Village of Gambier

Council Meeting Information

Agenda

January 9, 2012 Regular Monthly Council Meeting
7:00 P.M.

Open Meeting - Call Meeting to Order

Pledge of Allegiance

Roll Call of Council by Clerk

Approval of December 5th Meeting's Minutes

Approval of Bills Paid

Open to Audience

1. Captain David Shaffer, Knox County Sheriff Department
2. Rick Drenning With Red Cross
3. Knox County Health Dept. Coming to Talk About Property in Gambier on Quarry Chapel
4. Ed Neal, Kenyon College, Will Present a Power Point Presentation Regarding the Energy Saving Project Kenyon is Working On

Mayor's Report

Administrator's Report

Clerk/Treasurer's Report

Solicitor's Report

Council Committee Reports

Council Business:

1. Swear in the Mayor and the Two Council Members

2. Elect a President of Council

3. Resolution 2012 - ___, Temporary Appropriations for 2012

4. Resolution 2012 - ___, To Set Regular Meeting Dates

5. Resolution 2012 - ___, A Resolution to Continue Membership in the Knox County Regional Planning Commission

6. Ordinance 2012 - ___, An Ordinance Prohibiting Exotic Animals in the Corporation Limits of the Village, 3rd Reading

7. Ordinance 2012 - ___, An Ordinance Amending Ordinance 2011-06, Prohibiting "Panhandling" in the Corporation Limits of the Village, 2nd Reading

January Meetings:

Buildings & Grounds Committee - Canceled For This Month
Cemetery Committee -
Planning Commission - Tuesday, January 17th, 7:30 PM, Regular Monthly Meeting.
Shade Tree Committee -
Finance & Income Tax Committee - Need to Set a Meeting Date
Police & Personnel - Need to Set a Meeting Date
Streets & Utilities - Canceled For This Month

Mayor's Report

MAYOR'S YEARLY REPORT FOR GAMBIER, OH - 2011

(part 1 of this report summarizes the major issues addressed, and action taken, by the Village Administration and Council in 2011. Part 2 discusses, briefly, the most important issues and projects that need to be addressed by the Village in 2012.)

PART 1-2011

1. Water

Water loss was considerably greater in 2011 than in 2010: first quarter loss was 48%; 2nd quarter 30%; 3rd quarter 37%; and 4th quarter 29%. Average quarterly loss in 2011 was 36% versus 22% in 2010. In March outside leak detectors found three leaks including a major leak on E. Woodside that was difficult to detect; two leaks were repaired in June, three in Sept., and another major leak across from the KAC in October.

We installed Six (6) pit meters at residences and six (6) at Kenyon. Four (4) inside meters were replaced at Kenyon.

Our first contract with Verizon for placement of their cell phone antennae on our water tower expired this year. We renegotiated and extended the contract at the same monthly rental fee as the first contract.

2. Waste Water & Waste Water Plant (WWP)

Sludge was hauled from the WWP on a regular schedule, excepting the fall hauling which was delayed several weeks due to frequent rain. As in the past, the sludge was spread on the Village's nearby field and on the adjacent Kenyon field. In early 2011 we replaced the inside flow meter at the WWP, and later in the year we replaced the air-conditioning unit.

The outflow pipe from the WWP to the Kokosing river crosses land owned in 2011 by Nathan McKee and Howard Workman. Mr. McKee questioned the legal status of the Village's right-of-way on his land. The Village had a strong legal case, but to avoid considerable legal fees the Village made a modest payment to Mr. McKee in return for his formal granting of a right-of-way for our outflow pipe. Subsequently, the Village made a similar payment and agreement with Mr. Workman although he had not raised any objection to our right-of-way on his land.

In August Dreier and Maller cleaned and ran camera inspections on the main sewer lines in the Village and re-inspected problem areas uncovered in previous inspections. They then compiled a priority list of places that needed to be repaired. Five of the most serous areas were subsequently repaired, and a manhole on Ward St. was relined.

3. Storm Water Utility & Work

Fees accumulated in our Storm Water utility helped to finance storm water improvements - underground pipes and surface grates - on E. Woodside on the hill between Allan Dr. and Brooklyn Str.

4. Community Center Park

In October Small's Asphalt Paving Co. completed the Gambier Community Center Trail Grant Project, including paving, landscaping, signs, and a crosswalk. The $8,000 that remained in the Grant after Small's bid was used to construct connecting walks from the trail to the reconfigured entrance to the dog park, and from the trail to the Meadow Ln. entrance to the Community Center. The new trail and our decision to alter the location of playing fields required, according to our master plan, the construction of a new parking lot at the Community Center Park. Bird and Bull won the contract to draw- up plans and bid documents for the parking lot which is to be constructed in the spring.

