NEW BOSTON VILLAGE COUNCIL
MEETING MINUTES
OCTOBER 1, 2013
Regular session of New Boston Village council was called to order at 6:30 p.m. James Warren, Jr., President of Council, presided over the meeting. The roll was called with the following members of council being present: Mr. Fetty, Mr. Williams, Mr. Mills, and Mr. Imes.
Mr. Mills moved to excuse the absent members, Mr. Payton and Mr. Salyers. Mr. Williams seconded the motion. All members concurring, Mr. Warren declared the motion carried 4-0.
Pledge of Allegiance/silent prayer
Mr. Mills made a motion to accept and file the minutes from September 17, 2013 and September 23, 2013. Mr. Williams seconded the motion. All members concurring, Mr. Warren declared the motion carried 4-0.
Reports from Visitors: None
No presenting or acting on petitions
Reading of Communications - received an estimate from A-1 Auto Glass for $210.00 to repair a car windshield which was hit by a rock by the service department when they were weed eating. The owner of the car was Mark Davis of New Boston. Mayor asked council if they would pay the cost due to moral obligation. Mr. Williams made a motion to pay the $210.00 to A-1. Mr. Imes seconded the motion. All members concurring, Mr. Warren declared the motion carried 4-0.
Reports of:
James Warren, Mayor - presented Mayor's court report for September, 2013. Mr. Mills made a motion to accept and file the report. Mr. Williams seconded the motion. All members concurring, Mr. Warren declared the motion carried 4-0.
Lana Loper, Clerk - none
Kathy Bender, Treasurer - absent
Justin Blume, Legal Counsel - reported he was working on several items and asked council to have an executive if they have any questions, regarding litigation.
Steve Hamilton, Village Administrator - none
Theda Aldridge, Income Tax Director - presented report for September, 2013. Mr. Williams made a motion to accept and file the report. Mr. Mills seconded the motion. All members concurring, Mr. Warren declared the motion carried 4-0.
Darrold Clark, Chief of Police - 1. Presented report dated October 1, 2013. Mr. Williams made a motion to accept and file the report. Mr. Mills seconded the motion. All members concurring, Mr. Warren declared the motion carried 4-0.
Chris Bender, Fire Chief - reported the turnout gear was all in
Reports of Chairman of Committees:
Junior Williams, Finance and Wages - none
Ralph Imes, Streets & Alleys - none
Mike Payton, Utilities & Communications - absent
Jon Mills, Flood & Sewage - none
Terry Salyers, Laws and Claims - absent
Dan Fetty, Lands & Buildings - none
Readings of Ordinances and Resolutions
Third reading was given an ordinance authorizing the sale of real property located at 3818 Stanton Avenue, New Boston, OH, 45662. Mr. Mils moved the rules requiring an ordinance or resolution of a general or permanent nature involving the expenditure of money be read on three separate dates be suspended. Mr. Williams seconded the motion. The roll was called. The voting results are as follows: ayes-4. Mr. Mills moved to adopt Ordinance No. 28-2013. Mr. Fetty seconded the motion. The roll was called. The voting results are as follows: ayes-4.
Third reading was given to an ordinance establishing the unauthorized use of wheelchair swing as a minor misdemeanor, Mr. Fetty moved to adopt Ordinance No. 29-2013. Mr. Williams seconded the motion. The roll was called. The voting results are as follows: ayes-4.
Third reading was given to an ordinance amending the service of notice requirements of section 1321.03 of the codified ordinances of the Village of New Boston. Mr. Mills moved the rules requiring an ordinance or resolution of a general or permanent nature involving the expenditure of money be read on three separate dates be suspended. Mr. Williams seconded the motion. The roll was called. The voting results are as follows: ayes-4. Mr. Williams moved to adopt Ordinance No. 30-2013. Mr. Mills seconded the motion. The roll was called. The voting results are as follows: ayes-4.
Third reading was given an ordinance amending section 557.05 of the codified ordinances of the Village of New Boston to include additional notice provisions. Mr. Fetty moved the rules requiring an ordinance or resolution of a general or permanent nature involving the expenditure of money be read on three separate dates be suspended. Mr. Williams seconded the motion. The roll was called. The voting results are as follows: ayes-4. Mr. Williams made a motion to adopt Ordinance No. 31-2013. Mr. Mills seconded the motion. The roll was called. The voting results are as follows: ayes-4.
Third reading was given an ordinance amending section 181.03 of the codified ordinances of the Village of new Boston to amend the taxes imposed upon residents and non-residents. Mr. Williams made a motion to adopt Ordinance No. 32-2013. Mr. Imes seconded the motion. The roll was called. The voting results are as follows: ayes-4.
