Meetings

SALEM CITY COUNCIL

The Salem City Council held a Regular Meeting on Tuesday, February 14, 2023 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 gave the blessing.

 Mayor Samples called for roll call.  PRESENT: 

Council Members John Golden, Timothy Jamison, Nancy Siders, \Linda Stuart, City Manager Jeffrey Edwards,and City Attorney Sam Harrold,

ABSENT: Council Member Shawnette Stout

A motion was made by Council Member Timothy Jamison to approve the Regular Meeting Minutes for January 24, 2023.  The motion was seconded by Council Member John Golden. The motion passed by unanimous voice vote with one member abstaining. Council Member Golden – aye, Council Member Jamison – aye, Council Member Siders – abstained, Council Member Stuart – aye, Mayor Samples – aye. 

Phase III – Wastewater System Project — In the absence of E.L. Robinson Representative Jeff Petry and Region VI Representative Sheena Hunt, City Manager Jeffrey Edwards informed Council Members that Ms. Hunt should be at the next meeting and that they are looking for funding. At a meeting last year, Council Members voted to proceed with the $10,400,000 Waste Water Treatment Plant Expansion Project and submit a grant application to IJDC. 

Phase IV – Water System Improvement Project — The Thrasher Group Representative Steve Haynes stated that Governor Justice has officially announced the grant recipients. The City of Salem has received a Community Development Block Grant in the amount of $2,000,000. Mr. Haynes commented that they are also looking to make some additions to this project by adding meter replacements. The additional cost will be approximately $2,000,000. Additional grant funds along with other funding will be sought. Mayor Samples requested an Executive Session to discuss the project further.  

Sidewalk Project  — Mr. Haynes stated that he has been in contact via email with the DOH project manager Kylena Nunnally. Ms. Nunnally informed him today that a design and construction agreement will be mailed to the City in the next two weeks. Once the City mails back the agreements with matching funds, the DOH can request authorization for the design funds. When the design funds are authorized a Notice to Proceed for design will be issued. If the project stays on schedule, construction should be completed in 2024. 

Stormwater Project — No action was taken by Council.

City Attorney’s Report — City Attorney Sam Harrold stated that he had some contract issues to discuss and requested an Executive Session.

City Manager’s Report 

1.City Manager Jeffrey Edwards provided an update on the demolition of 159 East Main Street, 161 East Main Street, and 22 Gain Street. The demolitions are scheduled between February 27th through March 13th. 

2.City Manager Jeffrey Edwards requested permission to use up to $1,000 in ARPA funds to have an asbestos inspection at 239 West Main Street. A motion was made by Council Member Nancy Siders to approve the use of $1,000 in ARPA funds for an asbestos inspection at 239 West Main Street. The motion was seconded by Council Member Timothy Jamison. The motion passed by unanimous voice vote. Council Member Golden – aye, Council Member Jamison – aye, Council Member Siders – aye, Council Member Stuart – aye, Mayor Samples – aye.  

3.City Manager Jeffrey Edwards stated that there was a mix up regarding his agenda item ‘Approval for Thrasher to Renew the Water Pollution Control Permit for Upper and Lower Dog Run Dams’ and the subject is irrelevant.  

4.City Manager Jeffrey Edwards requested permission to utilize ARPA Funds to pay The Thrasher Group, Inc for Engineering Services provided for bridge design on South Dale Avenue and Locust Street in the amount of $23,000. A motion was made by Council Member Nancy Siders to approve the use of ARPA Funds to pay The Thrasher Group, Inc for Engineering Services provided for bridge design on South Dale Avenue and Locust Street in the amount of $23,000. The motion was seconded by Council Member Linda Stuart. The motion passed by unanimous voice vote. Council Member Golden – aye, Council Member Jamison – aye, Council Member Siders – aye, Council Member Stuart – aye, Mayor Samples – aye.  

City Clerk’s Report

 1. City Clerk Kayla Nicholas presented Council Members with the financial summary for the month of January 2023. The General Fund revenues were approximately $165,000 with expenditures approximately $169,000. The Water Fund revenue was approximately $50,000 with expenditures nearly $70,000. The Sewer Fund revenue was approximately $47,000 with expenditures approximately $68,000. The Outstanding Checks were approximately $186,000. The Liability Forecast is approximately $171,000. 

