Meeting Minutes (1-16-23)
The Council of the Village of Woodsfield
January 16, 2023
The Council of the Village of Woodsfield met in Regular Session on January 16, 2023.
I. Roll Call:
Present: Council Members; Dale English, Tom Kirkland, Anthony McDaniel, Leann Harper, Tiffany Ramsay, Matt Schaber; Mayor Carol Hehr, Fiscal Officer Lori Cunard, and Village Administrator Kevin Brooks.
II. Pending Meeting Minutes Approval:
Dale English made a motion to accept the January 2, 2023 meeting minutes with corrections. Leann Harper second. Anthony McDaniel – abstain. Motion passed 5-1-0.
III. Registered Visitors/Guest:
Lewis Hill, Light Plant Superintendent – Lewis Hill attended the meeting to give the 2022 year-end recap. Lewis Hill stated that the purpose of Peak shaving is to shave our demand and distribution. The higher the loads and the demand peaks is how they base our prices for the year. Mr. Hill said that AMP will send an email telling them to shave during certain time periods and over the last 2 years we have saved over $300,000 in distribution and transmission costs because of Peak shaving, and we average 40 -70 hours of shaving per year. At the end of 2022 Mr. Hill started working with CT Consultants on the GSI Mapping. About 90 – 95% is completed. When it is finished, each pole will have a number and all the transformers are marked with cross numbers of the poles so when the power goes out, they can pull it up on the mapping and see exactly where it is at and what they will need. The Light Department did a lot more tree trimming in the past year which helped during the last couple of storms. Mayor Hehr stated that the Light Department put up the Christmas decorations and removed all the trees on the lot next door today. Kevin Brooks said that the new truck for the Light Department, after a 14 month wait, is in the parking lot today. Leann Harper asked if the Light Department would know when the electricity goes out with the new mapping system. Lewis Hill replied that no, they would not know but with the poles being numbered they can tell what transformer runs each pole. The Mayor and Councilman Dale English commended Lewis Hill and the Light Department on the job they do. The crew comes out when they are called, and they do a great job. Councilwoman Leann Harper asked if the department would be ok being one man down at the time and Mr. Hill said they would be, they have done it before.
Steve Eikleberry, Park Superintendent & Cemetery – Steve Eikleberry attended to give the 2022 year-end recap for the Park and Cemetery Departments. Mr. Eikleberry stated that normally in January and February he is reading meters or helping out at the Light Plant when needed. He let Council know that they hire for the pool in January because if they need to get their Certification, they have to do it in February or March. During the month of March, he is sometimes still helping with meter reading and he cleans up the walking trail. In the month of April mowing starts at the park, City Building, and Walking Trail and he also mows properties in town that aren’t being kept mowed by the owners. Mr. Eikleberry said he also turns the water back on at the Pavilion at City Park in April. There were 6 new picnic tables purchased last year for the City Park Pavilion. In May he starts getting ready to open the Pool. Last spring there was a water break in one of the restrooms that needed repaired, there was a new drain system put in so there will hopefully be no problems this year. There were new picnic tables, umbrellas, lounge chairs, and stackable chairs purchased for the pool last year also. The months of June through August are busy months mowing and taking care of the pool. He usually stops out at the pool every day before he leaves to check on things and when needed he will help out in the concession stand. The last 2 summers Mr. Eikleberry said they sprayed the sidewalks from red light to red light downtown for the Alumni weekend. He also makes the trips to Sam’s Club for the concessions at the pool. Mr. Eikleberry gave a report to each Council member showing what was brought in last year for pool and concessions. Leann Harper asked if the amounts in his report are before or after costs. Mr. Eikleberry stated it is before costs, it is the gross amount. Leann Harper asked, on average, what the daily admissions are for the pool. He said on a good day it is probably 30-40 but at the beginning of the season it is higher, probably about 60-70 but this number usually goes down as the season progresses. Mayor Hehr said that Council needs to discuss whether we will be doing family passes for the pool this year. Mr. Eikleberry said that the tennis court was painted, the walking trail was paved, there was work done on
the basketball court, and the fence got put up at City Park. Mayor Hehr asked what the blue line is for on the tennis court and Mr. Eikleberry replied that it is for Pickleball. In the fall, he winterizes things and this past fall he has also been taking care of the Cemetery since Richard McConnell, former Cemetery Sexton, resigned. Councilman Dale English asked if there has been anymore vandalism at City Park and Mr. Eikleberry replied that it has stopped for now. Mayor Hehr and Dale English commended Steve Eikleberry on the job he does for the Village, he is very much appreciated.
