The Salem City Council held a Regular Meeting on Tuesday, June 22, 2021 at Salem City Hall, 229 West Main Street Salem, WV.
Mayor James Robert Samples called the meeting to order at 6:00 pm. All in attendance recited the Pledge of Allegiance to the United States of America. Mayor Samples asked for a volunteer to give the blessing. The blessing was given by Timothy Jamison.
Mayor Samples called for roll call. PRESENT: Council Member Nancy Siders, Council Member John Golden, Council Member John Sinnett,
Council Member Isaac Samples, Council Member Shawnette Stout, City Manager Ronnie Davis
ABSENT: Council Member Annette Gibson and City Attorney Sam Harrold
Approval of Meeting Minutes
1. A motion was made by Council Member John Golden to approve the Special Meeting Minutes for June 7, 2021. The motion was seconded by Council Member Isaac Samples. The motion passed by unanimous voice vote with one member abstaining. Council Member Sinnett – aye, Council Member Samples – aye, Council Member Siders – abstained, Council Member Golden – aye, Council Member Stou – aye, Mayor Samples – aye.
2. A motion was made by Council Member Nancy Siders to approve the Regular Meeting Minutes for June 8, 2021. The motion was seconded by Council Member John Golden. The motion passed by unanimous voice vote. Council Member Sinnett – aye, Council Member Samples – aye, Council Member Siders – aye, Council Member Golden – aye, Council Member Stout – aye, Mayor Samples – aye.
3. A motion was made by Council Member John Golden to approve the Special Meeting Minutes for June 9, 2021. The motion was seconded by Council Member Nancy Siders. The motion passed by unanimous voice vote. Council Member Sinnett – aye, Council Member Samples – aye, Council Member Siders – aye, Council Member Golden – aye, Council Member Stout – aye, Mayor Samples – aye.
Swearing in of Elected Officials
City Clerk Kayla Nicholas administered the oath of office for Ward 1 Council Member to Linda Stuart, Ward 2 Council Member John Golden, and Mayor James Robert Samples.
Phase II – Wastewater System Project
City Manager Ronnie Davis provided Council Members with an update on the Wastewater System.
a. A Sanitary Board Meeting was held recently.
b. A surcharge needs to be assessed on customers that have downspouts going into the Sewer System. Before the City can assess the Sewer Surcharge on downspouts it must be added to the Sewer Tariff. Mr. Davis also stated that a WV PSC Representative recommended that the city raise the Sewer rates because they haven’t been raised in 10 years. The City will also need to raise the rate to become eligible for grant funding.
c. Upgrades to the Wastewater Treatment Plant that would double the capacity are estimated to cost approximately $10 million. At this point in time, the city is unable to add any additional customers or homes to the system. There is a high-pressure gas line going through the plant property that will have to be rerouted but the cost of doing so is unknown at this time.
d. Mr. Davis would like to get the sediment out of the sewer lines and is looking to obtain an hourly quote on a vacuum truck.
Phase III – Water System Improvement Project
1. The Thrasher Group Representative Steve Haynes and Region VI Representative Sheena Hunt informed Council Members that the WV Developmental Office has not approved the Rail Trail Change Order because awarding that work to another contractor does not follow HUD guidelines. The bid came in over the $25,000 threshold also which means it should have been competitively bid and was not.
2. The question was raised as to whether or not the City would forego the improvements listed in the Rail Trail Change Order and give back the remaining grant funds in order to close out this project in time to apply for Phase IV. Council Members agreed that it would be in the best interest of the City to send back the remaining grant funds and apply for the $2 million grant for Phase IV.
Phase IV – Water System Improvement Project
1. Mr. Haynes informed Council Members that the scope of the Phase IV Water System Improvement Project will entail replacing the 8-inch cast iron line from the entrance of Dog Run at East Main Street to Harbert Funeral Home. The project will be expensive as those lines are mostly in the street and sidewalks. The city can apply for a $2 million grant however; with recent increases in costs, those funds will only allow for the replacement of water line from the entrance of Dog Run to approximately Water Street. To replace the water line from Water Street to Harbert Funeral Home will cost an additional $1 million. A permit will be secured for the entire section to Harbert Funeral Home.