To further implementation of our master plan at Community Center Park, we held extended discussions during the year of the best way to eliminate one of the three baseball fields and to replace that field with a larger soccer field. It was fmally decided to move the southern-most, little league field directly north of its present location where it would replace the present baseball practice field. (Due to an unusually wet fall we could not accomplish this move in 2011.) An enlarged, regulation soccer field will then be built on the grounds formally occupied by the little league field.

The Parks committee has discussed the purchase of new equipment and the relocation of the children's playground. The Parks Committee is developing a campaign to raise donations to help pay for this playground equipment.

Our popular dog park was enhanced by the addition of three trees planted in the middle of the park. These trees were donated in memory of Betsy's Heer's mother. We also moved the dog park entrance to the west so that it would be closer to the new trail and to the proposed parking lot.

During the summer our crew constructed a metal roof over the shingled roof of the Park picnic shelter and set a Village flag pole where the trail approaches Meadow Ln.

5. Streets and Sidewalks

The Woodside Project, a combined repaving, altered storm water diversion, and new sidewalk on E. Woodside Road (between Allan Dr. and Brooklyn St.), was our largest undertaking in 2011. Part of this section of Woodside Rd. was breaking-up along the edges; the storm water ditches were perilously deep on the East side of the road; and the road itself was a dangerous walkway for pedestrians. The need was urgent, and the inter-related problems dictated that we address them simultaneously. In spring the Bird and Bull engineering firm did a preliminary study to define our problems and suggest alternative solutions. They were later selected to do the final engineering study and bid documents. The Council followed their advice to place the sidewalk on the west side of Woodside road. The Village held a public meeting on July 6th to explain the project to Woodside residents and to seek from some residents their approval to grant the Village an uncompensated right-of-way (3 to 10 feet) to construct the sidewalk. The Council and the Village administration agreed that the rights-of-way should not be compensated because compensation would have significantly increased the cost of the project and set an expensive precedent for the construction of future sidewalks. Also, it was thought that the sidewalks would actually enhance the property of residents who in most jurisdictions are assessed, rather than compensated, for municipal sidewalks that cross their property. (Residents on the sidewalk side of the road obtained new cement aprons for their drives and a promise from the Village that it would be responsible for snow removal on the entire sidewalk.) In time, all residents gave right-of-way permission.

Once construction was underway, we found that the main cause of the road deterioration was that on both sides of the road the road base was not firm. This soft base had to be removed and replaced with a firm foundation. Simultaneously with this work, a new sidewalk was constructed on the west side of the road. The need to firm the road base added significantly to the originally bid cost of the project. In the last stage of the project this entire section ofE. Woodside was given a new asphalt surface. The entire project was successfully completed by Cannon Construction by mid-November. A significant number of residents on Woodside and form other parts of the Village have noted that the road is safer and that the meandering sidewalk is aesthetically pleasing and facilitates their walking to the center of the Village.

The north side of Scott Ln. (behind the Miller House and adjacent to Jim Ingerham's house) has broken-up due to the gradual erosion of the steep bank on the edge of road. The road was no longer safe for fire equipment or, soon, for cars. To reinforce the road, a steel retaining wall was set into the ground. The space between the old road and the retaining wall will be filled and paved when conditions permit. A guard rail may be added.

The Village had several short sections of road milled and repaved. We also had installed two short sections of sidewalk connecting an existing walk on Scott lane to the sidewalk by Palme house on the west side of Ward St. Finally, handicap indicators were added at several places in the center of the Village.

6. Finances

Despite the recession, the Village continues to be financially very healthy. We were able to grant our employees a 3% raise and did not have to make any significant spending reductions in regular programs due to insufficient funds. We were again able to undertake new programs in park, road and sidewalk construction. Final figures are not compiled, but we will surely end the year with a substantial balance in our General fund. Our Waste Water Enterprise Fund continues to be the exception to this favorable report. Our Water Enterprise Fund, in contrast, has adequate resources. Thus in 2011 we again altered the percentage allocations to these funds from utility fee increases. (Each year 3-5% of these increases to users compensate for similar increases in our cost for water charged by Mt. Vernon.) As in 2010 we raised the waste water allocation from 2% to 5% and reduced the allocation to the Water Fund to 2% from 5%. The same altered allocation will probably have to be mandated in 2012.

