CITY COUNCIL MINUTES

PROPOSED MINUTES
REGULAR COUNCIL MEETING OF FEBRUARY 1, 2007

Elkins City Council met in regular session in the council chamber of city hall at 7:04 p.m. Thursday, February 1, 2007. Present were: Mayor Judith Ann Guye; Councilpersons: R. N. Beckwith, J. S. Bibey, V. T. Broughton, T. P. Ditty, H. R. Elbon, T. Z. Hensil, R. J. Malcolm, C. L. Metheny, K. L. Wilmoth and R. A. Woolwine; City Clerk P. J. Graziani, Jr., City Treasurer L. L. Crosston, City Attorney R. T. Busch, Police Captain J. E. Batdorf and Fire Chief T. W. Meader.

AGENDA ADJUSTMENTS

There were none.

PUBLIC COMMENT

Joe Skeen, activity director for the Durbin and Greenbrier Valley Railroad, introduced himself, saying that he would be responsible for public aspects of the Railroad’s community involvement. Cm Beckwith inquired as to Skeen’s involvement with the retail store being operated in the depot building. Skeen said Kathy Smith operated the store.

CONSENT CALENDAR

Cm Metheny, seconded by Cm Bibey, MOVED THAT COUNCIL ACCEPT THE MINUTES OF THE REGULAR MEETING OF JANUARY 18, 2007 AS PRESENTED. The motion carried.

UNFINISHED BUSINESS

There was none.

NEW BUSINESS

Cm Hensil, seconded by Cm Woolwine, MOVED THAT COUNCIL AUTHORIZE THE MAYOR TO EXECUTE AN AGREEMENT WITH ALLEGHENY POWER COMPANY WHEREBY THE CITY WOULD ASSUME RESPONSIBILITY FOR 14 DECORATIVE STREET LIGHTS IN TE VICINITY OF THE TOWN SQUARE. The motion carried.

Cm Beckwith, seconded by Cm Metheny, MOVED THAT COUNCIL APPOINT JOHN SAINATO TO THE PARKS AND RECREATION COMMISSION FOR A SIX-YEAR TERM TO COMMENCE MARCH 1, 2007. The motion carried.

Mr. Sainato, a former council member, was in attendance at the meeting. He was brought forward and presented with a framed certificate of appreciation, recognizing his 30 year commitment as a member of the Commission. He and Molly Talbott Busch were founding members of the Parks and Recreation Commission. He will commence his sixth term on March 1, 2007. Joining Mayor Guye and Councilman Beckwith in honoring Sainato were Commission President Richard T. Harvey and Director Phil Gainer.

COMMITTEE REPORTS

BUILDING

The Committee received 4 building permit applications since the last meeting of council, 3183 thru 3186. Acting upon recommendation of the building inspector, the Committee approved all applications.

Cm Malcolm, seconded by Cm Hensil, MOVED THAT COUNCIL GRANT THE 4 PERMIT APPLICATIONS APPROVED BY THE COMMITTEE. The motion carried.

FINANCE

A master equipment lease/purchase agreement with WesBanco Bank, Inc. for one John Deere 5425 Utility Tractor, with a 542 standard loader, was paid off with partial proceeds of Construction Draw No. 1 from the Sewer Bonds, Series 2006A.

A Projected Payment Schedule for the Wastewater Treatment Plant Upgrade Project indicated the following estimates: Feb - $333,750; Mar - 302,450; Apr - 771,400; May - 621,400; Jun - 1,624,650; Jul - 1,130,200; Aug - 861,400; Sep - 593,750; Oct- $230,000. The cumulative cost of construction and equipment could total $6,469,000.

Members were provided with a schedule of bank and investment accounts.

[Schedule to be inserted here]

Presentation was made of the Audited Financial Statements for the Fiscal Year Ended June 30, 2006. The Schedule of Findings and Responses indicated three items.

1. Reportable Conditions in Internal Control – Segregation of Duties.
o Recommendation: Responsibilities of approval, execution, recording and custody be distributed among the accounting staff to the degree possible. However, we [the auditors] recognize that complete segregation of duties is not economically feasible.
o Entity’s Response: To the extent possible, the City has segregated it duties. Any further segregation of duties would not be economically feasible.

2. Compliance – Expenditures in Excess of Amounts Allocated in the Levy Estimate – General Fund.
o Recommendation: The municipal officials of the City of Elkins are directed to implement effective budgetary controls to insure that actual expenditures do not exceed the amounts allocated for those expenditures in the official levy estimate (budget) as approved by the State Tax Commissioner. Revisions are authorized wit prior written approval if submitted prior to the end of the fiscal year.
o Entity’s Response: The City will monitor its expenditures to insure actual expenditures do not exceed the amounts allocated for those in the budget. The City will also make revisions to the budget as needed and submit such revisions in a timely manner.
3. Compliance – Inadequate Debt Coverage.
o Recommendation: The City should charge adequate rates to permit the Sewer Fund to maintain a 110% debt coverage ratio.
o Entity’s Response: The City will review its expenses in the Sewer Fund and will comply with the debt coverage ratio compliance requirement.

SCHEDULE OF PROPOSED CONTRIBUTIONS TO OUTSIDE ORGANIZATIONS

ORGANIZATION	BUDGETED FY 2006/2007	FINANCE COMMITTEE TENTATIVE RECOMMENDATION FY 2007/2008	REMARKS
LIBRARY	20,000	20,000
HEALTH DEPARTMENT	14,000	14,000	Funding increase request received
AIRPORT AUTHORITY	30,000	14,500
HISTORIC LANDMARKS COMMISSION	6,500	6,500
CHAMBER OF COMMERCE	3,000	5,000	Fireworks – 3,000
RANDOLPH COUNTY CVB	38,207	40,114	Other expenses – 2,000
SENIOR CENTER TRANSPORTATION	15,000	15,000	Would require a change in allocation policy to be approved by Council
PUBLIC ACCESS TELEVISION	7,500	7,500
RAILROAD YARD IMPROVEMENTS	15,000	None
RANDOLPH COUNTY DEVELOPMENT AUTHORITY	10,000	10,000
ANIMAL CONTROL	15,500	15,500
EMERGENCY SQUAD	7,500	7,500
PARKS AND RECREATION	170,000	170,000	Funding increase request received
WELCOME CENTER	2,100	7,500	Funding increase request received
ELKINS ELKS BABE RUTH BASEBALL LEAGUE	None	Unspecified	Funding request received

PUBLIC SAFETY

The Committee recommended consideration of implementation of a rank structure in the civil service fire department. The recommendation was forwarded to the Rules and Ordinance Committee.

Treasurer Crosston presented Actuarial Valuations for the Policemen’s and Firemen’s Pension and Relief Funds as of July 1, 2005.

SANITATION AND LANDFILL

Cm Elbon initiated a discussion out of town garbage being illegally disposed of within the city limit, saying an ordinance needed to be drafted to prevent it. Councilmen Beckwith, Broughton and Ditty concurred. Cm Woolwine said the Rules and Ordinance Committee would give consideration to the suggestions.

OTHER BUSINESS

Cm Malcolm said building permits would be colored orange for the next six months.

A Notice of Application to Operate: A Private Club, Private Wine Restaurant or Tavern was filed by William B. Witek on behalf of Firehouse #7, Inc. at 1513 Harrison Avenue.

The mayor mentioned being contacted by a citizen who perceived a bulging in the concrete retaining wall at the old 3rd Ward School.

The meeting adjourned at 8:39 p.m.

/s/ Judith A. Guye, Mayor

/s/ Philip J. Graziani, City Clerk