Regular Council Meeting Thursday, December 02, 2004 Mayor Dave France called the meeting to order. Roll Call: John Synodinos present; Dr. Robert Price present; Dave Smith present; Robert Martin Sr. present; Matt Parise present; Thomas Bottorf present. Officials: Mayor Dave France present; Village Administrator Walt Ziemba present; Solicitor Christopher Becker absent; Clerk Treasurer Mike Payne absent; Kathy Collopy taking minutes of the meeting. Moment of Silence Pledge of Allegiance Reading of Minutes Mayor Dave France asked for a motion to approve the November 18, 2004 minutes and Councilman Synodinos stated that the minutes needed an addition added. Mr. Synodinos said that Solicitor Becker had made some comments concerning a letter the village had received from the City of Steubenville saying the water may be shut off. The solicitor's comments and Mr. Synodinos' comments needed to be added to the minutes. Mayor France said that he would have the secretary listen to the tape of the November 18, 2004 meeting and make sure the addition is added. There was some discussion on whether the minutes could be accepted now and it was decided they could be accepted, with notation that an addition will be made. Matt Parise said that he was absent the meeting of October 21, 2004 and when they changed the minutes for the prior meeting minutes his vote was recorded as yea,, when he had abstained. The minutes that were changed for October 21, 2004, need to be corrected showing that Mr. Parise abstained from voting for the approval the minutes. Mr. Synodinos made a motion to accept the minutes of the November 18, 2004 meeting, Mr. Bottorf second. Vote: Mr. Synodinos yea, Dr. Price yea, Mr. Smith yea, Mr. Martin yea, Mr. Parise yea, Mr. Bottorf yea. Motion passed 6-0 Persons appearing before Council Mayor France asked if there was anyone who wanted to appear before council and recognized the boys scouts who were present who were present. Reading of Ordinances and Resolutions Ordinance 2004-29: Pay increase a pay increase for all full time and part time employees was read for the third time by title only. Motion to approve 2004-29 was made by Matt Parise, Tom Bottorf second Vote: Mr. Synodinos yea, Dr. Price yea, Mr. Smith yea, Mr. Martin yea, Mr. Parise yea, Mr. Bottorf yea. Motion passed: 6-0 Ordinance 2004-30: New base pay for all village employees was read for the third time by title only. Motion to approve 2004-30 was made by Matt Parise, second Mr. Synodinos. Vote: Mr. Synodinos yea, Dr. Price, yea, Mr. Smith yea, Mr. Martin yea, Mr. Parise yea, Mr. Bottorf. Motion Passed 6-0 Ordinance 2004-31: New base pay for all Council Members was read for the third time by title only. Motion to approve 2004-31 was made by Mr. Synodinos, second by Mr. Bottorf Vote: Mr. Synodinos yea, Dr. Price yea, Mr. Smith yea, Mr. Martin yea, Mr. Parise yea, Mr. Bottorf yea. Motion passed 6-0 Ordinance 2004-32: New base pay for Village Clerk Treasurer was read for the third time by title only. Motion to approve 2004-32 was made by Mr. Parise, second by Mr. Mr. Bottorf Vote: Mr. Synodinos yea, Dr. Price yea, Mr. Smith yea, Mr. Martin yea, Mr. Parise yea, Mr. Bottorf yea. Motion passed 6-0 Ordinance 2004-33: Permanent appropriations was read for the third time by title only Motion to approve 2004-33 was made Mr. Bottorf, second by Mr. Smith. Vote: Mr. Synodinos yea, Dr. Price yea, Mr. Smith yea, Mr. Martin yea, Mr. Parise ney, Mr. Bottorf yea. Motion passed 5-1. Ordinance 2004-34: Changing holiday pay for all full time police officers was read for the third time by title only. Motion was made by Mr. Synodinos to approve Ordinance 2004-34, Mr. Parise second. Vote: Mr. Synodinos yea, Dr. Price yea, Mr. Smith yea, Mr. Martin yea, Mr. Parise yea, Mr. Bottorf yea. Motion passed 6-0. Ordinance 2004-35: Decreasing the water rates was read for the second time by title only. Ordinance 2004-36: Increasing sewer rates was read for the second time by title only. Reports, announcements and communications Mayor France congratulated Walt Ziemba and his staff along with Mr. Gilmore and Mr. Davis of the Jefferson County Water and Sewer Department, for their cooperation and efforts in averting what could have been a very serious situation to our village. Mayor said that Mr. Ziemba had received a letter from the City of Steubenville stating that they were going to shut off the village's water supply at the end of the contract on November 30. They met with Jefferson County Water and Sewer to discuss how they could avert any problems if this happened. After a couple days of testing our water system, it determined that the village could receive all of our water from Jefferson County. At that point, the village really did not think that Steubenville would shut off our water supply because of the court order against that action and the safety of our residents. However, we felt it was necessary to be prepared. Mr. Martin asked Mayor France