Village of Mantua
Special Council Meeting
September 27, 2010

MEMBERS PRESENT: Council President Ben Prescott, Linda Clark, Linda Schilling, Marty Hura, Roger Hawkins, Giles Seith.

OTHERS PRESENT: Mayor Donna Hawkins, Clerk-Treasurer Jenny August

CITIZENS: Norm Erickson, John Clark

CALL TO ORDER: 5:33 p.m. by Mayor Hawkins, then Pledge of Allegiance was recited. Legislation immediately followed.

Jenny read the newspaper ad to determine whether or not all topics on the agenda were advertised in the meeting notice. It was determined that the three items of legislation could be discussed. Linda C. felt that we advertised sufficiently for Resolutions 2010-44 and 2010-45, but should not discuss 2010-43. Donna said that the ad said we would be discussing a grant application, which is very general and does cover 2010-43. Michele said if we are applying to extend the grant, that is fine, but if it will take Council action to explain our lack of substantial completion by July 31st, we can't discuss that tonight.

RES. 2010-43 A RESOLUTION ADVANCING MONEY FROM THE GENERAL FUND TO THE FRANKLIN REGAN STORM SEWER FUND IN ORDER TO FULLFIL THE VILLAGE MATCHING FUNDS FOR THE GRANT AWARDED FOR THE FRANKLIN-REGAN STORM SEWER PROJECT AND DECLARING AN EMERGENCY.

Motion to Suspend the Rules by Linda Schilling, seconded by Marty Hura. Linda Clark voted no. All others voted yes. Motion to approve and open for discussion by Linda Schilling, seconded by Marty Hura.

Ben proposed applying for an extension for the grant. Donna said this discussion portion is to make a suggestion to amend. Michele said the Resolution to advance funds should not also have in it a motion to extend the grant. To apply to extend the grant can be done by motion, which should be a separate action.

Call to question: Linda Clark voted no, all others voted yes. Passed as Emergency 5-1

Motion to apply for an extension of the grant deadline for the Franklin-Regan Storm Sewer Project by Ben Prescott, seconded by Linda Schilling. All members voted yes.

RES. 2010- 44 A RESOLUTION AUTHORIZING CERTAIN ADJUSTMENTS TO THE 2010 APPROPRIATIONS AND DECLARING AN EMERGENCY.

Motion to Suspend the Rules by Linda Schilling, seconded by Marty Hura. All Council members voted yes.

Motion to approve and open for discussion by Linda Schilling, seconded by Marty Hura.

Linda Clark asked where the $3,000 is coming from and why didn’t we advance it six months ago. Jenny said Ed kept telling us that we didn’t have the means to do the in-kind labor so we didn’t expect to be able to do this project. Another part of this is that we set money aside in Capital Reserve for the new pump, and now that the pump is here and the bills are arriving, we need to appropriate the funds and make it available for spending. Donna said they are currently working on the base of the pump. Linda Clark asked how big of a project is doing the base for the pump. Donna Hawkins said the base isn't all that large of a problem, they have to retrofit it and there are fittings which have to be made. Ben said there is electrical work as well.

Ben allowed Norm Erickson to ask a question. Norm asked who is doing this work (Storm-Sewer). Linda Schilling said our Village employees. Jenny said she heard Mike McCauley was helping out. Linda Schilling said he will volunteer if needed. Norm asked what precipitated this? Was it the lady that has been coming to Council? Linda Schilling said the problem is not from Mike’s yard. She went there and looked. Ben said it (the water) starts at the top of the hill and runs down Oak Street to Franklin. Ben said we will put in 150 feet of line and two catch basins about a foot and a half deep.