Councilman Mr. Salyers entered the meeting at 6:47 p.m.
Third reading was given an ordinance amending section 303.10 of the codified ordinances of the Village of New Boston to include additional notice provisions. Mr. Fetty moved the rules requiring an ordinance or resolution of a general or permanent nature involving the expenditure of money be read of three separate dates be suspended. Mr. Williams seconded the motion. The roll was called. The voting results are as follows: ayes-5. Mr. Fetty moved to adopt Ordinance No. 33-2013. Mr. Mills seconded the motion. The roll was called. The voting results are as follows: ayes-5.
Third reading was given an ordinance amending section 121.01 of the codified ordinances of the Village of New Boston to include additional duties of the secretary. Mr. Williams moved to adopt Ordinance No. 34-2013. Mr. Mills seconded the motion. The roll was called. The voting results are as follows: ayes-5.
Third reading was given an ordinance eliminating the safety zone on Oak Street. Mr. Williams moved to adopt Ordinance No. 35-2013. Mr. Salyers seconded the motion. The roll was called. The voting results are as follows: ayes-5.
An ordinance was read to approve then an now certification in excess of $3000 payments and declaring an emergency. Mr. Mills moved the rules requiring an ordinance or resolution of a general or permanent nature involving the expenditure of money be read on three separate dates be suspended. Mr. Williams seconded the motion. The roll was called. The voting results are as follows: ayes-5. Mr. Williams moved to adopt Ordinance No. 36-2013. Mr. Mills seconded the motion. The roll was called. The voting results are as follows: ayes-5.
An ordinance was read transferring and appropriating various funds of the village and declaring an emergency. Mr. Mills moved the rules requiring an ordinance or resolution of a general or permanent nature involving the expenditure of money be read on three separate dates be suspended. Mr. Williams seconded the motion. The roll was called. The voting results are as follows: ayes-5. Mr. Mills moved to adopt Ordinance No. 37-2013. Mr. Salyers seconded the motion. The roll was called. The voting results are as follows: ayes-5.
An ordinance was read establishing rates and charges for the combined sewer overflow reduction projects; and declaring an emergency. Mr. Fetty moved the rules requiring an ordinance or resolution of a general or permanent nature involving the expenditure of money be read on three separate dates be suspended. Mr. Imes seconded the motion. The roll was called. The voting results are as follows: ayes-5. Mr. Fetty moved to adopt Ordinance No. 38-2013. Mr. Salyers seconded the motion. The roll was called. The voting results are as follows: ayes-5.
New Business
Mr. Fetty - none
Mr. Payton - absent
Mr. Williams - asked if we would be getting out flyers for our levey renewal. Mr. Warren reported they would be out this week.
Mr. Imes - reported he had several complaints of high grass. Mr. Hamilton stated he would be getting out door hangers this week to those residents who have high grass.
Mr. Mills - none
Mr. Salyers - none
At 6:55 p.m. Mr. Mills made a motion to go into executive session regarding pending court action.
Regular session was called back to order at 7:25 p.m. All five members were present.
There being no further business, Mr. Mills moved the meeting be adjourned. Mr. Salyers seconded the motion. All members concurring, Mr. Warren declared the meeting be adjourned at 7:26 p.m.
____________________________________
President of Council
Passed: ________________________,2013
Attest: __________________________________
Village Clerk
Monday, October 14, 2013
Sunday, October 13, 2013
NEW BOSTON VILLAGE COUNCIL MEETING MINUTES
NEW BOSTON VILLAGE COUNCIL
SPECIAL MEETING MINUTES
SEPTEMBER 23, 2013
Special session of New Boston Village Council was called to order at 5:30 p.m. James Warren, Jr., President of Council, presided over the meeting. The roll was called with the following members of council being present: Mr. Fetty, Mr. Williams, Mr. Payton, Mr. Mills, Mr. Imes and Mr. Salyers.
Mr. Warren reported the meeting was called to discuss health insurance. Introduced Gary Duzan who is our agent for health insurance.
Mr. Duzan explained he had met with Steve, Jim and Lana and discussed the options for health insurance due to the health care reform.
Health insurance carriers are offering employers an option for an early renewal which means to renew in December instead of waiting until June, 2014 to lock in the rate and benefits until December, 2014.
Mr. Duzan explained two options:
Option 1:
Change renewal from 6-01-14 to 12-01-13
Accept 6.4% premium increase
Monthly increase $1398
Annual increase $16,776
Option 2:
Stay with current plan until 6-01-2014
Projected decrease 20-30%
New plans will increase employee out of pocket $1350/2700
Plans and premiums haven't been approved by ODI
Mr. Duzan explained how our current HRA out of pocket expenses were versus the new plan.
