Meeting Minutes 3-17-25

                                        The Council of the Village of Woodsfield

                                                            March 17, 2025

The Council of the Village of Woodsfield met in Regular Session on March 17, 2025.

 I.  Roll Call:

      Present:  Council Members; Dale English, Tom Kirkland, Anthony McDaniel, Kaylee Sefert, Tiffany Ramsay, Matt Schaber, Mayor Carol Hehr, Fiscal Officer Lori Cunard, Solicitor Ryan Regel and Village Administrator Kevin Brooks.

II.   Pending Meeting Minutes Approval:

     Dale English made the motion to accept the March 3, 2025 meeting minutes.   Kaylee Sefert second.  Motion passed 6-0. 

III.  Registered Visitors/Guests:

     Lynn Parker:   Mr. Parker stated that a month ago he had attended a Council meeting and asked that Council consider giving promotional support for the Monroe County Fair.  Mayor Hehr said her idea is that most people who attend the fair will drive through the square on their way.  So, she would like to do something in the square.  Lewis Hill, Electric Superintendent, was going to check on brackets that will be hung on the poles above the flower baskets that we can hang flags on. 

     Mr. Parker asked about hanging a banner across the street at the post office and Mayor Hehr said the Community Strong Committee had one hanging there last year and it kept coming down due to the wind, so she did not suggest that. 

     Mayor Hehr said she would like to see what kind of flag Mr. Parker is wanting to put up on the poles in the square.  She thinks it would be a good idea for Mr. Parker to talk with Lewis Hill to check the type of brackets and what type of flags will hang on the brackets.

     Kevin Brooks said if they want to put up a banner he does not see a problem with it.  He said they can use different cords to hang it and for more support and if it does come down, we can just re-hang it, the fair is only for a week.  Mr. Brooks stated that he thinks the banners on the poles in the square would be great, but he does not think they should be hung on the street side of the poles because of the truck traffic that goes through town.  He also so that once the brackets are up, we can use them to hang banners for other events and holidays.   Mr. Brooks said he would like Mr. Parker to be involved in choosing the banners for the fair to make sure they fit the brackets. 

     Anthony McSwords came forward and said that the VFW and American Legion would like to help out with the flags.  He said they have mounts on the poles around the square and he is sure it would not be a problem for the Village to use them if they would like to address this at the next meeting with VFW and American Legion.  Mr. Brooks said he appreciates that, but he believes Mr. Parker is wanting something to signify the 175^th Monroe County Fair rather than an American flag, but again he appreciates what the VFW and American Legion does. 

IV.    Old Business:

       None

V.  Administrator Report:

     Village Administrator Kevin Brooks has a status report that is required to be read by the terms of our grant agreement.  This needs to be part of the minutes so we can acknowledge to the funder to show we are moving forward with the project.  The report reads as follows:

This report provides an update on the Woodsfield Wastewater Treatment Plant and Storm Water Project.

Project Scope:

Improvements to the wastewater treatment plant that include:

1.  Replacing existing vortex unit
2. Oxidation ditch Improvements
3. Drain and clean ditch
4. Concrete repairs

• Replace Effluent Weir
• Replace fencing with handrail

     3.      Secondary clarifier Improvements

• Drain and clean clarifier
• Remove and install new clarifier equipment
• Replace drain valves
• Replace steel brackets on weir
• Replace the handrail
• Replace hydro-pneumatic tank
• Sandblast and paint access bridge

     4.      Install handrail along rear steps

5.      Improvements to the collection system

• 12-inch HDPE storm sewer               1,030 LF
• 15-inch HDPE storm sewer               400 LF
• 18-inch HDPE storm sewer               550 LF
• 24-inch HDPE storm sewer               1,350 LF
• Catch basins 18-inch                          19 each
• Catch basins 24-inch                          5 each
• Concrete replacement                       50 LF
• Asphalt replacement                          3,205 LF
• Full street width asphalt overlay      9,140 SY

Scope Changes:

Based upon comments heard at the November 15, 2021 council meeting there are known connections of clean water to the sanitary sewer system on the West Marietta side of the Village.  These include downspouts and sump pumps.  There are no storm sewers in place to handle the storm water if it is separated from the sanitary sewer system.   Does the Village want ELR to investigate that area and propose storm sewer lines to handle the clean water flows?

Changes made during a May 2022 visit:

1.  Add a section of new storm line from the intersection of South Main St. and East Marietta St. to the intersection of East Marietta St. and South Paul St. (1 block).  Approximately 600 feet.
2. Add the following to the WWTP:
3. Replace Adjustable Effluent Weirs
4. Replace Fence around Ditches with Handrails
5. Replace Lights, Heater, and Motorized Vent
6. Replace Shaft on outer ditch
7. Replace Gearboxes and Bearings
8. Chlorine Contact Tank Improvements

                      Note:  The shaft, gearboxes, bearings, and chlorine contact items were in the project earlier.               The Village asked for these items to be removed, but due to issues with these items they are now back in the project.  The clarifier improvements due include scrapers. 

