July 22, 2021 at 9:29 p.m.
Hope Town Council July 20, 2021
Council President Jerry Bragg called the meeting to order and proceeded with opening prayer and the Pledge of Allegiance.
The first two items on the agenda were the approval of the 05/18/2021 minutes and the approval of claims. Both items passed 5 – 0.
Council then moved on to old business. First up was a Community Crossing Matching Grant (CCMG) update presented by Steve Robertson of Strand Associates. He gave an update from Robertson Paving on the latest paving project. The project will start August 9th with a completion date of August 29th. The project holdup has been the large amount of rain. David Clouse also wanted to make sure he was available for the sewer installation portion. Steve Robertson noted he expressed to Robertson Paving they would need to attend the August council meeting if they could not meet the August 29th deadline. Paperwork is due to the state to complete the project by June 2022. John Walstad noted when he spoke with Tony Akles of Strand he relayed the contractor had said June 15th Aiken Street would be started by July 4th. He expressed his unhappiness with the pushbacks and felt Mr. Ackles had lied to him. Clyde commented he felt being pushed off three times was enough. Steve Robertson noted the unusually large amount of rain we have had lately. It was also noted David Clouse been on vacation and unavailable to supervise. Town legal representative Scott Andrews pointed out Robertson had one hundred and twenty days to complete the project and they were not yet late or in default. Clouse pointed out Robertson had done many projects for the town and had never been late. Councilman Ohmer Miller stated as long as the project was completed by the 29th they are okay and pointed out there had been significant weather. Steve Robertson remarked he would relay the two council members frustrations.
Robertson then moved on to paving priorities for round two of the CCMG. He distributed a paving priority list and stated the need for a funding letter from Diane Burton as the deadline was quickly approaching. He stated the $150,000.00 rule is still in effect. Clyde suggests that Grand, High and Locust Streets be paved as they are right off State Road Nine and visible as you drive into town. Robertson then noted that curb engineering was not included in the grant and the town must pay for that out of pocket where necessary. Ohmer motioned that Grand, High and Locust Street be chosen for repaving, and that town manager Frank Owens be listed as the signatory. Clyde Compton seconded the motion. David Clouse expressed his three wishes for paving due to the condition of the asphalt as Grand, West Drive and Union Street. There then was discussion over West Drive being rated too high and where West Drive was located. The motion for Grand, High and Locust passed 5 – 0.
Victoria Bechert of ARA then presented an update on the Aiken Street storm drain project. She recommended the project for SWIF (State Water Infrastructure Fund) funding since OCRA has pulled water projects from their funding due to the recent availability of SWIF funding. The town had been looking at a planning grant and needed an income survey. The round one grant deadline is January first and she needed input about funding the income survey of about $1,000.00. The survey would be good for five years. Clyde remarked they had already approved that with Trena of ARA, and Bechert explained it was slightly different now due to the availability of Swift funds. Ed Johnson motioned to approve the income survey, and Clyde seconded the motion. It passed 5 – 0.
Council then moved on to new business and park requests. Dave Miller of the Hope Branch Library was first with Goodies, Goblins and Ghost Stories. He asked for approval to use the park on October 29th. He had not yet checked with his partners at the Yellow Trail Museum and Willow Leaves of Hope, but expressed certainty they would participate with the exception of Chuck Baker who had sadly passed away. He used the record attendance at the recent fourth of July celebration of an indicator of the readiness of people to get out and experience life again. He expressed he would like to add a photo backdrop this year so attendees could take photos. He also wanted to do a walking ghost tour with character stations like those used at Christmas of Yesteryear. Ghost stories would be invented, and the tour would run a block or so off the square. Ohmer commented park requests do not guarantee EDIT funds. Dave replied the funds for the event are guaranteed from the town every year. Diane Burton confirmed this. Dave Miller then questioned where the fire should be held this year since all the updates had happened. He suggested the new pea gravel section. Council agreed with that or suggested the use of a fire pit that sits off the ground.
Joe Chamber of Fast 5 RC Raceway then came before council for the second park request. After a successful first RC car drag race on July 11th, he expressed a desire to hold another on August 22 from 12:00 – 5:00. The first was attended by about thirty cars, with some out of state attendees cancelling due to weather. He felt the event was well received and brought business to the restaurants around the square. Clyde motioned to approve the request. Ed seconded the motion. Ohmer asked David Clouse if there were any complications from the first race. He replied there were not any to his knowledge. The motion passed 5 – 0.
