbursement form. During this period, both the Mayor and I discussed this issue numerous times with members of our DEFA team and was told repeatedly that the paperwork was completed and was in the Director’s office and was being delayed because of the scoring of the ARRA program.
It should be noted that, if it was common knowledge that submittal of the PTI was going to be THE determining factor of receiving the funds, the Village had the funds on hand and could have submitted in early February and waited for the disbursement from OWDA to be placed in the Wastewater Fund. When this option was discussed with DEFA staff, we were told that submittal of the PTI would have no bearing on receiving ARRA funds. This project is mandated by Ohio EPA, and the schedule in the F&Os states that the project must be in construction by 12/1/09. The Village plans on ensuring the project meets the timing required through the ARRA program. Also, user rates for the residents in Lynchburg are currently over $48/month and this $3.7M contract will only further increase the rates on the residents of Lynchburg.
Questions can be answered by:
Mike Davis, PE, Burgess & Niple, Inc. (304-485-8541 or mpdavis@burnip.com)
Or
Jeremy Shaffer, Mayor of Lynchburg (937-364-2241
May 5th 2009 (HOT OFF THE EMAIL PRESS)
Mike:
Sorry. After all these years I do, from time to time, slip into govt-speak.
You were originally excluded from ARRA consideration due to not having submitted your PTI application by April 3, 2009. Upon review of the circumstances surrounding your decision to not submit the application, which included discussions and directions from us, we decided to consider Lynchburg as having met the deadline. So ... Lynchburg is now eligible for ARRA funds. Basically that means that Lynchburg will move up to the first group on the Intended Projects List and may or may not, based on your project's rating be fundable.
Their will be no second round of scoring. Projects on the draft Intended Projects List may be re-ranked or re-rated based on comments received and/or information submitted. Once that effort is complete the final IPL will be prepared and at that time we, and you, will know whether Lynchburg is ARRA-fundable.
Basically, you've moved from "not fundable" to "might be fundable."
David Reiff
Supervisor
Assistance Administration Section
Division of Environmental and Financial Assistance
May 4th, 2009
Hi Jeremy,
It is my understanding per Mike Davis that he has submitted comments to
DEFA regarding the stimulus funds and we received your PTI and
Application on Friday (May 1). I want to emphasize that we do
understand your concern and your situation and even though the most
prudent thing to do at the time may have been not submit the PTI due to
your circumstances, we were not aware that it could impact your
eligibility for stimulus funding until the list came out. As I stated
before, there are no guarantees that the Village will receive stimulus
funds as it is in the control of others at this time. However, we can
guarantee you that we will forward your comments and attachments along
to those making those decisions in the event money does becomes
available given you now are in line for those funds.
We hope to have an answer for you not long after public comment is over
and the list is finalized at the Governor's office.
As always, contact us with any questions or concerns, Jeremy, and we
will be in contact soon regarding the PTI review.
Gretchen Fickle
Project Engineer
Ohio EPA - Division of Environmental and Financial Assistance
May 3rd, 2009
Gretchen,
Per our conversation, I expressed how I felt regarding
the events leading up to the stimulus funding award. I truly
believe I did everything in my power to make sure that we crossed
every T and dotted every i so that we were in excellent standing
to receive those monies. I have attached below an email, which was also
sent
as a letter to Sen. Carey, Rep. Daniels, and Gov. Strickland.
Senator Carey did endorse the project and sent a letter to the
Governor.
on showing this support. I did this only a few days after my
conversation
with Larry. I attached this as a pdf., and I hope this
helps. Thank you and the DEFA team for supporting the progress
of Lynchburg, and it's wastewater treatment facility. This funding
would mean so much to the people of this community, words cannot
even begin to describe.In addition I have several petitions that
people
signed in support of receiving stimulas funding.
Thank you
Jeremy R Shaffer, Mayor
APRIL 30, 2009
This correspondence is being sent on behalf of the Village of Lynchburg.
The Village of Lynchburg is currently under Director’s Findings and Orders to complete improvements to the Village-owned wastewater treatment plant. Late in 2008, the Village had issues with the then Village Clerk/Treasurer and the Village Wastewater Fund was found to contain about $30,000. As this would stretch the ability of Village to cover expenses, it was recommended by Ohio EPA-DEFA that the Village apply for a supplemental loan to the existing design/planning loan for the project to cover the PTI fees. All paperwork was completed and the application approved at the February 2008 OWDA meeting. Attached is a timeline that covers the chronology of the dealings with OEPA-DEFA on the project. As can be noted from the attachment, there was a delay of almost 4 weeks from the date all paperwork was submitted to DEFA and the time OWDA added the supplemental loan information to the disbursement form. During this period, both the Mayor and I discussed this issue numerous times with members of our DEFA team and was told repeatedly that the paperwork was completed and was in the Director’s office and was being delayed because of the scoring of the ARRA program.
It should be noted that, if it was common knowledge that submittal of the PTI was going to be THE determining factor of receiving the funds, the Village had the funds on hand and could have submitted in early February and waited for the disbursement from OWDA to be placed in the Wastewater Fund. When this option was discussed with DEFA staff, we were told that submittal of the PTI would have no bearing on receiving ARRA funds. This project is mandated by Ohio EPA, and the schedule in the F&Os states that the project must be in construction by 12/1/09. The Village plans on ensuring the project meets the timing required through the ARRA program. Also, user rates for the residents in Lynchburg are currently over $48/month and this $3.7M contract will only further increase the rates on the residents of Lynchburg.
Questions can be answered by:
Mike Davis, PE, Burgess & Niple, Inc. (304-485-8541 or mpdavis@burnip.com)
Or
Jeremy Shaffer, Mayor of Lynchburg (937-364-2241
Friday, May 1, 2009
Headline Could Be “Lynchburg Police Officer Dies in Line of Duty”
Dear Editor,
I am writing this as a citizen of
A few years ago on a snowy road in southern
In this situation the Officer was not injured, however, what if backup had not shown up? What if they were farther away, delaying response times even longer? What if budget constraints had not allowed for backup at all? Law enforcement officers rely on each other to protect you and me, as well as to keep themselves safe. I never want to see a newspaper headline read “Lynchburg Police Officer Dies in Line of Duty”. Quite frankly, I never want to be put in the position as Mayor, to tell the family of a Lynchburg Police officer that he has been injured, or worse, killed while serving this community, especially if it could have been prevented. It is our responsibility to assure that back up is available and that all officers have been provided the tools they need to protect and keep safe all the grandparents, parents, children, neighbors, friends, and fellow officers who bravely put themselves between our citizens and danger. Police Departments have been the victims of cut backs across
Jeremy Shaffer
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