Village of Mantua
Regular Council Meeting
August 19, 2008

Mayor Hawkins called the meeting to order at 7:00 p.m. and led the pledge of Allegiance. The Mayor asked everyone to remain standing for our thoughts and prayers to go out to Ed Trego’s mother, who is in the hospital, he is with her tonight.

Roll Call: Donna Hawkins, Jim Rogers, Linda Schilling, Marty Hura, Ben Prescott, Roger Hawkins, Giles Seith.

Others Present: Clerk-Treasurer Jenny August, Asst. Clerk Susan Skrovan, Police Chief Harry Buchert, Village Solicitor Tom Reitz, Brian Rogers with C.T. Consultants.

Public: Dave Woolf, Tom Aldrich, John & Linda Clark, Cookie Vanek, Bill & Patsy Gast, Victor Grimm, Marie Stehli, Carole Pollard, Pearl Campbell, Dawn Pechman, Norm Erickson, several others.

Minutes: Motion to approve the meeting minutes of July 15, 2008 made by L. Schilling with a second from B. Prescott. All ayes on vote. Motion to approve the emergency meeting minutes of July 27, 2008 made by L. Schilling with a second from B. Prescott. All ayes on vote.

Mayors Report: Mayor Hawkins reported she has had a busy month. She accepted a plaque from the Soap Box Derby. She attended the Neighborhood Development Services (NDS) meeting with our local banks to discuss funding that is available for local businesses. Mantua Village hosted the Northern Portage County Government Counsel meeting at the Mantua-Shalersville Fire Department on August 5th. Donna has attended multiple meetings regarding the Shalersville Industrial Park as well as a meeting last Friday at Portage County on our grant pre-application. She is happy to report the Village did receive approval for an 80/20 grant. She wanted to thank Charlie English, Marty Hura and Chris Craycroft for their time and efforts to the park trail. The Mayor announced there would be a reception on Monday September 15th from 5-7 p.m. at University Hospital. Mayor Hawkins appointed Wes Hawkins to the Planning Commission board.

Finance Report: Clerk-Treasurer, Jenny August gave the financial report as of 7/31/08. The budget for 2009 has been finalized with many cuts made. It is ready to present to Council tonight. Jenny explained why it is before Council as an emergency measure. She recently attended a MITS software training class for income tax. Nita with Local Government Services was on vacation last week so we have not heard back yet on where we stand financially. Jenny has taken the 15 page appropriation status report and moved it to an excel spreadsheet reducing it to 7 pages. We received three comparisons on the employee health insurance; we will remain with SummaCare through our agent, Larry Kaczmarek. Even with a 10% increase, they were substantially lower than any other plan.

Motion to approve the financial reports: appropriation status and cash summary by fund made by L. Schilling with a second from B. Prescott. All ayes on vote.

Bills of Resolution: Motion to approve the Bills of Resolution for August with addendum as submitted less the C.T. bills made by L. Schilling with a second from J. Rogers. All ayes on vote. Motion to approve the C.T. bills made by L. Schilling with a second from M. Hura. B. Prescott abstained, all other ayes on vote.

Legislation:
RESOLUTION 2008-22 A RESOLUTION DETERMINING THAT FINANCIAL CONSTRAINTS DICTATE A REVISION OF THE POSITION OF ASSISTANT CLERK FROM THAT OF A FULL TIME POSITION TO THAT OF A PART TIME POSITION, AND DECLARING AN EMERGENCY. 2nd READING.
Motion to suspend the rules made by J. Rogers with a second from B. Prescott. R. Hawkins voted no, G. Seith voted no, all other ayes on vote. Suspending the rules failed, it will go to a third reading.

ORDINANCE 2008-28 AN ORDINANCE APPROVING AND ADOPTING A PERMANENT BUDGET FOR 2009 FOR THE VILLAGE OF MANTUA, AND DECLARING AN EMERGENCY. Motion to suspend the rules made by B. Prescott with a second from J. Rogers. All ayes on vote. Motion to enact this ordinance as an emergency made by B. Prescott with a second from J. Rogers. All ayes on vote.

ORDINANCE 2008-29 AN ORDINANCE APPROVING THE RECODIFICATION, EDITING AND INCLUSION OF CERTAIN ORDINANCES AS PARTS OF THE VARIOUS COMPONENT CODES OF THE CODIFIED ORDINANCES OF MANTUA, OHIO AND DECLARING AN EMERGENCY. Motion to suspend the rules made by B. Prescott with a second from L. Schilling. All ayes on vote. Motion to enact this ordinance as an emergency made by B. Prescott with a second from L. Schilling. All ayes on vote.