•  Baker property SSOs and the area above the Baker property were added to the project.

Open/Upcoming Tasks:

1.  Property acquisition status update from Ryan Regel.  Please update the Easement Status Report.

Completed Tasks:

1. Completed the Request for Qualification process
2. Hired an engineer for the project
3. Completed and submitted an Ohio Water Pollution Control Loan Fund (WPCLF) nomination form to apply for principal forgiveness and/or low interest loan fund

• Developed a cost estimate based upon the original project scope
• Completed a preliminary engineering report and submitted it to the Village
• Site visit with Paul Robison to revise the project scope
• Presented the project to the Small Community Environmental Infrastructure Group
• Smoke tested the Green Street area

Funding Activities:

1.  Submitted a Water Pollution Control Loan Fund (WPCLF) nomination form to Ohio EPA for program year 2025.  Ohio EPA should release their Program Management Plan (PMP) in November.  That document will provide notice if the Village received Principal Forgiveness (grant) funding.
2. Submitted HB 168 pre-application.  No funds have been awarded to date.  There will be additional rounds to apply for the Ohio Builds funds.
3. The USDA-Rural Development online application will be complete when the rest of the requested information is received.  See the attached Request for Qualifications.
4. The Village’s Low to Moderate Income (LMI) population dropped below 51%.  That is the threshold for meeting RPIG-CDBG requirements.  Does the Village want to complete an LMI income survey?  ELR can assist the Village in preparing the survey forms.  It will take a significant amount of effort to complete a survey.
5. Presented the project to the Small Community Environmental Infrastructure Group (SCEIG).  See the attached meeting comments.
6. WPCLF Program Management Plan indicates that Woodsfield will receive $4,000,000 in Principal Forgiveness (grant) from Ohio EPA.  The funds should be available in early July 2025.

Planning and Design Activities:

1. Percent of general plan complete                                                       100%
2. Percent of PER in RD format complete                                               100%
3. Percent of environmental report complete                                       100%
4. Percent of WWTP design complete                                                     100%
5. Percent of storm water lines complete                                               100%
6. Percent of property acquisition completed                                        0%        *Status unknown

Contracts and Amendments:

1.  Base contract in place
2. Amendment 1-Signed-Field Investigation of the Green Street area and including in the Preliminary Engineering Report.
3. Amendment 2-Signed-Design and construction services for adding the Green Street area into the project.

Other Topics:

     None

Open Requests for Information (RFIs):

Schedule:

Property Acquisition will be the constraining factor on the schedule.

Estimated Project Costs:

March 2024 Estimate                                                                       

WWTP                                                                                                  $2,357,800

Sanitary & Storm Sewers                                                                  $3,180,500

Construction Contingency                                                                $    555,700

Dump Truck                                                                                         $      75,000

Hydro-excavator                                                                                 $    150,000

Other Costs                                                                                          $    839,000

Estimated Total Cost                                                                          $ 7,158,000

VI.  Fiscal Officer Report:

      Fiscal Officer Lori Cunard reported that the Village received funds in the amount of $100,000.00 for a One Time Strategic Investment Grant on February 17^th.   The funds will be used for the completion of the new Municipal Building plans and design. 

      On March 6^th the NatureWorks grant funds were received for pool painting last summer.  The amount received was $8,124.00.

      The Sewer Department purchased a 2013 F150 on March 12^th in the amount of $14,535.50.

      The LGOC Conference will be held on March 26^th – 28^th in Columbus.  The Fiscal Office will be closed to attend. 

      The Auditor James Bates will be in the office on March 31^st.  Kevin Brooks stated this is a 2-year audit and generally takes about 3 months to complete.   We were auditing every year at a cost of $20,000.00 – $24,000.00 but we are now auditing every 2 years for the same amount of money.   Mr. Brooks said he knows we will have issues during the audit with the Cemetery investments which is an on-going thing.  He said it would not make financial sense for us to change the investments at this point, so we take the findings during the audit.  These investments were made in 1999 and under the advice of our financial planning consultant it would not be in our best interest to change.

VII.  Committee Chair/Council Reports:

      Dale English – Dale English reported that the Cemetery Committee met last Monday.   The Committee is recommending changing the rates.  The rate sheet is included in Council packets.  Dale English said Steve Eikleberry, Cemetery Sexton, called other cemeteries in the area and we are still competitive with most and are lower than a few.  Kevin Brooks said the biggest change was Saturday burials and there will be no burials on Sunday’s or Holiday’s. 

