Sanitary Sewer Board - Regular Meeting

of America and to the republic for which it stands. One nation under God, indivisible, with liberty and justice for all. Thank you. Let the record show that all members are present as well as MP clerk treasurer Heather Shrimp and attorney from Brown Todd, Matt Duncan. Have an agenda that's been provided. Entertain a motion to approve. Motion by Michael Grayson. I'll second. Second by Nathan Grimes. any edits to the agenda hearing none. All in favor say I. I.

I. That's unanimous. We have our standing business which includes our minutes from our meeting on the 8th of January. Our current claims under our payroll allowance document from January 4th, January 10th. Need a motion to approve. Make a motion to approve as presented. Nathan makes the motion to approve as presented. Michael Grayson makes the second. All in favor say I. I. I. That's unanimous. I see no one signed up for public comment. Um, no old business related to new business. We'll start with our operator report from Tim Crawford. Good morning.

Good morning. Morning. To start off in your package, I'm sure you have it off. If you haven't, there is a uh copy of the monthly reports for December, the last one of 2025. Um, as a pure testament to the to the staff at the wastewater treatment plant, the uh utility had no excursions or anything during the month of December as usual. Uh, as a matter of fact, I asked Seth to go back through the year. We had one excursion during 2025. That's good.

Treatment plan. It is it I mean again purely to their testament it it was a high flow period with a slightly elevated eoli but other than that they've done a fantastic job. I'm really proud of them. So I mean if if you had an opportunity to look at the reports and you have any questions on it I'll be glad to answer those. Any questions for Tim on the reports? Think you're good.

Okay. Great. The second item that you had in your packet is uh as we transition to the new plant, which we're in the process of the physical move right now, uh I did take the liberty to solicit for some cleaning services to keep the new building up and and and nice after moving in. Uh you'll see that we had we had an outstanding response to requests for proposals. Uh actually of the 30 plus inquiries that I did receive for that, 13 actually showed up uh and submitted uh quotes for the cleaning service. Uh all very good, reputable companies. Uh but there is one that sticks out and I'll just be very candid with the board. Uh this particular company is licensed. Uh she's in the process of getting her bonding as we speak. They are in their in the process getting their bonding as we speak and in speaking with them and purely not purely but one of the major mitigating or decisions of my recommendation is they are a community business right here in Charles Town. I I'm here today to seek approval from the board to sit down with Breathe Easy and see if we can and make sure that her quote is as standing and potentially move forward with them. So looking at the list, Tim, I see that there are 13 responded, but only three of the 13 are licensed. License?

Yes. There three of the 13 that actually sent me a copy of the license that I seen. Okay. And then of those three, breathe easy is the lowest. Yes. Quote. Yes, ma'am. 1350 per month. Correct. Yes. How often is that clean? That is twice a week. Okay. And that's just a starting point as we as you as you can imagine with the construction area that we have. There's a lot of mud right there. Sure. So, and that's one of the things when I sit down and talk with Breathe Easy R and another person that will be involved is it will be kind of a moving target, but our initial goal is twice a week. You made a motion to What license is that?

It is there there's actually a license issue for for professional cleaning companies. Yep. Okay. Get some reassurance, you know, they've gone through the process. Never heard of that. Uh, do we have a motion to approve? Yeah, I'll make that motion. Motion by Michael Grayson. Second. Second by Nathan Grimes. Any other questions? Hearing none. All in favor say I. I. I. That's unanimous. Thank you. And I will report back to the board. Uh, I anticipate starting services the 1st of February. Okay, great. Thank you. Where are you going? You got an invoice to talk about.

Oh, well, usually I try to let you do that. I didn't bring a copy of the invoice. The invoice that uh you are referring to is the GM development invoice. Uh this is the one of the pay request for the Highway 62 lift station. And please uh mayor, if you don't mind, correct me. I know it's 815,000. Uh, don't remember the odd dollars. $815,72523 and you've got it divided $652,23.76 for is that out of your capacity fee fund.

Say that. Say that the total one more time. The bigger total is coming out of operations. Smaller is coming out of capacity fee. I I I did that to maintain functional balance in each count. Okay. So 652,200 652 203 whatever. I can't even say it. These large bills just hurt sometimes. Um $652,23.76 comes out of your operations fund. Yes. Correct. $163,52147 comes out of your capacity fee.

That is correct. Yes. Um hopefully we get some more capacity fees in we have since then. Okay. So great. Um so do we have a motion to approve this invoice from GM developer? Make that motion as presented. Motion by Michael Grayson. Second. Second by Nathan Grimes. All in favor say I. I. That is unanimous. We'll get them paid. All right. Thank you. And I said we've seen plans for that. Yes. Actually, uh, as a matter of fact, when I come back at the next board meeting, we had an update yesterday, the project update. Oh, the plans are all finalized and everything. It's almost done. It's it's uh

85% done as we sit here today. This is going to be really nice. Forward plans to me. I just Absolutely. Absolutely. And if you've asked for that before, I do apologize for not getting them to you, but I will have them uh sent them digital to your fine. Yeah. Thank you.

You're welcome. Um I do have just speaking of capacity fee just um and there had been an issue with the hospital that's under renovation uh with capacity and we I called a meeting with the hospital staff or the people who were overseeing that last week. Tim and Tim was in there. Our building commissioner was in there and they after that meeting they immediately brought their payments up to compliance with our building commissioner their construction permit but also $108,000 in capacity fees um as required. So they are back to work at the hospital um having paid all of their all their fees. Um uh we have two SRF requests 26 L for Kobe Tombs and Lands and 27 L for PACE. The Jacobe Tombs and Lands is in the amount of 43,400 and the PACE is in the amount of 548,618. Need a motion to approve those.

A motion to approve as presumed. Motion by Nathan Grimes. second by Michael Grayson. I'm assuming you have reviewed these. Yes, I I have. As a matter of fact, I did uh I did have a meeting with JTO yesterday. They are they are getting to the end of their contract. Heather and I worked on that earlier this week and she and I did have that conversation, Heather with them. They are aware of that and uh we don't anticipate any changes to that initial contract.

Okay. And I just want to note that on the agenda there is a slight discrepancy between what is printed on the agenda and what is what the actual pay request forms are. So on the agenda the numbers are are switched. So 26L is actually the pace payment request the amount of 548,618 and 27 L is actually JTL in the amount of 43,400. Just to clarify we'll go about the dispersement request forms because that's the official document. So, um, with all that said, we need a motion to, we have the motion. We have a second. All in favor say I. I.

I. We are unanimous on that. And we had some charge offs amount of $17320. These are again typically people move and just charge off on the account. So, uh, need a motion to approve that. I'll make that motion. Motion by Michael Grayson, second by N Grimes. All in favor say I. I. I. That is unanimous. And unless we have an update from Matt on anything, I think that is Yeah. No updates. All right. We see a motion to adjurnn. I'll make a motion to Michael makes the motion. Second.

Second by Nathan. All in favor say I. I. I. We are. Thank you all.