COUNCIL MINUTES

VILLAGE OF MADISON

Regular Meeting

May 19, 2008

 

 

Record of Proceedings

 

Mayor Lee called the meeting to order at 7:33 p.m. and invited all in attendance to join in the Pledge of Allegiance to the Flag.  Mayor Lee requested that everyone observe a moment of silence.  Council Members Mr. Bartlett, Mr. Hamercheck, Mr. Takacs and Mr. Vest and Mr. Verdi were in attendance. Mayor Lee announced that Councilman Britton will be arriving late due to prior engagement.  Also in attendance Mayor Robert Lee, Solicitor James Hackenberg, Administrator Matt Zapp, Fiscal Officer Tony Long, OIC Dawn Shannon and Engineer Ned Foley.

 

Mayor Lee announced and welcomed new employee Kristie Crockett as Mayor’s Court Clerk with hire date of May 12, 2008.

 

Mayor Lee announced there is one set of minutes to be approved.

Council meeting minutes of May 5, 2008 Motion for approval by Mr. Vest, seconded by Mr. Hamercheck. Roll call on approval, 4 yeas, 1 abstention. Motion carried.  

 

Mayor Lee presented Pay Ordinance No. 2160 totaling $33,065.23 for payroll and $118,768.95 for current and upcoming expenses. Motion for approval by Mr. Vest, seconded by Mr. Verdi.  Mr. Takacs questioned discrepancy in addition.  Upon discussion, Mr. Long was asked to re-total Pay Order 2160.  Mayor Lee asked Mr. Vest and Mr. Verdi to withdraw their motion to approve until further clarification and accuracy of accounting was established by Mr. Long.  

 

Old  Business

 

None

 

New Business

 

RESOLUTION 9-2008 was read by Mr. Hackenberg. A RESOLUTION  RECOGNIZING AND HONORING GREGORY HILTON STEWART OF BOYSCOUT TROOP #5 FOR EARNING AND RECEIVING RANK OF EAGLE SCOUT.  Motion for approval by Mr. Hamercheck, seconded by Mr. Bartlett. Roll call on the approval 5 yeas. Motion passed.

 

SMOLEN ENGINEERING EVALUATION STUDY OF VILLAGE WATER AND SEWER PLANTS & RELATED SYSTEMS– Presented by Paul Schwartz, P.E. representative of Smolen Engineering.  Mr. Schwartz gave a summary of his detailed report, stating that his conservative estimates are as follows:  Water System – approximately 19.3 miles of water lines, two large storage tanks and significant booster station is valued at $4.1 million dollars. Sanitary/Waste Water System – approximately 20.1 miles of sewer line is valued at $2.1 million dollars, taking the 50 year life cycle depreciation into consideration.  Mr. Schwartz continued to detail line sizes, valve systems, and separate detailed mapping of each system, breaking them down into segments.  He used RSMeans CostWorks to composite a price per foot for each segment on the mapping report to further detail the values.  Mr. Schwartz also summarized the Sanitary System’s value to be calculated using the intrinsic value (due to depreciation), to come up with a “Salvage Value” of 2.5% (two and one half percent) of the total construction cost of a system.  Determined the residual value to be 28%, or 1/3 of what is taken in each year in utility income to the village.

 

Mayor Lee opened the floor for questions by Council for Mr. Schwartz:

  • Mr. Hamercheck questioned the salvage value versus the income revenue from prior years.  Mr. Schwartz explained that the salvage value is a baseline number taking into account general operating expenses including breaks, repairs, & maintenance.
  • Mr. Vest questioned if the report would equate to an insurance policy as a replacement value.  Mr. Schwartz explained that it would not, and that the 2008 dollar value could be found within the report. Mr. Vest also asked if this value is equivalent to a fair market cost.  Mr. Schwartz answered that it is not.  This value is a conservative baseline number, and does not believe that anyone can successfully argue that the system is worth less.
  • Mr. Takacs asked for clarification between residual value and salvage value.  Mr. Schwartz stated the terms are interchangeable.  Mr. Takacs disagreed with the value of the water tower on River Street of $6,000.00.  Mr. Takacs stated that the Report was supposed to use contract documents on file to assist in an accurate assessment.  Mr. Schwartz stated that due to the age of the system, may of those construction documents were not available.
  • Mr. Bartlett stated that he was having trouble with the definition and interpretation of “residual value.”  Mr. Schwartz explained that residual value means to assign a value to items in the System that are over 50 years old and technically no longer have a value due to depreciation.  Mr. Bartlett also stated that he was previously unaware that the Village has two water towers.  Mr. Schwartz reaffirmed that the two towers are the Dayton Road tower and the River Road tower.
  • Mr. Verdi questioned if the value was calculated using a straight line 50 year depreciation factor.  Mr. Schwartz stated that yes, the breakdown for such items were included in the spreadsheet, and that the numbers calculated are valued at a 50 year life cycle depreciation factor.