John Clark asked about the Resolution title saying the $3,000 fulfills the Village’s matching funds. Did the amount of money change? It used to be $30,000. Ben said it won’t fulfill, and that was the wrong word to use. John said this only fulfills 10%. Marty said the project has been downsized at least three times. Linda C. said the money amount has always been around $40,000. $30,000 of “in-kind” work and $10,000 in cash. Donna said the grant is for up to a maximum of $80,000, and whatever portion we do is reciprocated so we do not have to do the entire amount. Linda C. said if we are advancing $3,000 and have $3,400 already, are we doing $6400 worth of work and be reimbursed for that? Ben said we are only trying to cover the cost of materials. We put our expenses with the in-kind labor and submit that, the reimbursement should at least cover our materials. John asked if we have a dollar amount to cover the cost of substantial completion? What if we don’t get the extension? Ben said we may not be able to do everything. We can come to a point where we know we have to stop, but we want to do as much as we can afford. We might find out that we don’t even have to do the entire project as originally designed. John is afraid we are assuming too much. John said the Engineers designed something and gave a certain dollar amount, which is what the OPWC based the grant on. Ben said we need to do it whether or not they give us the extension. We have to try for the funds. Why not try to do something for the people? We may have to do another part later. We can’t do much about the private property. Jenny asked Michele if we can amend the wording. Michele said first we need to vote on 2010-44, and then move to reconsider 2010-43.

Call to question: All Council members voted yes. Passed as Emergency 6-0

RES. 2010-45 A RESOLUTION AUTHORIZING THE MAYOR OF THE VILLAGE OF MANTUA TO APPLY FOR THE AKRON METROPOLITAN AREA TRANSPORTATION STUDY (AMATS) "CONNECTING COMMUNITIES PLANNING GRANT" OF UP TO $50,000.00, AND DECLARING AN EMERGENCY.

Motion to Suspend the Rules by Linda Schilling, seconded by Marty Hura. All voted yes

Motion to Approve and Open for Discussion by Linda Schilling, seconded by Marty Hura.

Linda S. asked if the Mayor was just going to apply for this grant. Donna said yes. Linda C. said she understood it when she spoke with Chris Craycroft & Heather Davis, that we have to be specific on what our studies are going to be. What portion of connecting communities are we going to be applying for? Donna asked if she has any suggestions. Donna thought it would be connecting communities such as Garrettsville and Aurora through our trail system, biking and walking. Linda C. thought it was like connecting our parking lots to the trails, or building sidewalks from the trail to town. Donna said she understands it to be connecting communities. Donna said she will make certain she is on the right page, and she will give Council an update as we go through committees, etc. Michele said she looked up the grant application and it states that the purpose is encouraging integration of land use and transportation. Donna will look into it more.

Call to Question: All members voted yes. Passed as Emergency 6-0

Motion to reconsider Resolution 2010-43 by Ben Prescott, seconded by Giles Seith. All members voted yes.

Motion to Amend the wording on 2010-43 to replace the word “fulfill” with “contribute toward” by Ben Prescott, seconded by Linda Schilling. All members voted yes.

Motion to approve 2010-43 as amended by Ben Prescott, seconded by Marty Hura. All members voted yes.

Motion to open for discussion by Ben Prescott, seconded by Linda Schilling.

Linda Clark said she thought if we suspended the rules for something, she didn’t think it could be brought back to the floor. Michele said reconsideration can only take place at the same meeting. Resolution goes into effect as soon as passed by Council and approved by the Mayor, which is after she signs. Michele offered to check Robert's Rules of Order. Meanwhile, Giles had to leave the meeting at 6:07. Jenny asked Ben if Special Meetings can be requested in writing so there is no misunderstanding as to the purpose of the meeting. Ben agreed. Michele returned from checking Robert's Rules of Order and stated that reconsidering a motion may be made within a limited time after the action on the original motion, usually at the same meeting or in the case of a multi-day session, it can be made the next day. However, it’s not related to suspending the rules which is suspending the rule that it be read on three separate days. We were passing it only on the first reading which is what suspension of the rules is doing, but that is unrelated to reconsidering. So we are allowed to do what we are doing. Linda C. verified the word changes and that section one is still going to advance the $3,000.

Call to question: Linda Clark voted no, Giles was gone, and the remaining members voted yes. Passed as Emergency 4-1

ADJOURN: Motion to adjourn by Ben Prescott, seconded by Linda Schilling. All members voted yes. The Mayor adjourned the meeting at 6:15.

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Mayor Donna Hawkins

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Clerk-Treasurer Jenny August