Town of Osgood Minutes

Special Meeting – Gas/Street Updates
Preliminary Engineering Report for Water
Tuesday, April 19, 2016
5:00 P.M.

Present at the meeting were Tammy Wilhoit, Norman Kappes, DeDee Holliday, and Steve Wilhoit.

Steve Wilhoit gave updates on the Gas and Street Department - he could not be present at 7:00.

One of the trailers has been replaced and we will be advertising to auction off the old one at the May meeting.

Margaret Mary will be holding a Fun Day at the trails on June 3^rd. The Town will look at renting port-a-lets to help with the event. There will be advertisements on the Town’s website and a textwire will go out. The sports equipment that Margaret Mary ordered for the trails should be in tomorrow.

The ash bore is present at the trails and all over town. We are going to lose a lot of trees. This issue will have to be addressed, may need help from the O.B.C. for a replacement program. He would like to do the 3 to 1 ratio, for every tree taken down, plant 3 more. May need to look at other grant avenues. The loss of the trees will be devastating to the trails area.

There is still a major issue with grass being blown into the streets clogging storm drains. Ordinance 2015-1 states that it’s a violation for owners of real property located within the Town to blow grass clippings, mowed grass, mowed leaves, or mowed debris onto the Town’s streets, curbs or alleys. This grass and debris does not decompose in the storm drains. What can be done to notify the residents? Maybe we can do a mass mailing of this ordinance to all the residents.

The garbage contract will be ending June 30, 2016. We will be putting an advertisement in the paper with specifications for new quotes. Steve has met with Best way and Rumpke already and there are some new safety concerns coming, rules will be changing due to needles, bugs, etc. The blue barrels or homemade trash cans will not be able to be used starting July 1^st. The mattresses may no longer be taken because of bed bugs, discretion may be left to the driver. Some items have been rolled in plastic and duct taped closed. We are requesting quotes two different ways: twice a week pickup all year and twice a week pickup April through October with once a week November through March. We may need to do a mass mailing with the new rules.

2015 Sidewalk Project is not closed out yet, Rohe has not completed the final punch list. He has stated that he would be in tomorrow to start.

2016 Sidewalk Project will be starting. It has been submitted to the State for approval, then it will go to the bidding phase. This project is on South Buckeye Street, from Franklin Street to Washington Street.

There is never enough money for blacktopping. There are streets that are in desperate need, but due to the lack of funding, this is hard to complete. We’ve been doing patching, but there are some streets that need to be milled and overlaid.

Receiving several complaints on 223 N. Elm Street where the house was damaged by a fire on October 1, 2015. Council will have the attorney look into the Unsafe Building Ordinance and possibly issue letters to the owners, bank, and insurance company.

Gas main will be moved north of Napoleon by the spillway. The Town has everything in order and is awaiting the Notice to Proceed from INDOT before purchasing material and proceeding.

The garage roof at the Gas/Street Office was damaged last year from a storm. The insurance has paid for the damage, but the work has not been completed. Steve would like to connect two roofs together, prices will be obtained.

Letters will go out for people who may be interested in getting natural gas on Michigan Road, ½ mile south of County Road 300 N. There is a possibility of picking up 14 new customers.

Present at 6:00 P.M. was Tammy Wilhoit, Norman Kappes, DeDee Holliday, Toby Church, Kwabena Adu-Sarkodie, Holley Rose arrived a few minutes late.

Discussed the Preliminary Engineering Report for the Water Plant. Kwabena (Commonwealth Engineers) wanted to discuss these areas: Preliminary Findings and Proposed Solution. With data from the MRO, SCADA, current water rates, and water consumption quantities from 2010-2015, they wanted to determine if the plant operations could be optimized. They wanted to analyze historical flows, determine the peak daily/nightly demands, determine if there was enough pumping/tank capacity to handle peak demands, and assess if additional tanks and or pumps are required to meet current demands. One problem found was that the control valve had issues, which is not allowing the tanks to be filled at full capacity. They proposed to fix the control valve by installing an electronically operated valve. It turns on and off electronically, this would be an immediate need. It would need to be placed in a small building with heat so that it doesn’t freeze in the winter. With this finding, the pumping and storage capacities are adequate and that the 3^rd shift would be able to be eliminated. This would need to be approved through IDEM. Commonwealth is recommending that we pursue a project to repair the elevated tanks, install a new flow control valve, automate the chemical fee system, make the temporary recirculation system permanent, repair the tank level indicators, and install new flow meters in the distribution system. This would allow the plant to operate as efficiently as possible. They have also found savings in the chemical usage and cost. Due to Holton Water’s decision to leave, the savings will be a huge benefit for any rate increases.

