Regular Council Meeting Thursday, July 17, 2003 Mayor Robert E. Cochrun called the meeting to order. Roll Call: John Synodinos absent, Dave France present, Thomas Bottorf present, Robert Martin Sr., present, Beth Rupert present, Dave Smith present. Officials: Mayor Robert E. Cochrun present, Solicitor Christopher D. Becker present, Clerk-Treasurer Mike Payne absent, Administrator Gary R. Folden present. Moment of Silence Pledge of Allegiance Due to the absence of the Clerk-Treasurer, Council Person Beth Rupert was appointed to take the minutes of the meeting. Ms. Rupert suggested that since the assistant to the administrator, Tammy Plante, was present, she be appointed to take the minutes. However, Ms. Plante declined to accept the assignment and Ms. Rupert continued as the acting Clerk-Treasurer. Reading of Minutes Motion by Mr. Bottorf, second by Mr. France to approve the minutes form the Regular Council Meetings of June 19 and July 3, 2003. Mr. Martin asked why the minutes of June 19 had not been approved and it was explained that only four councilpersons were present at the July 3 meeting and that Mr. France abstained because he was not present at the June 19 meeting. Since the vote was less than the majority required, approval of the minutes had to be tabled until this meeting. Vote: Mr. France yea, Mr. Bottorf yea, Mr. Martin abstain, Ms. Rupert yea, Mr. Smith yea. Motion passed 4-0-1. Persons Appearing Before Council Cindy Clark, 176 Selma Drive requested a second water tap and meter for her lawn watering system. Motion by Mr. Martin, second by Ms. Rupert to approve a second water meter and tap to be installed at 176 Selma Drive at the owners cost. Vote: Mr. France yea, Mr. Bottorf yea, Mr. Martin yea, Ms. Rupert yea, Mr. Smith yea. Motion passed 5-0 Pat Davis, 167 Meadow Road asked when the decorative lighting is to be installed along Grove Street from Main Street to the Municipal Building. Mr. Martin asked that Council approve the hiring of Gene Pool to install the fixtures. It was noted that Mr. Pool, a former Council Person, started the project while he was still on Council. Motion by Mr. Martin, second by Ms. Rupert to contract with Gene Pool to install the decorative street light along Grove Street at a price of $100.00 per pole plus $100.00 for incidentals related to the performance of the work. Vote: Mr. France yea, Mr. Bottorf yea, Mr. Martin yea, Ms. Rupert yea, Mr. Smith yea. Motion passed 5-0 Mr. Davis then inquired about the progress on correcting the sewer odor in the Sunset Garden subdivision. Mr. Folden responded that the engineering firm of W. E. Quicksall and Associates has been contacted regarding this problem. He further related that the engineering firm was in the Village on this date reviewing the situation to offer suggestions and remedies for the problem. Mr. Davis further stated there is a problem of dogs running loose in his subdivision. He was directed to contact the Village Police Department regarding this matter. Matt Parise, 215 South Avalon Drive addressed Council regarding comments at the July 3 meeting, which were cited in the Steubenville Herald Star. The matter in question was in regard to the comment by the Administrator that at the suggestion of Mr. Parise, Council moved to send a letter to the Ohio EPA requesting an extension on the mandates for a Sewer System Evaluation Survey to reduce the infiltration and inflow at the wastewater treatment plant. He pointed out that the articled included his name and gave the inference that he authorized the letter, which he has no power to do. He further stated that the delay in beginning the mandated study was not a result of his suggestion. Since Council did not direct the Village Administrator to halt movement in obtaining an engineering firm to start the study he felt it was the Administrator’s actions that caused the delay Administrator Folden responded that the entire topic during the portion of the meeting in question centered on theissue of refunding sewer fees that are targeted for this study. The discussion pointed to the issue that if the EPA would extend the deadlines on the project it is possible that the County would be operating our sewage system and the money would not need to be expended from Village funds and therefore could be refunded. The Administrator stated he believed the entire purpose of the request was to delay any action to avoid this expense. Mr. Parise responded that he neve