if the village could buy 100% of its water from the county? Mayor France stated that the village is now doing that and it is saving the village money. Mr. Martin said then the village should stay on course and just keep on buying from the county without making any changes from them. Mr. Parise said he was under the impression the village could not buy 100% of their water from Steubenville. Mr. Parise asked what changed to allow the village to buy 100% of its water from the county. Village Administrator Ziemba explained that the county and village had to adjust valves and other adjustments had to be made. He stated that so far everything is operating fine 3 and there have been no resident complaints. Village Administrator Ziemba stated that the village never tried this before and so far with everyone's cooperation it is working with minimal problems. Mr. Parise again said he was a bit perplexed. The Village bought around 50,000 gallons of water from Steubenville this past year at $1.22 a thousand more than from the county. And, for the past two years he heard that we had to do that because the village could not buy all of their water from the county. That little bit we bought from the city costs this village $61,000 just this year. Mr. Parise said that if this could have been done before than it should have been done before. Mayor France said without the cooperation of the county this could not have happened. Mayor France also said that the seriousness of the situation forced the village and county to come together for some solution. Mr. Smith said that the village did not know if the system could take it and the telemetry was not in and they did not know what all would be involved in taking care of the tower. He said the disagreement basically forced our hand to test this. So far it has worked. We still do not know 100% that the system will handle this. Village Administrator Ziemba said this was tried almost 100% prior and there were some severe pressure problems out along Two Ridge Road. Some changes were made, and that was eliminated. It will take further study and possibly other connections. Mayor France asked Administrator Ziemba what was planned for the future for a back up. Village Administrator Ziemba said that a hydraulic study and one of the suggestions Jefferson County made to the village is tying into the main going through Jo Ann Field and Riesbeck's. Also, the village could tie onto Powells Lane because that valve is shut off there also. Mr. Ziemba stated that there were pros and cons on this that is why the village needs to do the study. Mr. Synodinos said his main problem with this whole situation is that council was left out of the loop. Something as important as this council should have been notified. Some members were notified and some were not. Mayor France said he got the word of the shut off at midnight and it was too late to call then. Mayor said that a number of the council members called and asked on a daily basis what problems there are and what is going on in the village. Mr. Synodinos said it is the mayor's and village administrator's responsibility to keep council informed and in the future he hopes when something as important as this comes up they are informed. Village Administrator Ziemba said he felt it is his responsibility to make sure the water, sewer and streets are taken care of properly. When the letter was read, he had Perry Pool call to set up a meeting with Mr. Gilmore on Monday, so the village could get a contingency plan into effect. Mr. Ziemba felt he was just doing his job by being ready. Mr. Ziemba did not think Steubenville would turn the water off with the injunction in place. Mr. Parise said that council did not know what was going on prior, but if money could have been saved, then this should have been done 6 months ago. Council did asked at least 10 times if the village could buy more water from the county and council was told no. Now, we find out we can. Mr. Parise stated that we need to be more proactive that is $61,000 done the drain. Mr. Parise stated he congratulates Walt, Perry, the Mayor, and Mr. Gilmore but he feels council should have been notified of the meeting Mayor France said that the Jefferson County Community Action Council will be hiring 10 employees from the county to clean up debris in the streets. He added this is from a grant the county received from the Department of Labor. Anyone is interested in this can call the CAC at 282-0971. Certain qualifications have to be met, displaced by flood, dislocated from work as defined by WIA, long-term unemployment. It pays $10.00 per hour. Mayor France read the Magistrate's monthly report to council for month of November. Mayor France read the Building Inspector's Report for the month of November. Mayor France stated the Ray Laman's Christmas Party is Saturday, December 11, 2004 at St. Florian Hall. Administrator Report Administrator Ziemba said that the village