Meeting Minutes (3-22-21)

The Council of the Village of Woodsfield

MARCH 22, 2021

Due to illness/health issues of 2 Council members for the March 15, 2021 Council meeting, the Council of the Village of Woodsfield met on March 22, 2021 to conduct additional business from March 15, 2021 agenda.

I. Roll Call:

Present: Council Members Dale English, Tom Kirkland, Jamie Hill, Carol Hehr (late), Ray Hughes, Fiscal Officer, Dustin Kirkland, Mayor Mike Ricer, Solicitor Bill Frank, and Administrator Kevin Brooks. Anthony McDaniel, absent.

II. Pending Meeting Minutes Approval:

Jamie Hill made the motion to accept the March 15, 2021 meeting minutes. Ray Hughes second. Carol Hehr (late) and Anthony McDaniel absent. Motion passed 4-0.

III. Registered Visitors/Guests:

None

IV. Old Business:

None

V. Village Administrator Report:

Kevin Brooks asked Council about renting out picnic pavilion at City Park since there are now restrooms, and grills. He asked Council’s opinion on renting as a first come first serve basis on the weekends to help re-coup the cost of the Village investment at the park and have some revenue coming in for repairs at the park. Kevin Brooks suggested $75.00 for the day and $100.00 for the weekend and posting a “Reserved” sign with the party’s name at the pavilion. He has already been asked for a date in July, 2021. Council feels that $75.00 and $100.00 is too much. Council agreed that $50.00 per day is sufficient with a rental agreement. Brooks also wanted to talk about the pool for this season. Concessions will be open at the pool this year however, it will probably just be packaged items. Is Council wanting to charge an admission fee?? Carol Hehr suggested that the Parks Committee meet and discuss options. Brooks is asking Council to think about this and by the second meeting in April decisions will need to be made. Kevin Brooks stated that Valley Quality Contractors was in to check the microphones in Council chambers. All microphones are now working. He said he also received an estimate for a whole new system which came in at $13,600.00. This is about half the cost which was priced previously. They also gave a price of $1,362.08 to replace all 11 microphones and bring the recording system up to date which Kevin feels is the most reasonable. Council agreed this would be a good idea. Brooks said he would sit down with Dustin and decide where the funds should come from for this project. Kevin Brooks then brought up a meter reading issue. The Itron handheld is out of support as of December 31, 2021. Itron was contacted and for $47,000 they will replace the handheld and give support for 3 years and after the 3 years we would have to decide another course of action. Munibilling was contacted and they only provide the software for utility billing. AMP offers AMI Metering Solution but it is very costly, roughly three-quarter million dollars but it is a 20 year fix and no meters would be read again. The meter readings would be uploaded to Claudia’s computer and she would also have the ability to do shut-offs from her computer. We can just have the logic replaced in current meters to make them compatible with AMI or we can totally replace the meters. If we totally replace meters they are guaranteed for 20 years. Up to 10 years they would be replaced for free and years 11 – 20 they would be pro-rated. Also water leaks would be able to be pinpointed as to where

The Council of the Village of Woodsfield

MARCH 22, 2021

they are. Brooks talked to AMP about putting together a information and be prepared to make a proposal. Council agreed to have AMP come out and do a presentation of the AMI Metering Solution on April 12^th at 5:00 p.m. for a soft cost projection. Brooks feels that with the relief funds the Village will be getting that this project would be possible because there is a provision that the funds can be used to upgrade water and sewer systems. The Village could use a portion of those funds to support this project and in the long run it would pay for itself. Ray Hughes asked who would install the meters, if our guys would be doing it. Brooks replied that he had talked to Paul and from start to finish they would like the project to be done in 30 days and he doesn’t know if that would be possible if it’s all done in-house. Our guys will be helping but most of the project will be out-sourced. The sooner the project is done the sooner we start seeing the benefits of it. Once it’s up and running we will have a 99.8% accuracy rate which we are not even close to now. Brooks stated that Corey Jones had planned to be here for Councils approval of a part-time new hire but that fell through so he will be here in April to present another candidate to Council.

