City of Keyser Council Meeting
July 23, 2014
PRESENT WERE: Beverly Steele, Karol Ashenfelter, Gerald Ickes, Liz Beavers, Elaine Blaisdell,
Mark Sterling, Elwood Junkins, Cindy Pyles, Mike Kesecker, Jim Hannas, Glenn Gank, Karen
Shoemaker, Terry Liller, Isaac Alt, Mayor Randy Amtower, H. Edward Miller, Joann Miller,
Clinton Faulk, Jennifer Bennett and Carol Kiggins.
Mayor Randy Amtower called the meeting to order and we all stood for the Pledge of
Allegiance.
Councilman Isaac Alt made a motion to accept the minutes from the previous meeting.
Councilman Clinton Faulk seconded this motion. VOTE 5-0 (YEA)
Councilman Clinton Faulk made a motion to accept the check distribution. Councilman Isaac Alt
seconded this motion. VOTE 5-0 (YEA)
ANNOUNCEMENTS:
Blighted properties report from July 21, 2014 61 logged complaints, 37 locations for complaints
that have been logged, 16 complaints resolved, 10 warnings / tickets issued with action plans
attained to resolve violations, 5 letters sent, 4 phone contacts with warning issued, 2 verbal
confirmations to fix the violations, 2 lots were sold after the properties were found to be a
repetitive blight and the owner turned them over to the city and one payment plan was
established for 1 property that was cleaned up by the city. Action plan meeting was conducted
on June 27th 2014 between Mayor, Councilman Liller and Building Inspector to formulate a
solution for the backlog of complaints and current blights that plague the city. Additional plan
of action is to systematically grid search the city street by street and identify and address any
issues concerning blighted properties. This will initiative commence on July 29, 2014.
Looked at Waxler Annexation map and Terry Liller is going to check with the county concerning
one small section of land to see if it can be deeded to the city. If this happens the city will not
have to move the fence out at the WWTP.
CITIZENS REQUEST / COMPLAINTS:
Karol Ashenfelter has received several calls and she just wanted to ask about the roof that blew
off of Royal Aire. Residents were concerned that since the building is old that maybe the
insulation had asbestos in it. The city had already called Royal Aire and asked that same
question and were told that no that insulation was fiberglass and just put in a couple of years
ago. Karol also wanted to ask the police department if maybe they could come out and help
with the problem they are having across the tracks. They have a lot of kids over their now
playing and the street that runs from Argyle to Mozelle they have people speeding down
through their and they don’t stop at the stop sign.
Gerald Ickes just wanted to ask that if the city puts in the radio read meters that they are
talking about is it going to make the rates go up. Randy to him no that they are going to be
purchased with underrun funds that is Federal Grant money and will not cause rates to go up.
NEW BUSINESS:
MARK STERLING – NEPTUNE:
Mark knows that we have had presentations from Census and Neptune, but there is one thing
that he wanted to bring to our attention is if it is ARA funding there was American made
stipulations set in that act. Mark wanted to show us both meters and just highlight some of
their features. Mark doesn’t think that the projected $750,000 is how much it would cost
through Neptune being that we already have Neptune software upgrades are free and we
currently have two brand new handhelds. The Neptune meters are made in America and they
are made of brass and the Census meters are plastic and made in Mexico. All Mark is asking is
that the bid process be a fair bid process a brass positive displacement meter against a brass
positive displacement meter. With the winters that we have he knows that you can thaw out a
brass meter he does not know how you would thaw out a plastic meter.
