MINUTES OF THE SPECIAL MEETING
MASSILLON CITY COUNCIL
HELD, MONDAY, SEPTEMBER 9, 2013
COUNCIL PRESIDENT TOWNSEND B Okay, the Massillon City Council special meeting will come to order. This meeting was called by Mayor Kathy Catazaro-Perry for the purpose to discuss and pass Ordinance No. 108 - 2013
1. ROLL CALL
Roll call for the evening found the following Council Members present: Milan Chovan Sarita Cunningham-Hedderly, Nancy Halter, Quenessa Hampton, Ed Lewis, Donnie Peters, Andrea Scassa and Larry Slagle
Thus giving a roll call vote of 8 present.
COUNCIL PRESIDENT TOWNSEND B I also noticed Mr. Manson is not here. I need a motion to excuse Councilman Manson.
COUNCILMAN PETERS B I’d like to make a motion to excuse Councilman Manson, seconded by Councilman Chovan.
Roll call vote of 8 yes to excuse Councilman Manson.
2. ACTION TAKEN WITH POSSIBLE PASSAGE ON THE FOLLOWING ORDINANCE:
ORDINANCE NO. 108 - 2013 BY: FINANCE COMMITTEE
Making certain appropriations from the unappropriated balance of the 1409 Municipal Road Fund, for the year ending December 31, 2013, and declaring an emergency.
COUNCIL PRESIDENT TOWNSEND B Councilman Peters.
COUNCILMAN PETERS B Thank you, Mr. President. This ordinance is to appropriate from the unappropriated balance of the 1406 Municipal Road Fund, for the year ending December 31, 2013, $125,194.30 to an account entitled Lake Avenue NE Resurfacing Project. The engineer is here and prepared to answer any questions if anyone has any. For me or the engineer.
COUNCIL PRESIDENT TOWNSEND B Would you come up Mr. Dylewski.
ENGINEER DYLEWSKI – Mr. President, members of council, Mr. Lewis.
COUNCILMAN LEWIS B Yeah, this money, is this all grant money that was received or is this other money?
ENGINEER DYLEWSKI – Well its not received it’s reimbursable but yes it is all grant money.
COUNCILMAN LEWIS B Alright, its reimbursable what do you mean?
ENGINEER DYLEWSKI – That’s correct.
COUNCILMAN CHOVAN – From who?
ENGINEER DYLEWSKI – Stark County
COUNCILMAN CHOVAN – When?
ENGINEER DYLEWSKI – Well we once we process the payment the auditor’s office issues a check and then we submit the same time for payment and they mail us a check probably within usually its about a couple week process.
COUNCILMAN LEWIS – So we already essentially paid for project and this is money that’s coming in to reimburse on that project.
ENGINEER DYLEWSKI – Once the contractor submits a pay invoice we will process that and then the auditor’s office cuts the check and then we would get reimbursement from the county. Like I said its about typically its about a two week process by the time we get the check back and we receipt it back in. So…
COUNCILMAN LEWIS – We am I the only one that’s struggling with tracking?
COUNCILMAN PETERS – Yeah.
COUNCILWOMAN HAMPTON – No, you’re not, I…
COUNCILMAN LEWIS – Have we paid anybody yet?
ENGINEER DYLEWSKI – No.
COUNCILMAN LEWIS – No, so you’ve gotten invoices that’s going to cost this much, you’ve submitted it and they’ve given you the money now you put it into the account so you can cut the check and someone. Right?
ENGINEER DYLEWSKI – The contractor will perform certain items in the project and then at some point typically this is since it’s a smaller type project there’s probably only one invoice for payment then a retainage payment. Okay, so they’ll submit for payment for $115,000 okay, which will be sometime down the line after they perform the work and we’ve inspected it and approved it. So that’s when we would cut the check to the contractor then the county in turn reimburses us. The exact amount so.
COUNCILMAN LEWIS – And this money so this $125,000 is coming out of the municipal road fund that we have, we’re going to put it in the Lake Avenue NE Resurfacing Project then you’re going to submit to the county to reimburse the municipal road fund. Is that accurate?
ENGINEER DYLEWSKI – It goes into the account whichever the auditor’s office pays it out of. So yes, its…
COUNCILMAN LEWIS – I don’t know maybe the salad I had for dinner is making me slow or what. But it I just want to make sure that so when the county gives us money and the auditor will and its my understanding you’re going to put the county’s money into what account? So…
COUNCIL PRESIDENT TOWNSEND B Excuse me, Councilman…
COUNCILMAN LEWIS – I’m speaking to the auditor I’m sorry.
COUNCIL PRESIDENT TOWNSEND B Wait, we, we, we will have to call her up at least we have her on the record.
COUNCILMAN LEWIS – Alright, can we call up the auditor to assist me since I’m struggling?
COUNCIL PRESIDENT TOWNSEND B Are you done with Mr. Dylewski?
COUNCILMAN LEWIS – I believe so since the only question I really have is financial in base.
COUNCIL PRESIDENT TOWNSEND B Okay, they have questions for Dylewski. Could you hold a second auditor? First we have in order Councilwoman Hampton, then Councilwoman Scassa and then Councilwoman Cunningham-Hedderly or…
COUNCILWOMAN HAMPTON – My question Keith was just basically how was this particular area decided to do this particular project?
ENGINEER DYLEWSKI – Cause there’s only a certain number of municipal roads, county purpose roads this is what the county funds these projects. Okay, so there’s only so many county purpose roads that go through communities.
COUNCILWOMAN HAMPTON – So the county determines this particular area?
