Lynchburg OWDA LOANS

Just information. These are the OWDA Loans and not all the loans for the Village. They are for sewerage projects and water projects. You may view them online.

Here is a link http://www.owda.org/loantrk/LGALoans.asp?LGAID=533
Some of the early 1990 loans were a result of the plant. 7.96 is the
interest rate on the settlement of the original plant 1372 / 0621 is the
loan number.

Lynchburg Receives More Stimulus Funding & Completes Drinking Water Protection Plan

The Village of Lynchburg recently completed a Drinking Water Source Protection Plan. This is an action plan that identifies possible contaminants to the Lynchburg Drinking Water System and provides protective strategies. This plan was developed by the Drinking Water Protection Team which was composed of the Village Administrator Nicole Oberrecht, Water & Wastewater Supervisor Mark Suitor, and Scott Brown of the Ohio Rural Water Association.
I received a letter from Michael Eggert, Manager of the Ohio EPA Division of Drinking & Ground Waters. This letter commended the Lynchburg for “recognizing the importance of protecting its valuable ground water resource.” The letter formally endorsed the plan by the Ohio EPA. In addition, the Village received a framed certificate from the Ohio EPA.
I thank Nicole, Mark, and Scott for their hard work and continued efforts to keep and maintain our drinking water system in the Village of Lynchburg. Safe drinking water is very important to the health and quality of life in our community. The Lynchburg Drinking Water Source Protection Plan is available to review at the Lynchburg Municipal Building.
On, January 28th, I signed a revised disbursement schedule for ARRA (Stimulas) funding for the Village of Lynchburg. It increased the original amount of $1,602,000 by $127,475.50, to a new amount of $1,729,475.50. This simply means Lynchburg received more stimulus funding in January. The stimulus money is given to Lynchburg to offset the cost of the Wastewater Treatment Plant project Phase II, which is currently underway. This funding does not have to be paid back, and is in addition to the 0% loan monies given by the EPA – DEFA to complete this project. I spoke with Ken Timko, with Burgess and Niple Engineering, and the project is currently under budget. The project cost should be around 2.8 million, which is down from original estimations, which were around 3.5 million
This is good news to the local taxpayers, and I will continue to work to keep the local costs down as much as possible, as we continue toward completion of this unfunded EPA mandate. The bottom line is that the upgrades will provide us with a new sewerage treatment facility, and it will stop raw sewerage overflows during peak rain fall and flow times throughout the year. When the project is complete it will have a positive affect on the health and welfare of our community, as well as the area in and around the East Fork of the Little Miami Watershed.

Jeremy R Shaffer, Mayor
Village of Lynchburg, Highland Co.,Ohio

Lynchburg Finances Looking Better

I'am happy to report that the Lynchburg Village Government is up to date on paying it's long term and short term debt. At the first of the month the first half of the years long term debt payment, for capital improvements on past water and sewer projects was payed totaling more than $80,000. After all operations and monthly invoices were payed, the fund balances were still in the black. They were very close, and money is still very tight, however it is looking like things are getting better. On the current course, I sincerely believe that monthly utility invoices on the local wastewater, sewer, should decrease drastically in the next 5 years.

The Council and myself discussed the EPA,s request to guarantee the upcoming long term debt for the phase one and two of the current capital improvements at the wastewater treatment facility. The Council did decide to start a process to assess certain properties affected by the upgrades. Many scenarios were looked at, for instances, not doing anything, adding the amount to the current monthly utilities invoice, pay off the debt,add an income tax, assessment to certain properties.

Burgess and Niple was chosen as the Engineering firm for phase two of the sewer plant project. This project is being fast tracked, due to the fact that Lynchburg will be receiving stimulus and other grant monies

The project plans for phase one and two are at the Municipal Building, along with the contracts, for anyone's review.

The Council passed the first comprehensive plan in the history of Lynchburg. This plan has been more than a year in the making. It is also available for review.