Whitney Budd was then scheduled to appear for a request for a movie night for Student’s Fund of Hope but she was not present.
Matt Lee, the new executive director of Main Street, then introduced himself to council. He stated goals of creating bylaws for Main Street and increasing the board member number to thirteen. He stated they were not far off with eleven members, but the board still needed a president and a vice president. Another goal is national accreditation. Main Street of Hope is currently a state accredited organization, but he would like to see it grow to the national level.
Matt Tallent then presented a request for an additional security camera in the square, citing the recent addition of a new speaker by HOH interfered with the camera mapping and capturing the entire playground. The southwest corner of the square where Corner Café is not currently visible. Matt asked for another camera to cover the gap; remarking the existing camera had already caught a teen trying to break a picnic table. The cost for an additional camera is $883.00. $325.00 for the equipment, $408.00 for installation and $150.00 for travel expenses. David asked if the camera would be mounted above the speaker. Ed made a motion to purchase the camera. Diane suggested using EDIT funds. Clyde seconded the motion and it passed 5 – 0.
Diane Burton then presented a change of PTO / vacation time. She recommended time off be changed from days to hours since the police department does not work a typical eight-hour day. Days off would also be changed to just paid time off instead of specified sick, personal or vacation time. In 2006 there was a change limiting rolled over time to five days instead of being unlimited. Some employees had reached forty days of accumulated time and taking or paying those hours would create a scheduling and budgeting issue. Burton also requested that a minimum of two hours be taken at a time. Ed motioned to approve, Clyde seconded, and the motion passed unopposed. David asked what the effective date would be. Diane replied it would be immediate, existing days would just be converted to hours.
Town manager Frank Owens then presented his town report. He stated Matt Tallent had five days of vacation left, but they were coming up on expiration. He cannot get away to take time off due to officers leaving and his having to cover shifts. Frank asked for a special exception to pay Matt his five days. Matt stated he was actively searching for a new officer but would be unable to take time off until one was hired. Councilman Miller expressed a desire to set a precedent so Frank has the authority to do that by talking to the council president rather than bringing it before council; that should be his job as manager. Clyde replied that would be out of line as only the council can make monetary decisions. Scott Andrews stated Frank could be given that authority, but only up to a limited predetermined amount and it was not currently included in the town manager’s job description. Diane stated it was not a normal item to approve as he just wanted to take the pay and not the time off. David Clouse commented he got an extra month to use his time off during the water project. Mr. Compton did not feel a blanket rule was appropriate. Ohmer felt it is part of a manager’s job to settle these situations and the town manager needed that authority. Mr. Andrews recommended the matter be addressed further at a working session. Jerry commented he did not feel like Matt should lose his time off. Clyde made a motion to just pay him out. Ohmer seconded the motion and it passed 5 – 0.
Mr. Owens then brought a request for banner arms and hometown hero banners before the council. He requested fourteen more sets of banner arms to accommodate a total of twenty-five light poles with banners. He also expressed a desire to offer the public the opportunity to purchase a banner for a family member who has served in the military. The cost per banner would be $97.00 for a one sided banner and $107.00 for a two sided banner. Banners would include a photo of the service member and their name. He expressed a desire to send out a letter to the utility customers about the banner program. Mr. Miller asked if the banner program would be restricted to just those who lived in town or if it would be extended to all who lived in the area. Mr. Owens would like to get the letter out this week so the flags could be put up in time for Veteran’s Day. He requested $3,347.50 for fourteen new sets of banner arms. Clyde liked the idea and felt like the arms need to be purchased and the plan put into effect. He did feel like the photos were a bad idea and suggested using just the names and the military branch instead. He felt submitting the photos and getting the photos approved would be a nightmare. Ohmer expressed the banners should also be open to members of the American Legion as well. It was suggested the seal for the different branches of the military be used instead of a personal photograph. Clyde suggested as POW/MIA banner also be included. Mark Webber of the Republic asked how long the banners would remain up. Frank stated they would be changed out for Christmas after Veterans Day and then put back out for Memorial Day. David Clouse commented he had seen them with photos and they looked sharp. Clyde still felt a picture would be too much. Clyde made a motion for arms and Ohmer seconded it. It passed 5 - 0. Jerry commented pictures would be more personal. Diane stated with cell phone technology these days pictures would be very easy to get. Ed commented the purchaser of the banner should get the option of whether they wanted a picture. Frank said the town would store the banners, so they did not get damaged. Clyde motioned to approve the hometown heroes program and commented they must sign off on the photo. Steve Robertson remarked of they had to submit their own photo that would be their approval. Ohmer wished for council approval on the photos as well. Ed seconded the motion and it passed 5 – 0.