is making progress in the odor problems in the Sunset Gardens and Woody Acre areas. The second pump was installed this week and taken additional samples out from the clean flow and the septic flow coming in from the county end. The airtight manhole covers were also installed in the Garden Drive area. Tentative during the week of December 06, 2004, they will be getting together with the county to flush the system from Wall Mart through to see if that will cleanse the lines Quicksall will then do another test on the pumps from Woody Acres in. He said one sample came in with a lot of grease in, additional samples were taken on December 01. Those results back next week. Mr. Bottorf stated that the village needs to find out if that is hydraulic grease or cooking grease. Administrator Ziemba said that there is no new work on storm sewer line across from CMA. That work will start on December 06, 2004. He also stated the old truck would be put up for bid as soon as the new truck is in. On the Beechwood ravine project, Administrator Ziemba said the village needs a 404 permit from the core of engineer and bids will not go now until the end of January. Mr. Parise asked what is the permit for. Administrator Ziemba stated that for doing work in the steam and there are any wetland areas in the Beechwood Ravine area. Administrator Ziemba informed council that the clerk signed a notice to allow Riesbeck's to apply for a wine permit without a hearing since a beer permit had already been granted to Riesbeck's. This was signed and sent in. Mayor France announced that Riesbeck's is having a ribbon cutting ceremony for the opening of their pharmacy on Wednesday, December 08, 2004. Administrator Ziemba stated that the annual Issue II meeting is next Wednesday, December 08, 2004 to officially score the village's project. The Winters Drive project looks very good for funding out of the district level. Then the other two (2) projects will be forwarded to the state level for small government. A meeting is scheduled with FEMA for next Thursday, December 09, 2004; there was damage to several lift stations and pumps. We will try to recover some of that. Administrator Ziemba said that Medical Mutual did make some changes dependent age from 23 to 19, a full time student and 12 credit hours a year to remain on the health coverage. Some other changes in urgent care and prescriptions were made. Administrator Ziemba talked about the lighting at the street garage and a plan to save money. Due to the type of lights used, the contractor electrician recommended they only be turned off and on once a month instead of nightly. Administrator Ziemba asked council if the village was having the annual Christmas Decoration Contest and about the judges and setting the night and award amounts. Matt Parise asked if it was better to leave the lights on at the new garage. Administrator Ziemba said yes. Perry Pool stated that is what he was told by the electrician. There was some discussion concerning this and it was decided that this would be checked into. Mr. Bottorf asked if the village wanted to continue the Christmas Lighting Contest where monetary amounts were given to different residents. Administrator Ziemba stated that Clerk Treasurer Payne recommended $100.00, $75.00 and $50.00 for individual and $100.00, $75.00 and $50.00 for business and then $50.00 business and $50.00 mayor award. Councilman Bottorf asked if Sunday, December 19, 2004 7 PM was agreeable with all council members. He also stated this should be published so the residents are aware of it and have their lights on. Mr. Synodinos said this is something we have every year. It is a custom and should continue. He did not think a motion was necessary. Mayor France explained the reason why the village's Christmas lights do not all work is because some of them do not have electric to them. He asked council if the ones that do not work be taken down or bring electric to them. Councilman Martin said if they bought the plugs he would fixed them with Perry Pool's assistance. Mayor France asked about the school repair light. Administrator Ziemba said he had to get with Bruce and Marilee on that. Councilman Smith stated that the school light across from Big Lot's parking lot needs repaired. Administrator Ziemba said that one may be able to be fixed by the village. Mayor France said all of council were given a copy a letter that was written to Joyce Hoffman of Comcast Cable requesting the village having their council meetings aired on the Thursday following each meeting at 7 PM and allow Indian Creek one hour of access time directly before the council meeting is aired. Councilman Parise asked if there was a schedule when this would start. Mayor France said not yet. Administrator Ziemba discussed the grass cutting on Ellsworth and asked if this was a village owned lot. Councilman Martin stated that it is not a village lot. Mayor France said that he and the Code Enforcement