OCTOBER FEST – ELWOOD JUNKINS:
Ann Palmer and some other business owners came to Elwood and ask him to help with the
October Fest this year. They would like to move it down to East & West Streets around the
Court House instead of closing down Main Street for it. October Fest would be held on
Saturday, October 25th and Sunday, October 26th this year. Randy and the council said that
sounded good to them the only thing is that they need to block the street off somehow, so that
little kids that get away from their parents can’t run out into the road. Councilman Isaac Alt
made a motion to approve the request to close East & West Streets for the October Fest on
October 25th & 26th. Councilman Terry Liller seconded this motion. VOTE 5-0 (YEA)
BURLINGTON UNITED METHODIST 5K RUN – CINDY PYLES:
Cindy Pyles from the Burlington United Methodist Family Services would like to have a 5k race
down Main Street up Water Street across Newton back down Main Street up by the Vo-Tech
Center and then finish up at South End Park on Saturday, September 27th. They want to close
the streets down until the race is over about an hour. They would be using the same route that
the Kiwanis use from the Filtration Plant down to First Street for about 15 minutes and that
they just have a police presence until the race is over it takes about forty five minutes. Cindy
said that they were going to make this an annual event for the Burlington Home. Councilman
Isaac Alt made a motion to approve the 5k run for the Burlington United Methodist Family
Services on Saturday, September 27th from 8am to 10am. Councilman H. Edward Miller
seconded this motion. VOTE 5-0 (YEA)
BUDGET REVISION FOR CARRY OVER FUNDS:
On the revenue side increase Unassigned Fund Balance by the carry over funds of $37,088 and
increase Miscellaneous Revenues by $3,524. On the expense side increase Mayor’s Office by
$200, increase Recorder’s Office by $300, increase City Manager’s Office by $100, increase
Police Judge’s Office by $30, increase City Hall by $10,150, increase Police Department by
$11,024, increase Communication by $2,500, increase Streets & Highways by $23,050, increase
Snow Removal by $8,300, decrease Street Construction by $10,000, decrease Swimming Pool
by $6,720, increase Library by $500 and increase Playgrounds by $1,178 making a total budget
change of $40,612. Councilman Clinton Faulk made a motion to accept the budget revision as
presented. Councilman Terry Liller seconded this motion. VOTE 5-0 (YEA)
APPROVAL OF RUS GRANT FUNDS FOR CHESTNUT STREET PROJECT:
This certification approval is to amend the letter of condition dated August 11, 2009 and its
amendment number 1 dated March 10, 2010. This is amendment number 2 to letter of
conditions for Phase I Water Project, RD loan in the amount of $4,200,000 and a RD grant in the
amount of $456,000 for a total project cost of $4,656,000. This amendment covers the
“Request for Obligation of Funds”, the “Certification Regarding Drug Free Workplace” and the
“Letter of Intent to Meet Conditions”. Councilman Terry Liller made a motion to approve this
amendment number 2 for RUS Grant Funds for the Chestnut Street Project. Councilman Clinton
Faulk seconded this motion. VOTE 5-0 (YEA)
DECISION ON USING VAC TRUCK FOR NON PROFIT ORGANIZATIONS:
For the last several meetings we have been discussing the use and possible charge for the Vac
truck. H. Edward Miller spoke up and said that he thinks the Water and Sanitary Board should
decide whether or not the Vac truck is going to be used outside of the city limits and the charge
that would be charged subject to the use. The council agreed to this suggestion, but they did
decide that they need to get some employees trained and licensed to run the truck. The
council is going to put a memo out offering the job to all departments and they decided that
whatever department is using the truck that day that department’s driver will be operating the
truck unless they are unavailable and then they will use an operator from another department.
We are also going to check with Dr. Bollinger in Keyser and see about setting up an account
with them for physicals. Randy asked Carol to get the memo ready tomorrow for approval, so
that it could go out immediately to department supervisors.
MAYOR’S RECOMMENDATION FOR DEPARTMENT SUPERVISORS:
The Mayor’s recommendations for department supervisors are as follows:
City Administrator – Shannon Marsh
Chief of Police – Karen Shoemaker
Water Treatment Plant Supervisor – Steven Paugh Water Distribution Supervisor – Glenn Gank
Waste Water Treatment Plant Supervisor – Mike Kesecker
Street/Sanitary Collections Supervisor – Jim Hannas
Fire Chief – Taylor Stewart
Police Judge – John Lusk
Councilman Isaac Alt made a motion to accept the Mayor’s recommendations for department
supervisors. Councilman Clinton Faulk seconded this motion. VOTE 5-0 (YEA)
APPROVAL FOR PROJECT COORDINATION & TECHNICAL SERVICES PHASE I:
This agreement between the City of Keyser and Region 8 Planning and Development Council
the owner agrees to compensate the Coordinator in an amount not to exceed $40,000. The
method of calculating compensation for services rendered is based upon hourly direct and
indirect cost with a break down as follows; services rendered prior to closing in the amount of
$20,000 and services rendered after closing in the amount of $20,000. Councilman Clinton
Faulk made a motion to approve the agreement for the Project Coordination & Technical
Services on Keyser Water Phase I. Councilman Isaac Alt seconded this motion. VOTE 5-0 (YEA)
AMENDMENT OF LEGAL SERVICES & FEES FOR THE CHESTNUT STREET PROJECT:
By an agreement letter dated May 30, 2012 the City of Keyser and Spilman Thomas & Battle,
PLLC agreed to a maximum total cost of $80,000 for legal services and fees for the Chestnut
Street Wastewater Project. In light of the fact that the cost for legal services and fees for the
Project have been less than originally anticipated, the firm hereby amends its engagement
letter to set forth a maximum total cost of $25,000 for legal services and fees for the Project.