V. Old Business:
DORA – Nothing to report at this time but after the first of the year we hope to get going on this to have it finalized.
VI. Administrator Report:
Village Administrator Kevin Brooks stated that he needs a motion from Council to accept the resignation of Riley Tubaugh, Electric Department, as of January 20, 2023. Riley has accepted a position with AEP. Tom Kirkland made the motion. Anthony McDaniel second. Motion passed 6-0.
Kevin Brooks said the next order of business is the Electric Department received the 2022 truck today that they had ordered 14 months ago. There was a $3,000.00 reduction on the price because of the 14-month wait for delivery. We have now placed an order for a 2023 truck from Doan Ford. The price is $57,969.00 and there is a 12-week wait for delivery of the truck. The truck has been budgeted for and it is through the State Purchasing Program. Mayor Hehr asked Kevin Brooks to explain to the new Council members what is done with the old trucks. Mr. Brooks stated that he would be glad to sit down with them and explain our equipment replacement program in private whenever they would like to meet. Mr. Brooks did say that due to budgetary reasons there are some departments that are making capital purchases and some that are not, and we do inter-departmental transfers. Anthony McDaniel made a motion for the purchase of a 2023 Ford truck from Doan Ford for the Electric Department in the amount of $57,969.00. Dale English second. Motion passed 6-0.
Kevin Brooks stated that there has been an on-going issue with software for utility billing and the handheld used to read meters for the past 2 years. We currently have one handheld and as of January 2021 it is no longer maintained by Itron. We purchased one used handheld in January 2022 and have had 3 more delivered, none of which have worked. Itron is unable to program a handheld to read the utility meters so that leaves us with one handheld. Our hope was to transition to the AMI Metering or get a few more years from the handheld but neither has worked out. We are at a point now where we need to go with Anixter, the Itron equipment provider, to upgrade our software. Mr. Brooks has a contract in the amount of $58,787.00 which upgrades our software and gives us 2 new handheld units. There will be a cost of $6,600.00 annually to maintain the software. The AMI Metering is in the $450,000-$500,000 range so this is a more economical solution to our meter reading. Mr. Brooks is asking for a motion from council to enter into a contract with Anixter in the amount of $58,787.00 to provide us with software and handhelds to read meters with an annual cost of $6,600.00 to maintain the software. Matt Schaber verified that annual cost of $6,600.00. Leann Harper asked for how long that is locked in, and Mr. Brooks replied it is 1 year at a time. Leann Harper verified that the reason for entering into the contract is because we only have 1 handheld with no back-up. Kevin Brooks stated that when we tried purchasing the used ones that Anixter could not delete the information off of the handheld that was there from previous users. He also stated that the Electric Department would not pay the total cost, it would be split up between electric, water and sewer with Electric bearing most of the cost but final cost to each department will be up to the Fiscal Office and we do still have Coronavirus Relief funds that have not been spent. Leann Harper asked if the annual charge would be split 3-ways evenly and Mr. Brooks replied that most likely the annual cost would be split evenly 3 ways. Anthony McDaniel asked what the implementation time would be from the time we signed the contract and Kevin Brooks replied 30 days, his understanding was that everything is in stock. Anthony McDaniel made the motion to enter into a contract with Anixter in the amount of $57,787.00 to provide software and handhelds to read meters with an annual cost of $6,600.00 to maintain software. Matt Schaber second. Motion passed 6-0.
Kevin Brooks asked for an Executive Session at the end of the meeting regarding property acquisition with no action to be taken at this time.
VII. Fiscal Officer Report:
Fiscal Officer, Lori Cunard said she has a contract from Dan Denbow in the amount of $4,200.00 for one-year IT Support. This is a big savings as compared to what we were paying Kinetic Networking, which was around $20,000.00/yr. Anthony McDaniel asked if Mr. Denbow has to come out if there is an extra charge. Kevin Brooks stated that is included in his contract and he is generally here about 7:30 – 8:00 a.m. if we need something. Lori Cunard said that his contract also includes keeping the Village website up to date. Tom Kirkland made a motion to enter into a contract with Dan Denbow in the amount of $4,200.00 for 1 year IT Support. Tiffany Ramsay second. Motion passed 6-0. Lori Cunard said Fiscal Office is working on year-end and 2023 permanent budget if anyone has questions let her know. Chris Kerby will be in on January 26th to help with year-end.