2. City Clerk Kayla Nicholas requested to add City Manager Jeffrey Edwards as check signer on all West Union Bank Accounts. A motion was made by Council Member John Golden to add City Manager Jeffrey Edwards as check signer on all West Union Bank Accounts. The motion was seconded by Council Member Timothy Jamison. The motion passed by unanimous voice vote. Council Member Golden – aye, Council Member Jamison – aye, Council Member Siders – aye, Council Member Stuart – aye, Mayor Samples – aye.  

3. City Clerk Kayla Nicholas requested a motion to remove former City Manager Ronnie Davis and former Water Clerk Bridget Williams and add City Manager Jeffrey Edwards and Water Clerk Teresa Nicholson as depositors at West Union Bank. A motion was made by Council Member Nancy Siders to remove former City Manager Ronnie Davis and former Water Clerk Bridget Williams and add City Manager Jeffrey Edwards and Water Clerk Teresa Nicholson as depositors at West Union Bank. The motion was seconded by Council Member Linda Stuart. The motion passed by unanimous voice vote. The motion passed by unanimous voice vote. Council Member Golden – aye, Council Member Jamison – aye, Council Member Siders – aye, Council Member Stuart – aye, Mayor Samples – aye.    

Public Works Report — Public Works Director Nelson Law presented Council Members with the Public Works Report for January 2023. Mr. Law reported the water loss at 65%. Mr. Law stated that there were 3 water terminations for non-payment, 70 work orders performed, and 112.06 tons of garbage collected. The public works department worked a combined 180 hours on water and sewer, collected garbage for 20 hours, worked on the depot for 10 hours, and patched streets for 40 hours. 

Police Report — In the month of January 2023, the Police Department conducted 280 hours of patrol; received 79 calls for service; and issued the following citations: 2 speeding, 2 no registration, 1 suspended license, 2 expired motor vehicle inspection, and 1 no operators. There were five K-9 utilizations with three K-9 positive indications.  Four arrests were made. Chief Zahradnik requested Executive Session to discuss a matter pertaining to the Police Department. 

EMS Report — EMS Administrator Tony Hayes provided Council Members with the EMS Report for January 2023. The EMS Department took 90 calls for service. Payments received were $42,747.67 with a total of $91,883.84 pending current and an outstanding total of $180,750.64.  Mr. Hayes requested Executive Session to discuss a personnel issue pertaining to the EMS Department. 

Public Sign-In Sheet

1. Mr. Joseph Hof questioned whether or not the city would be participating in the class action lawsuit against the Clarksburg Water Board. City Attorney Sam Harrold stated that that is a legal issue and won’t be discussed in open session.  

2. Mr. Geoffrey Steele signed in to speak however; he decided not to speak. 

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 Golden – aye, Council Member Jamison – aye, Council Member Siders – aye, Council Member Stuart – aye, Mayor Samples – aye.

Council went into Executive Session at 6:31 pm. 

A motion was made by Council Member Nancy Siders to return to Regular Session. The motion was seconded by Council Member John Golden. The motion passed by unanimous voice vote. Council Member Golden – aye, Council Member Jamison – aye, Council Member Siders – aye, Council Member Stuart – aye, Mayor Samples – aye.

Council returned to Regular Session at 9:33 pm. 

Mayor Samples stated that financial and personnel matters were discussed in Executive Session. 

Council Member Nancy Siders made a motion to adjourn the meeting. The meeting adjourned at 9:34 pm.     

SALEM CITY COUNCIL

SPECIAL MEETING MINUTES

FEBRUARY 22, 2023

The Salem City Council held a Special Meeting on Tuesday, February 22, 2023 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. Council Member John Golden gave the blessing.

 Mayor Samples called for roll call.  PRESENT: 

Council Members : John Golden,  Shawnette Stout, Timothy Jamison,Nancy Siders,,Linda Stuart, City Manager Jeffrey Edwardsand City Attorney Sam Harrold

Preliminary Budget Discussion  — City Clerk Kayla Nicholas requested an Executive Session to discuss the preliminary budget. 