7. Elections and Personnel

Elections - In the November elections Tom Stamp was re-elected to Council and Katchen Kimmell was elected to the Council position vacated by Susan Sukys who did not stand for election. Katchen has been active in community affairs and is presently chair of the Planning and Zoning Commission. We welcome her to her new position on Council. The Village is grateful to Susan Sukys for her more than a term and one-half service on Council. Kirk Emmert was re-elected and will be serving his third term as Mayor.

Village Employees - The Village was again able to hire Ed Rager to cut and trim grass during the summer months. Tim Black continues his able and frugal management of our waste water plant. We continued with the same experienced, knowledgeable crew of Randy Wells, Jeremiah Denuit, and Josh Miller. This dedicated crew, who are thoroughly familiar with the operations of the Village, provide valuable continuity to our administration of everyday affairs, and they are also prepared to deal, day or night, with extraordinary events. In 2011 Jeremiah was awarded his Water Distribution #1 License.

Kathi Schonauer, our tax administrator, also maintains our website, manages record retention and the filing of Village documents, and is always ready to assist the Mayor or the Village Administrator (VA) with our many requests. Fortunately, Mary Samuell continues as our able Clerk/Treasurer. Beyond her official responsibilities, we are grateful to Mary and her husband, Phil, for organizing the 4th of July parade and to Mary for her organizing and administering the Village's Halloween celebration at the Community Center. Edie Burson, our reliable Utilities Clerk, has ably adjusted to changes in our billing technology. Finally, Suzanne Hopkins has continued her excellent work as V A and as Zoning Administrator. Particularly noteworthy this year was Suzanne's gracious, informative, but firm interaction with Gambier citizens and her organization and supervision of the west Woodside Project.

Deputies - The father and son pair of Aaron and Denny Philips continued as the Knox County Deputies assigned to the Village. In addition to being known for their energetic policing, this year Aaron and Denny were the joint recipients of the 2010 MADD Award for the most DUI arrests in Knox County. Drinkers and Malefactors Beware!

Solicitors - After many years of able service to the Village, Ken Lane retired in October as our solicitor. Those who worked with Ken are grateful for his dedication to the interests of the Village and for his sober, informed legal and political advice.

Following the appointment of a search committee and the interviewing of two candidates, the Mayor nominated Clinton Bailey to replace Ken Lane as Village Solicitor. The Council confirmed Clint's appointment. We welcomed him as our solicitor on Oct 1, 1011.

Appointments - In July the Mayor reappointed Julie Leonard for a four (4) year term to the Village of Gambier Tax Appeals Board. In January he appointed Phil Brooks and Eric Holdener as Gambier's representatives to the Knox County Regional Planning Commission.

8. Seasonal Work

Leaf-Pick-up - Pick-up ran into early December this year due to frequent rain.

Snow Removal - To protect the environment and to reduce costs the Village again salted only hills and intersections. This was a particularly effective way to deal with the frequent lake-effect snows in 2011, a year in which Gambier experienced above average snowfall.

Grass Cutting and Trimming - Ed Rager continued his excellent cutting and trimming work. Since it was a wet summer, the crew often assisted Ed with the general mowing and with trimming in the cemetery.

Recycling - Gambier residents have come to rely on our regular Thursday recycling which is usually collected by Josh and Jeremiah with occasional assistance from Randy and, on occasion, from Suzanne.

9. Public Events

We enjoyed our traditional 4th of July celebration complete with parade, Citizen of the Year - Jack Esslinger - and a Village picnic with door prizes generously supplied by local merchants. The Village again sponsored a bike race which this year was to take place on April 24 but was post-phoned until July 23. A 5k walk was held on June 4 to support the Children's Connection, and a 5k race in Oct. to support Will Smith' recovery.

The College Township Fire Dept. sponsored a Car Show in Gambier on Oct. 8 to raise money for Dept. equipment.

10. Major Equipment & Building Repairs

The Village purchased a new pick-up truck and plow fmanced, in part, by a trade-in of our old pick-up. In addition to reroofing the Brooklyn St. lift station and the picnic shelter, our crew enclosed one of the salt bins in order to use it for storage.

11. Tree Commission

Gambier renewed its designation as a Tree City in 2011. The Commission continues to work on cataloguing trees on the Village tree lawn. Rachel Garcia, a member of the Commission, and the Mayor attended the Annual Tree city meeting in May in Granville. Three (3) trees were removed on Wiggin St. and one large tree on Gaskin St. Five (5) trees were planted on the Village tree lawn.