Councilman Terry Liller made a motion to approve the amendment of legal service and fees for
the Chestnut Street Project. Councilman Clinton Faulk seconded this motion. VOTE 5-0 (YEA)
CHANGE ORDER REFERENCE UTILITY TRUCK EMERGENCY LIGHTING:
The Water Departments Utility Truck came in without any emergency lighting. Glenn Gank
called and received an estimate from Brekford in the amount of $1,845.00 for the emergency
lighting system. So we have a change order in the amount of $1,845.00 to get the emergency
lighting for the utility truck, this expense is covered in the underrun funds through the Water
Project. Councilman Isaac Alt made a motion to accept the change order for the emergency
lighting on the Water Utility Truck. Councilman Terry Liller seconded this motion. VOTE 5-0
(YEA)
CHIEF OF POLICE’S REPORT – KAREN SHOEMAKER:
The Chief wanted to announce that they have been having a rash of vehicle entries and stuff
being stolen on cars in the city that are being left unlocked. The Chief was hoping that the
paper could print something letting residents know to lock up their vehicles. Also on November
7th the Colonel from the Virginia Tech and the Pennsylvania Police are going to come in and talk
about school shootings. Officer Clayton has just three weeks left of training and Officer
McKenzie’s training should be complete in November. We have received seven bids on the
enclosed bike trailer and they are as follows: Phil Yates $3,002.00, Jason Miner $3,500.00, Mike
Norris $602.98, Brad Umstott $3,207.00, Thomas Glass $3,000.00, PJ Trailers $5,220.00 and
David Sowers $1,273.00. Councilman Clinton Faulk made a motion to accept the bid of
$5,220.00 from PJ Trailers in Romney. Councilman Isaac Alt seconded this motion. VOTE 5-0
(YEA)
WATER TREATMENT PLANT SUPERVISOR – BOBBY PAUGH:
Not present at tonight’s meeting.
WATER DISTRIBUTION SUPERVISOR – GLENN GANK:
We did a leak survey on the whole airport and I can’t hear anything so right now I think if we
get the big meters replaced and we have several very large meters most of your water loss will
go down, because most of your water loss is through the big meters. They fired up the pump
station behind Faulk’s, but there are some problems with the computer on the pump station
itself locked up, so they had a new computer aired out today. Sonny talked to them about the
pump station out on Waxler Road and he said that it is the timer even though it is working the
contacts behind it are not working, so they are going to air ship us out a new timer and Sonny
will install it. They are starting to paint the water treatment plant and it is looking really good
out there.
WASTE WATER TREATMENT PLANT SUPERVISOR – MIKE KESECKER:
Plant and Laboratory operations are going well; we continue to work closely with Dunn
Engineers regarding the new WWTP. The Laboratory has received its recertification and is
licensed through July 31st, 2015. Also brock Stevens passed his Class I exam and just needs to
put in more hours to be an official Class 1 Operator.
STREET/SANITARY COLLECTIONS SUPERVISOR – JIM HANNAS:
Routine work as usual weed eating and mowing operation throughout the city done and street
and regulatory signs replaced. Downtown Main, Armstrong and N. Davis Streets have been
hand swept and cans emptied. Al trucks washed and city garage cleaned and litter control
throughout the city and trash pickup at City Hall, City Police and Fire Station done. Nine tons of
asphalt used this month filling various pot holes, one sight mirror replaced and digital speed
limit sign moved and maintained on South Main Street. Street sweeper operations continue
throughout the city and Memorial Bridge, curb cleaned on W. Piedmont and side streets and
also on S. Main, side streets and Potomac Heights. Trees have been elevated on Richmond
Street, Baltimore Street, N. End alleys and starting to work in West End. With the recent wind
storms we have had a total of nine trees down these trees were cut and removed with various
limbs and debris cleaned up throughout the city. Backhoe was taken to the dump where trees
have been piled up to burn and 18 Dog Leash / Waste signs installed in parks and playgrounds.