stated that. Mr. Martin stated he felt the purpose of the letter was to begin negotiations on a request to extend the negotiations and he did not deduce that this meant holding up on the project. Mr. Smith offered that is was logical to assume the process would not begin until a written response was received from the Ohio EPA. Mr. France noted that the press writes the story and the use of any names in the articles is at the sole discretion of the reporter. Therefore, no one in the Village is to blame for Mr. Parise’s name appearing in print. Mr. Parise responded that he doesn’t mind his name appearing in the paper, he just wanted to clarify his position. Mr. Martin suggested that the names of people speaking before Council not be in the paper. Betty Stinard, 107 Powell’s Lane asked that the Village have someone pull the weeds around the flowers and shrubs planted along the Municipal Building. Perry Pool, Public Services Supervisor, stated he would have his men attend to this matter first thing the next morning. Ordinances and Resolutions Ordinance 2003-13: An ordinance authorizing the lease of municipal property located at 118 Woodridge Drive, Wintersville, Ohio and following bid. Motion by Ms. Rupert, second by Mr. Martin to suspend the rules and have the readings of Ordinance 2003-13 by title only. Vote Mr. France yea, Mr. Bottorf yea, Mr. Martin yea, Ms. Rupert, Mr. Smith yea. Motion passed 5-0. Solicitor Becker read Ordinance 2003 two additional times by title only. Vote Mr. France yea, Mr. Bottorf yea, Mr. Martin yea, Ms. Rupert yea, Mr. Smith yea. Motion passed 5-0. Solicitor Becker noted that the original ordinance to permit the leasing of the property would probably have been sufficient to allow a lease to be signed with a new tenant, but he feels it permits a better paper trail to have an ordinance authorizing the leasing of the premises to new tenants. The lease is prepared for signatures of the tenants and the Administrator. The Solicitor noted he is still working on the draft of an ordinance requiring businesses to register. Reports and Announcements Mayor Cochrun reported on the Ohio Department of Transportation (ODOT) public meeting regarding the widening of State Route 43 at the U.S. 22 interchange. Approximately forty interested residents and businesspersons, along with the Mayor and some Council Persons, attended the July 16, 2003 meeting, which showed the preferred alternative for the future road project. Mayor Cochrun presented a personal $100.00 check to Perry Pool for selling the most raffle tickets at the Thunder in the Ville Community Days Fireworks Festival. The Mayor offered a reminder that grass and weeds must be cut and kept under control or the offending parties would be cited by the nuisance officer. The Mayor also reported that the festival and fireworks display were excellent and that he believes in excess of 5,000 people attended the event at the Airport. Administrator’s Report W. E. Quicksall and Associates has been contacted to review the sewer odor problem in the Sunset Gardens subdivision. The engineers reviewed the problem site on this date and will prepare a proposal letter in August for presentation of their fees and a timetable to complete the study. One of the managers of Ralph Freshwater’s apartments contacted the Administrator requesting a break on the water bill of a tenant whose toilet broke while they were away for a weekend. The running toilet used 9,000 gallons of water and the tenants may have a difficult time paying the charges. Council instructed the Administrator to inform the manager that there would be no reduction in the charge as this is not the fault of the Village. It was suggested the tenant approach the property owner seeking help in paying the bill. Requests for quotation on the cost of patching and resurfacing a portion of Rex Avenue have been mailed to two paving companies. If the cost estimates come in under the bid threshold of $15,000.00, the Administrator will award the contract to the lowest and best quote. However, it the cost estimates exceed $15,000.00, the project will need to be placed for bid. Mr. Martin asked if this work would be a permanent fix. The Administrator responded that it would probably last in the neighborhood of 5 years, but due to lack of curbing, the asphalt will spread out with use and will deteriorate again. It was suggested that the addition of curbing be researched on this project. The