Village of Gambier

Council Meeting Information

Agenda

July 1st, 2010 Regular Monthly Council Meeting
7:30 P.M.

Open Meeting - Call Meeting to Order

Pledge of Allegiance

Roll Call of Council by Clerk

Approval of June 7th Meeting's Minutes

Approval of Bills Paid

Open to Audience

Mayor's Report

Administrator's Report

Clerk/Treasurer's Report

Solicitor's Report

Council Committee Reports

Council Business:
1. Resolution 2110-__, Authorize Immediate Repair and Replacement of Public Storm Sewer Infrastructure on East Brooklyn Street.
2. Ordinance 2010-__, Amend Ordinance 2006-05, Section 1, 2 and 3, Setting Wages and Benefits for Hourly Employees.
3. Approval of Expenditure for $42,892.52 to Small's Sand and Gravel,for Public Storm Sewer Infrastructure Repair and Replacement to East Brooklyn Street.
4. Approval of Expenditure, for $9,940.89 to HD Supply for Radio Read Handheld and Software Upgrade for Water and Sewer Billing.
5. Approval of Expenditure for $6,155.00 to Barefoot and Case for Pump Annual Maintenance and for a New RAS Pump.

July Meetings:
Buildings & Grounds Committee - Monday, July 19th, 6:30 PM, Regular Monthly Meeting
Cemetery Committee -
Planning Commission - Tuesday, July 20th, 7:30 PM, Regular Monthly Meeting
Shade Tree Committee -
Finance & Income Tax Committee -
Police & Personnel -
Streets & Utilities - Monday, July 19th, 6:00 PM, Regular Monthly Meeting.

Mayor's Report

1. July 4th Celebration

I want to remind Council, as well as Gambier and College township residents, that our 4th of July celebration will be held on Sunday, July 4th beginning at 12:30 p.m., which is one hour and one-half later than our normal starting time in order to accommodate Sunday worshipers. Parade participants should line-up on West Brooklyn St. in front of Campus Auto and Tire between 12:15 and 12:30p.m. Following the formal celebration and the parade, our Village picnic and drawings for gifts donated by local merchants will be held at the Community Center Park. We ask participants please to make a modest contribution-salad, desert, covered dish-to the picnic.

2. Emergency Exercise

In June the V.A., Suzanne Hopkins, and I attended a "table top exercise" run by Knox County Emergence Management. We were asked to attend this exercise because the emergency-a vehicle collision with a propane truck-supposedly took place at the junction of Rts. 229 & 308. In the exercise we were called upon to address the Village's contribution to dealing with the emergency.

3. 2011 Budget

Last week the Budget Committee arrived at its proposed budget for 2011. A public hearing on this budget will be held before the Council Meeting on Thursday, July 1. Council will then be asked to approve this budget at the same July 1 meeting. The final version of the budget will be submitted in late January and be up for Council approval at the February 2011 Meeting. At mid-year the Village is very sound financially. I concluded from listening to the Committee's deliberations and viewing their proposed 2011 budget that the Village will continue to be financially healthy for the remainder of this year and in 2011.

4. Brooklyn Street Storm Water Project

Earlier this summer the storm water main on Brooklyn St. near the Village market burst, flooding the basement of the market. During the same storm there was again flooding at the intersection of Acland and Brooklyn Sts. Following an earlier engineering study and recent local consultations we have determined that the Storm water main on Brooklyn St. from Gaskin Ave. to Acland St. needs to be replaced and enlarged. (This replacement has gained some urgency since the main now has only a temporary patch.) As part of this project, Brooklyn St. needs to be graded in this block so that the storm water flows into, rather than by-passing, the storm sewers. This means that this section of Brooklyn St. will also have to be repaved. Finally, while this work is being done, we propose to add a sidewalk from Gaskin to Center Run along the south side of Brooklyn St. This project has been discussed with the Streets and Utilities Committee. Estimates and plans are included in the Council packet. We will discuss the project at the Council meeting and ask for its approval.

Administrator's Report

SEWER PIPE LINING

The sewer pipe from the Old Bank Building to Scott Lane was lined. This repaired the line that was collapsing in front of the Post Office.

WATER LEAK

The Village Maintenance Crew repaired a service line water leak at 417 Chase Ave. in June. The service line was broken at the corp. valve at the main. A new line on the Village side of the line was pulled under the road and connected to the existing pit meter on the other side of the road.

DUMPSTER DAY/SHREDDING DAY

The Village of Gambier and College Township held the Spring Dumpster Day on June 12th from 8 am to Noon. We filled 5 trash dumpsters and 1 metal dumpster. The Village also offered document shredding at dumpster for Gambier Residents. We had a small turn out for this part of the day. The Village only collected 114.2 pounds of paper for shredding.

WATER/SEWER BILLING HANDHELD

The Village of Gambier needs to replace the handheld that we read water meters with. The handheld we are using was purchased in 1991 and has been repaired before. The new handheld would let the Village upgrade to radio read in the next couple of years. I am asking to purchase the handheld and software this year and then in next year's budget I have put in for the GPS units to read the meters by radio. This will allow the Village to read the water meters even if there is two feet of snow on the ground. I will not have to estimate bills again in the winter. This will also shorten the time it takes the Maintenance Employees to read the meters making the process more efficient.