Mr. Fetty asked why the increase. Mr. Duzan stated since we are renewing early and will be protected from June until next December and price for claims for doing that. Medical Mutual is offering groups to renew at a slight increase to cover the cost of trend for an extra five months at the same plan.
Mr. Mills stated the cost of insurance very rarely goes down.
Mr. Duzan further explained the advantage of choosing option 1 and sitting back and waiting through December of next year to see what happens with the health care reform.
Other discussions were held regarding cost increase, renewal plan dates and deductible amounts. Rate increase for employees will be in November 1, 2013 and would be from $5.00 - $12.00 per pay.
Mr. Duzan reported the decision will have to be made soon since it has to be in by October 1, 2013.
Further discussions were held among council members and Mr. Williams stated he still was unsure. Mr. Mills explained his opinion on the differences of option 1 and option 2 and feels option 1 would be better. Mr. Payton stated he would rather vote on something that is clearer and seems option 1 is a better choice. Mr. Williams seems option 2 would be better to save the employees the increase until June, 2014. Mr. Duzan stated option 1 would still be the safest way. Mr. Hamilton stated the employees do like the plan they currently have. Mr. Williams stated the finance committee is looking at giving the .25 back to employees and this would help with the insurance cost. Council agreed to renew early and accept option 1.
An ordinance was read authorizing the mayor to enter into an early renewal with Medical Mutual of Ohio for a fully insured group medical insurance plan and declaring an emergency. Mr. Payton moved the rules requiring an ordinance or resolution of a general or permanent nature involving the expenditure of money be read on three separate dates be suspended. Mr. Mills seconded the motion. The roll was called. The voting results are as follows: ayes-6. Mr. Payton moved to adopt Ordinance No. 27-2013. Mr. Mills seconded the motion. The roll was called. The voting results are as follows: ayes-6.
There being no further business, Mr. Mills made the motion to adjourn. Mr. Williams seconded the motion. All members concurring, Mr. Warren declared the motion carried 6-0.
________________________________________
President of Council
Passed: _________________________________
Attest: _________________________________
Clerk of Council
SPECIAL MEETING MINUTES
SEPTEMBER 23, 2013
Special session of New Boston Village Council was called to order at 5:30 p.m. James Warren, Jr., President of Council, presided over the meeting. The roll was called with the following members of council being present: Mr. Fetty, Mr. Williams, Mr. Payton, Mr. Mills, Mr. Imes and Mr. Salyers.
Mr. Warren reported the meeting was called to discuss health insurance. Introduced Gary Duzan who is our agent for health insurance.
Mr. Duzan explained he had met with Steve, Jim and Lana and discussed the options for health insurance due to the health care reform.
Health insurance carriers are offering employers an option for an early renewal which means to renew in December instead of waiting until June, 2014 to lock in the rate and benefits until December, 2014.
Mr. Duzan explained two options:
Option 1:
Change renewal from 6-01-14 to 12-01-13
Accept 6.4% premium increase
Monthly increase $1398
Annual increase $16,776
Option 2:
Stay with current plan until 6-01-2014
Projected decrease 20-30%
New plans will increase employee out of pocket $1350/2700
Plans and premiums haven't been approved by ODI
Mr. Duzan explained how our current HRA out of pocket expenses were versus the new plan.
Mr. Fetty asked why the increase. Mr. Duzan stated since we are renewing early and will be protected from June until next December and price for claims for doing that. Medical Mutual is offering groups to renew at a slight increase to cover the cost of trend for an extra five months at the same plan.
Mr. Mills stated the cost of insurance very rarely goes down.
Mr. Duzan further explained the advantage of choosing option 1 and sitting back and waiting through December of next year to see what happens with the health care reform.
Other discussions were held regarding cost increase, renewal plan dates and deductible amounts. Rate increase for employees will be in November 1, 2013 and would be from $5.00 - $12.00 per pay.
Mr. Duzan reported the decision will have to be made soon since it has to be in by October 1, 2013.
Further discussions were held among council members and Mr. Williams stated he still was unsure. Mr. Mills explained his opinion on the differences of option 1 and option 2 and feels option 1 would be better. Mr. Payton stated he would rather vote on something that is clearer and seems option 1 is a better choice. Mr. Williams seems option 2 would be better to save the employees the increase until June, 2014. Mr. Duzan stated option 1 would still be the safest way. Mr. Hamilton stated the employees do like the plan they currently have. Mr. Williams stated the finance committee is looking at giving the .25 back to employees and this would help with the insurance cost. Council agreed to renew early and accept option 1.