12. A Hand at Home (AHAH)

A number of Gambier residents have formed a group called A Hand At Home (AHAH) to provide various kinds of assistance to elderly Gambier and College Township residents who need aid to remain in their present homes. In November AHAH received a $2,000 grant form the Knox County Community Foundation to support start-up costs. At least initially, no dues will be charged from membership in AHAH which is a volunteer, tax-exempt organization affiliated with Station Break. The Village is facilitating the establishment and operation of AHAH by providing them space at the Community Center to hold their meetings and to locate their records and coordinator. The Village will also post their information of our website.

Part 2-Work & Projects for 2012

1. Water Loss

Toward the end of the year our water loss improved: During winter break Suzanne reports that daily usage was lower than at any point last year. Ifwe can remain where we are now we have a good point from which to start further reducing our water loss. To accomplish this will require more vigilance than we exercised last year. As soon as normal usage spikes we need to start our own efforts at leak detection. If those efforts are not successful within a week, at most, we need to call in outside detectors who have shown that they have much more sophisticated equipment which can detect leaks that we cannot hear. The level of water loss we experienced this year is simply unacceptable. Suzanne's and my first priority this year is to keep our losses at our present base and try to go down from there.

2. Sidewalks

Funds should be available this year to build more sidewalks. According to our plan, the next candidates are a sidewalk on Acland St. from Brooklyn to Wiggin Sts. and a longer section on Brooklyn St. from the fire station to the recently finished sidewalk on E. Woodside. I doubt we will have sufficient funds to complete both of these projects in 2012. When our budget is approved and we have done more detailed studies of the projects we will know how much we can accomplish.

3. Parks

We should focus on Community Center Park this coming year. Early this spring we need to have the area of the proposed parking lot excavated, leveled and a stone base established so that the lot can be used during baseball season. After the end of baseball season, the Little League field should be moved and the new soccer field excavated and planted and the parking lot surfacing and landscaping completed. During the year we need to continue work on fmding financing for equipment for the children's playground, with a goal of completing the playground next year.

4. Waste Water

Tim makes every effort to rest parts of the WWP but, given the age of the equipment at the plant, we can expect that extensive repairs or replacement of expensive equipment such as pumps and motors will be required in coming years. We know that this coming year a major motor will have to be repaired and, no doubt, other needs will emerge during the year. Last year we had our main sewer lines cleaned and learned where they need to be repaired. Five repairs were completed. This year we need to complete as many of the remaining repairs on the priority list as we can afford.

5. Trash Containers

Last year we made little progress together with Kenyon in arriving at a common trash container for the campus and the Village. This year we should decide with Kenyon on a container model and develop a plan for their replacement, since we probably cannot afford to replace them all in one year.

6. Emergency Communications

We should not still be talking about this subject; we should have resolved it. We administrators have dropped the ball. Suzanne and I have been considering some new options. We need to bring these to Committee and resolve this issue this winter.

7. Continuity of Personnel

In writing this report I have been reminded how fortunate the Village has been, since Suzanne became V A, to retain all its present employees. Continuity of personnel is a good thing if your employees have good character, are competent, have complimentary skills adapted to their jobs, and worked well together. It has taken time, but in recent years, under Suzanne's direction, this is the kind of staff that we have. Given this necessary base, the benefits of continuity multiply: Individuals develop new skills and knowledge adapted to conditions and recurring problems in the Village. They come to understand the character of the Village, including its expectations, and genuinely to care about its welfare. Increasingly, they are able to anticipate problems and have a sense of when things are not right. Having encountered the same or similar problems before, they know how to deal with them more efficiently and with increasing independence. This increased competence can augment their pride in their work and thus the quality of that work. In short, our continuity of personnel is a great benefit to the Village. We should appreciate it and do what we can to preserve it. (Clint take notice: We expect you to be here for many years.)

Kirk Emmert
Mayor

Administrator's Report

ASPHALT PATCHING AROUND GAMBIER

The Council approved $23,234.09 for the large areas that were milled and patched on Wiggin St., E. Brooklyn St. and Ward st. After the work was fmished the invoice was for $23,359.29 a difference of$125.20. Mary and I discussed this and we had the money so the invoice was paid. The price was different due to the cost of petroleum. The quote was in September and the work was not done until late October early November.

DUMPSTER DAYS

The Village of Gambier and College Township normally have two Dumpster Days per year. When Kirk and I talked with Doug McLarnan, for College Township, he mentioned the Township may drop at least one of the Dumpster Day do to finances. We have not gotten any word from the Township about if this is going to happen or not. I just wanted to bring it to your attention in case it does happen. The Spring and Fall Dumpster Days have decreased in the past several years. We have been using about half the dumpsters we use to. The Dumpster Day Dates for 2012 are Saturday, May 5th and Saturday, October 6th from 8 AM to Noon.