WATER LINE RELOCATION

The Meadow Lane water line relocation will be starting by the end of this week and the actual boring of the new line will take place starting after the July 4th Holiday. Traffic will be maintained on Meadow Lane as much as possible throughout the project. There maybe short time periods when Meadow Lane will be one lane and even closed due to equipment moving, etc..

GRANTS FOR PARKS

I was contacted by a gentleman from the Grants that the Village of Gambier is applying for, which Matt Simpson, from Floyd Browne Group, helped us with. Matt had to adjust the figures on Form 2 for the whole project. This will increase the Village of Gambier's matching funds to $57,000.00 or $78,000.00 from the $49,025.00.

Council Minutes June 7th, 2010

Council present: Audra Cubie, Liz Forman, Betsy Heer, Tom Stamp, Susan Sukys
Also attending: Kirk Emmert, Mayor; Suzanne Hopkins, Village Administrator; Mary Samuell, Clerk-Treasurer; Ken Lane, attorney; Mark Kohlman, Kenyon College; Willis Pritchart

Mayor Kirk Emmert called the meeting to order.

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

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

Guests:

Bill Smith, the Fire Chief of the College Township Volunteer Fire Department presented an update of fire and EMS runs for the year so far.

Mark Kohlman, Kenyon College, reported the college is gearing up to start new construction. The bidding has been released for the first nine buildings, and the Art History building construction is on schedule.

Willis Pritchart outlined the Honor Flight program, where World War II veterans are flown to Washington DC for a day to visit the WW II memorial. This year they are planning on sending 30-35 Knox County Veterans and are looking for the names of area WW II vets.

Mayor Report:

July 4th Celebration - July 4th is on a Sunday, and to accommodate residents who would like to attend church that morning, the Village parade will begin at 12:30 pm, followed by the picnic at the community center. Meat and drinks will be provided, and residents are asked to bring side dishes.

Stormwater Project on Brooklyn Street - the Mayor and VA met with Bobby Small to discuss the break in the stormwater line and the larger stormwater problem on Brooklyn Street between Gaskin and Acland. We asked for an estimate of services, and that a sidewalk in that area also be included in the estimate.

2011 budget - the finance committee will need to meet, and other committees will need to make proposals for funding projects in the coming year.

V.A. Report:

Stormwater break - on May 18th, a stormwater culvert blew a hole near the Village Market, resulting in the basement of the market filling with a couple of inches of water. A temporary repair was made, but the whole line needs to be replaced because of its condition and inadequate size. The Mayor and VA will have a proposal to the Streets and Utilities Committee next month.

Water service line repair - the Village maintenance crew replaced a service line at the Treleaven house, which was completely broken off at the valve. A new service line was pulled under the road and a pit meter installed.

Meadow Lane water line relocation - the work will start on June 14th.

Dumpster Day/Shredding Day - will be Saturday, June 12th from 8 am until noon. It is open to Gambier and college township residents, who are asked to bring something with their address on it. The Village will pay for the first 25 pounds of document shredding per family.

Committee Reports:

Council Liz Forman reported from the Police and Personnel Committee meeting. They discussed the proposed insurance company changes and have recommendations. An additional meeting will be set to discuss PERS deductions.

Council Tom Stamp updated council from the Planning and Zoning Commission meeting. The group approved a bay window installation and Kenyon College's application for a new parking lot between the Kokosing Gap Trail and South Park.

Council Tom Stamp reported from the Building and Grounds Committee meeting. The group is recommending an auto dial system for the village, and additional fencing at South Park. They also discussed a couple of village properties that are not being adequately maintained. They also approved a design for a Village pennant to hang from a bracket below the flag on our new flagpole at the Community Center.

Council Audra Cubie reported from the Streets and Utilities Committee meeting. Tom Lepley has agreed to attend a future meeting to talk about ways to bury power lines in the village.

Council Betsy Heer worked with council to set a finance committee meeting to plan for the 2011 budget. She asked council members to make any project funding requests to someone on the committee before the meeting.

Council Actions:

Council Tom Stamp moved to hear by title only the first reading of an ordinance amending the insurance co-pay partnership between employees and the village. Liz Forman seconded, all approved.

Council Tom Stamp moved to suspend the rules, declare an emergency and hear the second and third readings of the ordinance concerning the insurance co-pay partnership. Liz Forman seconded, all approved.

Council Liz Forman moved to accept the second and third readings and adopt the ordinance amending the insurance co-pay partnership. Tom Stamp seconded, all approved.

Council Betsy Heer moved to approve an expenditure up to $10,000 for meter replacement. Tom Stamp seconded, all approved.

Council set the Finance Committee meeting for Wednesday, June 23rd at 5:30 pm.

Council set the July council meeting for Thursday, July 1st at 7:30 pm, due to July 5th being a holiday.

Council set a public hearing for the 2011 budget for Thursday, July 1st at 7:15 pm.

The meeting was adjourned.

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