REGULAR MEETING MINUTES
OCTOBER 26, 2021
The Salem City Council held a Regular Meeting on Tuesday, October 26, 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 Mayor Samples.
Mayor Samples called for roll call. — PRESENT: Council Members John Sinnett, Linda Stuart, Nancy Siders, John Golden, Shawnette Stout. Crystal Ross, 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 October 12, 2021 with one correction. 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.
Phase II – Wastewater System Project
1. E.L. Robinson Representative Jeff Petry informed Council Members that a camera inspection of sewer lines has began after the lines were vacuumed however; there are still some areas that will need to be vacuumed before the inspection can be completed.
2. Mr. Petry informed Council Members that the WV DEP still has yet to reply to the Long-Term Control Plan and the Plan of Corrective Action. In the meantime, the City can move forward onto Phase III and that will show the WV DEP that the City is progressing and correcting deficiencies in the wastewater system. Phase III will encompass upgrades to the Wastewater Treatment Plant that will double the capacity.
3. Mr. Petry stated further that an overall construction cost estimate and budget has been prepared for Phase III in the amount of $10,400,000. The City can apply for grant funding that has the potential to cover approximately 80% of the costs however; the City will need to borrow and have in place the remaining 20% before those grant funds will be available.
4. Mayor Samples introduced Harrison County Delegate Clay Riley. Mr. Riley briefly discussed ARPA funds.
5. A motion was made by Council Member John Golden to move forward by contacting Robert Steptoe to start the process of borrowing the $2,080,000 needed for the project. 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.
Phase IV – Water System Improvement Project 1. The Thrasher Group Representative Steve Haynes informed Council Member that IJDC has approved the project estimates. The project came in at $3.1 million with proposed funding in the amount of $2 million from CDBG, $1 million from IJDC, and the City’s contribution of $100,000 from the American Rescue Plan Act of 2021 funds. 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. 2. Mr. Haynes informed Council Members that the leak detection study has taken place and he’ll have a report on the findings available at the next meeting. 3 Region VI Representative Sheena Hunt informed Council Members that the CDBG Grant applications have not come out yet. Mrs. Hunt stressed that there is no guarantee that the project will be funded this year.
Sidewalk Project : The Thrasher Group Representative Steve Haynes informed Council Members that he spoke with his contact at the WV DOH. Thrasher submitted a Project Modification Directive (PMD) in April that the WV DOH is in the process of reviewing. Once the PMD is approved, an agreement to move forward with the final design will be issued and a request made for the City’s matching funds. After the agreement and funds are transferred a notice to proceed will be issued.
Bridges on South Dale Avenue and Locust Street: The Thrasher Group Representative Steve Haynes presented Council Members with a Proposal for Civil Engineering Services in the amount of $30,000. A motion was made by Council Member John Sinnet to approve
The Thrasher Group’s Proposal for Civil Engineering Services in the amount of $30,000. 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.
City Attorney’s Report: City Manager Ronnie Davis informed Council Members that City Attorney Sam Harrold had a prior commitment and had to leave earlier.
City Manager’s Report: 1. City Manager Ronnie Davis informed Council Members that the pump for the lift station needs to be rebuilt. The back up pump is in place and to remain in compliance the City must have another back up pump. The cost to rebuild the pump is $5,119. A motion was made by Council Member Nancy Siders to rebuild the spare pump in the amount of $5,119. 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. City Manager Ronnie Davis informed Council Members that the A/C unit for the kitchen in City Hall needs to be replaced. Mr. Davis presented Council Members with two bids: Little Mike’s Heating and Cooling in the amount of $3,850 and Todd Gonzales in the amount of $2,800. A motion was made by Council Member John Sinnett to accept the bid from Todd Gonzales in the amount of $2,800 to replace the kitchen A/C unit in City Hall. 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. 3. Bridges on South Dale Avenue and Locust Street were previously discussed. 4.City Manager Ronnie Davis informed Council Members that the City currently has 37 employees between full-time and part-time. Annual incentive pay for all employees would cost $32,000 with full-time employees receiving $1,000 and part-time employees receiving $500. A motion was made by Council Member Shawnette Stout to approve annual employee incentive pay in the amount of $32,000. 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. 5. City Manager Ronnie Davis requested an Executive Session to discuss Personnel Matters. 6. City Manager Ronnie Davis informed Council Members that he has received the letter from the state giving the City the approval to demolition the Red Barn. Mr. Davis stated that the building is free of asbestos and someone is interested in removing the whole upstairs for the wood. 7. City Manager Ronnie Davis informed Council Members that he has recorded the deeds for the burnt properties at 83, 94, and 96 Water Street. Mr. Davis stated that asbestos checks will need to take place before the demolitions can go out to bid.
City Clerk’s Report: City Clerk Kayla Nicholas presented Council Members with the financial summary for the month of September 2021. The General Fund revenues were approximately $133,000 with expenditures nearly $181,000. The Water Fund revenue was approximately $39,000 with expenditures nearly $26,000. The Sewer Fund revenue was approximately $45,000 with expenditures just over $53,000. The Outstanding Checks were nearly $320,000. The Liability Forecast is approximately $20,000. 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 Stuart – aye, Council Member Siders – aye, Council Member Golden – aye, Council Member Stout – aye, Council Member Ross – aye, Mayor Samples – aye.
Council Members went into Executive Session at 7:07 pm. : A motion was made by Council Member John Sinnett to return to Regular Session. 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. Council Members returned to Regular Session at 7:39 pm. Mayor Samples stated that finances and personnel matters were discussed in Executive Session.
A motion was made by Council Member John Sinnett to adjourn the meeting. The meeting adjourned at 7:39 pm.