ENGINEER DYLEWSKI – No, they determine what a county purpose road is. (Okay) And we know typically how much money we get funded a year through them. So you know this project was a good project based on the dollar amount that we could expect and the need of the project to be done.
COUNCILWOMAN HAMPTON – Okay, I’ll let it roll to the next.
COUNCIL PRESIDENT TOWNSEND B Okay, Councilwoman Cunningham-Hedderly.
COUNCILWOMAN CUNNINGHAM-HEDDERLY – Is it also determined on the amount of traffic on the road? Is that determined in it at all?
ENGINEER DYLEWSKI – Well that doesn’t determine what project’s done that you know that would go into you know the application stating average daily traffic, yes.
COUNCILWOMAN CUNNINGHAM-HEDDERLY – The other part of my question is when will start?
ENGINEER DYLEWSKI – The reason I actually wanted to have the special meeting is because we just opened bids on Wednesday afternoon and the contractor would like to get started as soon as possible and asked if it could be expedited so that’s what the request was for tonight.
COUNCILWOMAN CUNNINGHAM-HEDDERLY – And how long should it last?
ENGINEER DYLEWSKI – If they get started within you know sometime next week or early the week after I mean its probably at most a month and a half. Because they have to do curb ramps and replace catch basins those types of things before they’d actually be able to do the paving.
COUNCILWOMAN CUNNINGHAM-HEDDERLY – Thank you.
ENGINEER DYLEWSKI – Sure.
COUNCIL PRESIDENT TOWNSEND B Councilwoman Scassa?
COUNCILWOMAN SCASSA B Sarita asked one of my questions. But then my other question was based on the bid specs that went out is this amount expected to cover it all or I mean it can always be change orders. But is this expected to cover it all and then I don’t believe the city has a share? This is like Ed was saying grant money that we’re getting.
ENGINEER DYLEWSKI – That’s correct.
COUNCILWOMAN SCASSA B Okay.
ENGINEER DYLEWSKI – Yeah, there’s no city share in the project. It’s 100% funded. We have it our grant amount I think was around $152,000 and this is obviously right now what we’re appropriating is the bid amount. So you’re right there could be you know if there are change orders down the road we’ve come back and appropriate out of this fund whatever that amount was too. So…
COUNCILWOMAN SCASSA B Okay, but would we be reimbursed for those changes order them too?
ENGINEER DYLEWSKI – Correct, yeah, we like I said our grant amount’s total is about $152,000 so…
COUNCILWOMAN SCASSA B Okay.
COUNCIL PRESIDENT TOWNSEND B Are there any additional questions for the engineer? Auditor Ferrero, could you step to the microphone please?
AUDITOR FERRERO – The money comes to us and goes directly into this municipal road fund the 1409. Okay?
COUNCILMAN LEWIS – Okay, so all we’re doing is moving it out of the municipal fund to Lake and then when we get reimbursed it goes back into the municipal road fund?
AUDITOR FERRERO – It comes out of the municipal road fund and comes from the county to us and then after that municipal road fund.
COUNCILMAN LEWIS – I’m just going to accept that. Alright, good.
COUNCILMAN CHOVAN – Well, wait, wait a minute that’s not what that’s not what we were just told.
AUDITOR FERRERO – It comes from Stark County.
COUNCILMAN CHOVAN – Yeah, but, but the project’s done and you submit the bill then get reimbursed for it right?
AUDITOR FERRERO – Right, but it all is all through this municipal road fund.
COUNCILMAN CHOVAN – Yeah, but it okay, so I just cause I’m I know where you’re coming from now. I had to listen to you ask it twice but so the money’s in the municipal road fund now? So we’re going to create a new fund called Lake Avenue NE Resurfacing Project move the money into that project to pay the contractor.
AUDITOR FERRERO – It will stay in that 1409 fund and it will be paid and the line item will say Lake Avenue NE Resurfacing Project when we pay it.
COUNCILMAN CHOVAN – Okay.
AUDITOR FERRERO – It will show it will reflect that.
COUNCILMAN CHOVAN – Okay, but this account number that’s here is this Jayne, is this account number 1409.435.2394 is that already an existing account?
AUDITOR FERRERO – Yes, yes.
COUNCILMAN CHOVAN – It is. Okay, so then when we get the reimbursement it goes back into the municipal road fund account.
AUDITOR FERRERO – We do this all the time.
COUNCILMAN CHOVAN – Okay.
AUDITOR FERRERO – Yep, it doesn’t cost the city any money.
COUNCILMAN LEWIS – Well, that’s fine and I don’t think my question was that it was going to cost us money I just want to make sure we’re not tying a whole bunch of money into Lake Avenue…
AUDITOR FERRERO – No, no.
COUNCILMAN CHOVAN – When it should go…
COUNCILMAN LEWIS – And that’s kind of where I it was sounding like for a second where I wasn’t tracking. So and I think we’re confusing accounts and funds. One fund with a couple accounts. I’m good.
COUNCIL PRESIDENT TOWNSEND B Okay, are all council members satisfied with the questioning? Councilman Peters, your motion?
COUNCILMAN PETERS moved for suspension of the rules and passage, seconded by Councilman Slagle.
The rules were suspended by a roll call vote of 9 yes.
ORDINANCE NO. 108 – 2013 WAS PASSED BY A ROLL CALL VOTE OF 9.
COUNCIL PRESIDENT TOWNSEND B Thank you, Ordinance No. 108 – 2013 has passed and this special meeting is adjourned.
MARY BETH BAILEY, CLERK,
TONY M. TOWNSEND, PRESIDENT