 

Mayor Lee opened the floor for the general public to comment with questions or concerns:

  • Mark Bayshore of 205 Manchester Court questioned whether the recent approvals of housing developments in the Village will affect the sale of the Sanitary System due the upgrades it will need for further expansion of these neighboring developments.  Mr. Schwartz answered that the issue and responsibility of natural growth and future expansion will be assumed by the purchaser/new owner of the Sanitary System.  Mr. Bayshore also questioned if the sale of the two systems was an “all or nothing” proposal.  Mayor Lee answered that the Village can choose to sell one system, or the other, or both systems together.
  • Gordon Musglow of 178 Willow Bend questioned if there were “twin lines” on Middle Ridge, and if there were any other places that have twin lines.  Mr. Schwartz answered that there were no twin lines on Middle Ridge, that they were two different segments, and that there were a few locations in the Village that indeed had twin lines.  These would be marked on the map with unique identifiers.
  • Kathy Lynn of 209 West Main asked if this study has been done to use as a tool with Lake County. Mayor Lee answered that yes it has.  Mrs. Lynn questioned if the Lake County offer would include tap-in fees to the current residents.  Mayor Lee answered that yes, the county currently expects us to pay a fee with the recent offer, however, at this point in time, we are not sure how these fees would be assessed.  Mrs Lynn questioned that if the Village does not sell, does this study show us a cost to retain and improve the system.  Mayor Lee answered no, that CT Consultants has already provided the Village with estimates of the cost to expand the waste water plant to 750,000 or 1,000,000 gallons of capacity per day.
  • Mr. Foley, our Engineer, suggested that we review and consider the two recent plant expansions in the study, and that the new booster plant at the River Street tower is only four years old.  It was calculated as much older.  Mr. Schwartz state that yes, they had made an error there and calculated the age of the booster station along with the tower.

 

Mayor Lee thanked Mr. Schwartz for the Valuation Study, and that the Study would be available to the general public via CD if requested.

 

Mayor Lee re-presented the amended Pay Ordinance 2160 with total payroll of $33,065.23 and a total of $97,697.19 in other current and upcoming expenses for a total of $130,762.42.  Motion for approval by Mr. Takacs, seconded by Mr. Bartlett.  Roll Call on approval, 5 yeas. Motion carried.

 

ORDINANCE 22-2008 was read by Mr. Hackenberg, AN ORDINANCE PROVIDING FOR THE ISSUANCE AND SALE OF $40,000 NOTES, IN ANTICIPATION OF THE ISSUANCE OF BONDS, FOR THE PURPOSE OF PAYING A PORTION OF THE COST OF ACQUIRING CERTAIN REAL ESTATE AS THE SITE OF CONSTRUCTING, FURNISHING, EQUIPPING, IMPROVING THE SITE OF, AND OTHERWISE IMPROVING, A MUNICIPAL COMPLEX TO HOUSE MUNICIPAL OFFICES AND FUNCTIONS, AND DECLARING AN EMERGENCY.

(1st Reading)

Motion made by Mr. Bartlett to suspend the rule that the ordinance be read at three consecutive meeting, seconded by Mr. Verdi.  Roll call on the suspension, 5 yeas.  Motion carried.  Motion to table by Mr. Hamercheck, (due to clerical errors within the ordinance)  seconded by Mr.Bartlett.  Roll call on the tabling, 5 yeas.  Motion carried.

 

 

 

General Requests: 

 

Request made by Mayor Lee for Council to consider quotes on the upgrade of the Village Hall Sound System.  This upgrade will aid in the processing of documenting the Meeting Minutes.  Information and quotes will be obtained through June for presentation at a later date.