Moving EMS Department to Armory Update — City Manager Jeffrey Edwards stated that they are in the process of getting everything finalized and transitioned to the location by Friday, February 24, 2023. 

Public Sign-In Sheet — Mr. Charley Maxwell expressed his concerns regarding the EMS Department move to the Armory. Mr. Maxwell stated that he believes that the situation between the Salem Volunteer Fire Department and the Salem EMS Department can be resolved. Mr. Maxwell stated further that there is no reason for the EMS to be out of service for the transition. Mr. Maxwell commented that it was the City’s responsibility to provide coverage and that they’re letting the citizens down. 

Mr. Joseph Hof questioned how the EMS Department will operate since that department is over budget. Mr. Hof commented that the lack of transparency will come out. 

EMS Director Tony Hayes commented that the EMS Department will be back in service on Friday, February 24, 2023. The EMS Department is a licensed EMS agency through the state of West Virginia that provides ALS and BLS care dependent upon the provider in the ambulance. The EMS Department will not operate as an UBER. 

A motion was made by Council Member John Golden to go into Executive Session. The motion was seconded by Council Member Timothy Jamison. The motion passed by unanimous voice vote. Council Member Golden – aye, Council Member Stout – aye, Council Member Jamison – aye, Council Member Siders – aye, Council Member Stuart – aye, Mayor Samples – aye. 

Council went into Executive Session at 6:30 pm. 

A motion was made by Council Member Shawnette Stout to return to Regular Session. The motion was seconded by Council Member John Golden. The motion passed by unanimous voice vote. Council Member Golden – aye, Council Member Stout – aye, Council Member Jamison – aye, Council Member Siders – aye, Council Member Stuart – aye, Mayor Samples – aye. 

Council returned to Regular Session at 8:41 pm. 

Mayor Samples stated that financial and personnel matters were discussed in Executive Session. 

Mayor Samples adjourned the meeting at 8:41 pm. 

SALEM CITY COUNCIL

REGULAR MEETING MINUTES

FEBRUARY 28, 2023

The Salem City Council held a Regular Meeting on Tuesday, February 28, 2023 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 gave the blessing.

 Mayor Samples called for roll call. PRESENT: Council Members John Golden, Shawnette Stout, Timothy Jamison, Nancy Siders, Linda Stuart, Jeffrey Edwards and City Attorney Sam Harrold.

A motion was made by Council Member Nancy Siders to approve the Regular Meeting Minutes for February 14, 2023.  The motion was seconded by Council Member Timothy Jamison. The motion passed by unanimous voice vote with one member abstaining. Council Member Golden – aye, Council Member Stout – abstained, Council Member Jamison – aye, Council Member Siders – aye, Council Member Stuart – aye, Mayor Samples – aye. 

A motion was made by Council Member Nancy Siders to approve the Special Meeting Minutes for February 22, 2023.  The motion was seconded by Council Member John Golden. The motion passed by unanimous voice vote. Council Member Golden – aye, Council Member Stout – aye, Council Member Jamison – aye, Council Member Siders – aye, Council Member Stuart – aye, Mayor Samples – aye. 

Phase III – Wastewater System Project  — In the absence of E.L. Robinson Representative Jeff Petry, Region VI Representative Sheena Hunt informed Council Members that they are looking at different funding sources to fund the $10,400,000 Waste Water Treatment Plant Expansion Project. Mrs. Hunt stated that they plan on submitting a Congressional Direct Spending Application for an earmark through Senator Capito and Senator Manchin. The proposed earmark request will be for $8,320,000 with the anticipation of receiving half if anything at all. Other funding sources that they plan on submitting applications to are the CWSRF through the EPA in the amount of $2,000,000, IJDC in the amount of $1,000,000, and the WV Economic Enhancement Grant in the amount of $2,000,000. There is a possibility that IJDC may not provide a grant but rather a loan. 

