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General Fund finance problems let to an emergency meeting of council's finance committee.
Clerk Treasurer, Gary Dulkowski circulated reports clearly indicating that general fund's ending April balance was $3,096.20. This figure contains all liquid assets for disbursements including employee salaries. Dulkowski announced that bills would not be paid until the fund recovers. Mayor Ray Jeskey validated this decision though he wasn't present at the meeting.
Various viewpoints were bartered as layoffs, wage cuts, and sewer rate increases. The general fund operates paying out expenditures of utilities, street lights, water, sewer, salaries, audits, fees to county departments, general and liability insurance, workers compensation, taxes, fees, state benefits, operating expenses and supplies. The committee pondered reasoning as to why the BPA debt is so large.
After receiving a grant six years ago, the Board of Public Affairs installed new waterlines throughout the village and at that time water rates didn't increase. By 2007, the Water and Sewer Fund figure blushed red $100,000.00. Currently, the BPA balance is currently $77,000.00 in debt and the committee tried to conclude what could absorb to these overflowing accounts. All fluid funds were eyed inside the General Fund but the BPA water and sewer funds' enormous arrears seemed a bit too weighty.
The Adena BPA board is elected and it operates independently, and the Clerk-Treasurer supervises fiscal responsibility. Gary Dulkowski opined, "It appears obvious that the water and sewer department should increase their revenue."
Reporting that $40,000 of bonds must be repaid to FEMA in July, finance chairman, Jim Horton asked, "How are we going to do this?" After paring down numbers, it was concluded that even if all funds were reduced, the totals would not be able soak up the $77,000.00 BPA deficiency.
Police Department expenditures and building costs were examined too. It was suggested to eliminate heating and electric from one building. Since the PD operates from a modest 2.0 renewal levy and the people of Adena will decide if it is to remain. A total of $11,500.00 operates the part time department entirely and $8,600 has already been spent. Since $3,000 is left to operate the remainder of the year and another levy will be placed on the ballot. If Adena electors do not support the levy this November, the village will no longer have a Police Department.
Council unanimously agreed they would recommend to the BPA the following: 1) to obtain a loan to secure solvency to the accounts, 2) to eye sewer plan costs and maintenance to determine a possible raise of rates, 3) that all municipal departments accept full accountability for water bills, and 4) Ensure that all water customers have a water meter.
At Adena council's regular session, roll call was answered, the pledge and silent prayer recited, the minutes of the previous meeting accepted, the finance report approved, and no ordinances were adopted.
Though it wasn't under the roll of new business, a new business was the topic of the agenda. Michael Bednar, attorney, greeted council and spoke on behalf of his client, Joe Braun. He announced that Braun recently purchased a large building that is in downtown Adena. The one block building is the site of the former Candy land/Stergios' IGA, and most recently the former Snack Shack Restaurant and Hair Headquarters.
Bednar addressed the panel and public saying, "He's [Braun] opening a restaurant/bar and as many of you know liquor licenses are based on population." He continued, "That being said, Joe has to apply for the license from an over issued area, such as Cleveland." "Since he plans on spending a lot of money, he feels that the license is required to set up a nice restaurant business," Bednar said. He asked council to view this endeavor as an economic development improvement to the village. He submitted the application requiring the Mayor and Clerk's signature after council's approval.
Since liquor licenses are based on population, a municipal council must affirm the application sighting that Adena will forgo financial profit. Braun claims he plans on making major renovations to the large facility that will entail keeping the beauty shop Hair Headquarters open, the upstairs apartment rentals in place and repairing the other half of the building to open a new restaurant/bar that would include a beer/wine permit.
Councilwoman, Shirley Bednarski spoke claiming to have heard positive advocacy from local townspeople regarding the rumored restaurant. She asked the public , "If there are people here in the audience inquiring about this or want to know, please speak up." The committee exchanged favorable comments regarding Braun's benevolence to the town. Mayor Ray Jeskey suggested, "I'd like you to keep in consideration all that Joe Braun has done for this village." He added, " Joe has donated considerably to the American Legion, Heritage committee, Fire Department, and gives to several organizations including the village itself."