I&I REPORT – JIM HANNAS:
We have had five sewer blocks for the month of July three opened with the jetta sprayer, one
had no outside clean outs and were told to contact a plumber and one excavated and installed
clean out by contractor all blocks were on owner lateral lines. No problems to report for the
month and work orders have been completed on all work. Sanitary Sewer monthlies completed
for the month, flow meters for New Creek cleaned. Various Miss Utility located completed
various inlets, culverts and ditch lines cleaned. Second Street and Market Alley storm drain was
saw cut, repaired and asphalted, Kelly locator was used at 1340 Ludwick Street to find lateral
line and depth for Twigg Plumbing for excavation of lateral line. Roof drain tickler file is being
updated for violations of illegal connections to the sanitary sewer system, manholes are being
checked during rain events for I&I and documented and various storm sewers drop box inlets
cleaned with the vac truck.
FIRE CHIEF’S REPORT – TAYLOR STEWART:
Not present at tonight’s meeting.
CITY ADMINISTRATOR’S REPORT – SHANNON MARSH:
Not present at tonight’s meeting, but left the following report with the recorder. Held a
supervisor’s meeting July 3, 2014, interviewed four individuals to do community service three
we can use two with Jim and one at city hall and splitting that time with Gerri. Met with Doug
Wolfe about mowing, Doug agreed to start mowing the New Creek bank the week of July 14th.
Prepared necessary documents and resolution for deed transfer of Carroll Avenue, met with
Gary from the State Auditor’s office regarding the City’s credit limit and upcoming meeting in
August and worked on annexation entering tax information for remaining streets and preparing
the application. Met with Jim McCune, Mike Price, Gerri Mason, Gina Spriggs, Tom Hughes,
Alex McMillen, others from BUMFS and WVU volunteer program coordinator, regarding
establishing volunteer – community connection for upcoming students. Finally Carol and I met
with Jeff Broadwater regarding PSC reports.
FINANCE COMMISSIONER’S REPORT – H. EDWARD MILLER:
General Fund
$116,454.00
Fire Protection Fund
4,918.00
Operating General Account
121,372.00
Water Account
13,399.00
Sewer Account
14,398.00
Coal Severance Account
7,914.00
Rainy Day Account
100,974.00
Water Sec. Dep. Account
64,271.00
Water Depr. Res. Account
28,022.00
Sewer Sec. Dep. Account
35,316.00
Sewer Depr. Res. Account
24,747.00
Street Excess Account
249,104.00
PARKS/RECREATION COMMISSIONER’S REPORT – ISAAC ALT:
Isaac just wanted to let everyone know that Saturday after five will be going on this Saturday,
July 26th and the
COMMITTIES:
None
UNFINISHED BUSINESS:
DECISION CONCERNING PSC WATER AND SEWER ANNUAL REPORT:
Shannon and Carol met with Jeff Broadwater concerning the annual water and sewer PSC
reports. Jeff sent us two proposals Randy does not know where the first one came from, but he
is going to read it. 1) Accounting Services Proposal – For an annual salary of $12,000 for the
following review trial balance and various accounting work on a monthly basis, make necessary
adjusting entries, and prepare interim reports as necessary, meet with town council, auditors,
or other interested parties to discuss financial reports on a monthly basis, work with town staff
to complete annual budget, complete fiscal year 2015 annual financial statements and
complete fiscal year 2015 annual water and sew PSC reports. 2) Fiscal year 2014 annual water
and sewer PSC reports proposal for a fee of $4,200 for the following, meet with town staff to
review trial balance and discuss necessary entries to get year-end numbers complete or
substantially complete in order to prepare PSC reports, work with town staff to gather all
necessary information, complete and submit annual water and sewer report and present PSC
report to town staff and or Mayor and Council as desired. Council decided that the first
proposal is not needed that the accounting is good and that we need no further help with that.
Councilman Terry Liller made a motion to accept the proposal for the fiscal year 2014 in the
amount of $4,200 for the annual water and sewer PSC report. Councilman Isaac Alt seconded
this motion. VOTE 5-0 (YEA)
ANNOUNCEMENTS:
Water Board Meeting – Monday, August 11, 2014 @ 4:00 pm
Sanitary Board Meeting – Monday, August 11, 2014 @ 4:30 pm
Parks and Rec Meeting – Monday, August 11, 2014 @ 7:00 pm
Next Council Meeting – Wednesday, August 13, 2014 @ 4:30 pm
Councilman Terry Liller made a motion to adjourn at 7:52 pm and Councilwoman Jennifer
Bennett seconded this motion. VOTE 5-0 (YEA)