VI. Fiscal Officer Report:

Dustin Kirkland brought up the fund Resolution for the creation of the Municipal Capital Project Fund – 4909 which is to be used for Gulfport royalty monies. Council had previously discussed having a fund such as this to save for the new Municipal building. Bill Frank spoke up to say that the Resolution was wrote up to be somewhat flexible so that the funds are safe but yet will be accessible in case of emergency if needed. Jamie Hill made the motion to pass Resolution 2021-02: Resolution to Authorize, establish, and maintain Account 4909 to be for deposits and disbursements of funds qualified for Municipal Capital Projects of the Village of Woodsfield. Tom Kirkland second. Anthony McDaniel absent. Resolution passed and adopted 5-0. Dustin let Council know that the Audit has started as of 2 weeks ago. Dustin stated that the Village will be receiving roughly $430,000.00 in CARES Relief funds and he will receive more information and guidance for how these funds can be spent. Kevin Brooks asked where we are at as far as direct deposit for employees for the Village. Dustin said he talked to a UAN technician and he recommended waiting until the new computer is installed. The new computer should be here March 29^th. Once the new computer is installed a technician from UAN can be scheduled to come in and set it up but first emails will be needed and a test run with the bank will need done. Kevin Brooks also asked about the large dollar amount the Village has in one account that is over the FDIC threshold. Dustin stated that it can be moved out and invested elsewhere or the money can also be spent on current long-term debt the Village has. Brooks suggested paying down the AMP credit line because it is such a large debt for the Village. Dustin and Kevin will be looking at options to see what would be the best benefit for the Village, whether it be investing the funds elsewhere or paying down debt.

VII. Committee Chair/Council Reports:

Dale English – Nothing to report

Tom Kirkland – Nothing to report

Jamie Hill – Nothing to report

Carol Hehr – Nothing to report

Ray Hughes – Nothing to report

VIII. Solicitor Report:

The Council of the Village of Woodsfield

MARCH 22, 2021

Bill Frank stated that he has 3 pieces of Legislation in his report. The first item, the passing of Resolution 2021-02, has been addressed. The second item of Legislation is the preparation of an Ordinance for the recommendation for the revision of Building Permit Fees. This is Ordinance 1294-2021 available for Councils consideration. The third item of Legislation is Ordinance 1291-2021, Zoning and Planning Regulations amendment as was referred from the committee as a whole. The amendment was read and passed on first reading on February 15, 2021. It is now available for second reading. Kevin Brooks spoke up to let Council know that he can send them each Planning and Zoning Code applicable maps with the zoning districts. The Mayor asked for a motion to pass, by its second reading, Ordinance 1291-2021: To Amend Woodsfield Municipal Code to update Planning and Zoning Regulations. Tom Kirkland made the motion and Carol Hehr second. Anthony McDaniel absent. Motion passed 5-0. Ordinance 1291-2021 passed by second reading. The Mayor then asked for a motion to pass, by its first reading, Ordinance 1294-2021: To Amend Woodsfield Municipal Code to streamline the structure and update the fee for Building Permits. Jamie Hill made the motion and Ray Hughes second. Anthony McDaniel absent. Motion passed 5-0. Ordinance 1294-2021 passed by its first reading.

IX. Mayor Report:

The Mayor reported that he has started property maintenance procedures for property clean-up. He will be asking for property’s to be cleaned up over the next 5 weeks or there will be fines assessed. He also let Council know that on May 10^th, 2021 dumpsters will be brought in for property clean-up.

The Mayor reported that collections for the month of March for Mayors Court so far is $1,145.00. The Mayor asked for a motion to approve the Mayors Court Report. Jamie Hill made the motion and Dale English second. Anthony McDaniel absent. Motion passed 5-0.

Carol Hehr made a motion to approve the Income Tax Report, March 2021. Tom Kirkland second. Anthony McDaniel absent. Motion passed 5-0. Kevin Brooks asked Dusting Kirkland to check with Brenda regarding RITA coming in to prepare tax returns as they did last year.

Dale English made a motion to approve the payment of bills. Ray Hughes second. Anthony McDaniel, absent. Motion passed 5-0.

Carol Hehr wanted to mention that it would be a good idea to get the word out to people regarding sidewalk and demo program the Village offers. Kevin Brooks said he would include it on his report for next meeting along with some applications.

X. Adjourn:

Council member Dale English made the motion to Adjourn from Session. Ray Hughes second. Anthony McDaniel, absent. Motion passed 5-0. Meeting adjourned at 6:41 p.m.

ATTEST:

_________________________________ ________________________________

Michael Ricer, Mayor Dustin Kirkland, Clerk of Council