ORDINANCE 2008-30 AN ORDINANCE AMENDING THE CODIFIED ORDINANCES OF THE VILLAGE OF MANTUA IN ORDER TO CLARIFY THE PROCEDURE FOR APPOINTING PLANNING COMMISSION MEMBERS. 1st READING.

RESOLUTION 2008-31 A RESOLUTION REFINANCING THE PURCHASE OF TWO POLICE CRUISERS AND PURCHASING WARRANTIES FOR THOSE CRUISERS UPON APPROVAL OF GENERAL MOTORS EXTENDED WARRANTY PROGRAM AND DECLARING AN EMERGENCY. Motion to suspend the rules made by R. Hawkins with a second from M. Hura. All ayes on vote. Motion to enact this resolution as an emergency made by B. Prescott with a second from J. Rogers. Chief Buchert explained they received a letter from Chevrolet stating we could not obtain extended warranties on service vehicles. Our dealership appealed the process. As it stands now, it looks very good that we would be able to get the extended warranties; we are waiting to hear back from Chevy. This would be at no cost to the Village; it would simply extend our payments on the cruisers. Call to vote. All ayes on vote.

Motion to accept a donation of $150.00 from Whitmore Carpet One (Marty Hura) for steam cleaning the Park Lodge carpeting made by B. Prescott with a second from L. Schilling. M. Hura abstained, all other ayes on vote.

Police Chief, Harry Buchert, reported the residents of the old school building are looking for a home for the school bell. He asked if anyone wanted to pick up the ball on this and run with it. Mayor Hawkins volunteered to take this project. Harry said one idea they had was to locate it under the tower, which is currently being fixed. However, if we do not have a place for it right now, could we store it? Council felt yes, we certainly could find a place for the bell. Harry asked the clerk for the new rates for our medical and dental plans. Jenny said the medical is an increase of 10.05% and the dental, she thought was only about 6%. Harry informed Council his department is moving on the security for the Potato Festival, they expect to be very short on security and will look to mutual aid from Hiram. Linda Schilling spoke up to say the Potato Festival pays for their security.

Brian Rogers with C.T. Consultants updated everyone on the capital projects currently in the works. Regarding the OPWC grant for Franklin/Regan Storm Sewer, the property easements are done. The completion date set for this project was September 15, 2007. The Village needs to set a schedule. Brian plans to work on an extension, however, there is a possibility we may loose the $40,000 grant, something that has never happened before. Jim asked what kind of extension we could expect. Brian said it would be for six months. Jim was concerned that it would be six “winter” months. Brian responded, yes, that is correct, however, the Village has had adequate time to get this project done.

Regarding the Buchert Park Trail Leg, we have had progress with some volunteer help. Marty said topsoil needs moved into place and other materials still need to be ordered.

Negotiations with Portage County on sewer and water sales are still progressing.

Regarding the waterline from the high school, they did receive an 80/20 grant and loan. This would be a loan stretched out over 30 years at zero percent interest.

Giles asked Brian Rogers whether money was set aside for the Franklin/Regan project. Brian said there should be $10,000 of local share from the Village set aside ready to use.

Giles discussed the water pressure, comparing his own to that of the residents that would benefit from this project. He said they had better pressure now than he has. Jenny commented that Local Government Services would not be happy the Village is spending more money and incurring debt. Does Council still have to approve this grant? Brian said at the next meeting it would be presented to the Mayor and Council for their approval. Council did approve the pre-application.

Service: Linda was not able to attend the meeting. She asked Giles to give a report.

Parks: Marty reported on the latest developments with Portage County Park District concerning a potential parking lot behind McDonalds. There has been a lot of prep work done already by Charlie English. Marty spoke with Chris Craycroft and she said the Park District is willing to supply all of the gravel and roll it for the parking lot. In order to do this, they would need a non-exclusive easement for driveway and parking purposes. Marty did not see any problem with giving them this easement in order to have a parking lot for the trail use as well as a public parking area. The Park District meets tomorrow; they would like to know by then if the Village plans to go along with the idea.

Motion to pass a resolution by J. Rogers to the extent that the Village has ownership of the property in question, to grant the Portage County Park District a non-exclusive easement to provide rolled stone for the parking with a second from B. Prescott. All ayes on vote.

Marty also announced the editor of Mantua Matters has asked for all articles by Friday.

Planning: Jim announced the planning meeting normally set for tomorrow has been moved to the following Wednesday, August 27th at 7:00 p.m. due to a scheduling conflict. He reminded everyone the Mantua Country Market is Saturday from 8:30 to 12:00 noon.