 

 

 

Public Comment:

 

Tony Rogers of  7442 Warner Road (Township Member) wanted to inform Council and the general public to be aware and take caution regarding the School Project proposed by “Build a Better Madison” Committee. She stated that we cannot afford the $77 million on the new building, which does not include the issue of the cost of possibly upgrading the Sanitary System.  We can, however, afford a $50 million renovation of the current school buildings.  Mrs. Rogers continued that the report indicates that the public is not behind this initiative of the $77 million, and that we should be taking advantage of the 60% tobacco contribution. She also stated that 42% of Ohio school facility programs have chosen to renovate.  We have until May 22nd to make a decision to go to the ballot.

 

Question from Mark Bayshore – Where do we put the students during the proposed renovation process, and is the 60/40 covering displacement?  Mrs. Rogers answered yes it is covered and there are ways around the placement of students (possible half-days, renovating during summer months).

 

Question from Gordon Musglow – Is the paperwork filed with the Board of Elections yet?  Mrs. Rogers replied that as of last Friday it had not been filed.

 

 

 

Gordon Musglow of 178 Willow Bend asked the following series of questions:

Is a copy of the original compliant for the Kirk Bettley Trial available? Mr. Hackenberg answered yes it is.

 

Asked Mayor Lee if there had been any additional information meetings with the County since April?  Mayor Lee responded no.

 

Asked Council if the Village was planning on investigating other Water Suppliers such as AquaOhio.  Mayor Lee responded yes.

 

How is the Mayor’s Court Magistrate being compensated?  Answer: $250 per session.

 

With regards to the organizing of the Charter Committee, how is the list of prospective candidates?  Mayor Lee responded very thin, and that the deadline would be by the end of June.


Is the May 26th Workshop being rescheduled?  Mayor Lee answered that it will not be rescheduled.

 

Why hasn’t the Mayor been responding to emails sent?  Mayor Lee responded that Mr. Musglow should use boblee@madisonvillage.org as a correct email address due to a heavy spam filter on his other email address.

 

 

Karen Vulcan of  7294 Ross Road asked if the BOE meeting planned on Thursday May 22nd was open to the Public?  Mayor Lee answered yes it would be open to the public, however, Village Council will not be represented due to conflicting schedules.

 

 

Council Reports

 

Mr. Hamercheck:  On February 18, and March 3, there was discussion regarding problems with our reverse 911 system.  What is the current status?  Officer in Charge, Dawn Shannon, explained that approximately 25 people have notified us of a problem with their number and that will be following up with them to correct the problem.  With regards to the County $6.5 million shortage, has anyone been notified of what percentage (based on population) the Village will be absorbing?  Mayor Lee and OIC Shannon will follow up regarding these estimates.  With regards to the 800 Megahertz Governing Board, is the Village currently being represented?  OIC Shannon stated that she had not been attending.  Mr. Zapp interjected that he was informed that there are issues regarding bandwith with Verizon and Alltel.  Mr. Zapp volunteered to attend along with OIC Shannon.  Mr. Hamercheck questioned the culvert issue in Parkway Estates.  Mr. Zapp informed him that the concrete will be poured on May 20th, weather permitting.

 

Mr. Vest:  Announced next Planning Commission Meeting will be June 9th. Issues discussed previously were sign permit for Central Congregational Church, and the re-zoning of BearPath from R2 to R3.  Mr. Zapp stated that it was scheduled for a hearing on June 2nd and that all property owners were notified via mail, as well as a Public Notice advertised 30 days prior.  Mr.Zapp also added that Pete Wayman from Wayman Farms requested a sign permit update. 

 

Mr. Takacs:  What is the official Village Policy regarding the tying of downspouts?  Mr. Foley answered that there was no official enforcement in place and that he was not aware of any prosecution measures.  Mr. Zapp stated there was nothing in legislation at this time, and the EPA suggestion for controlling purification of storm water is allowing it to run over ground and through the soil.  Mr. Takacs also requested an update regarding the recycling issue.  Mr. Zapp stated that he and Mike Kraynik (the Road Foreman) had a meeting with Chris Hodges from Lake County and explained that we are still pursuing alternative options.  Mr. Zapp also had a discussion with Mr. Advee from the Township, and stated that nothing has changed.  Mr. Takacs also announced the next Fire Board meeting for May 21st, and that they have been having discussion and negotiations regarding the 800 Radio System, and that it is a possibility that dispatching may be regionalized for the Madison Area.  Mr. Takacs also thanked the Recreation Board for Saturday’s Parade.

