Mayor Evangelista called the Public Hearings to order at 7:00 pm. Council Members Mr. Britton, Mr. Buck, Mr. Burgard, Mr. Loparo, Mr. Smith and Mr. Toward were present.
The purpose of the first Public Hearing is the Tax Budget for the fiscal year January 1, 2004 to December 31, 2004. Clerk-Treasurer Reed explained that each member of Council has copies of the proposed Tax Budget. Each year, this information is prepared for the Lake County Auditors Department in reference to the inside millage that Madison Village does now receive (2 mills). The proposed 2004 budget represents $64,000 for the General Fund, $17,000 for the Police Pension Fund, and $28,000 for the General Revenue Bond. These numbers represent what Administrator Sample put together and compare historically to the actual numbers. The increase for the General Fund represents an estimate of revenues of $58,000 and the budget amount is $60,000. In comparison of the Bond Retirement Fund, the 2003 current year estimate is at $25,225 and the budget is $28,000. The Police Pension represents a budget current estimate of $14,823 for the year 2003, and the budget is $17,000. Lake County Auditors will receive this information and compute the numbers again. Clerk-Treasurer Reed provided Council a copy of the Madison Village Millage schedule that shows the valuation associated with how they determine the estimates. With no questions concerning Ordinance #35-2003, Mr. Britton motioned for adjournment of this Public Hearing. Mr. Burgard seconded. All present were in favor.
Mayor Evangelista called the second Public Hearing to order at 7:05 pm. The purpose of this Public Hearing is the Historical Preservation District. Mayor Evangelista has heard comments that this District should be a little larger to include the historical buildings on the south side of the park, but those include the churches and the area over to Behm’s Funeral Home. With no questions regarding the Historical Preservation District, Mr. Smith motioned for adjournment of this Public Hearing. Mr. Toward seconded. All present were in favor.
Mayor Evangelista called the meeting to order at 7:07 pm and invited all in attendance to join in the Pledge of Allegiance.
Council Members Mr. Britton, Mr. Buck, Mr. Burgard, Mr. Loparo, Mr. Smith and Mr. Toward were present. Also in attendance were Administrator Sample, Clerk-Treasurer Reed, Solicitor Murray, and Chief Matty.
Mr. Burgard motioned to approve the minutes of the June 9, 2003 meeting. Mr. Smith seconded. All present were in favor.
Mr. Britton motioned to approve the minutes of the July 1, 2003 special meeting. Mr. Smith seconded. All present were in favor except Mr. Loparo who abstained.
Clerk-Treasurer Reed presented Pay Ordinance #2048 totaling $119,715.84. Mr. Smith motioned to approve Pay Ordinance #2048. Mr. Burgard seconded. All present were in favor.
Mr. Wayne Clough of 194 Manchester Court presented a copy of a letter from his neighbors, Razieh Mohseni and Karim Razmjouei of 198 Manchester Court. They are out of town and asked Mr. Clough to present this in their absence. The following letter was read aloud. This is addressed to Mayor Evangelista and the Village Council Members, dated July 10, 2003. He would like the following statement entered into the record at the Village Council meeting on July 14, 2003.
‘For two years I have complained to Rustic Homes and C. & G. Development of the standing water problem in my yard, particularly along the west side of my property. I was always given the excuse that the problem with the water standing in my yard was the result of my neighbors yard just to the west of my property. They went on to say that the neighbors’ house was built too high. When I persisted in complaining that the water flowing into our backyards from the property behind ours owned by C. & G. Development, they placed a small drain on the rear of our property. Due to the location and depth of the drain, this did little to help. The water continued to flow in and sit in our yard. In the winter the water would flow over the sidewalk and driveway and freeze. This has eroded and cracked both our sidewalk and driveway. In the summer the standing water is a health hazard because of the potential for mosquitoes.
Numerous calls to remedy the situation were never returned. After last council meeting we were promised that another drainpipe would be placed somewhere on the west side of our property to alleviate the standing water. After making this promise as with many others, it was never carried out. The builder just filled in the low areas with more dirt and planted grass seed. When I mentioned to him that I had already tried that with the help of neighbors last year, I was told he would like to put a pipe in but the city would not let him. I found out the next day that this was another one of his lies.
