Crooksville Council Meeting Minutes Tuesday, January 16 2018
ROLL CALL: Mayor Redfern called the meeting to order with the following members present Mr. Rice, Mr. Locke, Mr. Hampton, Ms. Smith, Mr. Dennis, and Mr. Loomis. Jan Baughman was present. Tom Collins was absent.
Grant Schooley with Jobes Henderson was present to discuss with Council updates with Freedom Construction and the Water Line Project itself. He explained that many people were present for the monthly Construction Meeting last Thursday and the contractor has completed the main line installation on Washington Street, Logan Street, and the main line going up the hill to the tank as well as the alley South of Cahalen Street. The alley by Sleepy’s is where they are currently installing line and are about 75% of the way down to where they need to tie in. They are moving North to the next alley and working their way towards Main Street. Mid-Atlantic Storage Tanks has poured the concrete for the ring foundation which is now being monitored and checked for accuracy with approval from CTL for soils before the concrete was placed. They are awaiting approval for the strength of the concrete before they can move forward. Freedom Construction plans on being back to work tomorrow on the waterlines. Grant stated that they would find out more at the meeting this week. He also stated that he has received a couple of complaints that he will be addressing and asked that the complaints be emailed to him so there is documentation.
Grant stated that he has a pay app from Freedom Construction. He has not received one from Mid-Atlantic yet. This is pay application #4 for Freedom Construction totaling $107,044.40. The majority of these pay apps are for completed work instead of materials so it is lower. Motion was made to approve pay application #4 for Freedom Construction by Mr. Locke and seconded by Mr. Dennis. Motion carried.
Mayor Redfern stated that a representative from Freedom Construction stopped by his office expressing concern for security of their equipment and storage yard. Mayor Redfern did ask our Police Department to step up and patrol that a little more in those areas at nights. Mr. Locke asked Grant for the total payouts to Freedom Construction so far. Grant explained that with this pay app it would be approximately $840,000. He believes that once they bring in a second crew it might increase.
Grant stated that he would like to go over updates regarding the Storm Water Utility Study. JHA had a meeting regarding this yesterday to try and gather information and stated that Alan wanted to set up a meeting with Tom in the next couple weeks to go over a few more things to try and build a 20-25 year plan. He explained that they are trying to take in all expenses including salaries, repairs, etc. to build into this plan to try and get the best rate for each residential unit. Mr. Hampton stated that Council plans on capping out and would not like to go real high and asked him not to go too extravagant with this because they are around $2-$4. Grant stated that they have taken into consideration Council’s numbers and what they are looking at with trying to keep costs to residents down.
Mr. Rice asked Grant when Freedom cuts the alleys and go down them, what do they fill them in with? Grant explained that if they are in pavement, they are filled back in with gravel. If installed out of the pavement, no stone material would have been placed back in to fill. Every 100 feet they are putting in a clay dam as part of the specs. Grant also explained the process they are taking in order to hook service lines back up and that is why you see the hoses sticking out of the ground temporarily. Mr. Rice asked if they are going to wait and do the whole town or sections as they go along. Grant explained that there have been 3-4 galvanized or lead lines just on the alley they were on a couple weeks ago but the alley they are on right now, there are quite a few. Once the tie ins are started to the lines, they will start to see more.
Grant stated going back to the Storm Water Utility Study, they are supposed to be coming down to meet with Tom and get a plan together. He hopes to have something more for Council next time. He explained that he will keep everyone updated with a schedule to keep everyone up to date. Grant stated that he has been including Levi so he can update the Water/Wastewater Department Facebook page that he set up because it seems to reach more than other alternative notifications.
MINUTES: Motion to approve Clerk’s minutes was made by Mr. Rice and seconded by Ms. Smith. Motion carried.
APPROVAL OF REPORTS: Motion to approve Clerk’s Reports for December and the year 2017 was made by Mr. Rice and seconded by Mr. Locke. Motion carried.
Motion to approve Mayor’s Report for December and the year 2017 was made by Mr. Rice and seconded by Mr. Locke. Motion carried.
CORRESPONDENCE AND MESSAGES: Mayor Redfern has given Council a copy of the report for January for Community Service from Jerry Marks for them to look over.
SOLICITOR’S LIST: Jan Baughman stated she has been working on the Storm Drain issue at Delaware and Mohican Drive and that she can explain in further detail. In regards to the Sprankle Property she stated that there has been a request for a Debtor’s Exam filed but no date has been given yet. The last item she had was to request approval for her to go to the OMAA Law Seminar. Motion was made by Mr. Hampton and seconded by Mr. Dennis for Jan to attend the OMAA Law Seminar totaling $200.00. Motion carried.