Mike Bednar pointed out that a percentage of all licenses come back into the village saying, "Joe bringing people into town will help Adena. " Village solicitor Rebecca Bench commented that any revenue coming into the village is something. Gary Dulkowski reported saying he receives "state reimbursements to the village that trickle through the state of Ohio and a percentage of that comes to the village." He added, "This year we've received $2100.00 so far and there is also a cigarette license revenue that adds to our general fund." After considering that a restaurant business be beneficial to Adena, Mayor Jeskey asked for the motion to accept the application. Council voted 4 to 1 unanimously f avoring Braun's request to obtain the license.
Other motions carried consenting that the Park/Recreation committee spends $1900.00 on foliage, flowers, planting supplies and summer concerts. A unanimous vote was also heard in regard to the building and grounds requiring that a clean up checklist will be attached to the community center rental contract "We need to start cleaning up, we really do," said Shirley Bednarski who serves as Building Committee chairwoman.
While conglomerating about clean up it was stated that Adena residents should be wary of an ordinance prohibiting grass left on Adena roads and streets after l awn mowing.
In police matters, the department was reiterated to enforce traffic patrol on weekends to adhere to their 18 hour a week part-time schedule. A police report noted thirty-three traffic stops, four general complaints, and one medical assist. A police department/committee meeting is slated for June 5th at 7:00 p.m., and the next regular session is scheduled June 10th at 6:30 p.m.
Villagers of Adena will see a new face this month when they pay their water bill at the municipal building. Roberta Gaffney will replace Susan Bednarski who has served as clerk for the Board of Public Affairs for eleven years.
Four candidates applied for the advertised position although two of them did not reside in Adena. "In my opinion, Bobbie (Gaffney) is the most qualified," said LuAnn Hopkins who serves as BPA president. The clerical job includes recording water meter readings, receptionist, bookkeeping, clerical responsibilities, coordinating water and sewer matters, and collections. At their regular meeting Gaffney was unanimously selected to replace Bednarski. The board announced that clerk's hours would be reduced.
Aside from the matter of hiring a clerk, the BPA discussed serious strategy regarding collections and costs that entail exorbitant debt. Clerk-Treasurer Gary Dulkowski suggested cost comparison to the board in general revenue and pricing strategy. The board responded that as they continue collections, costs will be carefully considered. It was reported that Scott Durbin , a part-time employee for the board, collected scrap metal at the sewer plant and recycled it enabling him to purchase necessarily needed tools. "It will take some time," Hopkins said.
Gaffney resigned her post as elected Clerk-Treasurer for the Village of Adena in September of 2006 and is fairly familiar with the responsibilities required of the BPA
clerk. She said, "I'm very happy to take the position."
The Adena BPA office located at 143 W. Main Street will now be open sixteen hours from 10am-2pm weekly with the exception of Wednesday and weekends. Adena BPA hires Clerk
Adena BPA watered with Debt
Officials of the Adena village finance committee and the Board of Public Affairs held a special March meeting to discuss debt pertaining to delinquent accounts.
This year 2008 budget appropriations have declined and since 2003, the BPA has been in a deficit. The total amount of water and sewer as of February 2008, was $87, 323.65. After payments and appropriations are amended reports reflected that the exact water debt amount is $21,593.18. This debt due is unpaid water bills. About $12,000.00 of this money has not been paid over a period of at least 90 days, and the chances of regaining it is futile. Ten percent of 450 Adena water customers are in arrears.
Officials examined a delinquent bill register and water rate overages were discussed.
It was mentioned that the BPA wasn't tenacious of the delinquent collections and reports indicated that Adena averages approximately 2-4 water shutoffs a week.
BPA supervisor, Luann Hopkins spoke saying that the debt originated in 2003 when new waterlines were installed. She said, "At that time, we were paying $17,000 for water and were only collecting $10,000.00 under the previous billing status." Since that time, water rates have been raised and most recently, water overages.