An ordinance was read authorizing the mayor to enter into an early renewal with Medical Mutual of Ohio for a fully insured group medical insurance plan and declaring an emergency. Mr. Payton moved the rules requiring an ordinance or resolution of a general or permanent nature involving the expenditure of money be read on three separate dates be suspended. Mr. Mills seconded the motion. The roll was called. The voting results are as follows: ayes-6. Mr. Payton moved to adopt Ordinance No. 27-2013. Mr. Mills seconded the motion. The roll was called. The voting results are as follows: ayes-6.
There being no further business, Mr. Mills made the motion to adjourn. Mr. Williams seconded the motion. All members concurring, Mr. Warren declared the motion carried 6-0.
________________________________________
President of Council
Passed: _________________________________
Attest: _________________________________
Clerk of Council
Wednesday, October 2, 2013
NEW BOSTON VILLAGE COUNCIL MEETING MINUTES
NEW BOSTON VILLAGE COUNCIL
MEETING MINUTES
SEPTEMBER 17, 2013
Regular session of New Boston Village Council was called to order at 6:30 p.m. James Warren, Jr., President of Council, presided over the meeting. The roll was called with the following members of council being present: Mr. Fetty, Mr. Williams, Mr. Mills, Mr. Imes and Mr. Salyers.
Mr. Mills made a motion to excuse the absent member, Mr. Payton. Mr. Fetty seconded the motion. All members concurring, Mr. Warren declared the motion carried 5-0.
Pledge of Allegiance/silent prayer
Mr. Salyers made a motion to accept and file the minutes from September 03, 2013. Mr. Mills seconded the motion. All members concurring, Mr. Warren declared the motion carried 5-0.
Reports from visitors: none
Communications - none
Reports of:
James Warren, Mayor - no report
Lana Loper, Clerk - presented a report for August 2013. Mr. Mills made a motion to accept and file. Mr. Williams seconded the motion. All members concurring, Mr. Warren declared the motion carried 5-0.
Kathy Bender, Treasurer - none
Justin Blume, Legal Counsel - stated an executive session for litigation will be needed later. 2. Reported there is a potential amnesty program through PMC who have bench warrants out and the village may be able to participate. Discussion later will be held.
Steve Hamilton, Village Administrator - 1. Reported on September 28, 2013 from 9am to 1pm at Dow Chemical will be accepting chemicals, tires, etc. Presented handouts of items accepted. 2. Presented information from Mark Snieve. 3. Had bid openings today for CSO project. Introduced Chris Ruggles with STRAND to explain how the bid openings went today. Mr. Ruggles presented bid tabulation summary and resolution. He explained planning started in May for this project and design was completed in June. Bid the project as base bid with two alternatives. Six bid were received today. Five of the bids were responsive and complete. He and Steve have reviewed the bids and found Fields Excavating from Kitts Hill was the apparent low bidder and recommends that they were reviewed in detail by Justin Blume, Solicitor. Mr. Williams stated the base bid is phase I and alternative A is phase II. Mr. Ruggles stated phase 1 and alternative A will complete the work Rhodes Avenue. Mr. Williams stated the village had discussed just doing phase I for now. Mr. Williams presented summary report of what we were doing and how it should be funded. Also the report showed how calculations were made of how much would be charged residents and businesses. He further explained how much the village would collect each year and how any surplus funds will be earmarked for Phase II and Phase III. Stated council would have to decide whether to do both Phase I and Phase II or just do Phase I. Mr. Hamilton stated bids came in low and EPA is pushing to do both phases and when completed they will redo the compliance order. Mr. Ruggles stated the EPA supports whatever the village can afford and the intent is once the village goes into contract and secures the loan they would close out old consent order and a new consent order will be reissued. He stated if Phase I and Phase II was done, Rhodes Avenue would only have to be disturbed once. Further discussion was held regarding the bidding and questions were answered. Mr. Williams asked about the bids showing J&H Erectors bid not being valid. Mr. Ruggles explained they had used the wrong bid form per addendum and all other five contractors had used the correct bid forms. Mr. Fetty stated to proceed further, resolution needs to be passed, notify EPA and Mr. Blume to review the contract. Mr. Hamilton stated October 31 deadline will be met for the loan. Mr. Ruggles further explained the process of the award and how the project would proceed. Mr. Mills asked if Field's references looked good. Mr. Hamilton stated he had not called anyone yet but they have done a lot of work in Ironton and Pomeroy and they only do sewers and water. Mr. Williams asked Mr. Blume if he saw anything wrong with the bottom line that eliminated J&H. Mr. Blume stated no since they have not complied with the bid request. Mr. Williams reviewed the resolution which shows the total financing was just over $3 million and we were getting $1.8 million which puts the village paying over $1.2 million plus contingencies, change orders, fees, etc. Based on that information payments yearly would be around $75,000 and with a zero percent loan that would be over $1.5 million our costs. Mr. Hamilton stated we will hold 5%-10% retainer on the contractors and they will set and meet dates. Mr. Ruggles stated STRAND will be reviewing the maps, shop drawings, conducting meetings, etc. and have someone on the site at all times for observation. Mr. Williams reported he was ok with resolution if council agrees and a public meeting will need to be set one more time to explain costs, etc. Mr. Williams made a motion to have the public meeting before the next council meeting on October 1, at 5:30 p.m. Mr. Williams also moved the rules requiring an ordinance or resolution of a general or permanent nature involving the expenditure of money be read on three separate dates be suspended. Mr. Fetty seconded the motion. The roll was called. The voting results are as follows: ayes-5. Mr. Williams made a motion to adopt Resolution No. 22-2013 authorizing the mayor and the village administrator to issue a tentative notice of award for construction contract 1-2013 CSO improvements Phase 1 to Fields Excavating, Inc. Mr. Fetty seconded the motion. The roll was called. The voting results are as follows: ayes-5.