At this point, the right way to fix the problem in our back yards would be to remove all the trees and properly re-grade the entire back yards. We are not asking for that, just the installation of a yard drain where the water accumulates.
We are convinced that if Village Council approves the final phase II of Huntington Woods subdivision, that we will never get our problem corrected. Therefore, we are requesting that Council to continue to table approval for this project until a drain is installed in our yard.
If council approves the final plat of phase II, we will be left with no other recourse but to file a lawsuit and go to court. We would like to resolve this matter without having to resort to this.
Best regards, signed Razieh Mohseni and Karim Razmjouei.’
Mr. Clough was given this letter on Thursday about 2:00 pm. He stated that there was a short burst of rain prior to their meeting that day, and Mr. Mohseni stated that the drain didn’t work, there was still puddling. The water does not flow to the drain in the rear as was anticipated. There was also another rain on Friday and the water still sat there. In fact, the fill-dirt that was put in turns it into a mush pit. He went to check it after the grass started growing and found that half of the fill dirt was put into his yard and has altered his grading to his detriment. He is now getting standing water where he didn’t have water before. Mr. Clough has contacted an attorney, David Archinal, and depending what happens with this meeting today, he plans to go forward with a lawsuit to return his grading back to the original condition.
Mr. Clough has a few other issues he wanted to mention. Mr. Clough stated that the developer committed to council and his neighbor that he would put a drain in; it is still not completed satisfactorily. They were going to create swales behind the property, while there is some behind his adjoining neighbors property, there is none behind his property nor is there any final grading. The cul-de-sacs have not been landscaped, although there was dirt dropped off today. The undeveloped properties have not been completely mowed. The areas that were addressed by the developer were the sidewalks backfill and seeding and cleanup around the front of the development. He feels that the issues that council gave the developer have not been met.
Mr. Chris Brown and Mr. Gary Roberts were here to address some of the issues. Mr. Brown stated that they have started most of them and some of them have been completed. The sidewalk backfilling has been completed. In reference to Mr. Cloughs side yard, the grades have been shot with a transit and there is fall. The water should go downhill. He told both neighbors that if that doesn’t work, he has a yard drain that could be put in. The yard drain is there on the side of a garage. The reason this drain was not put in is because water does not go uphill. He put soil in the low area to possibly put a drain in there if it is needed. Swales are meant to be wet after a rain, which is the purpose of the swale. The cul-de-sacs are well underway to being completed. Mr. Brown was told it was okay to put dirt in the low area of Mr. Clough’s yard. He was trying to help the situation, not hurt it.
Mr. Todd Osben of 189 Manchester Court had a comment directed at Council to help the people planning to move to Madison make more of an informed decision. He is happy living in Huntington Woods, although it will take a while to work some things out. He moved there with the idea of not living on a ‘through’ street. The more he talks to people, he is finding out it is a ‘done deal, don’t waste your time.’ He has two children and if he had known it was a done deal, he would have never bought his home. He is asking that when Phase II homes are sold, that the map shows a dash line going out to Sidley, if indeed it is a ‘done deal’.
Mr. Jack Steinbrick of 610 W. Main Street inquired about the proposed sewer line running behind his property going east along the railroad tracks. Administrator Sample answered that the plan has been in the works for about a year. They are hoping to confirm a plan with the railroad in the near future. Mr. Steinbrick has concerns about the easement area and the preservation of the sound barrier. He has a natural sound barrier of many trees behind his property. He hopes they would take that into consideration. He also has a concern about the number of feet it will be away from his property line. He also noted that there is a natural water flow back there. If that property gets graded, the water may flow back onto his property. Administrator Sample responded that he believes that what is there will certainly be put back or made better. Village engineers will be present at this and they will try to keep the communication open. Mr. Steinbrick respectfully appreciates that.
Mr. Chuck Paine of 104 W. Main Street has a proposal to put a new cloth awning up in the front of his resteraunt and take the old one down. He wanted to know if he needs a permit to do that. Administrator Sample responded that he wouldn’t need a permit.
