Special Council Meeting
Tuesday, April 4th, 2006
The Mayor called the meeting to order at 4:06 p.m. and led the Pledge of Allegiance.
Present: Mayor Hopkins, M. Hura, J. Rogers, L. Schilling, W. Hawkins, B. Prescott and Giles Seith.
Others Present: Village Solicitor D. Benjamin, Clerk-Treasurer Betsy Woolf, and Hiram Township resident Les Hopkins.
The Mayor advised that the meeting be called to discuss the administration and police department building. He distributed the current figures to finish the project. He also discussed, for those who were not here, the various scenarios to build a new building and the process of purchasing the Mantua township building. The Mayor proceeded to explain that there would be cameras in several areas, a new telephone system and electronic doors for bringing someone in. The renovation has been done very modestly. He stated Mike McCauley has saved the Village money by working through a program at Chrysler Corporation. The Mayor has worked with a contractor in Aurora to purchase all of the HVAC units. The Service Department did a good job in checking on a generator. The estimated cost was in excess of $25,000.00 but from a local contractor will cost less than $15,000.00, including the training and any emergencies.
Included in the $210,000.00 is an estimated amount for the bonding company’s fee. The Mayor feels this will be more than enough to finish the building. The Police Department needs new desks and can use the present furniture until monies are available. Linda advised that Harry had given the committee a list of what is needed, but has revised the list. The Mayor stated that the building should be ready the latter part of May, or the first of June and will have an open house for the public before we open the police station.
Ben asked if all the work is contracted and just needs to be finished up, and was told yes. Wes asked where we are going to get $45,200.00 a year, when we can hardly make our water payment on the new plant. Betsy explained they are to entirely different funds. Are we going to continue to go further into debt? He feels we have a good working building and should pay for the new building as we have monies. Wes feels building on debt is impractical. The Clerk stated that we would be able to make the payment on the building as long as the sewer department is able to make its payment on the sewer debt. The Village should be able to make the payment in July. The Clerk also stated that the payment would be an additional $15,000.00 per year. Jim stated that maybe Council should consider a ¼% increase in the income tax for residents. Wes does not think we should raise it at all. We need to find other avenues. Linda asked if we should continue paying on a building we are not using. Wes stated that we would be paying on it regardless. Why issue more debt? Linda asked why we would not move into it if we were paying on it.
The Clerk stated that we would not have all the expenses of the current building. Everyone needs to tighten his or her belts at next year’s appropriations. Ben asked if we are going to sell the present building. Betsy added that the money could offset the debt.
Jim Rogers asked why council needed to revisit the fact that we purchased an existing building, instead of building a new structure, noting that we did not have the money for a new building. The Police Department is operating in an extremely cramped area and needs more space. The present building could be auctioned off and the proceeds used to furnish the new building and reduce the debt.
Ben Prescott stated that when there are contracts, it is hard to have them stopped. The Mayor stated that we have had that happen with sewer projects. In addition, it is cost prohibitive.
Wes Hawkins asked how far off we are.
Mayor Hopkins reported the original amount was $400,000.00, but that there were many additional items that were presented. Wes asked if we could run into the same thing now, how we know that we are closer to this estimate. Jim stated that we are dealing with more of the known, are closer to the finish line at this point, and know what it will cost to get there. The only amounts we do not included are the furnishings.
Linda Schilling feels the Police Department definitely needs new furniture.
The Mayor would like to take it to vote to pursue bonds with Squires, Sanders, & Dempsey. Ben Prescott made a motion with a second from L. Schilling. Discussion ensued.
Wes asked where the money is coming from.
Giles asked if we are talking $15,000.00 more at this point.
Mayor Hopkins responded with a yes, and we should start with a 30-year bond and be able to take it down.
Giles asked what the cost would be to operate the new building compared to the present one. The Mayor stated that the building is better insulated and has zoned furnace units.
To complete the building we will need an additional $210,000.00. Betsy has talked with the bonding company and Middlefield Bank, which both gave a go ahead. The interest rate would be 4.40% and could a 20, 25, or 30-year loan.
The Mayor would like to discuss the auctioneer’s contract at the next council meeting. D. Benjamin has a concern on some of the language. Council wants an appraisal done on the present building. Betsy will call Charlie English.
Ordinance 2005-29 As Amended. Motion to bring to floor made by J. Rogers and seconded by L. Schilling. All ayes on vote.
Motion to pass on 1st reading made by L. Schilling and seconded by B. Prescott. All ayes on roll call.
Motion to suspend the rules was made by L. Schilling with a second from J. Rogers. All ayes on roll call.
Motion to pass on 3rd and final reading made by L. Schilling with a second from J. Rogers. All ayes on vote.
Resolution 2006-12 Motion to bring to floor made by L. Schilling with a second from J. Rogers. All ayes on vote.
Ordinance 2006-13 Motion to bring to the floor made by L. Schilling and seconded by J. Rogers. All ayes on vote.
Motion to pass on first reading made by L. Schilling. Second by M. Hura. All ayes on vote.
Motion to suspend the rules made by L. Schilling and seconded by M. Hura. All ayes on roll call.
Motion to pass on 3rd and final reading made by L. Schilling and seconded by M. Hura. All ayes on roll call.
Motion to adjourn was made at 4:54p.m. by M. Hura with a second by B. Prescott. All ayes on vote.
Mayor Claude E. Hopkins
Clerk-Treasurer Betsy M. Woolf