Special meeting adjourned.

Regular Meeting
Tuesday, April 19, 2016
7:00 P.M.

Present for the meeting were Tammy Wilhoit, Norman Kappes, DeDee Holliday, Holley Rose, John Ertel, Eric Roush, Shawn Negangard, Alex Brison, Jay Hull, and

Pledge of Allegiance

Roll Call - all present

Motion was made to waive the reading and adopt the pre-read minutes. DeDee 1^st, Holley 2^nd

3 - ayes

OLD BUSINESS: Proposals were presented to update the Personnel Policy. Quotes received were:

• HR Unlimited Resources - $6,250
• Dunlap HR Consulting Group - $1,600
• WIS Consultants - $6,840

Discussion was had that Dunlap HR Consulting’s quote was extremely low, with additional charges of $75 per hour beyond the original scope. Council felt there could be issues with the quote.

Motion was made to approve HR Unlimited Resources to update the Personnel Policy. Holley 1^st, DeDee 2^nd

3 - ayes

Hazen Paper was present for their tax abatements. The documentation was reviewed by John Ertel and recommended for approval.

Motion was made to approve Hazen Paper Tax Abatements. Holley 1^st, DeDee 2^nd

3 - ayes

We will be placing an ad in the newspaper to advertise for quotes for trash pickup. Rumpke’s current contract ends June 30, 2016. It was also noted that trash is being picked up on Monday’s and Thursday’s now. This is the first year twice a week pickup started in April.

Wayne Bailey from Commonwealth met with Tammy on April 8^th to discuss documentation needed for the Stormwater Preliminary Planning Grant. Most of the documentation has been given to Wayne, but one document needed is if the Town has any relatives or close associates that currently work for USDA as in accordance with 1900-D, paragraph 1900.153 and 1942-A instructions. These names would need to be listed on the document and certified by the Town. No one has relatives or close associates. Also needed is any documentation the Town may have concerning the issues on Glasgow Street or other areas.

The Towns of Osgood, Napoleon, and Delaware (along with the Reynolds Foundation) will be hosting a celebration for the 2016 Girls Class 1A State Basketball Champions. The Celebration will be on Saturday, May 7^th at the Jac-Cen-Del parking lot. There will be bands, fireworks, and food. More information to come.

Police Department - Eric Roush gave Council a copy of his stats for the month. He wanted to thank Steve Wilhoit for sending out a textwire when a 9 year old child went missing. Osgood Fire, Holton Police, Milan Police, and the Sherriff’s Department were all looking for the child along with town’s people. The child was found safe.

Fire Department - Shawn Negangard gave monthly statistical report: 21 runs - 2 Signal 9, 1 brush fire, 15 first response runs, 2 fires, and 1 auto accident. Shawn also wanted to thank Steve Wilhoit for ditching by the fire house, the water is no longer standing and is getting away. He asked Council if they would consider increasing their insurance coverage to add a $1 million umbrella policy. He feels their current policy is a little light. Norman stated that Council will look into this matter.

Best Way Disposal - Jay Hull was present and asked if specifications were ready for the trash quotes. Tammy told him that everything was just updated and is ready to be advertised. Norman told him if he has any questions, he can get with Steve Wilhoit.

Claims signed

Meeting adjourned

Osgood Town Hall	Osgood Street Utilities	Osgood Water Plant	Ripley Co. Sheriff
Monday - Friday	Monday - Friday		24/7/365
8:30 am - 12:00 pm	7:30 am - 11:30 am	812-689-4324	Emergencies - 911
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812-689-4240	812-689-3839		812-689-5555
After 4 PM Leave Message	After 4 PM Leave Message		Street Department will be Dispatched Out

Osgood Utilities can now be reached 24-7-365, after hours and weekends for gas leaks, water leaks, sewer backups, etc. Simply call 812-689-0178 for a live dispatcher to get the service you need.