Mr. Chuck Dome of 190 Manchester Court wanted to thank Council and the Mayor for coming to his house to check out the yard drain. He also thanked C. & G. Development and Rustic Homes for the effort put into the development. If Council is comfortable with the fact that they are trying to take care of things, then maybe they should go ahead and approve phase II. It is in Councils hands, if they need to keep ‘beating drums’ to get anything done, maybe they should hold off on the approval.
Mr. Herb Schiemann of 206 Manchester Court stated that he disagreed with Mr. Dome. They need to finish what they started. The cul-de-sacs and seeding are not finished. Mr. Schiemann knows a lot about grading and feels that is not a very good job. They should hire a professional excavator.
Mr. Chris Brown of C & G Development stated that Ned Foley was there when he was raking and grading. He has been doing this for 28 years and he is not an amateur in grading. Mr. Razmjouei was told several times that if they don’t like how it is working, the drains can be put in, but Mr. Foley suggested they wait to see if this works before tearing up the whole yard.
Chief Matty introduced Thomas Craven of TAC Computer pertaining to a Leeds Computer Package for Police cruisers. Mr. Craven gave a brief description of the computer program of providing services to law enforcement. This would modernize the police record keeping system, promote officer safety and efficiency and minimize paperwork. Mr. Craven gave a brief demonstration of the system.
ORDINANCE #22-2003 (tabled) was read by Administrator Sample. AN ORDINANCE APPROVING THE FINAL PLAT AND THE FINAL SUBDIVISION IMPROVEMENT PLANS OF PHASE II OF HUNTINGTON WOODS SUBDIVISION. This ordinance remains tabled.
ORDINANCE #25-2003 (tabled) was read by Administrator Sample for the third time. AN ORDINANCE INCREASING THE COMPENSATION OF THE MAYOR ELECTED OR APPOINTED TO A TERM OF OFFICE COMMENCING IN OR AFTER JANUARY 2004 AND DECLARING AN EMERGENCY. Mr. Britton motioned to remove Ordinance #25-2003 from the table. Mr. Toward seconded. All present were in favor. Mayor Evangelista confirmed that all Council Members had a copy of Ordinance #25-2003 and stated it would increase the compensation from $400 monthly to $750 monthly. Mr. Britton motioned for passage of Ordinance #25-2003. Mr. Buck seconded. All present were in favor.
ORDINANCE #26-2003 (tabled) was read by Administrator Sample for the third time. AN ORDINANCE INCREASING THE COMPENSATION FOR MEMBERS OF COUNCIL ELECTED OR APPOINTED TO A TERM OF OFFICE COMMENCING IN OR AFTER JANUARY, 2004 AND DECLARING AN EMERGENCY. Mr. Buck motioned to remove Ordinance #26-2003 from the table. Mr. Burgard seconded. All present were in favor. Mr. Buck motioned for passage of Ordinance #26-2003. Mr. Burgard seconded. All present were in favor except Mr. Smith who abstained. Mr. Britton wanted clarification that this pertains to the two new council members that take office in January.
ORDINANCE #27-2003 (tabled) was read by Administrator Sample for the third time. AN ORDINANCE INCREASING THE COMPENSATION OF THE CLERK-TREASURER ELECTED OR APPOINTED TO A TERM OF OFFICE COMMENCING IN OR AFTER JANUARY, 2004 AND DECLARING AN EMERGENCY. Mr. Smith motioned to remove Ordinance #27-2003 from the table. Mr. Toward seconded. All present were in favor. Mayor Evangelista questioned the amount of the increase. His copy of Ordinance #27-2003 has a blank line where the amount should be. At present the compensation is $13,250. Clerk-Treasurer Reed stated that on May 18, 2003 he passed out a memorandum providing details associated with the Clerk-Treasurers pay and base compensation. The last time the Clerk-Treasurer’s position received an increase in pay was in 1996. Calculating forward were some examples associated with a 2% per annum increase based on the cost of living. In 1999, Ordinance #31-1999 did not pass. At that point Council was preparing to provide the compensation of $16,000 per year for the Clerk-Treasurer. Due to circumstances that evening, the Clerk-Treasurer was absent from the meeting, therefore the compensation increase did not pass. If you look at the base pay from 1996, and move forward to 2004, a 2% per annum increase provides a net increase up to $15,955. If you look at the proposed 1999 ordinance value, effective in January 2000, at $16,000 and move forward with a 2% per annum increase, the base pay in January 2004 would be $17,665. The responsibilities continue to be primarily the same with a few modifications. The time involved certainly is time consuming. If Council decides to modify the pay for the Clerk-Treasurer position effective January 2004, the next meeting would be the last official opportunity, because it needs to be approved so many days before the petitions for the elected officials are to be turned in.