BPA board member Ray Konkoleski reported, "Before the new waterlines were installed we were paying an average of about $25,000.00 per year for waterline repair." Repair costs are declining because records revealed that $5800.00 was expensed for water repairs in 2007.
In question of facing another year in the red, Hopkins replied, "As of last month, our budget was appropriated lower this year than last, and we're going to have to try to keep our costs down to bare minimums." She reported that the clerk has also cracked down on debt collections. She added, "We're cutting everything we can cut, we can keep the collections up and hopefully they'll be no major breakdowns."
Hopkins critiqued challenges disclosing that fuel costs, required waste disposal, water breaks, repairs, and salaries are all being contemplated by the BPA. Hopkins announced that the BPA clerk, Susan Bednarski, is retiring and ads have been posted for the position. "We're considering cutting the hours of the clerk from 20 to 16 hours per week, and the employees are using their own vehicles to save on gas." Aside from the clerk, the BPA board employs only 2 other part time employees.
The village of Adena has experienced perpetual problems with drainage throughout the entire town. Problems have been temporarily eased since part of Short creek was dredged following the 2004 flood. Sewer plant problems were briefly brought forth. "We need to stop the infiltration at the sewer plant, we could shut down one ditch." Hopkins said. She announced that engineer Jeff Vaughn is seeking two possible grants for Adena, and the proposals have been sent. She added, "We're moving right along."
There was talk relevant to water meters. About 25-30 water meters are non-working and need replaced. The BPA has received 25 new water meters to replace them. If water meters are not accurately read, water usage is estimated and therefore the BPA becomes unaware of leaks, problems, and inaccuracy. Leakage could occur with unattended meters thus resulting in cost responsibility to the dweller. Adena residents are advised to report meter readings monthly for billing accuracy.
As to discussion of collections for the overdue accounts, Councilwoman Billie Stanwick spoke saying, " This may sound crass but you cannot treat anyone with preferential treatment, it's a hard time for everyone." She added, "Adena is just not in a (financial) position anymore to carry the deficit. "
It was found that old debts weren't applied to real estate taxes.Last year Adena recovered $2600.00 from taxes.
Henceforth, in attempt to recover the bulk of the debt it was resolved that unpaid water bills will now be applied annually to real estate taxes.
Hopkins claimed that she doesn't view the BPA debt as detrimental but rather as a period of recovery. She closed the meeting saying, " In the long run, we can
continue the course of collections and cut down on expenditures."
In November of 2006 Harrison County commissioners obtained a grant through Ohio Rails to Trails. The grant will convert vacated railroad tracks surrounding Adena into paved pristine paths.
Harrison County Engineer, Rob Sterling also addressed the populace pleading, "We're fortunate enough to get this grant that is an 80-20 program." He said, "Our share would be a little over 20 percent." He revealed that asphalt and fuel prices have gradually increased over the two-year period. He continued saying, "One benefit we do have is that Chris Copeland did some research and found that some of the money that the commissioners are made to acquire of the former railway line and that could be used as a portion of those shares." He added, " I know that Phil would like to see a committee formed as a board for the trail."
The committees' commitment would be to work with Adena's involvement in trail preservation. There was suggestion at an earlier meeting that beautification or basic upkeep could be shared if each Adena business or organization became responsible for a piece of the trail. Since the new pathways would be used only for walking, jogging, strolling, cycling, and skating, there is subject to controversy of opinions in regard to ATV recreation.
As a maintenance maneuver, Sterling advised that local organizations sponsor fund-raisers to upkeep the trail. He cited that Conotton Valley raised over $50,000.00 for beautification and trail conservation. Sterling said, "Mr. Copeland died of a heart attack last summer and that put us a little behind this project, but we like to push this through." "This grant was secured in November of 2006, so we're starting to run out of time," he said.
Attending a meeting in May of 2006, Chris Copeland referred to Adena as "the hub of Jefferson County." At that time, Copeland, Conotton Creek committee members and Harrison County officials spoke of the grant citing that property formerly of Wheeling and Lake Erie was on an abandonment list. Harrison County bought the former rail line of the Adena Wye through Georgetown near Dickerson Church Road. The paths are currently vacant and their condition is overgrown.