Wastewater Treatment Phase I Online

Friday the June 13th, the pumps and headworks, which is phase one of the sewer plant upgrade, was brought online. It has worked for the last week and there have been no problems. Phase one will still continue throughout the next few weeks. The Engineer, Floyde Browne, has made a preliminary punch list. The contractor, Sunesis, will be wrapping the project up. I encourage the community to contact the office and take a tour of the Lynchburg water and sewer utilities. The utilities we operate are important to improve the quality of life within the community,improve property value, improve health; and the operations are regulated by the EPA, as well as many quality controls the certified operators maintain. Lynchburg has two licensed operators. Rick Ludwick and Mark Suitor, both have the proper certifications for water and wastewater (Sewer).
The wastwater plant, phase two will be fast tracked due to the money that Lynchburg will receive through stimulus funding process. The PTI, permit to install, has been approved by the Ohio EPA. In August, Lynchburg will be applying for additional 0% loans for the remaining balance. These loans will be through DEFA, which is the funding branch of the EPA. DEFA, will also be on sight throughout Phase II to assist Lynchurg, and make sure the project is being done properly. DEFA does this when the loan money, and when certain government grants are obtained. The balance of Phase II will be around one million dollars, after the 2.1 in grant money Lynchburg has received. It is imperative that the Council come up with a way that this will be paid back before the project is complete, or it will be added to the utility invoice in 2010. I do want to remind everyone that the sewer plant upgrade is mandated by EPA, this started in 1997, Lynchburg is under Findings and Orders (which is a legal binding document specifying environmental hazards caused by the current plant), the plant was overflowing and polluting the watershed, the plant was outdated, Lynchburg was fined, and this is a very important problem that deserves attention.

Show Me the Money!!!!

Good News
Myself, and many of you in the community fought to receive grant funding for the second phase of the Waste water Treatment Plant Project. We wrote letters to Senators, State Representatives, Congressman, and the Governor. I petitioned for community support, and lobbied all the agencies I thought could help.
The numbers are in and the Village of Lynchburg will be getting $1,602,000 in a grant for the project. This grant came through the stimulus funding program. In addition, we were able to secure $500,000 in a grant earlier this year. That is a total of $2,102,000 in Grant funding for the project which totals $3,204,000. The project will still cost something, however this is a huge burden that we will not have to bear. There is a light at the end of the Tunnel, 2014 here we come. The Community will get a brand new state of the art sewer plant that will be ready for the future.
Follow this link http://www.epa.state.oh.us/defa/stimulus.html
The Click on the Amended 2009 Program Management Plan
The Project count number is 159, on the Adobe page 44
Congratulations Lynchburg $$$

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

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

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

The WasteWater Treatment Plant Inspection UnNecessary

I have copied an email i Received yesterday below. It seems that the Ohio Dept. Of Commerce, Industrial Compliance Division does not need to inspect. It is exempt from the Ohio Building Code according to the email. So I assume that the Violation will disappear and that the project will continue on without any third party inspections.Look below for the emailed information.

Jeremy

RE: Notice of Violation

Tuesday, April 28, 2009 6:51 PM

From:

"James J. Klamet"

View contact details

To:

"J Shaffer" , "James E. Gabriel, P.E." , "Don Seaton" , "Jay W. Shutt, P.E."

Cc:

"Mac McCauley, P.E."

Mayor,

I just want to assure you that I did speak to Geoff Eaton (Bureau Chief & Assistant Chief Building Official) at the Bureau of Building Code Compliance today. He verified that this project does not need to be inspected by the State since the structures involved are exempt from the OBBC inspection requirements. He apologized for the oversight by his staff in requiring a plan submittal last Fall. He will also refund the building permit fees that the Village paid for (@$1,600). I need to provide the Village Tax ID number to complete this request for reimbursement. Please have Kim e-mail this number to me as soon as possible.