Officer are trying to eliminate the problems with the lots and broken down vehicles. Councilman Martin said that he had a phone call on a car over on Crawford Avenue sitting on street with no wheel on it. The resident wanted to know what would happen when the snow falls. Mayor France said if the car has no wheels it is not allowed on the street. Councilman Martin asked if there was an ordinance concerning cars jacked up in lots with no wheels. Mayor France said the village does have an ordinance. There is a problem also on Church Street and that car has to be taken off the blocks and junk in yard. Mayor France asked for a list of the vehicles and problems and he and the Code Enforcement Officer will take care of this on Tuesday. Unfinished business Matt Parise asked if the telemetry schedule was here. Administrator Ziemba said that he was told it would be after the first of the year. They still have to purchase property. I believe they have everything ordered. Mr. Zorbini has not sent a firm construction schedule as of yet. Matt Parise asked if the village advertised for the one-ton truck. Village Administrator Ziemba said no that he was waiting until it is a little closer to when the new truck is coming in before the village puts this up for sale. Mr. Parise said he thought this one has to come in before the end of the year. Village Administrator Ziemba it does but it may not be totally ready until then. Matt Parise said the CMA problem, telemetry schedule should remain under unfinished business, as well as the advertising of the old truck, work on odor problems, the school lights, and the televised meetings. Councilman Martin asked if the village ever found out about the house on Roberts Street. Mayor France said that he and Code Enforcement Officer did research on this at the courthouse and did not find any liens on the building. The person who owns the building is deceased. The property has not been probated, so we have to get the solicitor to determine if there are any monies owed by that property. 6 Councilman Martin asked if there was a will made out and if not then the state would be involved. Mayor France said they are looking into this but they want to make sure there are no liens and no owners for the property. The solicitor has to do this. He went on to say that he and the Code Enforcement Officer are being very aggressive in eliminating junk cars, trash, and debris. We are sending letters out to the residents who are in violation of the ordinance and we are following up with that. Mayor France asked if council were submitting equalization board members. Councilman Martin said he had one and he would submit it to the Village Adm. Mayor France said two had been selected only one more needed. Mike Payne and Chief Laman met on the budget. Matt Parise asked if Solicitor Becker said not to send letters till board is put together. Village Administrator Ziemba said since two were selected, the letters went out. Matt Parise stated that now there is a time frame since the letters went out. A special meeting will be needed. Mayor France said once that person is selected, a special meeting will be called. Mayor France asked if the certified letters were sent out to Sam's Way. Village Administrator Ziemba said yes. Councilman Synodinos read a statement concerning Steubenville turning the Village's water supply off. This statement is attached. New Business Mr. Parise said that there was an invoice he did not sign because there was no authorization. Also an invoice that was in there last meeting and is in the folder this meeting. Both were given to Administrator Ziemba. Mr. Parise asked about an employee Christmas Party date and time. Mayor France said that the employee Christmas Party will be held Thursday, December 23, 2004, in the afternoon. Mr. Bottorf requested to see if there are any grants with Homeland Security for some of the items we have identified as risks. Mayor France suggested not to bid out grass cutting but to bid it out to individuals. The liability issued was discussed but it was decided it would be looked into and discussed later. Matt Parise said limits need to be put in bid specs. Motion by Councilman Bottorf, second by Councilman Parise to transfer funds that the Clerk Treasurer had presented; Vote: Mr. Synodinos yea, Dr. Price yea, Mr. Smith yea, Mr. Martin yea, Mr. Parise yea, Mr. Bottorf yea. Motion passed 6-0. Payment of Bills Motion by Councilman Bottorf, to approve the bills as funds are available, second by Matt Parise. Vote: Mr. Synodinos yea, Dr. Price year, Mr. Smith yea, Mr. Martin yea, Mr. Parise yea, Mr. Bottorf yea. Motion passed: 6-0 Motion by Councilman Smith, second by Councilman Martin to adjourn. Vote: Mr. Synodinos yea, Dr. Price yea, Mr. Smith yea, Mr. Martin yea, Mr. Parise yea, Mr. Bottorf. Motion passed 6-0. Next regular scheduled Council Meeting is December 16, 2004 at 7:00 PM. Mike Payne, Clerk Treasurer Dave France, Mayor