VIII. Committee Chair/Council Reports:
Dale English – Nothing to report.
Tom Kirkland – Tom Kirkland reminded Council about the Finance Committee on Monday, January 23, 2023 @ 9:30 a.m.
Anthony McDaniel – Anthony McDaniel was looking over the committee’s list and asked the Mayor when the Property Maintenance Committee would like to meet. The Mayor said she would like to have a meeting soon. Anthony McDaniel asked if they could meet at 4:30 p.m. on February 6th before the Council meeting. Matt Schaber said he would be out of town, but Anthony McDaniel said he would send him an update of the meeting.
Leann Harper – Nothing to report.
Tiffany Ramsay – Tiffany Ramsay reported that they had their first Downtown Revitalization meeting today before the Council meeting. She said they mainly were giving ideas of what they could do with the square and the bump-outs. Kevin Brooks said that trash cans are really needed in the downtown area. They have had requests for trash cans, and it would really help with the littering in the downtown area and he feels if it could be done before Alumni weekend that would be great. Tom Kirkland spoke up and asked if we could get Solicitor Ryan Regel to get DORA finalized for Alumni weekend. Kevin Brooks replied there are public hearings that have to be held and he has not spoken to Solicitor Ryan Regel. Mayor Hehr said she would speak to him about it. Kevin Brooks said he has not seen a final contract from Ryan Regel and asked if a contract was signed. Mayor Hehr confirmed that there was a contract completed and signed. Kevin Brooks asked for his contract to please be emailed to Council.
Matt Schaber –Nothing to report.
Dale English asked if the help wanted ads were run last week or if they are coming out this week in the paper. Kreg Robison, MC Beacon, said he believes they were run last week and will be in again this week, but he would have to verify it.
IX: Solicitor’s Report:
X: Mayor’s Report:
Mayor Hehr reported that she attended Mayor’s Court on January 12th in Columbus for her initial 6-hour training. She talked with Chief Corey Jones today and they will resume Mayor’s Court the middle of February. Mayor Hehr would like to go to Barnesville and sit in on one of their Mayor’s Court just to get an idea of how other Village’s do things. She talked to Chief Jones about times for Court. They will
be doing twice a month but she would like to do court during working hours, in the afternoon. Kevin Brooks is adamantly against doing Mayor’s Court during evening hours because if P. D. has a call, they would not be able to be here with Mayor Hehr and Lori Cunard and that is a significant safety issue.
Mayor Hehr also reported on the walking trail and how Equitrans Oil and Gas has the trail dug up in two places. She attended a Superintendents meeting and was told they were going to fix it. She called Equitrans and they were very nice, and they told her not to worry, they are going to chip and seal it for now and in the spring when it gets warmer they will be asphalting it. Mayor Hehr also asked about the brush that they had piled up behind the Care Center. The person Mayor Hehr spoke to was not aware of the brush but she will make sure it gets cleaned up. Leann Harper asked if it had been chipped and sealed yet. Mayor Hehr said she has not been up, so she is not sure.
Mayor Hehr asked for a motion for the payment of bills. Anthony McDaniel made the motion. Tom Kirkland second. Motion passed 6-0.
Mayor Hehr asked for a motion to approve the Mayor’s Court Report, mid-January 2023. Matt Schaber made the motion. Dale English second. Motion passed 6-0.
XI. Un-Registered Visitors:
Mayor Heher asked for a motion to go into Executive Session regarding Property Acquisition with no action to be taken and pending litigation. Anthony McDaniel made the motion. Matt Schaber second. Motion passed 6-0. Executive Session entered at 6:15 p.m.
Mayor Hehr asked for a motion to go back into Regular Session. Matt Schaber made the motion. Tiffany Ramsay second. Motion passed 6-0. Regular Session entered at 7:16 p.m.
The Mayor asked for a motion to adjourn the meeting. Leann Harper made the motion to adjourn. Matt Schaber second. Motion passed 6-0. The meeting was adjourned at 7:20 p.m.
Carol Hehr, Mayor Lori Cunard, Fiscal Officer