Minutes of Regular Council Meeting

June 16, 2008, at 7:00 p.m.

The meeting was called to order by Mayor Haver.

The Pledge of Allegiance was repeated by all present. Present were: Mayor, Larry Haver; Council members, Ron Jones, Ron Beverly, Amy Haver, Mick Pocratsky, Bruce Hart and Ed Foster; Solicitor, Troy Essex; Administrator, Kent Miller; Clerk/Treasurer, Diane Collins.

Jones moved to approve the June 2 minutes. Haver seconded. All voted yes.

Pocratsky moved to pay the bills. Jones seconded. All voted yes.

Nuisance Board: Minutes were shared.

Planning Commission: May 22 minutes were shared.

Park Board: Ron Bauer, Park Director, attended the meeting to answer questions. Everything seems to be going fine at the park. There is a little water loss at the pool. He thinks it is in the pump house. Selling the old bleachers was a concern at last council meeting. Bauer explained what happened and that no promises were made to sell them to the Fair Board. The new 15’ four row bleachers he is purchasing cost $1,500 each. Pocratsky stated he would not mind donating the old bleachers to the Fair Board. Foster suggested Bauer come once a month during the summer to keep them updated. It was noted the vandalism is better since some kids were caught. Bauer and the local police discussed the idea of banning the offenders from the park for a certain period of time. It was pointed out that such an order from a judge would be better.

Water/Sewer/Refuse Committee: Pocratsky stated that his committee minutes may have not been detailed enough to understand that Poggemeyer Design Group (PDG) will charge $4,700 to revise our Long Term Control Plan to do the sewer separation over a twenty year period. The current Long Term Control Plan fee paid was to have the entire separation done at one time. The difference being that it will take a lot more work to breakdown the separation process into years and phases. Rick Weaver of PDG suggested this will entail a number of meetings. Pocratsky moved to pay PDG $4,700 for a Long Term Control Plan that will completely separate the sewer system in phases. Jones seconded. Beverly, Hart, Foster & Haver voted no. Jones & Pocratsky voted yes. Pocratsky will have Rick Weaver come to a council meeting to discuss it further.

HIXTV Committee: Minutes from the June 14 meeting were passed out. At the meeting Station Manager, Bill Elwood, announced his retirement at the end of the year. Foster would like to advertise for a new manager and spend some time training the person over the next several months. A survey was developed with the intent to send it out to all Hicksville residents. A final draft will be presented to council at the next meeting. Denise Farley is temporarily replacing Joe Poffenberger. Foster asked council’s opinion of getting a representative from Antwerp on the cable board. Since no franchise fees come from Antwerp it was decided to leave things as they are.

Beverly had some concerns about employees getting a fifty cent an hour increase if they obtain a Wastewater license. Some pointed out it’s already on the books to do so.

Administrator’s Report: Kent Miller reported the following:

• A resident on East Smith Street asked us to trim our trees away from their fence so they could paint it. The trees were put in at the request of the resident when the public parking lot was built. The resident later placed a fence on the lot line. Council did not feel it was necessary for us to trim the trees as they would not only look bad since they are not the type to be trimmed but it might also kill them. Pocratsky moved to leave the trees alone. Beverly seconded. All voted yes.
• Bid opening for the ambulance was held Friday morning with the following results:
• Wheeled Coach Industries $105,733.00 (no trade-in allowance)
• Foster would like to speak to the squad chief about the cost and why no trade-in was done.
• There were also questions about the size and if it is any larger. Foster will get more information for the next meeting.
• Miller received information from the County Engineer that the Spencerville Road reconstruction project is going to cost an additional $100,000 due to an increase in petroleum prices. The engineer would like us to pay half and they pay half although it sounds like he does not have permission to spend an additional $50,000 yet. Foster wants to offer a 70/30 split with us paying $30,000. Miller will ask Warren Schlatter, County Engineer, to come to the next meeting. Miller has a funding idea.
• Construction estimates on replacing the handicap/curb sections came in at $50,000. $15,000 was set aside in the budget last year. Miller offered to proceed and make up the difference by cutting some other projects. Council told Miller to only replace the handicap sidewalks that are really bad at this time.
• DGL Consulting Engineers contacted Miller about the Safe Routes to School project. They asked if we had a sidewalk maintenance policy and if we are enforcing it. Miller responded that we have one but council is choosing not to enforce it at this time because we may be separating sewers which would cause many sidewalks to be torn up. Foster wants this to go to the Sidewalk Committee. There is a Safe Routes to School Committee meeting on June 25. Miller said that one thing that was mentioned was putting cross walk signals at all four traffic signals.
• Miller was asked if he ever cross trained a village employee to run the pool. He had not but said he would ask someone.
• Drainage for Scott Conley’s new building on Defiance Avenue has not been resolved as thought at the last meeting. Council found out the line could have been put in across the road but Miller does not want the road cut open as the eves should run to a catch basin. Shininger was originally going to run the tile to a catch basin but has backed out. Miller and Conley are currently trying to find someone to do the work. A cost is not known. Beverly moved to continue on…..not to exceed $4,000, no named contractor, and done according to village specs. Hart seconded. Jones & Foster voted no. Haver, Beverly, Hart & Pocratsky voted yes. Anything over $4,000 will be paid by Conley.
• On zoning related issues, there are still the issues of sidewalks and fencing around temporary pools (along with a penalty for no fencing on permanent pools).
• Miller is planning to be off during the week of June 23.

Miscellaneous: Essex reported the following:

• Liability Waiver for Fire Equipment is in the hands of the Fire Chief. Elwood will make a list of what we have and what Melrose is taking.

Resolution 2008-04 authorizing the Village to donate fire equipment was read in full for the first reading. Pocratsky moved to suspend the rules. Beverly seconded. All voted yes. Resolution 2008-04 was read by caption only for the second and third readings. Foster moved to approve. Jones seconded. All voted yes.

Ordinance 2008-03 authorizing the Village to charge for non-transport EMS calls was read by caption only for the first reading.

• Source Water Protection Plan – What Essex has written is still at the committee for review.
• Workers Compensation Group rating information was shared with council for informational purposes only.
• The status of the PEC Biofuel Revolving Loan was discussed. Essex is going to ask a few attorney’s for quotes to look out for our interest on this loan. He will get them to Collins who will get them to council.
• The Edgerton Street alley survey was found to be incorrect. Essex asked the surveyor to clean it up. An Ordinance has been drafted.
• Railroad Easements are not being worked on at this time due to taking care of other items.
• HIXTV-agreement is still with Dr. Miller and awaiting some word.

Clerk’s Report: Collins gave council a copy of an invoice from OWDA that a $173,838.45 payment will be due on July 1.

Police Report: Willis did not have a report.

Fire Department: Chief Elwood did not have a report.

EMS Department: No report was given.

Mayor’s Report: Mayor Haver reminded council and residents about Relay for Life this weekend.

A motion was made and seconded to adjourn

MAYOR
CLERK