"This will be a great trail for the village," Mouthed Madzia. He advised that "the trail will begin at the Adena girls' softball field, and the Wye, and the left side will go toward Robyville to the crossroads of Grieves Road, ending in Georgetown." The trail will be 10.6 miles long and will go through Harrison, Belmont, and Jefferson counties in Ohio. A statewide trail from Cleveland connecting to Washington, D. C., commonly known as the Great Allegheny passage originated these trails that were formerly Ohio railroads.
Madzia introduced Marcia Bedway who was present at the meeting and has taken interest in the trail project. She said, "This is a good thing for the town, and a recreational opportunity for Harrison County and I think you should support it."
After a brief Q & A, the commissioners asked Adenians for positive support. For more information regarding the Rails to Trails, visit the web site @ http://www.railtrails.org/index.html
In council concerns, the board voted to accept budget appropriations for 2008. The next meeting is scheduled for April 8th. Members of Adena council's Finance Committee met with Clerk Treasurer Gary Dulkowski at the Municipal Building to allocate appropriations for the 2008 budget. The assembly found that budget appropriations for Adena are undoubtedly decreasing.
Dulkowski distributed copes of budget appropriations, Abstracts of Tax rates, and Amended Official Certificates of Estimated Resources from the budget Commission of Jefferson County, Ohio. Adena's General Fund operated last year with a balance of $103,000.00. In 2008 this figure will be reduced to $83,000.00. The panel pared down numbers computing a challenging checkbook for 2008.
The village of Adena operates scantily with only a skeleton crew. Two of its nine village employees are paid slightly over minimum wage and none of them are granted health insurance. The General Fund pays for street lights, audits, fees to the county health department, general and liability insurance, workers compensation, the Mayor, clerks, and council's salaries, taxes, fees, state benefits, operating expenses and supplies. The money delegated to these accounts are pithy compared to most villages with populations of over 800. Furthermore, as allocations of local government funds dwindle downward, de-regulations of utility companies are on the rise.
Several ideas were considered and brought forth in effort to find funding for Adena. The institution of Ordinances and levies were discussed as a few ideas to increase funding. One mandatory expense due is the State Auditor's statement for fiscal audits. Adena currently owes twenty percent of $10,700.00 from its 2006 finding. Since the village faces another State Audit this year, about $11,000.00 must be designated for this disbursement.
Gary Dulkowski declared, " The Building and Grounds Fund is very encompassing." He reported that although $30,000.00 was appropriated to Adena last year, major undertakings happened in the village. He explained that he village uses this fund for electrical expenses from AEP and Tappan Gas to heat the community center and local buildings. Though the fund finances village properties and grounds, it has tolled its expenses via electric and heating bills, building repair costs, and maintenance. Although a reimbursement grant was secured to pay for community center renovations, approximately $6000.00 was also paid out of the General Fund.
Adena Police Chief Brian Driscoll attended the meeting and suggested the reestablishment of Mayor's Court in an effort to enhance funding for the Police Department. Mayor's Court could possibly increase $1000.00 into the General Fund monthly but Mayor Ray Jeskey opposed the idea. Adena traffic and criminal cases are now transferred to Jefferson County Third District Court and Harrison County Court.
A 3 mil. Police Levy has been additionally effective since 2001 for the department and will be placed on the ballot for renewal in November of 2008. The Levy provides almost $10,000.00 to the village. Finance Chairman, Jim Horton spoke saying, " I think people need to know that the money received from the Police Levy is only being spent on the Police Department." He reported that the levy pays the expenses of the patrolman's salaries, supplies, vehicle insurance, car maintenance, fuel, and operating expenses for the department. With suggestion to increase police patrol hours, Horton replied, "2007 was the first year since 2002 that the police department ended in the black, and by increasing the hours of patrol you also have to budget increases in the other operating expenses."