Theda Aldridge, Income Tax Director - absent
Darrold Clark, Chief of Police - 1. Presented report dated September 17, 2013. Mr. Mills made a motion to accept and file the report. Mr. Salyers seconded the motion. All members concurring, Mr. Warren declared the motion carried 5-0.
Chris Bender, Fire Chief - absent
Reports of Chairman of Committees:
Junior Williams, Finance and Wages - none
Mike Payton, Utilities & Communications - absent
Ralph Imes, Streets & Alleys - none
Jon Mills, Floods & Sewage - none
Terry Salyers, Law and Claims - none
Dan Fetty, Lands & Buildings - none
Reading of Ordinances and Resolutions
An ordinance was read transferring and appropriating amounts in the various funds of the village and declaring an emergency. Mr. Mills moved the rules requiring an ordinance or resolution of a general or permanent nature involving the expenditure of money be read on three separate dates be suspended. Mr. Williams seconded the motion.. The roll was called. The voting results are as follows: ayes-5. Mr. Mills moved to adopt Ordinance No. 25.2013. Mr. Williams seconded the motion. The roll was called. The voting results are as follows: ayes-5.
An ordinance was read authorizing the sale of property located at 3818 Stanton Avenue, New Boston, Ohio, 45662. Mr. Williams made a motion for the 2nd reading. Mr. Mills seconded the motion. The roll was called. The voting results are as follows: ayes-5
An ordinance was read establishing the unauthorized use of a wheelchair swing as a minor misdemeanor. Mr. Mills made a motion for the 2nd reading. Mr. Williams seconded the motion. The roll was called. The voting results are as follows: ayes-5.
An ordinance was read amending the service of notice requirements of section 1321-03 of the codified ordinances of the Village of New Boston. Mr. Fetty made a motion for the 2nd reading. Mr. Williams seconded the motion. The roll was called. The voting results are as follows: ayes-5.
An ordinance was read amending section 557.05 of the codified ordinances of the Village of New Boston to include additional notice provisions. Mr. Salyers made a motion for the 2nd reading. Mr. Fetty seconded the motion. The roll was called. The voting results are as follows: ayes-5.
An ordiance was read amending section 181.03 of the codified ordinances of the Village of New Boston to amend the taxes imposed upon residents and non-residents. Mr. Salyers made a motion for the 2nd reading. Mr. Mills seconded the motion. The roll was called. The voting results are as follows: ayes-5.
An ordinance was read amending section 303.10 of the codified ordinances of the Village of New Boston to include additional provisions. Mr. Salyers made a motion for the 2nd reading. Mr. Mills seconded the motion. The roll was called. The voting results are as follows: ayes-5.
An ordinance was read amending section 121.01 of the codified ordinances of the Village of New Boston to include additional duties of the secretary. Mr. Salyers made a motion for the 2nd reading. Mr. Fetty asked if there may be a pay increase and asked the ordinance to be tabled. Mr. Mills stated the master pay ordinance allows the mayor to give promotions whether this be passed or not. Mr. Fetty explained this was just to add village administrator secretary to the duties. Mr. Williams reported a wage and finance meeting will be held soon and it wants to give back the .25 to all employees and this could run through the finance committee. Mr. Fetty stated again this was just to clarify the secretary's duties. After further discussion was held, Mr. Mills seconded the motion. The roll was called. The voting results are as follows; ayes-5.
An ordinance was read eliminating the safety zone on Oak Street. Mr. Salyers made a motionfor the 2nd reading. Mr. Williams seconded the motion. The roll was called. The voting results are as follows: ayes-5.