Finance: Ben had nothing to add to what Jenny had said regarding the finance meeting.

BZA: Roger reported having one zoning appeals hearing on the University Hospital sign, which was approved.

Safety: Giles recapped some of the items discussed earlier by Chief Buchert including the Potato Festival, tree lawn parking and alternative vehicles such as golf carts and scooters showing up more and more because of the cost of gas.

Service: Giles reported discussing the work involved to repair the hole at the intersection, which is now fixed. They also talked about Ed Trego taking the truck home. Giles believed he should be paying something like $8.00 to take the truck home. There was discussion on the cemetery rules and liability insurance to dig graves. In addition, the meter reading to Mantaline was corrected to finalize what they owed to the Village. Two letters were sent to those property owners where trees need to be removed. The owners will pay half the cost with the Village paying the remaining half to take them down.

Chief Harry Buchert wanted to remind everyone that School starts on Monday.

Linda asked that everyone take a look at the old pump house, it has been completed with help from her husband and herself.

Public: John Clark had some questions on the engineer’s report. He was curious about how much labor comes from the service department for Buchert Trail. Brian Rogers responded very little; most of the labor is volunteers. Marty explained exactly what was involved including use of our dump truck to haul materials scraped off and hauled away as well as bringing in three truck loads of topsoil donated by Charlie English.

John had concerns of loosing the OPWC grant money and the need for the Village to get their priorities straight. Marty said the Village is in danger of loosing this grant as well; the observation deck needs to be constructed by October 31, 2008.

John Clark asked about the Crestwood waterline running from the booster station under the parking lot; has there been any research done on the valve at that location. Brian Rogers responded according to Mr. Trego, the line going up Main Street, which is circa 1937, is not connected to the high-pressure side of the pipes at the high school. John would like to see more research done. Brian said the high-pressure side, which has to come out of the new booster station by the reservoir, the only pipe coming out of that is the one going North all the way up to the new school buildings. At the top of the hill, northwest of the corner of the school, there is a tee there and a valve and a 20-foot leg of pipe, Ed has not put that in yet in anticipation of the future extension to State Route 44.

Linda Clark asked about the insurance increases and whether employees pay any of that. Jenny responded the employees pay 5% of their medical coverage, there was discussion to increase that percentage but finance has decided against it. Linda asked about the ice cream truck around town, is there an ordinance that allows for them. Pearl Campbell replied she is tired of hearing them. Harry replied yes, there is an ordinance allowing them to be on the streets. Jenny stated they do have a vendor’s permit with the Village.

Linda Clark asked if Mr. Clemens has contacted the Police department to come back. Harry said yes.

Linda wanted to address a question that was asked to her back in April, regarding Ordinance 1992-43 to purchase property from Stamm Contracting. She has researched this with our administration office but no one has been able to find “Exhibit A” or the agreement option in the files. Does anyone know anything about this or can someone check into it for her. Jenny responded her office has looked everywhere for this information; we may need to contact previous council members to see if they saved their documents. Tom would be reluctant to say a councilpersons notes from 16 years ago would be an official record of the municipality. Marty asked Linda what property would this be concerning. Linda said this is property purchased for the Village water facility. Brian said even though he does not have the attachment Linda is looking for; he does have a map of that area and could show her what the Village does own. Linda wanted to see the option agreement and “Exhibit A”. Linda Schilling suggested she talk with Ed Trego. Jenny replied Ed did provide a file, however it was not in there.

Linda Clark asked what the Mayor’s jurisdiction was for marriages. Donna was not sure of her jurisdiction; how far outside the Village limits, she could perform a marriage. Linda asked how many marriages she has performed. Donna said she has performed two with one more coming up on Friday. Linda asked, when she receives $100 cash payment for performing these marriages, how is that handled. Donna stated it comes into the Village. She does have a $100 to turn into Jenny; she forgot to let Jenny know so it could be put on the agenda. Tom did not know at this time on the Mayor’s jurisdiction.

Dawn Pechman wanted to mention next Wednesday at the Fire Department from noon to 3:15 p.m., the auditor’s office will be here to present a public records program. It is free. You would need to register ahead of time to receive your certificate & booklet at the class.

Mayor Hawkins wanted to re-address the question by Linda Clark as to the $100 cash for marriages. Donna did make the statement Linda referred to regarding asking for cash when performing marriages. The reason is when you go to court to apply for a license, it has to be cash. She was told she should ask for it to be cash as well.

Motion to adjourn the meeting at 7:52 p.m. made by B. Prescott with a second from J. Rogers. All ayes on vote.

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Mayor Donna Hawkins

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Clerk-Treasurer Jenny August