The majority of committee favored the concept to increase police patrol above 18 hours a week although the current Levy cannot finance it. Horton said, "If people want more police hours, the only other side is to increase or pass another levy." It was agreed that the PD will remain at 18 hours per week and their expenses will be re-evaluated later this year in July or August. Gary Dulkowski asked Chief Driscoll if the department could reduce current telephone and fuel expenses. Driscoll agreed to attempt the task.
Horton heralded, "Let the people vote for what they want." After discussing and deliberating General Fund expenditures, it was evident that the General Fund will produce prudently.
As the Adena budget decreases, and while the state allowances diminish, debt becomes bleak in small towns. The Adena Board of Public Affairs feels financial affliction as well. The BPA have tried to oppose the peril by increasing water rates and overages but the balance currently remains $60,000.00 in the red. Fiscal fear is flooding the Adena village financially and the finance committee members agreed to conglomerate with the BPA on March 24th to hopefully reach remuneration.
Adena remains unique and is currently at its counties' monetary mercy. It is yet another small community seeing no state funding from state routes or industry. Adena officials claim to continue strategically to battle barren budgeting as they scrutinize and strive to keep its incorporation.
Short Creek Trail Railroaded in Adena
Adena Balances Bleak Budget
Adena Village Council's regular session resumed for the New Year. Ray Jeskey who was re-elected and is serving this third term presided over the board. Prior to the meeting, Village Solicitor, Rebecca Bench swore in Jeskey, and new council member Billie Stanwick and Terry Marshall who was re-elected to his post.
Jeskey stated prior to the meeting. "It seems that no matter what panel of council serves, the pace of accomplishment remains similar," he said. He added, "This year, I hope we can at least accomplish a few issues because there always is work to be done."
Jeskey handed out copies of the 2008 Committees of Council to the elected officials. Shirley Bednarski was appointed chairwoman for the Buildings and Public Properties and was assigned to the Police and Public Records committee. R. J. Konkoleski who was elected President Pro-Tempore, will oversee the Adena Parks and Recreation Committee and serve on the Buildings and Public Properties, Street, and Health Safety and Sanitation committees. The chairwoman of the Health, Safety and Sanitation committee will be Nancy Malin who will also be part of the Police Committee. Terry Marshall was appointed to chair the Street Committee and will be part of the Finance, Planning and funding panel. Jim Horton will chair the Finance, Planning and Funding Committee and help with the Street, and Adena Parks and Recreation. Councilwoman Billie Stanwick will manage the Police Committee and administer the Adena Parks and Recreation, Buildings and Public Properties, Finance, and Health Safety and Sanitation boards.
It has become customary that the Adena Mayor assigns committees to council. Mayor Jeskey appoints them annually in effort to channel issues in an organizational manner. He asked that all committees report to council in the order of business at monthly meetings and that all meetings be pre-arranged and publicly advertised in accordance with the Open Meetings Act of the Ohio Sunshine Laws. The ORC Revised code 733.05 specifically states When the mayor deems it necessary, the directors of the several departments of the city shall meet with him at the time and place he designates, for consultation and advice upon the affairs of the city.
The New Year also brought Gary Dulkowski to his re-elected post as Village Clerk-Treasurer and Fiscal Officer. Street Supervisor, Dave Yanok will continue to supervise the Street Committee. The elected Board of Public Affairs for the year 2008 are: LuAnn Hopkins, President, Susan Bednarski, BPA secretary, Ray Konkoleski and Wayne Ostojich, board members. Scott Durbin and James Sliva are part time employees of BPA board.
Council renewed the levy for the Adena Fire Company and voted to take action regarding a past audit finding. The state audit found that prior Adena electors were overpaid. Adena council voted unanimously to take action to recover the overpayments from past members. Solicitor Rebecca Bench was assigned to address the matter.
A police report disclosed 18 incidents consisting of eleven traffic violations, three assists, an auto accident and two complaints. The department announced that they are reviewing resumes for part time patrol of the village.
A public committee meeting regarding village finances will be held at 7:30 p.m. at the Adena Municipal Building January 21st.
The next session is slated for February 12th.
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