Regular Meeting Minutes
July 27, 2021
The Salem City Council held a Regular Meeting on Tuesday, July 27, 2021 at Salem City Hall, 229 West Main Street Salem, WV.
Mayor James Robert Samples called the meeting to order at 6:00 pm. The Pledge of Allegiance to the United States of America was led by Council Member Linda Stuart. Mayor Samples asked for a volunteer to give the blessing. The blessing was given by Insure America Representative Steve Haning.
Mayor Samples swore in newly elected Council Member Crystal Ross.
Mayor Samples called for roll call. PRESENT were : Council Members John Sinnett, Linda Stuart, Nancy Siders, John Golden, Shawnette Stout, Crystal Ross, Mayor James Robert Samples, City Manager Ronnie Davis and City Attorney Sam Harrold
Approval of Meeting Minutes — A motion was made by Council Member Nancy Siders to approve the Regular Meeting Minutes for July 13, 2021. The motion was seconded by Council Member John Sinnett. The motion passed by unanimous voice vote. Council Member Sinnett – aye, Council Member Stuart – aye, Council Member Siders – aye, Council Member Golden – aye, Council Member Stout – aye, Council Member Ross – aye, Mayor Samples – aye.
Insure America Representative Steve Haning presented this year’s Renewal Package to Council Members and let them know that they have switched carriers to save the City money dropping the premium to $111,000.00.
Mr. Haning asked for consent of Council to schedule a consult with employees and Council Members to inform them on a Life Insurance Program that he offers. Council agreed on scheduling this consult which will be set up through City Manager Ronnie Davis for a later date.
Waste Water System Upgrades: Stormwater Elimination Project
1. E.L. Robinson Representative Jeff Petry informed new Council Members on what they have completed on this project in the past.
Mr. Petry handed out a twelve-month summary of flow at the Waste Water Treatment Plant and informed all Council that there are still issues that they have not been able to fix with the prior testing that was completed. Mr. Petry informed Council that the Department of Environmental Protection requires the Treatment Plant to be in compliance with all required Permits. Mr. Petry states that with this requirement E.L. Robinson would like to propose a plan to increase the capacity of the Waste Water Treatment Plant from 400,000 to 800,000 a day, which would include adding in another ditch to increase the plant’s capacity. Mr. Petry informs Council that this project would have a budget of around $10,000,000.00 and he would work with Region VI Representative Sheena Hunt to possibly find funding and look at several different funding options.
E.L. Robinson Representative Jeff Petry asked Council for a motion to approve the new Engineering Agreement. A motion was made by Council Member Nancy Siders to approve the E.L. Robinson Engineering Agreement. The motion was seconded by Council Member John Sinnett. The motion passed by unanimous voice vote. Council Member Sinnett – aye, Council Member Stuart – aye, Council Member Siders – aye, Council Member Golden – aye, Council Member Stout – aye, Council Member Ross – aye, Mayor Samples – aye
2. Region VI Representative Sheena Hunt stated that Mr. Petry did a great job presenting the proposed plan to upgrade the Waste Water Treatment Plant and she had nothing to add.
Phase III – Water System Improvement Project
1. In the absence of Thrasher Representative Steve Haynes, Region VI Representative Sheena Hunt asks for a motion to approve $2,472.50 amendment for inspection services. A motion was made by Council Member John Sinnet to approve an amendment in the amount of $2,472.50 for inspection services. The motion was seconded by Council Member John Golden. The motion passed by unanimous voice vote. Council Member Sinnett – aye, Council Member Stuart – aye, Council Member Siders – aye, Council Member Golden – aye, Council Member Stout – aye, Council Member Ross – aye, Mayor Samples – aye.
2. Region VI Representative Sheena Hunt asked Council for a motion to approve Budget Amendment #5 in the amount of $2,820.13, which includes $400.00 that was approved by Council for administrative services to close out this project and the above-mentioned amount for inspection services. This amendment will move these funds from Engineering to Administration. A motion was made by Council Member John Sinnett to approve Budget Amendment #5 in the amount of $2,820.13. The motion was seconded by Council Member John Golden. The motion passed by unanimous voice vote. Council Member Sinnett – aye, Council Member Stuart – aye, Council Member Siders – aye, Council Member Golden – aye, Council Member Stout – aye, Council Member Ross – aye, Mayor Samples – aye.
Mrs. Hunt informs Council that they should have everything ready to close out this project by the next meeting schedule for August 10, 2022
Phase IV – Water System Improvement Project
Region VI Representative Sheena Hunt informed Council that the Infrastructure Application was completed and met the July 10, 2021 deadline.
Sidewalk Project
There was nothing new to report regarding the Sidewalk Project.