Jan explained the complexity of the storm drain issue present on Mohican and Delaware Drive. Council needs to make a decision on what they want to do. She said she could not come up with a definitive answer on whether the Village is responsible for fixing/ replacing or not. In both plats, there is a dedication to the Village of Crooksville for the Streets where an Ordinance was made to accept. But what isn’t real clear is if this would include storm drains. She stated that Council will have to get with Tom to better understand how it works because that part is over her head. The storm drains go behind the homes so they would not be part of the streets that the Village is responsible for. The plat does not specify what utilities this easement includes. There are questions that Council needs to answer to help her move forward on what to do to take care of this problem. Mayor Redfern explained that there is a storm drain on each side that the natural flow of the yards goes down into a catch basin from the center down. He also stated that the tile is separating and everything is on sand in that development. Some property owners have built or planted things that changes the natural flow of the storm water. Council looked at the plats to try and gain a better understanding of where the tile is in reference to the streets that the Village has an easement for. Jan stated that it needs to be determined if this is a governmental function or a proprietary function for liability. As a practical matter, Council needs to answer the question of if the Village doesn’t take care of this, who will. They will need to decide what to do about this problem. It was discussed on whether a storm water study needed. Jan stated that they can do a special assessment specific to the Northern Estates for a bond that may be needed to fund this. Mr. Rice stated that Council needs to know where things are first because he does not believe it has to do with the street water running off. Mayor Redfern asked if this should be tabled. Council wants to see a drawing and does not feel like they have enough information to make a decision on this yet. Jan asked Council to think about maybe having Jobes Henderson go out and look at to see what is there and what may need done. She asked Council to think about and come up with an answer on if it can be repaired with general maintenance and repair or does it require a complete redesign and if it is located within the utility easement or right of way or someplace else. Mayor Redfern stated that Council would discuss further in workshop to figure out a solution.
PAID BILLS: A motion to approve Resolution 2018-8 paid bills and payroll was made by Mr. Hampton and seconded by Mr. Locke. Motion carried.
TO BE PAID BILLS: A motion to approve Resolution 2018-9 to be paid bills was made by Mr. Locke and seconded by Mr. Dennis. Motion carried.
TRANSFER: A motion to approve Resolution 2018-10 transferring funds was made by Mr. Rice and seconded by Mr. Locke. Motion carried.
SERVICE: Motion to approve Designation of Brittany Ross and Angel Hinkle to attend the Public Records Training on behalf of newly elected Council members Mr. Rice, Mr. Locke, Mr. Dennis, and Mr. Loomis was made by Mr. Rice and seconded by Mr. Locke. Motion carried.
SAFETY: Mayor Redfern wanted to let Council know that a squad hit into a parked car but the damage to our squad was minor.
Mayor Redfern stated that it is still not clear on possible funding for the New Fire Station and that will be discussed in workshop next week.
LEGISLATIVE: Motion to accept the second reading of Resolution 2018-5, authorizing the Fiscal Officer to request an advance on taxes collected by the Perry County Auditor was made by Mr. Rice and seconded by Mr. Locke. Motion carried.
Motion to accept the second reading of Resolution 2018-6, a Resolution Authorizing Agreement with GovDeals for Internet Auction of Government Surplus Items was made by Mr. Rice and seconded by Ms. Smith. Motion carried.
Motion to suspend the rules for Ordinance 22610, an Ordinance Establishing the Storm Water Utility Loan Fund as an emergency was made by Mr. Rice and seconded by Mr. Locke. Motion carried. Motion to accept Ordinance 2610, an Ordinance Establishing the Storm Water Utility Loan Fund as an emergency was made by Mr. Rice and seconded by Mr. Locke. Motion carried.
Motion to accept the first reading of Ordinance 2611, an Ordinance to amend Ordinance No. 982 of Ordinances of the Village of Crooksville Establishing Parking Regulations was made by Mr. Locke and seconded by Mr. Loomis. Brittany explained that this is to increase parking tickets to $25. Motion carried.
Motion to suspend the rules for Ordinance 2612, an Ordinance to Amend the 2018 Budget and Appropriations as an emergency was made by Mr. Locke and seconded by Ms. Smith. Motion carried.
Motion to accept Ordinance 2612, an Ordinance to Amend the 2018 Budget and Appropriations as an emergency was made by Mr. Rice and seconded by Mr. Hampton. Motion carried.
UTILITY: Motion to approve the third reading of Ordinance 2607, an Ordinance to Amend Ordinance No. 2455 of the Ordinances of the Village of Crooksville Fixing and
Establishing Water and Sewer rates was made by Mr. Hampton and seconded by Mr. Locke. Motion carried.
Motion to accept Ordinance 2607, an Ordinance to Amend Ordinance No. 2455 of the Ordinances of the Village of Crooksville Fixing and Establishing Water and Sewer rates was made by Mr. Hampton and seconded by Mr. Locke. Motion carried.
INSURANCE: Motion to approve assigning Mr. Rice and Mr. Locke to the Insurance Committee was made by Mr. Hampton and seconded by Mr. Loomis. Mr. Hampton stated that he still feels like an employee should be part of this committee. Mayor Redfern stated that he agrees with this and will ask Lisa or find an employee who will be willing to be part of this. Mayor Redfern stated that he attended a meeting this past week with other municipalities regarding a consortium to try and save cost on insurance. Mr. Rice and Mr. Locke abstained. Motion carried.
OTHER OLD BUSINESS: Nothing.
NEW BUSINESS: Nothing.
EXECUTIVE SESSION: Motion to go into Executive Session per ORC 121.22 (G) (1) for Personnel was made by Mr. Dennis and seconded by Mr. Rice. Motion carried.
Council is back out of Executive Session with no decisions made.
ADJOURNMENT: A motion to adjourn was made by Mr. Hampton and seconded by Mr. Rice. Motion carried.
BRITTANY ROSS FRED REDFERN
Fiscal Officer Mayor