     Mayor Hehr asked for a motion to approve the increase in rates and the elimination of Sunday and Holiday services at Oaklawn Cemetery.   Matt Schaber made the motion.  Tom Kirkland second.  Motion passed 6-0.

      Tom Kirkland – Nothing to report.

      Anthony McDaniel – Anthony McDaniel reported that the Finance Committee met today before Council meeting.  Anthony McDaniel is requesting an Executive Session regarding the acquisition of property at the end of the meeting, action may or may not be taken. 

      Kaylee Sefert – Nothing to report.

      Tiffany Ramsay – Nothing to report.

      Matt Schaber – Matt Schaber reported that he will be attending the next business meeting at the Firehouse. 

VIII:  Solicitor’s Report:

     Nothing to report.

IX:   Mayor’s Report:

    Mayor Hehr asked for a motion to approve the payment of bills.  Tiffany Ramsay made the motion.  Kaylee Sefert second.  Motion passed 6-0. 

     Mayor Hehr asked for a motion to approve the Mayor’s Court report, mid-March 2025.   Dale English made the motion.   Matt Schaber second.   Motion passed 6-0. 

      Mayor Hehr asked for a motion to approve Resolution 04-2025, A Resolution to Transfer a Total of $150,000.00 from the General Fund to the Police Fund and suspending the three-reading rule and Declaring an Emergency.   Matt Schaber made the motion.  Anthony McDaniel second.  Kevin Brooks spoke up and stated that the levy funds have not come through yet but property taxes were due so we should receive the levy funds soon. In the meantime, the General Fund is fronting the Police Department money in lieu of receiving the levy proceeds.

X.  Un-Registered Visitor’s:

      Bill Allen – Mr. Allen said that on Friday morning he was approached by Council member Dale English at the Woodsfield Diner very aggressively.  He said Mr. English was hovering over his face and when he tried to stand up Mr. English very aggressively put his hand on his shoulder and tried to shove him back down in his chair.  Mr. Allen has filed a police report and is going to proceed with the charges.  He has come to the Council meeting requesting that Dale English resign from Council and never be able to sit on Council again.  Mr. Allen said he has plenty of witnesses if any of Council wants to verify his story. 

     Anthony Palombi – Mr. Palombi is Britta Palombi’s husband.  Britta Palombi has been to Council regarding water issues from the storm drains in their backyard.  Mr. Palombi has brought pictures for Council that were taken during a rainstorm on February 16^th.   He said there was only an inch of rain from midnight to midnight and the water was over the bank and his backyard is mud.  Mr. Palombi said there is a lot of tree debris in the tunnel that goes under St. Rt. 78 that needs cleaned out, it would probably take a crew 3-4 hours to get it cleaned up.  Mayor Hehr said they had talked with Any Copley about this, and he was going to wait until spring to get it cleaned up.  Mr. Brooks spoke up to let the Palombi’s know they are on the schedule.  Andy Copley, Street Superintendent, is on medical leave but there are still 2 guys in the Street Department and Mr. Brooks assured the Palombi’s they are on the schedule. 

     Sheriff Derek Norman – Sheriff Derek Norman attended to get an update on the dispatch situation.  Mayor Hehr said they are still going to talk some more about this issue and no decision has been made.  Council member Anthony McDaniel said they had a Finance Committee meeting today before Council and they will be talking about it in Executive Session at the end of the meeting.  Solicitor Ryan Regel spoke up and said he had talked to James Peters last week, so he believes they should go through James Peters regarding the process decision making.  Solicitor Regel said once Council decides, he would contact James Peters to have an agreement done between the two parties.  Sheriff Norman asked if we had a time frame as to when a decision would be made.  Solicitor Regel said he doesn’t think it will be long.  Sheriff Derek Norman said he would like to be notified as soon as possible when a decision is made.  Anthony McDaniel said he is hoping for Council to make a decision this evening. 

         Mayor Hehr asked for a motion to go into Executive Session regarding acquisition of property.  Anthony McDaniel made the motion.  Kaylee Sefert second.  Motion passed 6-0.  Executive Session entered at 6:10 p.m. 

       Mayor Hehr asked for a motion to go back into Regular Session.  Matt Schaber made the motion.  Anthony McDaniel second.  Motion passed 6-0.  Regular Session entered at 6:25 p.m. 

        XI. Adjourn:

            The Mayor asked for a motion to adjourn the meeting.  Kaylee Sefert made the motion.   Matt Schaber second.  Motion passed 6-0.  The meeting was adjourned at 6:27 p.m.

ATTEST:

___________________________                                                 ____________________________

 Carol Hehr, Mayor                                                                                  Lori Cunard, Fiscal Officer