Regular Council Meeting Thursday, May 15, 2003 Meeting called to order by Mayor Robert E. Cochrun. Roll Call: John Synodinos present, Dave France present, Thomas Bottorf present, Robert Martin Sr. absent, Beth Rupert present, Dave Smith present. Officials: Mayor Robert E. Cochrun present, Solicitor Christopher D. Becker absent, Clerk Treasurer Mike Payne present, Administrator Gary R. Folden present. Moment of Silence Pledge of Allegiance Reading of Minutes John Synodinos asked for a correction (addition) to the minutes from May 1, 2003 meeting. Under Old Business, an addition to the paragraph that read Gary Folden said that he had discussed this with the Mayor and received his approval to set up an account and bill them for this service. The following sentence should have been added to this paragraph. Mayor Cochrun said that he could not recall discussing this with the Administrator. Motion by John Synodinos, second by Dave France to approve the minutes as corrected. Vote: John Synodinos yea, Dave France yea, Thomas Bottorf yea, Beth Rupert yea, Dave Smith yea. Motion passed 5-0. Persons Appearing Before Council Lois Sears, 173 Gumps Lane Apt. B5, said that the high water on Saturday, May 10, 2003 had damaged her property. Gary Folden said that the Village’s insurance company would be following up on water damage to resident’s property. He also said that residents should notify his office so that he could include these claims in a report that he was submitting to the Emergency Management Agency. Gary Folden said that Walnut Street and Gumps Lane will be having larger culverts put in to avoid future water problems. Tammy Plante was asked to get the names, address and phone numbers of any residents at the meeting who had experienced flooding problems. Anthony Blankenship, 179 Gumps Lane, said that he was told over a year ago that the road near his house would be repaired to prevent water damage. Gary Folden said that he did talk to Mr. Blankenship last year and that the repairs should have been done. He said that the work would be done in the next few days and that the culvert for this area had already been purchased. He said that by the Next Council Meeting this work on Gumps Lane would be completed. John Synodinos asked how the Insurance Company would even know about all the claims from the flooding. Mayor Cochrun asked that the newspaper publicize the fact that residents with flood damage should contact the Village Administrator’s office to see if they might be eligible for any type of reimbursement. Linda Franklin, 162 Tera Manor, thanked Council for moving so quickly on doing the water repairs on Tera Manor. She said that she hoped the Cul-de-sac and the curbs that were damaged when the water lines were installed could be repaired. Gary Folden said he was still waiting on an estimate from Yeager Construction for the Cul-de-sac. Nagaraj Kotekal, 223 Sam’s Way, said he was experiencing water run off problems. He also said he would like to request a second water meter to record water used when he has his sprinkler system installed. Mayor Cochrun said that the contractor for the homes built on Sam’s Way was given a deadline of June 15th to finish the curb work and August 15th to finish the road on Sam’s Way. Ordinances and/or Resolutions None. Reports, Announcements and Communications. Mayor Cochrun read the April Police Report. Mayor Cochrun read a letter from a resident of Stardust Drive who felt that the sewer drains being clogged up have lead to flooding on that street. Mayor Cochrun thanked the Police, Fire and Sewer Department employees for their work in handling the recent flooding problems. Administrator Report Gary Folden said that he and Tammy had researched records back to 1992 and did not find any reference to the sanitation pickup issue regarding the F.O.P. and the Airport. Motion by Thomas Bottorf, second by Dave France to approve the pickup and billing of sanitation at the Airport and the free sanitation pickup at the F.O.P. Lodge. John Synodinos asked how often the pickups were needed at these locations. Lou Vandeborne said that the F.O.P. only need trash pickup about three times last year. Gary Folden said that the airport trash pickup was weekly. Vote: John Synodinos yea, Dave France yea, Thomas Bottorf yea, Beth Rupert nay, Dave Smith yea. Motion passed 4-1. Gary Folden said that he would like Council to consider approving a charge for the paper copies and tape copies that were given out currently for free to those requesting. Motion by John Synodinos, second by Dave France to purchase a tape machine to make copies of tapes, not to exceed $175.00. Vote: John Synodinos yea, Dave France yea, Thomas Bottorf yea, Beth Rupert yea, Dave Smith yea. Motion passed 5-0. Thomas Bottorf asked about whether the Village should be charging for the cost of the tapes and the copies made by the Village. Gary Folden said that the Village cannot charge for the labor involved in making copies, but only for the cost of supplies and the cost of the wear and tear on equipment. Council decided to wait to see what the cost of a tape-dubbing machine would cost before setting the charge for tapes made for the public. Motion by Dave France, second by Thomas Bottorf to begin charging .05 cents per paper copy made by the Village. This fee was to be collected prior to the disbursement of any copies to the public. Vote: John Synodinos yea, Dave France yea, Thomas Bottorf yea, Beth Rupert yea, Dave Smith yea. Motion passed 5-0. Old Business John Synodinos asked about the status of the request by Teri Hawthornton on Meadow Drive for the Village to sell her some of the Village land next to her property. Gary Folden said that he had not yet discussed this with the Village engineer. John Synodinos asked the Administrator for written documentation from the EPA on what exactly they are requiring the Village to do in the area of water and sewer improvements. Gary Folden said he would provide a copy of the same information regarding this matter that he had given to Matt Parise. Dave France said that the problem caused from