Mr. Smith rescinded his motion to remove from the table Ordinance #27-2003. Mr. Toward also rescinded his motion. Mr. Britton motioned to amend Ordinance #27-2003 to include the compensation of $18,000 effective January 2004. Mr. Buck seconded. All present were in favor except Mr. Loparo and Mr. Toward that voted no. Motion fails to pass as an amendment. Solicitor Murray noted that it cannot pass as it is, so it needs to be tabled or it fails. Mr. Toward motioned to re-table Ordinance #27-2003. Mr. Loparo seconded. All present voted no, except Mr. Loparo and Mr. Toward who voted yes. Motion fails for lack of specificity.
ORDINANCE #30-2003(tabled) was read by Administrator Sample for the second time. AN ORDINANCE AMENDING THE GENERAL TRAFFIC CODE TO REGULATE THE STORAGE OF UNLICENSED MOTOR VEHICLES AND TO ADD NEW SECTION 351.14. Mr. Toward motioned to remove from the table Ordinance #30-2003. Mr. Britton seconded. All present were in favor.
ORDINANCE #31-2003 (tabled) was read by Administrator Sample for the second time. AN ORDINANCE DETERMINING TO PROCEED WITH THE IMPROVEMENT OF STREETS IN THE VILLAGE OF MADISON, OHIO, BU SUPPLYING THE SAME WITH ELECTRIC STREET LIGHTING, AND DECLARING AN EMERGENCY. Mr. Smith motioned to remove from the table Ordinance #31-2003. Mr. Britton seconded. All present were in favor. Mr. Burgard motioned for suspension of the three reading rule. Mr. Loparo seconded. All present were in favor. Mr. Toward motioned for passage of Ordinance #31-2003. Mr. Buck seconded. All present were in favor.
ORDINANCE #32-2003 (tabled) was read by Administrator Sample. AN ORDINANCE LEVYING ASSESSMENTS FOR THE IMPROVEMENT OF STREET LIGHTS IN THE VILLAGE OF MADISON, OHIO BY SUPPLYING SAME WITH ELECTRIC STREET LIGHTING, AND DECLARING AN EMERGENCY. Mr. Toward motioned to remove from the table Ordinance #32-2003. Mr. Burgard seconded. All present were in favor. Mr. Smith motioned for suspension of the three reading rule. Mr. Britton seconded. All present were in favor. Mr. Smith motioned for passage of Ordinance #32-2003. Mr. Britton seconded. All present were in favor.
Administrator Sample feels the need to revisit the issue of Ordinance #22-2003. Certainly there are private issues of the property owners concerning them consulting attorneys about issues on their own personal properties. Administrator Samples’ concern is that by holding Huntington Woods’ next phase, the Village stands a chance of a potential lawsuit. He feels there could be a common ground where the Village could hold a check of possibly $5000 to make sure the cul-de-sacs get landscaped. The swale that has been incorporated along with the movement of the catch basins has been created and modified specifically to catch the water flowing from south to north. There is no doubt that there are grading issues on two of those lots.
Mr. Britton feels that although there are drainage problems, the builders should be concerned with the appearance of the entrance of the development. They should be trying to please the Village and the homeowners.
Administrator Sample clarified that he is not necessarily sticking up for the builders, but he is concerned and wants Council aware that there is a potential of an attorney hired.