An ordinance was read directing the clerk to establish a new fund account Combined Sewer Overflow Pollution Fund and declaring an emergency. Mr. Williams moved the rules requiring an ordinance or resolution of a general or permanent nature involving the expenditure of money be read on three separate dates be suspended. Mr. Imes seconded the motion. The roll was called. The voting results are as follows: ayes-5. Mr. Mills moved to adopt Ordinance No. 26-2013. Mr. Williams seconded the motion. The roll was called. The voting results are as follows: ayes-5.
A resolution was read accepting the amounts and rates as determined by the budget commission, authorizing the necessary tax levies and certifying them to the county auditor. Mr. Williams moved the rules requiring and ordinance or resolution of a general or permanent nature involving the expenditure of money be read on three separate dates be suspended. Mr. Mills seconded the motion. The roll was called. The voting results are as follows: ayes-5. Mr. Salyers made a motion to adopt Resolution No. 23-2013. Mr. Mills seconded the motion. The roll was called. The voting results are as follows: ayes-5.
New Business
Mr. Salyers - reported Huntington, WV and other communications are doing ordinances for rules on cats. Asked if we could do an ordinance to limit cats. Mayor stated Portsmouth community allowed $1700 for spaying or neutering. Council asked Mr. Salyers to do further research.
Mr. Fetty - 1. Presented information from Mr. Payton and the P&P committee. This information will go to finance committees. One was to grant OT to department heads and another was temporary working level pay for someone filling in for department heads. 2. Reported a new business is in the village for physic readings and asked if this was against ordianance 717 for fortune telling. Mayor reviewed ordinance and after discussion he stated he will get their license and investigate further. 3. Today's paper reported there have been cuts by the state and asked if we were facing those cuts also. Mr. Williams stated we would be facing those same cuts, such as the local government fund. 4. Congratulations to Kayla Wiley from New Boston for being named Head Basketball Coach at West High School.
Mr. Payton - absent
Mr. Imes - none
Mr. Mills - Made a motion to go into executive session to discuss possible discipline personnel matters. Mr. Williams seconded the motion. The roll was called. The voting results are as follows: ayes-5.
Council was called back into regular session at 7:53 p.m. All members were present.
At 7:55 p.m. Mr. Mills then made a motion to have another executive session to discuss pending court actions. Mr. Williams seconded the motion. The roll was called. The voting results are as follows: ayes-5.
Council was called back in regular session at 8:15 p.m. All members were present.
There being no further business, Mr. Mills moved the meeting be adjourned. Mr. Salyers seconded the motion. All members concurring, Mr. Warren declared the meeting be adjourned at 8:16 p.m.
___________________________________________
President of Council
Passed: ________________________________,2013
Attest: ____________________________________
Village Clerk
MEETING MINUTES
SEPTEMBER 17, 2013
Regular session of New Boston Village Council was called to order at 6:30 p.m. James Warren, Jr., President of Council, presided over the meeting. The roll was called with the following members of council being present: Mr. Fetty, Mr. Williams, Mr. Mills, Mr. Imes and Mr. Salyers.
Mr. Mills made a motion to excuse the absent member, Mr. Payton. Mr. Fetty seconded the motion. All members concurring, Mr. Warren declared the motion carried 5-0.
Pledge of Allegiance/silent prayer
Mr. Salyers made a motion to accept and file the minutes from September 03, 2013. Mr. Mills seconded the motion. All members concurring, Mr. Warren declared the motion carried 5-0.
Reports from visitors: none
Communications - none
Reports of:
James Warren, Mayor - no report
Lana Loper, Clerk - presented a report for August 2013. Mr. Mills made a motion to accept and file. Mr. Williams seconded the motion. All members concurring, Mr. Warren declared the motion carried 5-0.
Kathy Bender, Treasurer - none
Justin Blume, Legal Counsel - stated an executive session for litigation will be needed later. 2. Reported there is a potential amnesty program through PMC who have bench warrants out and the village may be able to participate. Discussion later will be held.