A motion was made by Council Member Nancy Siders to pursue the Congressional Direct Spending Application for an earmark through Senator Capito and Senator Manchin in the amount of $8,320,000. The motion was seconded by Council Member Timothy Jamison. The motion passed by unanimous voice vote. Council Member Golden – aye, Council Member Stout – aye, Council Member Jamison – aye, Council Member Siders – aye, Council Member Stuart – aye, Mayor Samples – aye. 

Stormwater Project– Region VI Representative Sheena Hunt stated that she would place the Engineering Advertisement in the paper to start the 5G process.

City Manager Jeffrey Edwards requested an Executive Session regarding the Phase IV Water System Improvement Project. 

A motion was made by Council Member Timothy Jamison to go into Executive Session. The motion was seconded by Council Member Nancy Siders. The motion passed by unanimous voice vote. Council Member Golden – aye, Council Member Stout – aye, Council Member Jamison – aye, Council Member Siders – aye, Council Member Stuart – aye, Mayor Samples – aye. 

Council Members went into Executive Session at 6:12 pm.

A motion was made by Council Member Shawnette Stout to return to Regular Session. The motion was seconded by Council Member John Golden. The motion passed by unanimous voice vote. Council Member Golden – aye, Council Member Stout – aye, Council Member Jamison – aye, Council Member Siders – aye, Council Member Stuart – aye, Mayor Samples – aye. 

Council Members returned to Regular Session at 7:48 pm. 

Phase IV – Water System Improvement Project — The Thrasher Group Representative Steve Haynes stated that the City of Salem has received a Community Development Block Grant in the amount of $2,000,000. Mr. Haynes commented that they are also looking to make some additions to this project by adding meter replacements and replacing galvanized lines on Route 23 and Patterson Road. The additional cost will be approximately $2,000,000. Additional grant funds along with other funding will be sought. Mr. Haynes stated that it will not delay the project to add the additional work.   

Region VI Representative Sheena Hunt presented Council Members with the Evidentiary Materials Checklist. 

Region VI Representative Sheena Hunt presented Council Members with the Administrative Agreement for Region VI Services. A motion was made by Council Member Nancy Siders to approve the Administrative Agreement for Region VI Services. The motion was seconded by Council Member John Golden. The motion passed by unanimous voice vote. Council Member Golden – aye, Council Member Stout – aye, Council Member Jamison – aye, Council Member Siders – aye, Council Member Stuart – aye, Mayor Samples – aye. 

Region VI Representative Sheena Hunt presented Council Members with the Resolutions Packet for the City of Salem Water System Improvements Phase IV Project. A motion was made by Council Member Timothy Jamison approving all resolutions in the Resolutions Packet for the City of Salem Water System Improvements Phase IV Project. The motion was seconded by Council Member Nancy Siders. The motion passed by unanimous voice vote.  Council Member Golden – aye, Council Member Stout – aye, Council Member Jamison – aye, Council Member Siders – aye, Council Member Stuart – aye, Mayor Samples – aye. 

 Bennett & Dobbins, PLLC Representative Phil Nuce informed Council Members that because of the Clarksburg Water Board rate increase the expenses for operating the city’s water system has increased. The city is no longer meeting the requirements of their bonds for debt service coverage and the funding of reserves. The city will not be eligible to receive grant or loan packages. In order to proceed with the project Bennett & Dobbins will bring forth a proposal to raise rates to offset the Clarksburg Water Board rate increase. The first tier of Clarksburg’s rate increase has already taken place. The second tier of the rate increase will take place in October. 

Sidewalk Project — Mr. Haynes informed Council Members that the city has received $550,000 in grant funding which includes a matching fund of approximately $100,000 from the city. Mr. Haynes stated that a design and construction agreement will be mailed to the City from the DOH. Once the City mails back the agreements with matching funds, the DOH can request authorization for the design funds. When the design funds are authorized a Notice to Proceed for design will be issued. 

City Attorney’s Report — City Attorney Sam Harrold stated that he didn’t have anything to report at this time. 

