Meeting Minutes (9-20-21)

The Council of the Village of Woodsfield

September 20, 2021

The Council of the Village of Woodsfield met in Regular Session on September 20 2021.

I. Roll Call:

Present: Council Members; Tom Kirkland, Anthony McDaniel, Jamie Hill, Carol Hehr, D. Ray Hughes; Village Administrator Kevin Brooks, Fiscal Officer Lori Cunard.

Absent: Mayor Mike Ricer and Council Member Dale English.

Due to the absence of Mayor Mike Ricer and President of Council Dale English, Council-Person Carol Hehr presided over the meeting.

II. Pending Meeting Minutes Approval:

Councilman Jamie Hill made a motion to accept the September 7, 2021 meeting minutes. Ray Hughes second. Motion passed 4-0.

III. Registered Visitors/Guest:

None

IV. Old Business:

None

V. Administrator Report:

Village Administrator Kevin Brooks stated that the Village had budgeted for the purchase of a truck for the Electric Department. We are doing state purchasing through Doan Ford. It has a manufacturer price of $51,301.00, is fully loaded. Using the state purchasing, the price is brought down to $42,775.00. Mr. Brooks requests Council to allow the purchase of the truck. It was budgeted for and with the clearing of the substation insurance claim for the 2019 fire we are due a check from PERSO in the amount of a little more than $33,000.00 which will essentially pay for the truck, even though it has been budgeted for. Council-Person Carol Hehr asked for a motion for the purchase of a truck for the Electric Department from Doan Ford in the amount of $42,775.00. CouncilmanTom Kirkland made the motion. Ray Hughes second. Motion passed 4-0.

Mr. Brooks reported that Attorney Kristy Rothenbuhler has sent an agreement that is included in Council packets for Council review. Negotiations have been taking place with the Village and Attorney Kristy Rothenbuhler for her to become the Village’s new Legal Counsel. This agreement will run from today’s date, September 20, 2021 through December 31, 2021 pending Council approval. It is on an interim basis until the end of the year to see how it works out. If it works out we will extend the agreement beyond December 31. If it doesn’t work out then sometime in December we will be seeking out permanent legal counsel. Kristy Rothenbuhler will only attend Council meetings on an as needed basis to keep legal costs down. Councilman Ray Hughes asked about the writing of Resolutions. Mr. Brooks replied that we will be doing as much as we can in-house to avoid legal fees, however, if there is any doubt as to something that should have legal review we will be contacting her and it is very convenient that her office is just across the street. Mr. Brooks also stated the he has tentatively scheduled a phone conference with Kristy Rothenbuhler this week, which Council members are invited to attend, just to get her up to speed with some issues that the Village has been dealing with such as the upcoming hearing on the court case and the D.O.R.A. District. Council-Person Carol Hehr asked for a motion to go into an agreement with Kristy Rothenbuhler per her contract. Anthony McDaniel made the motion. Tom Kirkland second. Motion passed 4-0. Due to Mayor Mike Ricer being out sick for the week, Administrator Kevin Brooks asked Council for permission to sign off on the contract, Council agreed.

Kevin Brooks asked for Executive Session later in the meetingin regards to personnel with action being taken.

Mr. Brooks stated that there has been a lot of discussion about the appearance and dress code of the staff including identification. He has talked to a few Council members and have identified some issues that need addressed. He wanted to make sure all Council members are in agreement because we really need to enforce the policy procedures manual to address issues such as hairline, appearance, and ID badges. Kevin Brooks said that about 6 months ago Chief Corey Jones ordered name badges for all employees and it was made mandatory to wear the badges when dealing with the public whether it be

reading meters or tree trimming. However, the badges are being left in trucks rather than being worn. Moving forward, written reprimands will be given if employees are not wearing their badges when

dealing with the public. Also, Kevin Brooks said that he would like to check into possible standard shirts for the employees with the Village name on them. Mr. Brooks also said that in January employees will

be given $200.00 clothing allowance, except for the Police Department. The Police Department will be given a clothing allowance next year but will be given half at the first of the year and the other half towards the end of the year. Mr. Brooks let Council know that an updated dress code and appearance policy will be given out for Council review at next Council meeting.

VI. Fiscal Officer Report:

Lori Cunard let Council know that she has the bank reconciliation for August, 2021 that she will pass around for Council signatures.

Village Administrator Kevin Brooks spoke up and said that Lori Cunard has been giving him fund balance reports on a weekly basis and he is very pleased with where the Village is at right now.

Lori Cunard will be attending Mayor’s Clerk training on Wednesday – Friday of this week so will be out of the office.

Councilman Ray Hughes asked if Chris Kerby has the Fiscal Office caught up to date as of now. Lori Cunard stated that for the most part the office is caught up but Chris Kerby will be helping with 2022 budget. Kevin Brooks said that Mr. Kerby has some very good ideas for the budget so he would like to keep him on through the end of the year and afterwards on an as needed basis.

VII. Committee Chair/Council Reports:

Dale English – Absent

Tom Kirkland – Nothing to report

Anthony McDaniel – Nothing to report

Jamie Hill – Councilman Jamie Hill let Council know the viewing and funeral arrangements for Councilman’s Dale English wife.

Carol Hehr – Counci-Person Hehr said that Jason Hamman had called her but she was unable to take his call at the time. He was thinking of calling in on the meeting tonight. Village Administrator Kevin Brooks spoke up and said that he had talked to Mr. Hamman, he was in town and wanted to attend tonight’s meeting to give an update of his activity for the last 6 months but due to absence of 2 members he thought best to wait until everyone is in attendance. Mr. Hamman will be sending a report to Kevin Brooks for review and Mr. Brooks will forward to Council members.

Ray Hughes – Nothing to report

VIII. Solicitor’s Report:

None

IX. Mayor’s Report:

Council-Person Carol Hehr asked for a motion to approve the payment of bills. Ray Hughes made the motion. Anthony McDaniel second. Motion passed 4-0.

Council-Person Carol Hehr asked for a motion to approve Mayor’s Court Report. Jamie Hill made the motion. Ray Hughes second. Motion passed 4-0.

Administrator Brooks then asked for Executive Session regarding Personnel with action to be taken. Jamie Hill made the motion. Anthony McDaniel second. Motion passed 4-0. Executive Session entered at 5:52 p.m.

Council-Person Carol Hehr asked for motion to return to Regular Session. Jamie Hill made the motion. Ray Hughes second. Motion passed 4-0. Returned to Regular Session at 7:25 p.m.

X. Un-Registered Visitors:

None

XI. Adjourn:

Councilman Anthony McDaniel made the motion to Adjourn from Session. Ray Hughes second the motion. Motion passed 4-0. Meeting adjourned at 7:30 p.m.

ATTEST:

____________________________ ____________________________

Carol Hehr, Council-Person Lori Cunard, Fiscal Officer