Administrator Sample responded that such a lawsuit would not happen. These issues are private issues between the builder and the homeowner. Council, the Engineer and the Administrator are looking at the streets, water and sewer lines, drains, and catch basins meeting subdivision regulations.
Mr. Rich Jenko of 178 E. Main Street asked Administrator Sample to remember that this goes back to the Planning Commission for the beginning development dealing with them trying to fix it up. Administrator Sample asked for clarification. Mr. Jenko responded it was section ‘A’ that was going to be deeded back to his property. Administrator Sample responded that was a private issue. There was brief discussion concerning the purchase and dividing up of the Klingbell and Ackley property.
ORDINANCE #34-2003 was read by Administrator Sample for the first time. AN ORDINANCE REQUIRING THAT A SITE DEVELOPMENT PLAN AND AN “AS-BUILT” PLAN BE SUBMITTED AND APPROVED FOR CERTAIN CONSTRUCTION AND DEVELOPMENT, PROVIDING PENALTIES FOR VIOLATIONS AND REPEALING ORDINANCE # 51-1973.
ORDINANCE #35-2003 was read by Administrator Sample for the first time. AN ORDINANCE ADOPTING THE 2004 TAX BUDGET AND DECLARING AN EMERGENCY. Mr. Toward motioned to suspend the three reading rule. Mr. Smith seconded. All present were in favor. Mr. Smith motioned for passage of Ordinance #35-2003. Mr. Buck seconded. All present were in favor.
ORDINANCE #36-2003 was read by Administrator Sample for the first time. AN ORDINANCE ESTABLISHING THE HISTORIC PRESERVATION DISTRICT AND LISTED PROPERTIES FOR THE VILLAGE OF MADISON, OHIO, AND PROVIDING FOR THE ADMINISTRATION ENFORCEMENT AND AMENDMENT THEREOF, ALL FOR THE PURPOSE OF PROMOTING THE PUBLIC WEALTH, SAFETY, MORAL, COMFORT AND GENERAL WELFARE OF THE RESIDENTS OF THE VILLAGE.
ORDINANCE #37-2003 was read by Administrator Sample for the first time. AN ORDINANCE AUTHORIZING AND DIRECTING THE SUBMISSION TO THE ELECTORS OF THE VILLAGE OF MADISON, OHIO A REFERENDUM RELATING TO THE CONTINUED TAXATION OF A SHAREHOLDER’S DISTRIBUTIVE SHARE OF NET PROFITS FROM AN ‘S’ CORPORATION AND DECLARING AN EMERGENCY. Mr. Smith motioned for suspension of the three reading rule. With no second to the motion, it remains as a first reading.
Mr. Toward reported that several people have told him how nice the park looks.
Mr. Smith reported that several people have called and asked where the garbage man is, but he responded they are probably working on getting the route straightened out.
Mr. Buck also had a concern of the garbage pick up. He also announced there might be a flower shop coming to Main Street.
Engineer Eric stated that while much has been said about Huntington Woods, he cannot comment on the grass cutting, landscaping and mulching, because they are not his areas of expertise. What started out as an area wide drainage problem at the southern end of Huntington Woods Phase I has been localized to a simple swale between two sub lots. A ditch has been cut and additional catch basins have been added to Phase II to intercept all of the water that caused the initial problem.
Chief Matty announced that on July 11, 2003 he received a letter of resignation from Officer Randy James Smoot. With regret, Mr. Britton motioned to accept his letter of resignation. Mr. Toward seconded. All present were regretfully in favor.
Chief Matty stated that he has been seeking part-time officers. Rebecca Brozak completed the basic police academy last year. He recommends that Council appoint her as a part time officer, probationary for 6 months. Mr. Britton motioned to approve Ordinance #38-2003 for the appointment of Rebecca Brozak as a part-time police officer for the Village of Madison. Mr. Smith seconded. All present were in favor. Solicitor Murray proceeded with the swearing in of Rebecca Brozak. Congratulations Officer Brozak.
