Village of Mantua
Finance Committee Meeting
October 17th, 2009

CALL TO ORDER- 8:01 A.M.

ROLL CALL: Ben Prescott, Roger Hawkins, Jim Rogers

OTHERS: Clerk-Treasurer Jenny August, Resident Linda Clark.

MINUTES: Jenny said Kevin Poland approved a new mower for the Cemetery, and personally went to the mower store and paid for it and arranged delivery. Motion to approve the Minutes from the September meeting by Jim Rogers, seconded by Ben Prescott. All ayes on vote.

FINANCIAL REPORTS:

Jenny read the Financial reports. Jenny said she would like to sign up for a list from the Ohio Dept of Taxation for a list of all taxpayers who filed State Taxes this year. It will cost $180.00, but Jenny is confident that we will get enough new taxpayers to pay the cost and then some. The list gets e-mailed to the Village in December. Finance committee gave approval to go ahead with it. There was some discussion about the Financial Audit, and Jenny said there are still a few things being worked on. Motion to approve the Financial reports by Roger Hawkins, seconded by Ben. All ayes on vote.

LEGISLATION:

Ben reviewed the legislation that will be presented at the Council meeting Tuesday.

  1. 2009-41- Splitting revenues earned from the Village of Hiram between Gen. Fund & Police Capital.
  2. 2009-48- Granting the school permission to drill a water well.
  3. 2009-52- Second reading of 2010 appropriations
  4. 2009-55- Annual contract with the Public Defenders Office
  5. 2009-56- Adjustments to the appropriations- Cemetery, Storm Sewer, Water & Sewer Operating
  6. 2009-57- Cemetery Rules-
  7. 2009-58- Amending section of 3406.1 of the Personnel Handbook. Roger asked about the Personnel handbook committee and if they plan to meet. Jenny said everyone is supposed to be reviewing their handbook before there is a meeting. Linda Clark said they plan to schedule a meeting next month.

BILLS OF RESOLUTION:

Motion to recommend the Bills of Resolution to Council by Jim Rogers, seconded by Roger Hawkins. All ayes on vote.

DISCUSSION:

Disconnection notices: Jenny said she thought there used to be an Ordinance saying we could pay certain bills such as Utilities and Medical bills as soon as we get them instead of waiting for Council approval. Waiting until after the Council meeting sometimes caused these bills to be paid after the due date, generating disconnection notices and/or late fees. Ben said we need to pass a new ordinance if we donít find the original so we can get these types of bills paid as soon as they arrive. It could affect our credit.

Supplies and Diesel from Crestwood Schools: The School Board approved selling us supplies and fuel. It will be cheaper. We still need to get to the bottom of the fuel & gas issue. Jenny and Michele are working on it.

Personnel Manual: Ben is pleased that we now have a committee working on this. He said we need to really make sure we are in accordance with the ORC. We should not be hasty, we need to do it right. Roger asked if we would submit this to legal when itís done. Ben said we would have Michele check it out.

Police reading computers at Water Lift Station & Water Plant: Ed asked the Police Department to read the meters at the Water Plant and lift station over the weekend to eliminate some of the overtime. It could be done once within a 24 hour period. Harry agreed, but said Police work would come first, and could not commit. Roger thought the Police could commit that if they were not able to read the meters, they could commit to calling either Tom or Ed in. Jim questioned if a member of Council or member of the Service Department could read it in order to save money. Further discussion is needed.

Citizens: No comments.

Motion to adjourn at 9:01 A.M. by Jim Rogers, seconded by Ben Prescott. All ayes on vote.

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Ben Prescott, Chair of Finance

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Jenny August, Clerk-Treasurer