Oakvale Road P.S.D. Sewer Meeting Minutes
Date: November 26, 2025
Attending: Dennis Cole, Stephen Tibbs, Aliceson Brown, Anna Vanscoy, Hannah Hill (Region 1), Lisa Miller (Region 1), Joe Fink (Fink Engineering/The Ridges), Gary Woods, Curtis Martin, Stacy Fowler (Thompson & Litton)
Minutes read and approved
Items to be discussed
General Proceedings
Dennis Cole called the meeting to order. October minutes reviewed and signed by commissioners.
Sewer Extension Project: Bid opening was on October 23, 2025. Mendon Pipeline came in with the lowest bid. The base project was $4,478,810.00 Add alternate one was $1,502,466.00 and add alternate two was $377,837.00.
Dixie with Griffith & Associates did say that the district does not have enough debit coverage without going for another rate increase. These figures were with using the new rate increase we are awaiting the final order to apply. USDA has not divided their funds per state as of yet. We will have to wait on them for consideration for any additional grant funding.
Lisa Miller with Region 1 reviewed an addendum from Griffith & Associates which increased the contract cost by $10,000.00 bringing the total to $39,000.00. Stephen Tibbs made a motion to approve the addendum. Gary Woods seconded the motion. Dennis Cole stated the motion passed.
Invoices and Drawdowns
- INVOICES: Region 1: $4632.50 (July through September invoices)
- Thompson & Litton (#113374): $1280.00
- TOTAL INVOICES: $5912.50
- DRAWDOWNS: ARPA Requisition #25: $5912.50
Stephen Tibbs made a motion to approve the drawdown to pay the above invoices. Gary Woods seconded the motion. Dennis Cole stated the motion passed.
Engineering Updates (Stacy Fowler – T&L)
- Phase I Sewer extension: see above
- DEP/Timken: Schnabel has given 3 choices for consideration to DEP Dam safety. DEP has a question regarding the erodibility of the spillway. Schnabel will be responding to them. Once they have chosen an option, Schnabel will begin the final design phase.
Thompson & Litton Invoice: $4420.00 (Prelim. Design from Schnabel) Stephen Tibbs made a motion to pay the invoice. Gary Woods seconded the motion. Dennis Cole stated the motion passed.
Maintenance and Operations
Maintenance Log – Curtis Martin informed the board that there were a few stoppages this month. One stoppage lead to a line repair at Planet Drive. We also had an aeration pump go down at Green Acres. We will have this replaced before the weather warms back up in the spring.
Complaint log – We have no formal complaints.
Revenue checks for approval:
- Princeton Sanitary Board Check No. $55957.45
- FCB Credit card: $1427.74
Gary Woods made a motion to pay the invoices. Stephen Tibbs seconded the motion. Dennis Cole stated the motion passed.
Old Business
Lift station updates: We have had no contact with Chris this month. Aliceson will try to reach out to him.
The Ridges: Joe Fink provided and reviewed a concept design as well as needed easements to the board. He stated he there are three options that they are considering.
- Option 1: They can run the line from our existing line to where the main building will be constructed (Page 2 of design provided.) That is the line that is a necessity, and where the major grade work will take place. He cannot give exact dates that this work will happen to do bonding issues with other funding avenues.
- Option 2: they could run the line all the way to Pisgah Road.
- Option 3: They could run the line all the way to Green Acres.
He personally feels that option 3 is the best option available for all involved. The developer will choose their option after this meeting and further discussions with other companies/agencies. He has reviewed the sewer forms and sewer codes provided by the PSD but has not filled them out yet. Stephen Tibbs requested that he provide the finish elevations for the concept design before further discussion can take place. He also stated they could start the process of Rule 7 to the area discussed as option 1 so they can get their project started.
Dennis Cole suggested that the Ridges do the line to the road crossing at Pisgah Road and OPRSD will take care of the lines to Green Acres from that point. Gary Woods suggested a special meeting be held with everyone involved including Mercer County Commission, OPRSD Board, Bill Winfrey, the investors and Mercer Count EDA so we can try and make some progress.
Aliceson Brown stated it doesn’t matter what other agencies plan to do at this point. The PSC governs the amount the PSD can contribute through sewer rule 7 and it is determined by the number of taps. She recommends the board approving Stacy Fowler to do design the line to connect Green Acres to our existing line and letting The Ridges help with construction if they are ready when we get to the construction. She has reminded the board that Thompson and Litton has been awarded the project for Phase 2 sewer extension (Green Acres.)
Homestead Drive: Stacy Fowler has been working with the possible architect of development on our behalf. The survey is almost complete but he has a question regarding the developer wanting to insert a floor drain in the concrete slap where the dumpster (grease dumpster) will be located. He does not recommend approving this as an option due to I & I. Curtis Martin didn’t like the option either. Stephen Tibbs voted no as an option.
Yearly audit: Questionnaires returned from Dennis Cole and Gary Woods. The questionnaire to be filled out by all three commissioners will be completed at the end of the meeting today. Jared with Lowe and Associates has picked up information. Danny Dillow has completed the water annual report.
Financial Statements: Statements provided to commissioners for review and initials. Bank Statements: Commissioners reviewed and initialed statements for records.
New Business
Assisted living facility on Elmore Road: Mike Jacobs with Keesling Construction and Ritchie Preservati met at our office on November 19, 2025 to discuss a main line extension plan that will work for all parties involved. We are waiting on agreement between Keesling and Preservati to continue.
December 2025 meeting date needs to be moved for holiday schedule. We recommend the December 17th at 9:00 a.m. Everyone agreed with the date and time.
Yearly in-service – Gary Woods presented the board and employees a training on the consequences of distracted driving and operating a company vehicle. Dennis Cole made a motion to pay each employee $300.00 for their attendance. Stephen Tibbs seconded the motion, Gary Woods agreed with the motion.
Dennis Cole made a motion to go into executive session. Stephen Tibbs seconded the motion. Dennis Cole adjourned the meeting.
Oakvale Road P.S.D. Mercer/Summers Water Meeting Minutes
Date: November 26, 2025
Attending: Dennis Cole, Aliceson Brown, Stephen Tibbs, Anna Vanscoy, Gary Woods, Curtis Martin, Hannah Hill (Region 1), Lisa Miller (Region 1), Stacy Fowler (Thompson & Litton), Joe Fink (Fink Engineering/The Ridges)
Minutes read and approved
Items to be discussed:
Discussion Items
October minutes were reviewed by commissioners.
Summers Co/ Forest Hill project: The report for them to decide which utility to partner with is still being written.
Customer count/surcharge: He is still working with WVAW regarding the customers at the Walmart property. He has also had correspondence with WVAW regarding mail they have sent to our office and it is being returned by the post office. It is saying we are not accepting our mail at this time. (We have also had a customer call this week stating the same.)
The water company has also been contacted regarding providing water to Ms. Wyrick. They are in agreement with us that the cost per customer makes the project impossible. They provided her with a cost for her to do a mainline extension agreement.