2. Mr. Haynes suggested that the city use some of the funds from the American Rescue Plan Act of 2021 to pay for the Preliminary Engineering Report and design to put the City in a better position ahead of the others. Mr. Haynes stated that the City’s contribution could always be amended at a later date. A motion was made by Council Member Nancy Siders to utilize at least $100,000 in funds from the American Rescue Plan Act of 2021 for the Phase IV Water System Improvement Project. The motion was seconded by Council Member Shawnette Stout. The motion passed by unanimous voice vote. Council Member Sinnett – aye, Council Member Samples – aye, Council Member Siders – aye, Council Member Golden – aye, Council Member Stout – aye, Mayor Samples – aye.
Sidewalk Project
The Thrasher Group Representative Steve Haynes informed Council Members that there was nothing new to report. The state is still looking over the information and has yet to respond.
City Attorney’s Report
City Attorney Sam Harrold was absent for this meeting.
City Manager’s Report
1. City Manager Ronnie Davis informed Council Members that the bridge on Locust Street needs repaired and he will get some quotes to present to Council at a later date.
2. City Manager Ronnie Davis informed Council Members that he would like to purchase a new commercial grade Cub Cadet mower for $3,200. A motion was made by Council Member Isaac Samples to purchase a new commercial grade Cub Cadet mower in the amount of $3,200. The motion was seconded by Council Member Nancy Siders. The motion passed by unanimous voice vote. Council Member Sinnett – aye, Council Member Samples – aye, Council Member Siders – aye, Council Member Golden – aye, Council Member Stout – aye, Mayor Samples – aye.
3. City Manager Ronnie Davis requested an Executive Session to discuss the Police Department.
4. City Manager Ronnie Davis informed Council Members that he has received the HVAC Report for the Armory. Mr. Davis stated that the electric would need to be upgraded to 3 phase which would cost approximately $369,000. Three options for the HVAC system starting least expensive to most expensive include: option 1 – $258,750; option 2 – $281,800; and option 3 – $339,250. Mr. Davis commented that he would look into other options.
5. City Manager Ronnie Davis informed Council Members that the West Virginia State Auditor’s Office has forgiven the back taxes on 167, 169, and 169 ½ West Main Street. Sealed bids will be accepted until 4 pm on July 13, 2021. The bids will be opened at the Council Meeting that evening.
6. City Manager Ronnie Davis stated that the City is currently working to demo 5 properties along Main Street. Mr. Davis asked whether Council Members would like Code Enforcement Officer Vincent Smith to move forward and start the procedures on condemning some other dilapidated properties. Council Members agreed to move forward and start the process of condemning other houses.
City Clerk’s Report
City Clerk Kayla Nicholas presented Council Members with the financial summary. The General Fund revenues for the month are approximately $50,000 and $2,000,000 year to date. The General Fund expenditures for this month are approximately $72,000 and $1,800,000 year to date. The Water Fund revenue for the month is approximately $37,000 and $494,000 year to date with expenditures for this month at approximately $49,000 and $708,000 year to date. The Sewer Fund revenue for the month is approximately $45,000 and $591,000 year to date with expenditures for the month at approximately $37,000 and $714,000 year to date. The Outstanding Checks total approximately $188,000. The Liability Forecast is approximately $9,000.
A motion was made by Council Member Nancy Siders to go into Executive Session. The motion was seconded by Council Member John Golden. The motion passed by unanimous voice vote. Council Member Sinnett – aye, Council Member Samples – aye, Council Member Siders – aye, Council Member Golden – aye, Council Member Stout – aye, Mayor Samples – aye.
Council went into Executive Session at 6:58 pm.
A motion was made by Council Member John Sinnett to go back into Regular Session. The motion was seconded by Council Member Isaac Samples. The motion passed by unanimous voice vote. Council Member Sinnett – aye, Council Member Samples – aye, Council Member Siders – aye, Council Member Golden – aye, Council Member Stout – aye, Mayor Samples – aye.
Council returned to Regular Session at 7:26 pm.
Mayor Samples commented that personnel and financial matters were discussed in Executive Session.
A motion was made by Council Member John Golden to adjourn the meeting. The meeting adjourned at 7:27 pm.