Chief Matty reported that on June 4 and 5, 2003 he attended mandated requirement training for re-qualification of officers to keep his accreditation with the state. June 27, 2003 concluded Safety Town. One hundred eleven students graduated from the program this year. On June 30, 2003 he participated in a ‘buckle down’ program with the Lake County Crime Prevention Task Force. In June, Sergeant Verdi participated in the Police/Fire Olympics and earned two gold medals and one silver medal. On July 2, 2003 the department held a meeting with the Mayor to inform him of the happenings since the last quarterly meeting. On July 10, 2003, Sergeant Shannon participated for the department in the parade at the Legion Carnival in North Madison. Chief Matty is currently instructing a firearms section at Lakeland Community College at the basic academy. The new Ford Explorer came in several weeks ago. The radios, light bar and other equipment are in the process of being installed. It should be done by the end of the week and it will be ready to be lettered and put into rotation.
Administrator Sample reported that he received the council requested quote for running electricity to the pavilion in the park. Not including the two permits from Lake County Building Department or the cost that CEI will pass on for dropping the loop, it will cost $3,400. It normally would be an expense under the General Fund, but it is Administrator Sample’s understanding that there may be some money donated from a trust through the Senior Center.
The road crews have been working on leveling sewer manholes and catch basins in the streets. They have been patching and striping crosswalks. Hopefully, it will be done by Old Fashioned Days.
Administrator Sample wanted to clarify the sewer extension discussed at the last meeting on South Dayton Road. Several Council members stated they were not looking to extend it.
He stated that the Planning Commission has had franchises showing interest in freeway type businesses.
Mayor Evangelista reported that he attended a meeting with the east end communities concerning the Lake Hospital move. They are in a fact-finding mode to find out how decisions are made.
The Design Review Board has been set. He did get one letter of a resident against the Design Review Board and he copied Council and asked that they take that into consideration.
The inside millage contract is in place. The Trustees only need to sign it and bring it back to Council for their signature.
Some upcoming employee anniversaries include Officer Jarvis, 15 years of full time service, and Officer Spring, 13 years of part time service.
Some upcoming dates include: July 16, 2003 is the next fire board meeting, July 23, 2003 is BZA meeting at 5:30 pm, July 24, 2003 is the next Mayor’s Court at 6:00 pm, and August 28-31, 2003 is the Viet Nam Wall in the Village.
Clerk-Treasurer Reed brought to Councils attention a letter, dated July 8, 2003, that provides a narrative of the meeting between the Mayor, Administrator, Clerk-Treasurer and three State Auditors, Mark Carnibuci, the Deputy Auditor, Andy Uneic, the Audit Manager, and Mike, Lead Auditor. This meeting was designed so they could discuss the audit letter received June 23, 2003. The Village needs to move forward specifically with two items, one in the operating account and one in the water/sewer account, which entails reconciling those two accounts. He advised the auditors that he would address Council with his thoughts and ideas on what he feels is necessary to complete those items of the audit, so the audit would be 100% complete. At this point the auditors stated that they are 85% complete, but these two items need to be cleared up and they cannot move forward until then. In November, Clerk-Treasurer Reed issued a memo to the Mayor associated with the needs of the Clerk-Treasurers department for the upcoming audit. His biggest concern was for the reconciliation of the operating account, which had not been completed for some time. The request was made to the Mayor for the allocation of hours associated with the assistant to the Mayor’s Court, Tracy Butler. He requested at least 15 hours because he knew it was a critical area they were dealing with. Due to allocation and needs of her time elsewhere, that was not appropriated at that time. Moving forward, he would like request at least 20 hours of her time to perform the reconciliation. As Council is aware, the Village has been given 90 days to complete or at least show vast improvement. Tracy has been very helpful to the Auditors and Clerk-Treasurer Reed feels it would be beneficial to enable her to help provide the reconciliation; also she was the Clerk-Treasurer for one of the two years they are auditing. He feels that within 60 days, along with his help, she might be able to bring that account up to date. That leaves the water/sewer programming that needs to be corrected.