 

Mr. Bartlett:  Welcomed Kristie Crockett to Mayor’s Court.  Thanked Rec. Board and Community for a successful day on Saturday.  Asked Mr. Foley about drainage concern in Squares Acres.  Mr. Foley stated he will address that in his upcoming report.

 

Mr. Verdi: Welcome to Kristie Crockett. Next Rec Board meeting is May 22nd.  Thanks to everyone invlolved in Saturday’s event. (Madison Township and Village Police, Road Departements, Fire Departments, Post 112, Classic East).  Thank you to Village Police Department from Max Sorenson for their assistance in the Luis Run. 

 

Engineer’s Report:  Trying to finalize Hyder Drive project by end of month.  Issue 2 money to be awarded.  Two projects to consider will be Squares Acres drainage, and Lexington Area pavement repair.  Congress also has passed Highway Bill to take affect in 2009 – think of projects of interest.  Mr. Takacs asked if Issue 2 would fund a Sewer System Study or Railroad overpasses and underpasses. Mr. Foley stated that it does not underwrite studies, and that it could possibly fund the railroad over/underpasses.  Mr. Foley would investigate that.  Mr. Vest asked if funds were depleting for highway work, and Mr. Foley stated that there was a lot of lobbying going on to change that.

 

 

 

Safety Report

OIC Shannon:  Attended Leads Compliant Class on May 13th.  Attended Extreme Crisis Class on May 15th.  Attended Buckeye Industries Open House on May 16th.  May 19th starts “Click It or Ticket!”. May 20th from 11 -1 at McDonalds will be “Operation BuckleDown!”   Will be out of the office on Thursday May 22nd. 

 

Fiscal Officer Report

 

Welcome to Kristie Crockett.  Retroactive pay has been taken care of.  Wednesday May 21st will be out of office to attend CPIM Academy for certification.

 

Administrator’s Report

 

Welcomed Buckeye Industries to Madison Village.  Thanked BCC Freighthaulers for attending Merchants Meeting.  Thank you to Bobbie Wagner for the Memorial Day Stars in the Downtown Village Windows.  Thanked crews and volunteer efforts for the beautification of downtown.  Regarding financial update: EOMA and FEMA reimbursement for Snow Storm in March, and we are working on paperwork  Expressed enthusiasm regarding Safford Street Project.  Asked Council to move forward with bid process for CT Consultants to fix the electrical boxes and grates on Main Street.  Motion to approve by Mr. Hamercheck, seconded by Mr. Verdi. Roll call on motion, 5 yeas.  Motion carried.   Reminder: May 26th at 6:30 am the American Legion will start to raise flags. Ending in the Village Park at 11:00 AM.   Announced the one-time bulk water credit on pool fills for the sewer portion of their bill.

 

Mayor’s Report

 

Welcomed Buckeye Industries to Madison Village.  Presented the Income Tax Revenue Spreadsheet to Council.  Announced Town Hall Meeting on Saturday, May 24th at 10:00AM at Village Hall.  Reminder Village Hall to be closed on Memorial Day, May 26th.   Neighborhood Watch Program Wednesday May 28th at Stratton Place.  Next Council Meeting to be held Monday June 2nd.

 

Motion for Council to adjourn into Executive Session at 10:15pm by Mr. Hamercheck, seconded by Mr. Vest.  Roll call on Motion, 5 yeas.  Motion carried.

 

Mr. Britton arrived to Executive Session at 10:16 PM

 

Council reconvened to Public Session at 11:09 PM.

 

 

Motion by Mr. Takacs, seconded by Mr. Bartlett that the meeting be adjourned at 11:10 p.m., roll call 6 yeas, Motion carried.  Meeting Adjourned.

 

 

 

                                                                                                                        __                               

Robert F. Lee, Mayor                                                     Tony Long, Fiscal Officer                                   DATE

 

 

 

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