Saturday was an example of why the Village needed to do the I & I study. Gary Folden explained that the storm sewer consortium would require a schedule to be put together that would include things like not allowing grass clippings on curbs, control over larger parking lots and other regulations. Dave France said that he recently found an internet site that listed many of the problems that are created by sewer systems. Mayor Cochrun announced that people were not permitted to remove items from people’s trash that were set out during the special pickup days in June. Thomas Bottorf asked if the water contract changes had been sent off to the Villages Attorney. Gary Folden said that it had been mailed out. Beth Rupert asked the Administrator if he had found out anything regarding scanning documents for the Village. Gary Folden said that no one he talked to knew of any technology that could do this except for new items that can be entered into a commercial program, which he would continue to investigate. Dave France suggested that the Administrator contact OML to see what information they might have on this topic. Beth Rupert asked how much the Village currently paid the Village engineer each month? Mike Payne said that he was paid $100 per month. Council asked Gary Folden to research how many planning commission meetings the engineer has attended. Beth Rupert asked if the Administrator could supply Council with a listing of what road projects had been done. Gary Folden said that he could provide this. He said that this information was pulled from the Village internet site because the Village had gotten off track of the schedule that was posted. Beth Rupert inquired whether a listing of old business from the minutes could be kept so those open items could be kept on the agenda. Council members continued a discussion on what items should be included on the agenda and how late something could be added to each meeting’s agenda. Dave Smith asked the Administrator if anything had been done yet on the speed lights in the school zone and also if any cleanup had been done at the Woodridge property. Mayor Cochrun said that the cleanup would be done at Woodridge. Gary Folden asked Council what they wanted done in regards to selling or renting the Woodridge property. An initial motion by John Synodinos to put out another bid for renting the Woodridge property did not receive a second. Beth Rupert suggested that in addition to the legal requirement to put the add in the legal section that an ad also be put in the Classified section of the paper. Dave Smith suggested that a “for rent” sign also be placed at the Woodridge property. Motion by John Synodinos, second by Beth Rupert to advertise the Woodridge property for rent in both the legal and classified sections of the paper and to place a for rent sign on the property. Vote: John Synodinos yea, Dave France yea, Thomas Bottorf yea, Beth Rupert yea, Dave Smith yea. Motion passed 5-0. New Business Gary Folden said that a request for reimbursement had been prepared to submit to the Emergency Management Association. Council instructed the Administrator to try to see if any other Village residents might have claims that would qualify to add to this reimbursement claim. Mike Payne asks Council members to review the County Budget for 2004 that needed to be approved at the next meeting. Mike Payne told Council members that Chief Laman inquired whether Jeannie Wilson qualified for the .05 cent longevity pay as a part time employee. Gary Folden said he would have Chris Becker bring in the ordinance to discuss the matter at next month’s meeting. Mike Payne explained to Council about the findings from the prevailing wage audit concerning Auxiliary police officers. He said that any Councilperson who was available should try to attend the meeting on May 19, 2003 at 11:00 AM. To meet with the auditor on this issue. Mike Payne told Council that the audit findings required the Village to pay out $8000 to Auxiliary policemen for 2001-2002 for those officers that had worker both paid and volunteer shifts. Beth Rupert asked if Chief Laman had any ideas on how to handle this situation. Mike Payne said he had met with Chief Laman on this matter and had suggested that he divide his auxiliary officers in to two groups, those who were 100% volunteer and those who only worked paid shifts. Council Members approved Clerk-Treasurer Mike Payne’s request to use the remaining funds from the special events fund to pay for part of the $10,000 for the combined Community Days-Fireworks event this year. John Synodinos asked about one of the transfers given by the Clerk-Treasurer that required additional funds to be transferred to the water purchase line item. Mike Payne reported that the Village’s last water bill still showed that 80% of the water for the Village was still being purchased from Steubenville whose rate was 15% higher than the County, costing the Village $3000-4000 more each month. Gary Folden said that the village was slowly making the transfer to the County and future bills should be closer to showing more water purchased from the County. Motion by John Synodinos, second by Dave France to approve the transfers submitted by Mike Payne. Vote: John Synodinos yea, Dave France yea, Thomas Bottorf yea, Beth Rupert yea, Dave Smith yea. Motion passed 5-0. Motion by John Synodinos, second by Dave France to pay bills as funds become available. Vote: John Synodinos yea, Dave France yea, Thomas Bottorf yea, Beth Rupert yea, Dave Smith yea. Motion passed 5-0. Pat Davis, Meadow Road, asked for a guarantee that his road would be fixed correctly and not to have a rise in the road that would cause his residence flooding problems again. Mayor Cochrun said he would have an engineer look at the road to make sure it was fixed correctly. Motion by Dave France, second by Thomas Bottorf to adjourn. Vote: John Synodinos yea, Dave France yea, Thomas Bottorf yea, Beth Rupert yea, Dave Smith yea. Motion passed 5-0. Next regularly scheduled meeting is Thursday, June 5, 2003. Mike Payne Robert E. Cochrun Clerk Treasurer Mayor