He believes there are two options. If Council were to move forward and allocate Tracy Butler 20 hours a week for 60 days and then another 60 days to bring the water/sewer account into alignment. Another option would be to take another individual, Sherry Hale, 20 hours a week for up to 2 months working simultaneously on the water/sewer account.
Clerk-Treasurer Reed stated the fix would come at no additional cost, it would just be re-allocating hours from other departments.
Mr. Loparo wanted clarification on the request of 20 hours for 9 weeks for reconciliation of the General fund and 20 hours for 9 weeks for reconciliation of the water/sewer fund, for a total of 360 hours. He wanted to know the cost involved.
Clerk-Treasurer Reed stated there would be no additional cost, since she is already a full time employee, just a re-allocating of her hours.
Mr. Loparo questioned Tracy Butlers’ rate of pay.
Administrator Sample stated he believes it is in the neighborhood of $12.70 per hour plus benefits. He stated that both Tracy and Sherry are full time employees.
As for clarification of the water billing, as far as Administrator Sample knew, the auditors were okay with the previous program, but when the new one was created, it does not total some of the reports, as they should be. Hopefully that can be modified.
Mr. Loparo questioned the fact that these errors would have been found earlier if the accounts had been reconciled on a regular basis.
Clerk-Treasurer stated that yes, they would have been found earlier. He went on to say that looking at the history; in 1999 there were three Clerk-Treasurers. In 2001 Tracy Butler became Clerk-Treasurer until midyear 2002. Reconcilement at that point had not been completed. Another Clerk-Treasurer came in July of 2002 until early December 2002 and the accounts still had not been reconciled. Clerk-Treasurer Reed addressed a letter to the Mayor in November and said the most critical point in the upcoming audit is the fact that they need to be proactive and appropriate some time early on so this would be taken care of before the auditors arrived. The only thing that the 5 hours weekly provided was keeping things current.
Mr. Loparo questioned whether Tracy Butler works for the Clerk-Treasurer and what her other duties include.
Clerk-Treasurer Reed responded that she works five hours weekly for the Clerk-Treasurer and her other duties include Mayor’s Court and Administrative duties.
Administrator Sample clarified that she is minimally involved with Administrative duties. She is busy mostly with Mayor’s Court and the balance to Clerk-Treasurer.
Clerk-Treasurer Reed stated that at the beginning of this year, there was a need administratively for her to be utilized for 15 hours, 20 hours in Mayor’s Court and 5 hours in Clerk-Treasurer department. Things have obviously changed and the time should be available.
Mr. Loparo wanted to know how much of her time is spent on Administrative duties. Administrator Sample stated that he didn’t think she has spent 20 hours total for the whole year on Administrative duties.
Clerk-Treasurer Reed wanted to go back to when he was appointed as Clerk-Treasurer. The former Clerk-Treasurer assisted the current Clerk-Treasurer from July 2001 through November 2001. Mr. Reed moved into the position, and historically there have been office assistance provided that has not been available. Things have been kept current, but they have not been able to complete other projects. If the Village looks proactively and puts time available to bring the accounts up to date and if it entails the Village spending dollars to bring in someone to answer phones, then maybe Council should consider that.
Clerk-Treasurer Reed stated that what he is trying to do is, if Council, the Administrator and the Mayor say ok to his plan, is to see how it plays out for the first 60 days because two accounts need to be straightened out. If the office becomes overburdened, then Council should consider another person for coverage. The plan he is proposing represents no additional costs, only re-allocation of hours.
Mr. Loparo asked when the deadline is that the auditors require resolution. Clerk-Treasurer responded it is 90 days from the date of the letter, which is June 23, 2003. In conversation with the auditors, there are some communities making progress, but it is taking longer than 90 days. They will grant extensions to communities if they see progress.
Mayor Evangelista suggested if Council wishes, they will move forward with this. They will try to come up with a solution and keep Council appraised.
Clerk-Treasurer Reed will address a letter to the auditors and share with them the plan.
With no further business to be conducted, Mr. Loparo motioned to adjourn to Executive session at 8:50 pm for the purpose of Legal and Personnel. Mr. Britton seconded. All present were in favor.
| Go Back Go Forward Home |