Frank Owens then moved on to a request for seasonal banners. He asked for twenty-five banners for fall, Christmas and winter. The cost for just the fall and Christmas banners is $4,470.00. If all three were purchased at once the cost would be $6,873.00. Ohmer wanted all three seasons purchased. Ed wanted to set a limit on how long the banners could remain up and expressed concern about the workload on David Clouse and the utility workers when the banners were switched out. Frank stated the banners would only remain up for thirty to forty-five days at a time except for the winter banners which would go up after Christmas and remain through March. They would be up around ninety days. He said by switching out the banners regularly they would last longer and be in service for 10 – 12 years. Clyde seconded the motion to purchase all three seasons. The motion passed 5 – 0.
A request by Frank Owens for new Christmas decorations was next on the agenda. He tabled it as the discount currently running through the end of the month had been extended. He obtained wholesale pricing and could get the discount indefinitely.
Mr. Owens then moved on to a request for a replacement of the door and framing on town hall. The door to the police department is rotting and needs replaced. He obtained two bids, with a third request going unanswered. He wished to go with the lower bid, with the caveat work be completed within thirty days of tonight’s approval, and a maximum of fifteen days to complete the work. He stated replacing the door and frame would save money on heating and cooling costs, look better and increase security with new doorknobs and deadlocks. The low quote came in at $1.698.00 and the other at $1,998.79. Ohmer motioned to approve Frank’s recommendation of the first quote with Clyde seconding the motion. It passed 5 – 0.
Matt Galbraith then gave a building and zoning update. He reported on the Elm Street situation, stating most of the shabbiness came from trees. A foundation remains and brush has grown up. There is no ordinance regarding the number of trees a property may have or foundations. The grass needs to be mowed again. The property owner only must be notified to mow once after the grass reaches 12 inches. The cost of mowing it is $100.00 minimum. Scott will review the grass cutting ordinance to strengthen it. Clyde Compton asked if building and zoning reported to Frank or a liaison, wishing to do away with a liaison and reporting instead directly to Frank. Mr. Galbraith then moved on to old boats and campers that are not running in people’s yards. There is currently a camper that is caving in, but it has paper plates, and no one will tow it. Scott Andrews will also look at addressing those situations as well. Matt Tallent wanted to add to the junk ordinance mirroring state regulations, so items left in the same spot for twenty days were addressed.
Clyde Compton then presented an EDIT request from HSJ Online. David Webster appeared before the EDIT council last week and asked for $859.00 to cover weekly town updates, Facebook boosts and Hope bracelets for the upcoming run/walk. The cost of the bracelets was $122.00, and Compton felt anything that put Hopes name out there was a good idea. Ohmer asked for clarification on what that money was for. Diane suggested HSJ online member Jessica Brown comment. She stated the funds were for her town updates on events such as cruise-ins and plays at Willow Leaves, and local business profiles. The Facebook boosts were paid advertising to increase the reach of the articles and help bring more people to town. Compton stated the EDIT committee had already approved the request 3 – 0 so it had a motion in existence. Ohmer Miller voted no, with all other council members voting yes. The funding passed 4 – 1.
Council then moved on to Clyde Compton and the manner of liability insurance. He stated the matter was left unsettled at the last meeting per Robert’s Rules of Order. Clyde motioned they make John Parmely the agent of record. Ohmer expressed that was stupid, and it was settled at the last meeting. There had already been a vote and they agreed to change the agent of record and he was abstaining from the vote. Miller asked Compton if he was getting a kickback. The motion passed 3 – 2 with council members Ohmer and Ed voting no.
There was no public comment, and the meeting was adjourned.