Steve Hamilton, Village Administrator - 1. Reported on September 28, 2013 from 9am to 1pm at Dow Chemical will be accepting chemicals, tires, etc. Presented handouts of items accepted. 2. Presented information from Mark Snieve. 3. Had bid openings today for CSO project. Introduced Chris Ruggles with STRAND to explain how the bid openings went today. Mr. Ruggles presented bid tabulation summary and resolution. He explained planning started in May for this project and design was completed in June. Bid the project as base bid with two alternatives. Six bid were received today. Five of the bids were responsive and complete. He and Steve have reviewed the bids and found Fields Excavating from Kitts Hill was the apparent low bidder and recommends that they were reviewed in detail by Justin Blume, Solicitor. Mr. Williams stated the base bid is phase I and alternative A is phase II. Mr. Ruggles stated phase 1 and alternative A will complete the work Rhodes Avenue. Mr. Williams stated the village had discussed just doing phase I for now. Mr. Williams presented summary report of what we were doing and how it should be funded. Also the report showed how calculations were made of how much would be charged residents and businesses. He further explained how much the village would collect each year and how any surplus funds will be earmarked for Phase II and Phase III. Stated council would have to decide whether to do both Phase I and Phase II or just do Phase I. Mr. Hamilton stated bids came in low and EPA is pushing to do both phases and when completed they will redo the compliance order. Mr. Ruggles stated the EPA supports whatever the village can afford and the intent is once the village goes into contract and secures the loan they would close out old consent order and a new consent order will be reissued. He stated if Phase I and Phase II was done, Rhodes Avenue would only have to be disturbed once. Further discussion was held regarding the bidding and questions were answered. Mr. Williams asked about the bids showing J&H Erectors bid not being valid. Mr. Ruggles explained they had used the wrong bid form per addendum and all other five contractors had used the correct bid forms. Mr. Fetty stated to proceed further, resolution needs to be passed, notify EPA and Mr. Blume to review the contract. Mr. Hamilton stated October 31 deadline will be met for the loan. Mr. Ruggles further explained the process of the award and how the project would proceed. Mr. Mills asked if Field's references looked good. Mr. Hamilton stated he had not called anyone yet but they have done a lot of work in Ironton and Pomeroy and they only do sewers and water. Mr. Williams asked Mr. Blume if he saw anything wrong with the bottom line that eliminated J&H. Mr. Blume stated no since they have not complied with the bid request. Mr. Williams reviewed the resolution which shows the total financing was just over $3 million and we were getting $1.8 million which puts the village paying over $1.2 million plus contingencies, change orders, fees, etc. Based on that information payments yearly would be around $75,000 and with a zero percent loan that would be over $1.5 million our costs. Mr. Hamilton stated we will hold 5%-10% retainer on the contractors and they will set and meet dates. Mr. Ruggles stated STRAND will be reviewing the maps, shop drawings, conducting meetings, etc. and have someone on the site at all times for observation. Mr. Williams reported he was ok with resolution if council agrees and a public meeting will need to be set one more time to explain costs, etc. Mr. Williams made a motion to have the public meeting before the next council meeting on October 1, at 5:30 p.m. Mr. Williams also moved the rules requiring an ordinance or resolution of a general or permanent nature involving the expenditure of money be read on three separate dates be suspended. Mr. Fetty seconded the motion. The roll was called. The voting results are as follows: ayes-5. Mr. Williams made a motion to adopt Resolution No. 22-2013 authorizing the mayor and the village administrator to issue a tentative notice of award for construction contract 1-2013 CSO improvements Phase 1 to Fields Excavating, Inc. Mr. Fetty seconded the motion. The roll was called. The voting results are as follows: ayes-5.
Theda Aldridge, Income Tax Director - absent
Darrold Clark, Chief of Police - 1. Presented report dated September 17, 2013. Mr. Mills made a motion to accept and file the report. Mr. Salyers seconded the motion. All members concurring, Mr. Warren declared the motion carried 5-0.
Chris Bender, Fire Chief - absent
Reports of Chairman of Committees:
Junior Williams, Finance and Wages - none
Mike Payton, Utilities & Communications - absent
Ralph Imes, Streets & Alleys - none
Jon Mills, Floods & Sewage - none
Terry Salyers, Law and Claims - none
Dan Fetty, Lands & Buildings - none
Reading of Ordinances and Resolutions
An ordinance was read transferring and appropriating amounts in the various funds of the village and declaring an emergency. Mr. Mills moved the rules requiring an ordinance or resolution of a general or permanent nature involving the expenditure of money be read on three separate dates be suspended. Mr. Williams seconded the motion.. The roll was called. The voting results are as follows: ayes-5. Mr. Mills moved to adopt Ordinance No. 25.2013. Mr. Williams seconded the motion. The roll was called. The voting results are as follows: ayes-5.
An ordinance was read authorizing the sale of property located at 3818 Stanton Avenue, New Boston, Ohio, 45662. Mr. Williams made a motion for the 2nd reading. Mr. Mills seconded the motion. The roll was called. The voting results are as follows: ayes-5
An ordinance was read establishing the unauthorized use of a wheelchair swing as a minor misdemeanor. Mr. Mills made a motion for the 2nd reading. Mr. Williams seconded the motion. The roll was called. The voting results are as follows: ayes-5.