DEPUTY COVERAGE IN COLLEGE TOWNSHIP

I have enclosed a letter Kirk received from the College Township Trustees regarding deputy coverage in the Township. The Township has decided to discontinue the contract to have Deputy coverage in the Township starting January 1, 2012.

DEPUTY COVERAGE IN GAMBIER

The contract the Village of Gambier has with the Knox County Sheriffs Office will need to be renewed in April 2012. I have emailed Clint a copy of the current contract for him to look over. In the next couple of weeks Kirk, Clint and I will be meeting to discuss renewing the contract in April.

SEWER PLANT

The sludge was hauled out of the plant in December and land applied to fields. The Sewer Plant last month had some electrical issues. We have a motor that is being rebuilt and Kevin Lepley Electric is in the process of fixing the other electrical issues regarding switches in the main electrical room at the plant.

Council Meeting Minutes, December 5, 2011

Council present: Audra Cubie, Betsy Heer, Noble Jones, Tom Stamp, Susan Sukys
Also attending: Kirk Emmert, Mayor; Suzanne Hopkins, Village Administrator; Mary Samuell Clerk-Treasurer; Julie Miller, Knox County Health Department

Mayor Emmert called the meeting to order.

The minutes of the November council meeting were presented to council. It was moved, seconded and carried they be approved as amended.

The paid November bills were presented to Council. It was moved, seconded and carried they be approved.

Guests:

Julie Miller, Health Commissioner, introduced herself to council and explained the mission of the Knox County Health Department was to serve all residents of Knox County. Their agency is very willing to collaborate with others. She then reviewed the list of services available through their agency.

Mayor Report:

2011 Elections - Congratulations to Tom Stamp and Kachen Kimmell for winning their council seats. The Mayor also thanked Susan Sukys for her work on council. 2012 budget - the Mayor asked all council members to be thinking of Village projects and needs for next year.

AHAH - A Hand at Home task force has received a $2,000 grant from the Mount Vernon and Knox County Community Foundation to be used for start-up costs. They are formulating bylaws, looking into insurance options, and attending to other organizational details. AHAH will serve Gambier and College Township residents. At least initially, no dues will be charged for membership. The purpose is to assist residents over 60 years old who require some assistance or other information if they are to remain in their home. AHAH is tax exempt and will be based at the Community Center.

V.A. Report:

January 2012 council meeting - will be held on Monday, January 9th, at 7 pm. Final leaf pick up-is complete. The staff finished at least three passes around town.

Park Trail Grant - the Village has submitted the final paperwork for the rest of the grant money, $44,966.25.

Scott Lane retaining wall - is in the process of being installed. Once the steel wall is driven in place, Smalls Asphalt and Paving will come in to reinforce the four to six feet of space between the edge of the road and the retaining wall.

Village office holiday schedule - the offices will be closed beginning at noon on Friday, December 23rd and remain closed through Monday, December 26th• The next week the office will be closed on Monday, January 2nd for the New Year's holiday.

Committee Reports:

Council Tom Stamp reported from the Buildings and Grounds Committee meeting. The parking lot planning is underway. Signs will be removed from the fences around the athletic field. The deer overpopulation was also discussed.

Council Tom Stamp updated council on the last Planning and Zoning Commission meeting. Several demolition permits were approved around Kenyon College campus.

Council Audra Cubie reported from the Streets and Utilities Committee meeting. The group discussed the panhandlers ordinance.

Council Actions:

Council Tom Stamp moved to hear by title only the second reading of an ordinance prohibiting exotic animals within the Corporation limits. Susan Sukys seconded, all approved.

Council Tom Stamp moved to hear by title only the first reading of an ordinance amending Ordinance 2011-06 prohibiting panhandling within the village limits. Audra Cubie seconded, all approved.

Council Audra Cubie moved to pass a resolution to enter into an ACH agreement with First Knox National Bank. Tom Stamp seconded, all approved.

Council Betsy Heer moved to approve a transfer from El-5A-230 to El-5A-240 to cover the cost of the repair of the red pickup truck, used when reading water meters and other water line repairs. Susan Sukys seconded, all approved.

The meeting was adjourned. The next regular council meeting will be on Monday, January 9th at 7:00 pm.

Site Designed & Hosted by ECR