NEW BOSTON VILLAGE COUNCIL MEETING MINUTES

NEW BOSTON VILLAGE COUNCIL
MEETING MINUTES
MARCH 4, 2014

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 being present:  Mr. Fetty, Mr. Williams, Mr. Payton, Mr. Mills and Mr. Imes.

Mr. Payton made a motion to excuse the absent member.  Mr. Mills seconded the motion.  All members concurring, Mr. Warren declared the motion carried 5-0.

Pledge of Allegiance/silent prayer

Mr. Mills made a motion to accept and file the minutes from February 18, 2014.  Mr. Fetty seconded the motion.  All members concurring, Mr. Warren declared the motion carried 5-0.

Reports from Visitors:  Darren Mault told council he was interested in putting up a billboard structure by Collier Ports.  He understands the village has an ordinance against this but it is ok with the state and Mr. Collier.  He is asking for a variance or permission to allow him to construct a one 12 x 24 and depending how high he would have to it on the hill.  Mr. Williams stated the billboard ordinance was done in 1998 and all existing billboards did not come down or variance would have to be permitted.  Mr. Fetty further explained Mr. Brown, solicitor at that time, had explained this ordinance would be hard to be enforced.  Mr. Williams explained income taxes and fees should be considered also with controlling the signage.  Further discussion was held and council decided to take this into advisement.  Mr. Mills made a motion to refer to Laws and Claims committee.  Mr. Payton seconded the motion.  All members concurring, Mr. Warren declared the motion carried 5-0.

No presenting and acting on petitions.

No communications


Reports of:

James Warren, Mayor - 1. Presented Mayor's court report for February, 2014.  Mr. Mills made a motion to accept and file the report.  Mr. Payton seconded the motion.  All members concurring, Mr. Warren declared the motion carried 5-0.  2. Met with David Helmlick today and he reported Ollie's building interior will be completed by the end of March and Ollies open in April but unfortunately Dot's will be closing.  Also Radio Shack will be closing several stores.  3. Inframetals are increasing their numbers.  4. Tudors opened Sunday

Lana Loper, Clerk - absent; in Columbus attending clerk's meeting.

Kathy Bender, Treasurer - no report

Justin Bloom, Legal Counsel - no report

Steve Hamilton, Village Administrator - 1. Presented a copy of invoice for $12,112 for OWDA that needs to be paid to overhead expenses.  Mr. Williams also reported invoices are starting to come in from Strand and we are set up with the bank to receive the funds then invoices will be paid.  2. Talked to three difference finance places and US Bank was the best to take out the loan for trucks.  3. Ms. Burnside called and said the high school does not want the concession stand.  Deanna Poole will be in charge.  They would be able to share with Little League.  4. Reported we have 50 ton of salt left.  Mr. Mills asked about how much we use during a storm.  Steve stated this last one we used about 25 ton.  Everyone complimented on how well the service department took care of the roads.  5. Talked to Strand but not much to report other than J&H is behind on getting their storm water permit.  They will meet on March 12 at 1:00 p.m.  When they start it will be in front of the American Restaurant.  6. Keep Bill Thacker's family in your prayers.  They lost a grandchild.

Theda Aldridge, Income Tax Director - absent but reported for February 2014 was presented.  Mr. Mills made a motion to accept and file the report.  Mr. Imes seconded the motion.  All members concurring, Mr. Warren declared the motion carried 5-0.

Darrold Clark, Chief of Police - absent but presented report dated February 27, 2014.  Mr.Mills made a motion to accept and file the report.  Mr. Fetty seconded the motion.  All members concurring, Mr. Warren declared the motion carried 5-0.

Chris Bender, Fire Chief - reported Jaws of Life demo will be on March 20 and 24 at 10:00 a.m.  Two different vendors will  be here and then the fire department will decide which one they like.


Reports of Chairmen of Committees:

Junior Williams, Law and Finances - 1. The invoice for #12,112 for OWDA needs to be paid and will need an appropriation ordinance.  Mr. Fetty made a motion for an ordinance to be brought in for appropriation of $12,112 from General Fund an authorize the clerk to issue a then an now purchase order.  Mr. Payton seconded the motion.  All members concurring, Mr. Warren declared the motion carried 5-0.  2. Reported there is also an invoice for Strand due.  Steve stated he would bring in the amount next meeting.  Would like a motion for the clerk to set up three different funds - -1) To receive money from the state to pay Strand-Sanitary Sewer Improvement Fund 2) Fund that the resident will be paying the special assessment-Combined Sewer Overflow Assessment Fund -3) Monies that will be received from the Eden Park deal-Sewer Maintenance Fund.  Mr. Williams would like to make a motion to authorize the clerk to bring in an ordinance to set up these funds.  Mr. Mills made a motion for the clerk to bring in the motion.  Mr. Imes seconded the motion.  All members concurring, Mr. Warren declared the motion carried 5-0.  3. Steve and he met with US Bank about the purchase of new trucks.  Mr. Mills had a discussion of bidding out the purchase of equipment.  Mr. Blume stated he was not aware of any law but has not checked into in depth.  Steve stated he does not have three quotes.  Further discussion was held about the quotes and Steve reported what the best bids were.  Mr. Mills stated as long as we are following laws he is good.  Mr. Williams stated the total cost is $198,987.14 for five years at 2.85%.  We would make a down payment of about $40,000 and monthly payments will be about $2840 per month.  Discussion was held whether purchasing through a lease or loan.  The down payment would come from the general and capital funds.  Mr. Williams made a motion to authorize the village administrator to enter into an agreement for the purchase of the garbage and dump truck.  Mr. Imes seconded the motion.  All members concurring, Mr. Warren declared the motion carried 5-0.  Mr. Williams made a motion to authorize the mayor to enter into a contract with US Bank for $159,189.72 for 5 years at 2.85% for the purchase of the trucks.  Mr. Payton seconded the motion.  All members concurring, Mr. Warren declared the motion carried 5-0.  Mr. Williams made a motion to bring in an appropriation ordinance for the down payment of the vehicles and the amount coming from the capital fund of $20,000 and $19,797.42 general fund.  Mr. Imes seconded the motion.  All members concurring, Mr. Warren declared the motion carried 5-0.  4. Mr. Williams reported the fire, service, administrative and police departments want to purchase an ID maker for the purpose of making ID's for all departments.  Chief Bender discussed the importance of employees having one.  Mr. Blume stated this would be a good idea for the village to have.  Mr. Fetty discussed the school printing for the village but discussion was held with problems of having one replaced and decided it would be better to have our own.  Mr. Fetty made a motion to appropriate $1,025.71 from the general fund to purchase the ID machine.  Mr. Williams seconded the motion.  All members concurring, Mr. Warren declared the motion carried 5-0.

Ralph Imes, Streets & Alleys - none

Mike Payton, Utilities & Communications - 1. Asked about an update on the phone systems which Mr. Williams had presented in the packets.  Mr. Williams talked to Mr. Wetmore and presented to Mr. Blume to look over.  Mr. Blume stated everything looked good.  Mr. Williams explained how the costs were determined and reported the costs would be in the monthly bill through a lease and a buy out of $1.00 at the end and the village would own at the end and monthly bill will go down $506 a month unless maintenance fee is desired.  Mr. Payton made a motion for the upgrade of the phone system with a five year lease option and authorizes the mayor to enter into a contract with Frontier/AVAYA.  Mr. Mills seconded the motion.  All members concurring, Mr. Warren declared the motion carried 5-0.  2. Talked to John Murphy and he asked about the contract with IGS.  Gas contract would expire on gas bill.  Steve reported AEP will not give him anything in writing regarding tariffs. Mr. Imes voiced his concern also with making changes.  Further discussion was held and council decided not to pursue.  Mr. Williams made a motion to forego the contract with IGS and stay with AEP.  Mr. Mills seconded the motion.  All members concurring, Mr. Warren declared the motion carried 5-0.

Terry Salyers, Laws & Claims - absent

Dan Fetty, Lands & Buildings - presented reports of meetings held the last few weeks.  The committee had discussed the following:
February 18, 2014 meeting:  1. Safety building is in need of repair 2. Tennis courts need renovation-no change in status; 3. Millbrook Lake clean out - Steve waiting on Nationwide Permit that would allow removal of three tubes south of Rhodes Avenue.
February 26, 2014 Meeting: 1. Discussed land transfer from the village of New Boston and Southern Ohio Vault Company in the Shale Bank Hollow area.  This would allow Southern Ohio Vault Co. to add on to his existing building, thereby allowing expansion of his business.  After discussion of the committee, they felt this would be a win-win situation for both entities.  This would also give the village a little over three acres of land for future development.  Mr. Williams had made the motion for legal action.  Discussion was held regarding a property search and costs.  Mr. Williams made a motion to authorize Mr. Blume to proceed with the exchange of property with the Southern Ohio Vault Company.  Mr. Imes seconded the motion.  All members concurring, Mr. Warren declared the motion carried 5-0.


Reading of Ordinances and Resolutions

An ordinance was read transferring amounts in the various funds of the village 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-5.  Mr. Fetty made a motion to adopt Ordinance No. 5-2014.  Mr. Mills seconded the motion.  The roll was called.  The voting results are as follows:  ayes-5.


New Business:

Mr. Imes - none

Mr. Mills - none

Mr. Salyers - absent

Mr. Fetty - would like some way to stop Community Common from throwing out their newspapers from cars and being left on sidewalks and porches.  Mr. Warren stated he would call them and see what can be done.

Mr. Payton - thanked the service department for good job.

Mr. Williams - asked Mr. Hamilton if residents would be notified when the sewer project would start and there would be no parking.

At 8:30 p.m. Mills made a motion to go into executive session for litigation.  Mr. Imes seconded the motion.  All members concurring, Mr. Warren declared the motion carried 5-0.

Regular session was called back to order at 9:05 p.m.  All members from the first session were present. 

There being no further business, Mr. Mills moved the meeting be adjourned.  Mr. Imes seconded the motion.  All members concurring, Mr. Warren declared the meeting be adjourned at 9:06 p.m


_______________________________________
President of Council

Passed: ________________________________

Attest: ________________________________
            Village Clerk