An ordinance was read amending the service of notice requirements of section 1321-03 of the codified ordinances of the Village of New Boston. Mr. Fetty made a motion for the 2nd reading. Mr. Williams seconded the motion. The roll was called. The voting results are as follows: ayes-5.
An ordinance was read amending section 557.05 of the codified ordinances of the Village of New Boston to include additional notice provisions. Mr. Salyers made a motion for the 2nd reading. Mr. Fetty seconded the motion. The roll was called. The voting results are as follows: ayes-5.
An ordiance was read amending section 181.03 of the codified ordinances of the Village of New Boston to amend the taxes imposed upon residents and non-residents. Mr. Salyers made a motion for the 2nd reading. Mr. Mills seconded the motion. The roll was called. The voting results are as follows: ayes-5.
An ordinance was read amending section 303.10 of the codified ordinances of the Village of New Boston to include additional provisions. Mr. Salyers made a motion for the 2nd reading. Mr. Mills seconded the motion. The roll was called. The voting results are as follows: ayes-5.
An ordinance was read amending section 121.01 of the codified ordinances of the Village of New Boston to include additional duties of the secretary. Mr. Salyers made a motion for the 2nd reading. Mr. Fetty asked if there may be a pay increase and asked the ordinance to be tabled. Mr. Mills stated the master pay ordinance allows the mayor to give promotions whether this be passed or not. Mr. Fetty explained this was just to add village administrator secretary to the duties. Mr. Williams reported a wage and finance meeting will be held soon and it wants to give back the .25 to all employees and this could run through the finance committee. Mr. Fetty stated again this was just to clarify the secretary's duties. After further discussion was held, Mr. Mills seconded the motion. The roll was called. The voting results are as follows; ayes-5.
An ordinance was read eliminating the safety zone on Oak Street. Mr. Salyers made a motionfor the 2nd reading. Mr. Williams seconded the motion. The roll was called. The voting results are as follows: ayes-5.
An ordinance was read directing the clerk to establish a new fund account Combined Sewer Overflow Pollution Fund and declaring an emergency. Mr. Williams moved the rules requiring an ordinance or resolution of a general or permanent nature involving the expenditure of money be read on three separate dates be suspended. Mr. Imes seconded the motion. The roll was called. The voting results are as follows: ayes-5. Mr. Mills moved to adopt Ordinance No. 26-2013. Mr. Williams seconded the motion. The roll was called. The voting results are as follows: ayes-5.
A resolution was read accepting the amounts and rates as determined by the budget commission, authorizing the necessary tax levies and certifying them to the county auditor. Mr. Williams moved the rules requiring and ordinance or resolution of a general or permanent nature involving the expenditure of money be read on three separate dates be suspended. Mr. Mills seconded the motion. The roll was called. The voting results are as follows: ayes-5. Mr. Salyers made a motion to adopt Resolution No. 23-2013. Mr. Mills seconded the motion. The roll was called. The voting results are as follows: ayes-5.
New Business
Mr. Salyers - reported Huntington, WV and other communications are doing ordinances for rules on cats. Asked if we could do an ordinance to limit cats. Mayor stated Portsmouth community allowed $1700 for spaying or neutering. Council asked Mr. Salyers to do further research.
Mr. Fetty - 1. Presented information from Mr. Payton and the P&P committee. This information will go to finance committees. One was to grant OT to department heads and another was temporary working level pay for someone filling in for department heads. 2. Reported a new business is in the village for physic readings and asked if this was against ordianance 717 for fortune telling. Mayor reviewed ordinance and after discussion he stated he will get their license and investigate further. 3. Today's paper reported there have been cuts by the state and asked if we were facing those cuts also. Mr. Williams stated we would be facing those same cuts, such as the local government fund. 4. Congratulations to Kayla Wiley from New Boston for being named Head Basketball Coach at West High School.
Mr. Payton - absent
Mr. Imes - none
Mr. Mills - Made a motion to go into executive session to discuss possible discipline personnel matters. Mr. Williams seconded the motion. The roll was called. The voting results are as follows: ayes-5.
Council was called back into regular session at 7:53 p.m. All members were present.
At 7:55 p.m. Mr. Mills then made a motion to have another executive session to discuss pending court actions. Mr. Williams seconded the motion. The roll was called. The voting results are as follows: ayes-5.
Council was called back in regular session at 8:15 p.m. All members were present.
There being no further business, Mr. Mills moved the meeting be adjourned. Mr. Salyers seconded the motion. All members concurring, Mr. Warren declared the meeting be adjourned at 8:16 p.m.
___________________________________________
President of Council
Passed: ________________________________,2013
Attest: ____________________________________
Village Clerk
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