City Manager’s Report 

1.City Manager Jeffrey Edwards requested approval to use ARPA funds to pay the Sidewalk Project matching funds in the amount of $97,000. A motion was made by Council Member Nancy Siders to approve the use of ARPS funds to pay the Sidewalk Project matching funds in the amount of $97,000. The motion was seconded by Council Member Timothy Jamison. The motion passed by unanimous voice vote. Council Member Golden – aye, Council Member Stout – aye, Council Member Jamison – aye, Council Member Siders – aye, Council Member Stuart – aye, Mayor Samples – aye. 

2.City Manager Jeffrey Edwards provided an update on the demolitions. The structures at 159 East Main Street and 22 Gain Street have been demolished. The structure at 161 East Main Street is set for demolition on March 8th. Mr. Edwards stated that the next structures to be demolished are 107, 109, and 239 West Main Street. The structure at 107 and 109 West Main Street have already been bid out. The asbestos inspection for 239 West Main Street will need to be scheduled.  

3.City Manager Jeffrey Edwards informed Council Members that water survey letters to identify customer service lines will be sent out. The cost of materials such as stamps, letters, labels, etc. should be under $1,000. A motion was made by Council Member Shawnette Stout to approve the cost of materials, should it exceed $1,000, to send out water survey letters. The motion was seconded by Council Member Timothy Jamison. The motion passed by unanimous voice vote. Council Member Golden – aye, Council Member Stout – aye, Council Member Jamison – aye, Council Member Siders – aye, Council Member Stuart – aye, Mayor Samples – aye.  

4. City Manager Jeffrey Edwards informed Council Members that he received a preliminary quote on an electric garage door opener for the 

Community Center in the amount of $3,000. A motion was made by Council Member Timothy Jamison to approve the purchase of an electric garage door opener for the Community Center in the amount of $3,000. The motion was seconded by Council Member Nancy Siders. The motion passed by unanimous voice vote.  Council Member Golden – aye, Council Member Stout – aye, Council Member Jamison – aye, Council Member Siders – aye, Council Member Stuart – aye, Mayor Samples – aye.  

5.City Manager Jeffrey Edwards informed Council Members that a check will be issued to the WV DEP in the amount of $250 to renew the Class D Landfill. 

6.City Manager Jeffrey Edwards requested an Executive Session to discuss a ‘Personnel Matter’.

City Clerk’s Report — 1. City Clerk Kayla Nicholas presented Council Members with General Fund Budget Revision two. A motion was made to approve General Fund Budget Revision two by Council Member Timothy Jamison. The motion was seconded by Council Member Nancy Siders. The motion passed by unanimous voice vote. Council Member Golden – aye, Council Member Stout – aye, Council Member Jamison – aye, Council Member Siders – aye, Council Member Stuart – aye, Mayor Samples – aye.  

2.City Clerk Kayla Nicholas presented Council Members with Coal Severance Fund Budget Revision two. A motion was made to approve Coal Severance Fund Budget Revision two by Council Member Nancy Siders. The motion was seconded by Council Member Timothy Jamison. The motion passed by unanimous voice vote. Council Member Golden – aye, Council Member Stout – aye, Council Member Jamison – aye, Council Member Siders – aye, Council Member Stuart – aye, Mayor Samples – aye.    

3.Council Members scheduled a budget work session for Tuesday, March 7th at 6 pm. A Public Hearing and passage of the 2023-2024 Municipal Budget is scheduled for 5:30 pm and 6:00 pm on March 28th.

A motion was made by Council Member Timothy Jamison to go into Executive Session. The motion was seconded by Council Member John Golden. The motion passed by unanimous voice vote. Council Member Golden – aye, Council Member – Stout, Council Member Jamison – aye, Council Member Siders – aye, Council Member Stuart – aye, Mayor Samples – aye.

Council went into Executive Session at 8:22 pm. 

A motion was made by Council Member John Golden to return to Regular Session. The motion was seconded by Council Member Timothy Jamison. The motion passed by unanimous voice vote. Council Member Golden – aye, Council Member Stout – aye, Council Member Jamison – aye, Council Member Siders – aye, Council Member Stuart – aye, Mayor Samples – aye.

Council returned to Regular Session at 9:06 pm. 

Mayor Samples stated that financial and personnel matters were discussed in Executive Session. 

Mayor Samples adjourned the meeting at 9:06 pm.