Regular Council Meeting Thursday, November 20, 2003 Mayor Robert E. Cochrun called the meeting to order. Roll Call: John Synodinos present, Dave France present, Thomas Bottorf absent, 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 present, Administrator Gary R. Folden present. Moment of Silence Pledge of Allegiance Reading of Minutes Motion by John Synodinos, second by Dave France to approve the minutes of the regular Council Meeting held November 6, 2003. Vote: John Synodinos yea, Dave France yea, Robert Martin Sr. yea, Beth Rupert yea, Dave Smith yea. Motion passed 5-0. Persons Appearing before Council Bob Laukert, BHJ Representative, reported on the BHJ Meeting that he attended on November 19, 2003 (Also attending the meeting were Dave France and Gary Folden). His reported included the following: -update on the bridge study, including the delay caused by W. Virginia not being able to meet with BHJ to discuss certain items. -Discussion of News 9 Bridge Report and the increased traffic flow on the Veterans Bridge. -Discussed a recently completed air quality study, including the fact that a copy of the report is in the Administrator’s Office. -Discussed the rideshare program. -Explained why BHJ may be doing a flyover of area to help future development. -Discussed why using old rail lines may help commerce in the area. Reading of Ordinances and/or Resolutions Ordinance 2003-18: An Ordinance adopting the 2004 appropriations was read for the 2nd time. Resolution 2003-19: A resolution to approve the financing for the new street garage was read for the first time. Mike Payne referred Council to a spreadsheet he had prepared comparing the rates for the financing. He said that he felt that National City’s fixed rate with no fees was the best for the Village. Motion by John Synodinos, second by Robert Martin Sr. to accept Resolution 2003-19. Vote: John Synodinos yea, Dave France yea, Robert Martin Sr. yea, Beth Rupert yea, Dave Smith yea. Motion passed 5-0. Reports, Announcements, and Communications Mayor Cochrun announced that a Planning Commission meeting would be held November 25, 2003 to discuss a lot owned by DiMarzio at 134-135 Beechwood Blvd. Mayor Cochrun announced the Sanitation pickup schedule for Thanksgiving week. Mayor Cochrun announced that the Christmas Parade would be held November 22, 2003 beginning at 10:00 PM. Mayor Cochrun announced that the Ray Laman Children’s Christmas Party would be held December 13, 2003. Mayor Cochrun said that he had received a request from the Throckmorton’s asking the Village to sell them a parcel of the Village’s property so they could build a garage on this parcel located next to their property. Gary Folden said that the property needed to be surveyed and the value determined. He said if the property was valued at less than $1000 that the Village would not have to bid out the sale of this land. Robert Martin Sr. asked if all fees paid be the Village to survey and appraise the property would be passed on to the purchaser. Gary Folden said that these fees would be part of the $1000 threshold and would be passed along to the buyer. Dave France said that he would like to see how big a garage the Throckmorton’s wanted to build and how much property they wanted to purchase before Council took any action. Beth Rupert suggested that the Village get site plans from the Throckmorton’s. Mayor Cochrun said that he would get this information from the Throckmorton’s. Administrator’s Report Gary Folden reported the AEP did not require an application fee to have the streetlights on Grove Street connected. He said that Council needed to select a contractor to complete the project. John Synodinos asked if both contractor’s who submitted proposals to do the work had the proper licenses and were their prices submitted fixed or just estimates. Gary Folden said that he would verify that they had the proper licenses to do the electrical work and that the prices submitted were actual proposals (quotes) and therefore were fixed based on the work outlined for the project. Beth Rupert asked about the process involved to obtain these quotes. Mayor Cochrun said he had asked both firms to submit proposals to do the work. Gary Folden read what work was included in each contactor’s proposal. He suggested that Robert Martin Sr. stop in his office and review each quote since he has experience in this field. Gary Folden explained to Council that the monthly charge by AEP to add two additional lights on existing poles on Luray Drive would cost the Village $5.86 per light per month plus electricity. Motion by Robert Martin Sr., second by John Synodinos to authorize the Administrator to direct AEP to add two additional lights on Luray Drive. Vote: John Synodinos yea, Dave France yea, Robert Martin Sr. yea, Beth Rupert yea, Dave Smith yea. Motion passed 5-0. Gary Folden said that he had a request from Gary Smith to do the following: 1) Add a pole and a light on Renae Drive. 2) Plow the snow on Renae Drive 3) Allow him to get Renae Drive Dave France said that the assistance given to Sam’s Way residents was a unique situation and he did not feel that the Village needed to comply with Gary Smith’s request. Robert Laukert inquired about the status of Sam’s Way. Chris Becker said that he had not heard from the residents since he had met with them concerning the special assessment process. Mike Payne asked if the Village would be required to borrow the money to complete the paving of Sam’s Way if they elected to have a special assessment to complete the road. Chris Becker said the Village would have to pay for all related costs and then would recoup their money over time (including interest on any borrowing) from the special assessment. Old Business John Synodinos asked if the Village would be able to get out of the 3rd year of the agreement with Waste Management. Chris Becker said he needed a few more weeks to review case law on the matter, but that the Village may be stuck with the agreement for the 3rd year. He said he would not be at the next Council Meeting but would have an answer for Council by the 2nd meeting in December. John Synodinos asked about the deductibles for the property damage caused be recent water problems that the solicitor was to follow up on. Chris Becker said he spoke to an adjuster at Midwest Insurance Company (Carol Colowitz), who said that her company was taking the position that the damage was caused by different events. Chris Becker said that he asked to be put in touch with someone in authority at the Insurance Company to discuss this situation and was told that they would call him back. He said that he hoped to have a resolution for Council on this by the 2nd meeting in December. John Synodinos asked about the company working on the odor problems in the Village. Gary Folden said that the Company would be coming to the December 4th Council meeting to discuss the situation. He said that they had to go back to the County to get more information on the feed in lines since the data they originally collected from them seemed to conflict with their findings. He said that they were not necessarily starting over but just going to the next step of parameters. He said that the village should not see any additional costs for this work. Beth Rupert said that Dana Lynn Road was still experiencing water run off problems. Dave France said that the East side of Dana Lynn has had water damage to several homes. Mike Payne reminded Council of the Finance Committee Meeting December 2, 2003 at 5:30 PM to discuss the 2003 budget. John Synodinos said that the Sanitation Rate committee had met again and that he would be scheduling another meeting to continue to review the rates. New Business Mike Payne asked Council if they wanted to renew the dental and Life Insurance policies for the employees, which has a renewal date of December 1, 2003. He said that he had received a letter from Boniey Insurance Company agreeing to lock the Village into keeping the existing rates for 24 months if they elected to commit to keeping the policy for two more years. Council asked for the clerk to see if this policy could be changed to have the same renewal date as the Village’s health insurance policy. Gary Folden said he would contact Boniey Insurance about that possibility. Motion by Robert Martin Sr., second by John Synodinos to pay bills as funds become available. Vote; John Synodinos yea, Dave France yea, Robert Martin Sr. yea, Beth Rupert yea, Dave Smith yea. Motion passed 5-0. Motion by John Synodinos, second by Dave France to adjourn. Vote: John Synodinos yea, Dave France yea, Robert Martin Sr. yea, Beth Rupert yea, Dave Smith yea. Motion passed 5-0. Next regular scheduled meeting is Thursday, December 4, 2003 at 7:00 PM. Finance Committee meeting is scheduled for 5:30 PM on December 2, 2003. Robert E. Cochrun, Mayor Mike Payne, Clerk/Treasurer