City Attorney’s Report — City Attorney Sam Harrold informed Council that he has been working with Mr. Bowyer on the property located at 159 East Main Street whom has a lien placed on this property. Mr. Bowyer intends to either release the lien or take complete ownership within the next thirty days so this property can be cleaned up.
Mr. Harrold also, informed Council that he should have a proposal from Mr. Varner on 107 West Main Street within the next week which he will present at the next Council Meeting.
City Manager’s Report
1. City Manager Ronnie Davis presented Budget Revision #1 in the amount of $379,913.00 to Council for approval. A motion was made by Council Member Nancy Siders to approve Budget Revision #1 in the amount of $379,913.00. The motion was seconded by Council Member John Golden. The motion passed by unanimous voice vote. Council Member Sinnett – aye, Council Member Stuart – aye, Council Member Siders – aye, Council Member Golden – aye, Council Member Stout – aye, Council Member Ross – aye, Mayor Samples – aye.
2. Mr. Davis asked for Council’s approve to put the 2007 Ford Ambulance 910 out to bid with a minimum bid. Council Member John Sinnett suggests the minimum bid to be set at $12,000.00. A motion was made to sell Ambulance 910 with a low bid set at $12,000.00 by Council Member John Sinnett. The motion was seconded by Council Member Shawnette Stout. The motion passed by unanimous voice vote. Council Member Sinnett – aye, Council Member Stuart – aye, Council Member Siders – aye, Council Member Golden – aye, Council Member Stout – aye, Council Member Ross – aye, Mayor Samples – aye.
3. Mr. Davis informed Council that he would like to go into Executive Session for Personnel Matters.
4. Mr. Davis informed Council that the City has Subpoenas served on owners of burnt houses located at 83 Water Street, 94 & 96 Water Street, and 239 West Main Street for Municipal Court on August 10, 2021, and if they do not show the City will then take this matter on to the County Magistrate Court. Mr. Davis kindly asked if all Council was in agreeance to put Condemnations on the properties at discussion due to the fact that the City at that point becomes reliable to raise said properties if the home owners do not have the financial needs to do so themselves. All of Council was in agreeance.
5. Mr. Davis informed Council about Tabled Item #3, Bridges on South Dale Avenue and Locust Street. Mr. Davis stated that he spoke with Thrasher Representative Jeff Gola whom should have the proposed cost on said bridges at the next meeting.
Council Member John Golden asked City Manager Ronnie Davis when the grass would be mowed downtown next to the Varner building located at 107 West Main Street?
Mr. Davis informed Mr. Golden with the building being so unsafe at this time he would like to wait to see Mr. Varner’s proposal that City Attorney Sam Harrold spoke of, but he could probably get a couple of employees in there within the next couple of weeks with several employees spotting them for safety.
Salem resident Hal Stuart, whom was in the audience, asked Mr. Davis a question about the City boarding up houses not owned by the City. Mr. Davis informed Mr. Stuart on the Condemnation process.
Mayor Samples
1. Mayor Samples informed Council that the West Virginia Municipal League Annual Conference is coming up in August at Oglebay Resort and he would like a motion to be made for the City to pay the fee for any Council Member of Employee that would like to attend. A motion was made for the City to pay the fee for any Council Member or Employee of the City to attend the Municipal League Annual Conference this year by Council Member Nancy Siders. The motion was seconded by Council Member John Sinnett. The motion passed by unanimous voice vote. Council Member Sinnett – aye, Council Member Stuart – aye, Council Member Siders – aye, Council Member Golden – aye, Council Member Stout – aye, Council Member Ross – aye, Mayor Samples – aye.
2. Mayor Samples informed Council about Tabled Item #13, Leadership Harrison, which is coming up and was previously approved for the City to pay for any Council Member wanting to attend, as well.
Council answered all questions asked on the Facebook live video.
A motion was made to go into Executive Session by Council Member John Sinnett. The motion was seconded by Council Member Nancy Siders. The motion passed by unanimous voice vote. Council Member Sinnett – aye, Council Member Stuart – aye, Council Member Siders – aye, Council Member Golden – aye, Council Member Stout – aye, Council Member Ross – aye, Mayor Samples – aye.
A motion was made to return to Regular Session by Council Member John Sinnett. The motion was seconded by Council Member John Golden. The motion passed by unanimous voice vote. Council Member Sinnett – aye, Council Member Stuart – aye, Council Member Siders – aye, Council Member Golden – aye, Council Member Stout – aye, Council Member Ross – aye, Mayor Samples – aye.
Mayor Samples stated that Council discussed personnel, financial, and leadership matters in Executive Session.
Mayor Samples made a motion to adjourn the meeting. The meeting adjourned at 7:47 pm.