James J. Klamet

Official Notice of Violation

I have uploaded the Notice of Violation. I received this today from the State Building Inspector assigned to this project. I hope this explains the snag I mentioned a few days ago. I have other letters, one that I sent to the Engineer regarding the importance of this project and growing concerns. I have received a copy of a letter that was submitted to the Department of Commerce, by Floyd Browne CEO, Jay Shutt, in response to the Violation.
It is important that we understand the repercussions of this, the Village is under an EPA mandate, this project is funded with public Money, the community needs the increased capacity etc... It is important that the project is done correctly the first time. I have been doing my best to make sure that the project is being done in the best interest of the community.

WWTP Phase One Has a Snag

The improvements to the Waste water treatment plant have been going smooth until this week. The expected substantial completion was going to be around the first of May. AT the last construction update, on Friday April 10, there were a few new updates that the Engineer, Floyd Browne, had not taken into account on the electrical portion of the job. The Engineer presented me with work directive three. This was a change order to the electric portion calling for larger wire and service to handle the larger wet well and potable water pumps throughout the project. The contractor noted that they would need extra time due to delays on the electrical and due to some weather days during the course of the winter. This will probably set the substantial completion off by 30 days or more. All parties seemed to believe that the project would be completed in time for the final inspection and final completion dates.
On April 23rd, the State inspectors for building and electrical were present at the job site. The electrical inspector told the Electricians to proceed, however the Engineer needed to submit changes to the State of Ohio for the electrical updates. The building or structural inspector reported that there was a violation, due to the fact he had not been notified of the projects progress and this was the first time he had been on site. He did report a violation and informed the engineer, Floyd Browne, that they were to submit a letter and supporting documentation of the progress and take responsibility for the work that had been done and not inspected. Throughout this project, I had asked about inspections several times, which seemed to fall on deaf ears. This may, and will probably slow the project completion. It will depend on how quickly the Engineering firm works to repair the situation. The site representative, for the engineer, has taken pictures and notes throughout the project.
The contractor, Sunesis, has seemed to have done good work and has been particular throughout the project thus far. I do not want to make this sound good or bad, at this point I do not know. It is very disturbing that the State inspectors have not been kept informed as they should have. I have sent letters and emails expressing my concerns to the engineer, Floyd Browne.
The next scheduled Construction Meeting will be held on Friday May 8th at 10am at the Municipal Building

To Better Inform and Communicate

I have found it hard to find the right tool to flow information easily to the community. There are many devices which I use and many of you may be familiar with those. I send regular articles to the local media, write a newsletter article once a month, send out information by way of email. Still it seems that the daily activities are not logged easily to keep people up to date and informed or at least not as much as I would like for the bar I have rasied. Part of this is due to the fact that the amount of information is overwhelming to me at times, as you may know I do not have a staff in my office, after all it is a small town. Part of it is I try to tackle what is important at the time, and what I can handle, so things are prioritized and put on hold. I came to the realization I can not do everything, even though I would like to, there is not enough time. Lastly, I do not always know what is going on with different parts of the organization all the time. Each department is carrying out a different mission, and they work under their own set of rules and regulations. I may have influence over the departments as Mayor, however when things run smooth, I usually do not hear anything. The Departments of the Village Government are as follows, Wastewater, Water, Law Enforcement (Police), Fiscal Officer, Utilities Clerk, Mayors Court. Currently there is not a street department, however the Village Council does contract maintenance foe streets. The legislature is the Council which is made up of six elected officials, which are broken down into working commitees. At this time the Village government only has 8 employees that are paid for their time or service. Three of which are appointed, which are the Fiscal Officer, Mayors Court Clerk, Magistrate. The other employees are the Utilities Clerk, two Police Officers, Water and Wastwater Supervisors. The Village operates it's Utilities and Service with very minimal staff. This is due largely to budget constraints, however there is an efficiency created by having a small and quality workforce.
I will attempt to use this blog to send information on thoughts and progress of activities as I know about them. Please bear with me, I may not post everyday.