Administrator responded that there are three other major projects that need to be finished and that these costs may prohibit the inclusion of curbing on the Rex Avenue project at this time. The Administrator reported that he was successful in obtaining a $239,000.00 dollar grant from the Ohio Public Works Commission for the milling and resurfacing of Cadiz Road from the Kroger intersection to the west corporate limits. The total project cost is estimated at $410,000.00 and the Village has already spent about $49,000.00 toward engineering fees. The shortfall in the amount of $121,000.00 may be able to be made up with a 10-year, interest-free loan from the State of Ohio. The Administrator requested Council authorize him to apply for the remaining funds under the conditions stated above. He noted that there is a strong possibility that O.D.O.T. will resurface the entirety of Main Street from Kroger’s intersection to the east corporate limits. The project is estimated to cost $500,000.00 with a 20% ($100,000.00) match. Additionally, the State Route 43 widening project, which is scheduled for fiscal year 2006, will cost the Village an estimated $100,000.00. Motion by Mr. Martin, seconded by Mr. Smith to authorize the Village Administrator to apply for a $121,000.00, interest-free, 10-year loan from the State of Ohio to cover the shortfall on the cost of the Cadiz Road resurfacing project. Vote Mr. France yea, Mr. Bottorf yea, Mr. Martin yea, Ms. Rupert yea, Mr. Smith yea. Motion passed 5-0. The Village is now at the maximum usage of water from Jefferson County, which is under the estimate of 50% previously stated. The Administrator noted he is contact with the proper authority in the County to consider installing telemetry in the water tower, at the County’s expense, to permit increasing the usage percentage to take advantage of the lower cost of the County’s water. The Administrator reminded Council that any additional purchase, without the telemetry, of County water would require overtime to be paid for one man at 16 hours per weekday and 24 hours per weekend day. Mr. Martin asked that their be a comparison of the cost of manpower to the savings that may result from purchasing more water from the County. The Administrator noted that the Village street, sanitation, water and sewer department crews are doing an excellent job of keeping up with the summer work load, especially in light of the fact that some of the departments are short of manpower, which is a result of budget cuts in prior years. Mr. France suggested consideration of hiring an additional full time employee. Mr. Martin suggested use of the Community Action Council (C.A.C.) summer employment program for next year. The C.A.C. program would pay the C.A.C. employees with no cost to the Village. Old Business Mr. Martin inquired about the status of the addition to the maintenance garage. He was informed that the plans are complete and are being taken to the State for approval. As soon as the architect finalizes his work, bids will be advertised. The Scarlet and Gray Tavern located next to the Village street department on Canton Road is experiencing drainage problems and the owner has requested to purchase a portion of the Village property for the installation of drainage pipe. It was agreed that the Village could remedy this drainage problem without sacrificing any of its property. Ms. Rupert questioned when the Bruce & Meriless traffic signal maintenance contract expires. The Administrator responded it expires on December 31, 2003. He further noted that bid notices would be distributed sometime in late October or early November for the next two-year contract period. Mr. Smith commended Administrator Folden for doing a good job on this year’s Thunder in the Ville Community Days Fireworks Festival. He noted that the entire committee worked very hard and extremely well together, thus making the event the great success that it was. New Business There was no new business to come before the assembly. Motion by Mr. Martin, second by Mr. Smith to pay bills as funds become available. Vote Mr. France yea, Mr. Bottorf yea, Mr. Martin yea, Ms. Rupert yea, Mr. Smith yea. Passed 5-0. Motion by Mr. Martin, second by Mr. France to adjourn. Vote Mr. France yea, Mr. Bottorf yea, Mr. Martin yea, Ms. Rupert yea, Mr. Smith yea. Motion passed 5-0. Next regularly scheduled meeting is August 7, 2003 at 7:00 P.M. Mike Payne Robert E. Cochrun Clerk-Treasurer Mayor